Loading...
HomeMy WebLinkAbout09/24/1974N ra _,F A JOINT CITY COUNCIL, PLANNING COMMISSION, STANDING COMMITTEES TOWN OF LOS ALTOS HILLS 26379 Fre?ont Road Los Altos Hills, California Mayor Stanley Grabowski called the Special Joint Study Session to order at 7:40 P.ki. in the Board Room of the Foothill College District Offices, 12945 E1 Monte Goad, Los Altos Hills: A. ROLL C, LL CITY COUNCIL: Present: Councilmen Cheney, McReynolds, Councilwoman Miller, Mayor Grabowski Absent: Councilman Helgesson PLANNP:G Present: Commissioners Perkins, Schick, Young, Chairman COMMISSION: Absent: Spencer. Commissioners Carico, Lachenbruch, Phillips. ENV. DESIGN Present: Mrs. Gould, Mr. Hinckley, Vice Chairman Mr. COMMITTEE: Absent: Smith. Dr. Hamilton, Mrs. Rudolph, Chairman Gibson. NOISE ABATEMENT Present: Mr. W. Gregorwich Mr. Barber, Mr. Hettinger, Mr. Ashby, Mr. Hearn, COMMITTEE: Absent: Mr. Pfefer, Mr. Traficanti, Acting Chairman Shriver. PATHWAY Present: Cdr. Dochnahl, Mrs. Hiliestad, Mr. Mizer, COMMITTEE: Absent: Chairman Stutz. Mr. Franks, Mrs. Standring PUBLIC WORKS Present: Mr. Brown, Mr. Mr. Corney, Hr. Proft, COMMITTEE: Chairman ofenenberg, TRAFFIC & PUBLIC Present: Chairwoman Goldsmith Gorman, Mr, Rydell, Mr. Bettcmn, Mr. SAFETY COMMITTEE: Absent: Mrs. Jones, M. HISTORIAN: Present: Mrs. Fava —` Mayor Grabowski requested that the purpose of the meeting be read into the record; specifically, to resolve questions regarding areas of responsibility and authority, intra -agency communication, fiscal privilege, Staff support, balance of interest, and other issues in connection with the functioning of Commissions and Committees. The Mayor also noted that a proposed Table of Organization had been distributer) to these attending this evening's meeting and he expected members to comment on the Table. The Mayor also read into the record the legal opiniun of Mr. Gillio, City Attorney regarding the option of a City of whether or not to have a Planning Commission. When a Commission is provided for, it then performs the duties Pf f L [. 0r6iiance AIS cin r Comm ssions or Cr,,= ..ees, eiti er .,tanning o. n: 6cc, have the duties and responsibilities which are spelled out in Resolutions or Ordinances zdoptzi by Ccuncit Ir all c ses, the City ro!rcii is coi.e`y responsible In e.ak.rg t:_ ;;:ointments to the Pia' -.1411g c::.,S S 10 ._.__... "ayor Gr-: c,rki noted the communication received from Commiss-,ner Car -co, who was cc. c7 Town. Ccmm`.ssioner Carico had rec c anded: : not tine mental D,., gn CcTmi t e and Pathway Committee rork more closely with the piarti;-] commission before tie r..ttcrs go to Council; and 21 That a stady be done o., poss`hle ^_;oansion c= the Town's Urban S rrvice Area at the Staff e.^,d ?lar,arlg Ccu.:-Jssicn level before any decision is made. The Mayor commented Diaz the rieeting would b- informal, and that Cauccil e:ould ask eac.`1 separate Co-,mittee to make their comments prior to hearing from the Planninq Commission: PATHUT,Y CG"^'^iTTEE: Chairman Robert Stutz. REPORT!"C: Mr. Stutz commented that he a?reed with the proposed Table of Organization, wherein the Pathway Committee would be resoorsible to the Planning Commission and act on properties before they no before the �, C^mmissicn. STAFF S'1,IWRT: Some liason was needed between the city m[nager, City Encinedr ar•.d the Cocnittee for repertina of the status of the Cc::sir.tee's re:ormendations for paths and trails. Fre also noted that in some cases, the f4. -,al map did not shota the easements requested. 41,r. Stutz also ragL.ested that the Minutes of the Committee be prepared and distributed as soon as they were turned in. He also noted that the Committed feat it would he a good idea to receive all Agendas and Min•.!tes of the Planning Commission. MASTE' PATH PLAN: R -:or -cod that an P.d^iinictra,ive 'intern was s:or'r.ing foll- time or, the easemersrecorded for paths and trails for '..his element of the ' G-nerzl 4 ."AIN7E`1X10E AND Cet!S:PUCTION OF TRAILS AND P„_uS: Cc-mittee could not con- structively carry this aspact of tneir res?ons bility out because a cost estimate was nee_ed. Mr. Stutz spoke of the problems of summer help carrying out the maintenan-e OF pans and trails when they did not really know their ' -usiness. However, he said the Committee would have to make do until batter help and further monias ,erd available. r CSdi:UNICATIGNS 41ITH PLANNING CGI -MISSION: Suggested thzt e meetings and v f:^o:i the Planning Commission attend all Pathway Committee meetings and vice- ` versa to otter improve communications. -2- 4 MINUTES OF .A JOINT STUDY SESSION - Septemb^r 24, ;474 PATHWAY CO:dMITTEE ;-.ort'd1: Discussion then ensued regarding how the Committee presented their findings to the Planning Commission, the pros and cons of the Committee reporting directly to the City Council, and the make-up of the Committee. Cdr. Dochnahl commented that he felt the Chairman of the Committee should have some say in the appointments of members. The Nayor stated that he felt the membership of the Pathway Committee should be comprised equally of those interested and concerned with pedestrians, equestrians and bicyclists. TRAFFIC AND PUBLIC SAFETY: Chairwoman Irma Goldsmith. STAFF SUPPORT:: Mrs. Goldsmith reported that the members of Staff, the City Managerand City Engineer had always been cooperative with her and the Committee. She said the Committee worked with good results with the City Engineer, who had been helpful in providing information needed by the Committee. Minutes and Agendas were no problem, since the Committee did these themselves. Mrs. Goldsmith commented that it was disappointing to have the Committee work t on a report to be presented to Council, often to find that the matter was 4r put over to another meeting. She said the Committee would like to see a faster implementation of their recommendations and reports. 4 COMMITTEE: There was a problem in trying to get a quorum for each meeting. Mrs. Go1CIcsmith suggested that Council consider a five -member Committee as opposed to seven members. She also suggested that a citizen be allowed to "audit" a Committee to see what work was being done and whether it was to their liking and suited their qualifications before an appointment was made. She felt in this way, a person interested in s9rvina on one of the Town's Committees might better choose which one suited his particular interests. She thought, also, that the membership of the Committee should represent all areas of the Town, and should have a balance of men and women representatives. COUNCIL: Committee felt that in some instances, council did not allot enough time during their meetings to hear a full and complete report on matters referred to the Committee for study and recommendation. The Mayor commented that on any report given, where action by Council is desired, it should be placed under "General Orders" rather than under "Committee Reports", and in this way, the problem would receive direct and early attention. APPROVED TRAFFIC SURVEY: Mrs. Goldsmith reported that many of the problems related to traffic might be resolved upon completion of the Traffic Survey authorized by Council, which will then allow the Sheriff to use radar within the Town limits. -3- L MINUTES OF A JOINT STUDi SESSY)71 - September 24, 1974 TRAFFIC AND PUBLIC SAFETY (cont'd): FISCAL RESPONSIBILITY: As far as this area vent, the committee, Mrs. Goldsmith stated, was not sure of its responsibility. She said the Committee would not feel their report was adequate unless they could present Council with some idea of the costs of recommendations made, and what monies were available. Mayor Grabowski suggested that any time the Committee nee4-d monies, they could consult with the City Manager so that he could request funds from Council, and schedule this item as an action item on the Agenda. REPORTING: Council consensus was that the Traffic and Public Safety Committee should report directly to Council. NOISE ABATEMENT COMMITTEE: Mr. Walter Gregorwich: COMMITTEE: Mr. Gregorwich commented that the Committee was also having F­oblems and felt that a five emberCommiteewouldbeable to workbetter. [ When asked by the Mayor how the Committee would feel about reporting to the fir+ Planning Commission since the impact of noise upon the community is a Planning Consideration, Mr. Gregorwich said he would ask the Committee their consensus, since this matter had not been discussed, and 6e could not respond at this time. Chairman Spencer of the Planning Commission felt that the Poise Abatement Committee should continue to report to Council. BUDGET: This Committee had no budget requirements. STAFF SUPPORT: Mr. Gregorwich said he did not feel able to comment on This matter. Discussion revolved around the reorganization of the Committee, the noise ordinance and violations thereof, and what authority the Committee had regarding enforcement. ENVIRONMENTAL DESIGN COMMITTEE: Vice Chairman Christopher Smith. COMMITTEE: Mr. Smith reported that the Committee also had problems with getting a quorum together as a seven -member Committee. They felt they could work better if the membership were reduced to five. Mr. Smith agreed with Mrs. Goldsmith's suggestion of "auditing" a Committee before deciding on which Committee they would like to serve. He also felt that tow all Committees needed some members with expertise or background in the Committee's particular field. -4- MINUTES OF A JOINT STUDY SS.SSION - September 24, 1974 ENVIRONMENTAL DESIGNCOMMITTEE (cont'd): BUDGET: The Committee was still not sure of funding for its work, or whether State or Federal funds might be available for some of the projects planned. He also said the Committee did not know who would be responsible for the maintenance of a project after completion. COMMUNICATIONS: Mr. Minckley, Secretary for the Committee, commented that There was a communications breakdown regarding the charges of the Committee, and that the communications between this Committee and others was very poor. fir. Smith also said he would like to see better communications established between Committees. REPOiiii!,G: Discussion ensued between Council, Staff, Planning Commission relative to whom the Committee should report. Councilman Cheney felt the Committee should report to the City Manager and the City Council. Commission Perkins felt that environmental design related directly to Planning and thought the Committee should report to the Commission. fir. Mader, Planning Consultant, agreed that this Committee should logically report to the Commission. Mr. Mader also felt that at the Staff level, some matters should be referred to this Committee for their input. He thought matters concerning use permits, variances and landscaping plans for single family residences, 4W would be areas where the Committee's advice would be valuable. Mrs. Gould raised the question of work already done by the Committee on the median strips and the priority list established, and how the new charges to the Committee might affect this work. She also asked about the Committee's responsibility relative to open space, the Freeway, and other public lands. Mr. Conrad Mizer suggested that charges of the Committees be looked into and some re -assignments made to avoid duplication of effort. PUBLIC V!ORKS COMMITTEE: Chairman Matt Altenhoven, Mr. Keith Brown. COMMITTEE: Mr. Altenhofen commented that there were no internal problems within the Committee; that it was now comprised of five members and he felt the size was right, with no attendance problems. Deferred to Mr. Brown for further discussion and comments. STAFF SUPPORT: fir. Brown noted that the Committee felt handicapped in that they tet a IaCK of input and direction from both City Council and City Manager. He said the Chairman did not receive Minutes and Agendas of the Council or Planning Commission so he could be better informed on what was going on in the Town. BUDGET: Since the Committee comes under Resolution 11751, which directly charges the Committee with financial responsibility, questions were raised t► regarding monies available for Committee recommendations. -5- OW MINUTES OF A JOINT STUDY S=SS?OA - Sep'cember 24, I078 PUBLIC WOR'CS COMMITTEE (cont'd): COMMUNICATIONS: The Committee felt that since the Minutes of their meetings were forwarded to Council, this was enough of a report, and that if Council desired further information, they could always request it of the Committee. Mr. Brown also suggested an exchange of Committee minutes so all members could be better informed. Mr. Brown said the Committee welcomed residents who might want to attend any of their meetings. Mayor Grabowski inquired about how the Committee handled complaints that they received regarding the repair of "pot holes". Mr. Brown and Mr. Altenhofen responded that nothing was being done about these to date, since the Committee did not know how to handle them except to refer them to the City Manager or City Enoineer for action. The Committee did not feel they were obligated to do anything else with such complaints. Discussion ensued, and the Mayor felt a more positive response should be given citizen ccmplaints. He felt that any complaint should be reported to the City Manager for action, with a follow-up by the Cormittee to see if corrective action had been taken. If there was no response from Ad- ministration within ten days, then the Committee should come before Council for direction. 4 Further discussion was also held on the utilization of fu^ds available for road maintenance and the best way they could be used. TOWN HISTORIAN: Mrs. Florence Fava Mrs. Fava thanked Council for being included in this evening's meeting. She asked for Council's direction as to what,specifically she was expected to do in her capacity of Town Historian since no specific charges were ever laid down for her. She noted that she was maintaining the scrapbooks for the Town and reviewing the historical sites. She also directed Council's attention to the fact that her appointment as Historian had expired, but that she was continuing to work in this capacity. Discussion was held regarding Mrs. Fava's notification of lands that were coming before the Planning Commission and how she worked with that body regarding landmarks of historical significance. After discussion, Council agreed that charges should be prepared for the office of Town Historian before other questions raised by Mrs. Fava were approached. PLANNING COMMISSION: Chairman Spencer, et. al. COMMISSION: Chairman Spencer felt there was a lack of definitive charges, and thought every Committee member should get a copy of Resolution #696 outlining areas of responsibility. He also noted that because the Variance and Permit Commission met prior to the Planning Commission, there were -6- L, MINUTES OF A JOINT STUDY SESSION - September 24, 1974 PLANNING COf"MISSION iccnt'd?: eccassions when there were time conflicts. STAFF SUPPORT: Chairman Spencer felt that there tras not enough Staff support for the commission. COMMUNICATIONS: Felt strongly that there was not enodgh guidance from the City Council or Staff when matters were referred to the Commission for action. Corm—'ssioner Schick raised the question of agendas of Staff meetings being sent out to notify those Commissioners who wished to attend these meetings. Discussion was held regarding the difficulties in preparing an agenda, since Staff did not always know until a few days prior to such meetings just which items v.ould be ready for discussion. The Mayor suggested it would be the Chairman's responsibility to decide whether an agenda for such meetings was needed. SITEDEVELOPMENT CO''IT!TEE: Commissioner Young commented on problems surround- ing the Site Deve opment Committee and the haphazard manner in which the meetings are held. He felt the Committee should be accorded more importance E in the Planning structure since it was a very important committee. Commissioner Perkins remarked that he had given the matter of Committees serious consideration, and had come up with four points which he felt made for an effective Committee: 1. A clear charge must be laid on the Committee so that they know exactly what they are responsible for; a vague charge made for vague recommendations. 2. It must be made absolutely clear to whom the Committee reports within an organizational structure. 3. The Organization that is responsible for listening to the Committee must listen to the Committee. Not only must they listen to the Committee, but encourage the Committee; that there is nothing so dulling as to have recommendations back -rated. 4. If the Town sets up a Committee, it implies that the Committee will be supportive. This evening, the question had been raised several times as to what kind of support the Committees should get from Staff, what kind of resources they should have. Mr. Perkins said that Committee members were volunteers who gave of their time for the benefit of the Community, and if their time is to be effective, that means they get support. If the Town says the Committee should do a certain job, the Town, by implication, says this Committee will t have the support it needs - within reasonable bounds. The Committee 4✓ should expect this support in Staff time, funds, or whatever is necessary. -7-