HomeMy WebLinkAbout24-18 RESOLUTION 24-18
RESOLUTION OF THE TOWN OF LOS ALTOS HILLS
ESTABLISHING STANDING COMMITTEES AND
ADOPTING GENERAL AND SPECIAL RULES PERTAINING THERETO
WHEREAS, the City Council of the Town of Los Altos Hills wishes to establish standing
volunteer committees to assist the Council with various issues;
NOW, THEREFORE, the City Council of the Town does RESOLVE that the following
standing committees are established, and the following general and special rules pertaining to
standing volunteer committees are hereby adopted:
Section 1. Committees Established. The following are hereby constituted as the
regular Standing Committees of the Town:
(a) Community Relations Committee
(b) Emergency Communications Committee
(c) Environmental Design and Protection Committee
(d) Finance and Investment Committee
(e) Parks and Recreation Committee
(f) Pathways Committee
(g) Open Space Committee
(h) Environmental Initiatives Committee
(i) Education Committee
(j) History Committee
(k) Public Art Committee
Section 2. General Powers and Duties
(a) Each of the Standing Committees shall have the general power and duty to render
advice and make recommendations to the City Council, Planning Commission, or the City
Manager and other Town bodies designated by the City Council on all aspects of its particular
sphere of interest.
(b) Each Standing Committee shall make regular oral reports to the Council, in
addition to any specific reports and recommendations requested by the City Council or deemed
necessary by a majority of the members of the Standing Committee.
(c) Each Standing Committee shall meet with the City Council, once a year at the
Council's request, to discuss and report on its goals,projects, accomplishments and concerns.
(d) Each Standing Committee shall study its own structure, specific charges and
direction, and recommend any changes if needed to the City Council.
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(e) The City Council shall advise Standing Committees of any evaluation made of the
Standing Committee's actions and direction, and any proposed action to amend the Standing
Committees charges.
(I) Each Standing Committee is encouraged to send a representative to City Council
and Planning Commission meetings whenever possible.
Section 3. Appointment of Committees. The following general rules shall be
applicable to the qualifications of members and associate members of Standing Committees, and
their appointment and removal;
(a) The members of each Standing Committee shall be appointed with the approval of
a majority of the City Council.
(b) Each Committee member shall:
(i) be a resident of the Town at the time of their appointment and for so long
as they serve.
(ii) serve at the pleasure of the Council, without compensation or payment of
mileage, for a term of four {4} years. In the case of the Councilmembers
serving on a Standing Committee as voting members, their terms shall not
exceed their terms of elected office. Upon leaving elected office the City
Council shall appoint other members of Council to those committees with
Councilmember participating as voting members.
(iii) be eligible for reappointment upon application to the City Council, but the
City Council shall encourage new applicants in order to promote
widespread community involvement. To achieve this, the City Council
will generally not appoint an applicant who has served for two {2}
consecutive terms as a member of that Committee, within a period of two
{2} years from the expiration of their most recent term. These term limits
do not constrain a resident from being appointed as an associate member
of that Committee, nor from applying for appointment to any other Town
Committee.
A Committee member's record of attendance at the Committee's meetings
may be a factor in determining whether that member should be
reappointed to the Committee.
Notwithstanding the foregoing, the City Council retains the ability to
appoint anyone that it may select by majority vote for membership on a
Town Committee.
(iv) be considered to have resigned in the event of three consecutive absences
from the meetings of their Committee, unless the Chairperson of the
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Committee shall have excused the member's absence and informed the
other Committee members of the exception at the third consecutive
meeting missed.
(c) The associate members of each Standing Committee shall be appointed by a
majority vote of their respective committees. Each Associate Committee member shall:
(i) serve at the pleasure of the Committee without compensation or payment
of mileage for a term not to exceed four {4} years.
(ii) have non-voting membership status.
(iii) be of assistance to their respective committees with their charges and
duties on an as-needed basis. Residency and regular meeting attendance is
not required.
(iv) be unlimited in number based on the needs of each committee.
(v) the appointment of associate members of the Environmental Design and
Protection Committee, Pathways Committee, and Open Space Committee
shall be subject to the approval of the City Council. Notwithstanding the
foregoing, if the duties of the associate members of those committees do
not include site visits, City Council approval shall not be required.
(d) Notification of resignations or terminations of committee members shall be
submitted to the City Council in writing. Notification of appointments and resignations of
associate members shall be submitted to the City Clerk in writing. Vacancies in the membership
of any Standing Committee with the exception of the Councilmembers serving as voting
members on any Standing Committee shall be filled in the following manner:
(i) The City Clerk shall post in three {3} public places in the Town a notice
of the fact that a vacancy has occurred and that the applications will be
received prior to a date stated in the notice.
(ii) All persons interested in serving shall submit to the City Clerk a written
request for appointment containing such information on their background
and qualifications as they deem appropriate. The City Clerk shall notify
all applicants of the Council meeting at which their application shall be
considered.
(iii) The City Council shall, during a public meeting, appoint Standing
Committee members by selecting appointees from a roster of persons
offered by individual Council members and applications from candidates.
The City Council shall endeavor to appoint the best qualified persons.
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(e) One member of the City Council shall be designated by the Mayor as a liaison for
each Standing Committee with the exception of the Finance and Investment Committee which
shall include two council liaison members (MayorNice-Mayor). The designated Council
liaison(s) may attend meetings of the Standing Committee to which he or she is assigned, and
shall try to do so at least quarterly, but shall not vote. The Council liaison shall contact each
member of the Standing Committee to which he or she has been assigned at least once annually
to determine any problems which may exist and to receive information for use in Council
evaluations of Standing Committee actions and direction.
Section 4. Organization of Standing Committees. The following general rules shall
be applicable to the organization and conducting of business by each Standing Committee:
(a) Each Standing Committee shall establish a time and place for its regular meetings.
Once the Standing Committee has established a time and place for its regular meetings, the
Standing Committee shall request the City Council to approve the time and place of the regular
meeting. The City Clerk shall cause notice of the schedule of regular meetings to be posted on
the bulletin board at Town Hall. The agenda shall be set by the Chairperson, but upon the
request of any Standing Committee member an item shall be placed on the agenda. Agendas of
meetings shall be posted in compliance with the provisions of the Ralph M. Brown Act
(commencing with Government Code Section 54950), as hereafter amended. No Standing
Committee meeting shall be considered to have been held unless notice of the time and date of
the meeting shall have been properly available pursuant to the Ralph M. Brown Act, as hereafter
amended, and unless a quorum shall have been present. Special meetings of a Standing
Committee may only be called by the Standing Committee Chairperson, Mayor or City Manager
and must be called in accordance with the Ralph M. Brown Act.
(b) The quorum is a majority of the currently appointed membership.
(c) A committee may be required to participate in property site visits. Site visits must
be performed by only current committee members and are permissible as long as any group of
committee members does not contain a quorum of current members. In the event a site visit is
necessary, a Standing Committee chair shall inform Town staff at least one week in advance of
any visit. Town staff shall send the homeowner(s) a courtesy postcard notifying them that a site
visit will be taking place within a defined time period. The postcard shall be sent a minimum of
72 hours in advance of any visit.
(d) At its first regular meeting in July of each year, each Standing Committee shall
elect, by a simple majority of the members present, from its membership a Chairperson, Vice
Chairperson, Secretary and such other officers as the Standing Committee deems advisable, who
shall not serve for more than two {2} consecutive one {1} year terms. If at the time of the
election, it is determined that there are no viable nominations for the slate of officers including
the Chairperson, the Committee may request an exemption of the general rule pertaining to the
term(s) for the Officers/Chairperson from the City Council. At the July meeting, any
subcommittees deemed advisable by the Standing Committee for specific activities within the
purview of the Standing Committee shall be appointed by the members. At any other meeting an
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officer may be replaced. However, at any meeting other than the first regular meeting in July, a
vote of the majority of the Standing Committee is necessary to replace or elect an officer.
(e) The duties of the Chairperson shall be consistent with those of a presiding officer
as they pertain to the conduct of the Committee meetings and adherence to the general powers
and duties, organization of Standing Committees, Committee charges and duties and procedures
as set forth in this resolution.
(1) The Chairperson shall be responsible for monitoring the attendance of committee
members and shall meet with any committee member who the Chairperson believes is negatively
impacting the operation of the Standing Committee due to absences from committee meetings to
discuss a plan to eliminate future absences. If following the meeting,the Chairperson does not
believe the committee member will be able to attend the future meetings and will therefore
continue to negatively impact the operation of the Standing Committee,the Chairperson may
recommend that the City Council either remove the person from the Standing Committee or
recommend that the Standing Committee vote to convert the person to Associate membership
status on the Committee
(g) Each Standing Committee shall keep minutes of its meetings, which shall include
its determinations, recommendations, attendance of members and an indication of who prepared
the minutes. The minutes shall be reviewed by the City Manager who, in consultation with the
City Council liaison to the particular committee, shall determine which items need to be
agendized for a City Council meeting. The minutes shall also be public records.
Section 5. Code of Conduct for all Committee Members:
(a) Appointees on Committees are volunteers who desire to provide their time,
service and expertise to the Town.
(b) Appointment to any Los Altos Hills Town Committee or Commission is
contingent upon each prospective appointee's acceptance of this Code of Conduct.
(c) Appointees agree that their service is intended for the greater benefit of the Town
and not for any private, commercial or personal interest.
(d)Appointees will agree to:
1) Abide by the laws of the Federal, State or County and the Town's
regulations and ordinances and to follow the direction of legal authorities.
2) Accept and follow Town Council defined charters,objectives and requirements
and to provide their service, advice and recommendations to the Council and, if
approved by the Council,to others.
3) Not disclose confidential information that they may discover during their
service unless legally authorized to do so.
a) Also, such confidential information shall not be used to advance the
personal, financial or private interests of themselves or others.
4) Recuse themselves if or when a situation arises in which a member could be
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perceived to have a conflict of interest.
5) All discussions, decisions and votes must be made in public and shall follow the
provisions of the Ralph M. Brown Open Meeting Act. Appointees shall also
complete bi-annual Ethics and Brown Act training.
6) Keep official discussions within the body's charter.
7) Consider issues that come before the body by using an objective,
responsible and equitable process.
8) Treat all persons in a courteous,dignified and professional manner.
a) Confront Ideas and Issues---but not People.
b) A Personal attack, in any form,by an appointee to any other person(s)
is unacceptable behavior.
9) Use Town bestowed titles or positions only when conducting Town business,
for information purposes or to qualify their background and expertise and not for
personal gain or to promote ideas that their committee have not approved.
10) Reject any form of gifts or compensation from any entity or person for
their service except when authorized by the Town Council.
11) Respect and follow established channels of communication with Town staff
12) Use Town equipment, supplies,personnel or facilities for approved Town
activities only.
a) Care should be exercised when requesting Town staff services.
13) Satisfy all participation requirements that the Town or the body may impose
upon its members.
a) Respect others by being on time and properly prepared to conduct the
body's business.
Section 6. Special Powers and Duties. Each Standing Committee shall be
empowered and obligated as follows:
(a) Community Relations Committee.
(i) The membership of this Committee shall consist of a minimum of five {5}
and a maximum of ten {10} members appointed whenever feasible from
different geographical areas of the Town.
(ii) The charges to and duties of this Committee shall be:
a. to encourage communication and participation between residents
and Town government, and study and identify means of assuring
continued cooperation among different groups;
b. Conduct a coordinated program for welcoming new residents to
the Town that may include mailing welcome and information
packets,personal visitations, telephone calls, and/or invitations to a
dedicated welcoming event or special recognition at any regular
event(s);
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c. Coordinate and sponsor regular Town events including an annual
Town Picnic and other special events as the Committee may
recommend.
d. Inform Los Altos Hills residents of community activities through
written communication, articles and/or reports in"Our Town,"
and/or other appropriate methods such as information tables at
events.
e. to assist other Committees, in implementation of special projects;
f. to actively seek interested volunteers to serve on Town committees
and commissions.
(b) Emergency Communications Committee.
(i) The membership of this Committee shall consist of a minimum of five
members and a maximum of twenty-five {25} members, all of whom are
either licensed radio amateurs or individuals in training for said licensed
status.
(ii) The charges to and duties of this Committee shall be:
a. Provide emergency radio communication services between the Los
Altos Hills Emergency Operation Center(EOC) facility and:
1) The Santa Clara County Office of Emergency Services
(OES).
2) ECC-staffed operations located at any Town-operated
Incident Command (IC) location for the purposes of
communicating between the EOC and the Town IC.
3) Surrounding area municipal emergency communication
facilities, hospitals and emergency service groups such as
the Red Cross, or other volunteer emergency response
agencies.
Communications will take place using federally-sanctioned
amateur(HAM)radio operating frequencies in accordance
with federally-mandated Amateur Radio operating
requirements and procedures and other radio services and
frequencies a requested by the Town Director of emergency
services.
Provide the Net Control Operator(NCO) function to serve
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amateur(HAM)radio operating frequencies in accordance
with federally-mandated Amateur Radio operating
requirements and procedures and other radio services and
frequencies as requested by the Town Director of
Emergency Services.
Provide the Net Control Operator(NCO)function to serve
amateur radio operators throughout the Town and
surrounding areas for the purpose of EOC operations and,
as needed, for support of Community Emergency Response
Team(CERT) Recon NCO operations.
b. Organize and implement periodic "simulated disaster" emergency
communication drills and participate in similar drills organized by the
Amateur Radio Emergency System (ARES) District Emergency
Coordinator (DEC), the CERT organization serving the Town and
appropriate others including the Disaster Council; and participate in
weekly ARES communication readiness/training nets that exist in the area;
c. Provide occasional non-emergency communication services for other
Town sanctioned groups as requested when possible and practical;
d. Develop and train according to Town requirements a group of amateur
radio operators within the Town and surrounding areas who will be
available in a time of need to assist the Committee in the performance of
its duties;
e. Coordinate and periodically review activation,training,mutual aid, and
operating procedures with appropriate other emergency groups and
agencies in Santa Clara County and as requested by the Town Director of
Emergency Services.
f. Maintain radio and related equipment that support EOC operations, update
equipment and necessary by using volunteer time and skills, and
management Town-budgeted acquisition of good and services
g. Committee members should also be trained in the effective use of cell
phone and other communications as necessary.
(c) Environmental Design and Protection Committee.
(i) The membership of this committee shall consist of a minimum of five {5}
members and a maximum of eight {8} members including, whenever
feasible, professionals in the fields of landscape design and construction,
environmental science, and pollution control.
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(ii) The charges to and duties of this Committee shall be:
a. to work for the beautification of the Town and the protection of its
resources;
b. to assist staff in implementation of the Town landscape policy
through recommendations at subdivision, site development,
Planning Commission and City Council meetings, and through
review and inspection of required plantings;
c. to study and make recommendations relating to landscaping and
protection of public property, such as park lands, and treatment of
riparian habitat and open space within the Town;
d. to identify nuisance problems and sources of pollution and
recommend actions for abatement; and
e. to prepare educational materials for residents outlining Town
ordinances and enforcement with regard to landscape design and
protection of the environment.
When requested to make recommendations to staff on proposed
new development including new homes, remodels, secondary
dwellings, and auxiliary structures as to impact on site specific and
the surrounding neighboring sites reviewed by the Site
Development Plans and Field visits. Such impacts would include
topography, vegetation, drainage, lighting, skylights, riparian
habitat and conservation easements.
To attend all Fast Track/Site Development meetings to support
committee and staff recommendations.
(d) Finance and Investment Committee.
(i) The membership of this Committee shall consist of a minimum of five {5}
members and a maximum of nine {9} members. The Mayor and Vice-
Mayor shall serve as non-voting Council liaisons. Members shall meet at
least one of the following qualifications: {1} five years accounting and
financial experience in a public corporation, municipal government or
privately held business; {2} financial officer of a public corporation with
five years' experience; {3} investment officer of a F.D.LC. member
institution with five years' experience; {4} money manager who
specializes in corporate or government agency issues with a minimum of
five years' experience; or {5} five years' experience in investment
banking, venture capital and/or general management.
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(ii) The charges to and duties of this Committee shall be:
a. to serve as an advisory body to the City Council on financial and
investment matters and operations related thereto;
b. to review five-year capital budgets and revenue projections and
make recommendations to the City Council;
c. to review the annual budget and make recommendations to the
City Council;
d. to review the annual audit and make recommendations to the City
Council;
e. to advise the Council on change and selection of auditors;
f. to study all fiscal issues and recommend possible improvements
and economies;
g. to develop and recommend an investment Policy that protects
to monitor investment performance and recommend changes as
appropriate. All such recommendations shall be approved by the
City Council. The City Manager shall execute any approved
investment decisions.
h. to monitor pension and OPEB obligations and recommend
appropriate mitigation and reserve policies.
(e) Parks and Recreation Committee.
(i) The membership of this Committee shall consist of a minimum of five {5}
members and a maximum of ten {10} members, including whenever
feasible, residents who are parents of young children.
(ii) The charges to and duties of this Committee shall be:
a. to serve as an advisory body to the Council on matters related to
year-round recreational programs and activities, including, but not
limited to, recreational programs and activities to serve children
and adults; and
b. to develop new recreational programs and activities and study all
recreational facilities available within the Town and make
recommendations regarding their status, consistent with the
General Plan.
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(0 Pathways Committee.
(i) The membership of this Committee shall consist of a minimum of five {5}
members and a maximum of eleven {11} members.
(ii) The charges to and duties of this Committee shall be:
a. to work for the preservation and enhancement of the pathways
within the Town for the use and enjoyment of all residents;
b. to review and recommend changes to the Master Path Plan and the
Bicycle Plan of the Town;
c. to make recommendations at subdivision, site development,
Planning Commission and City Council meetings regarding
pathway easements;
d. to meet regularly with the City Manager or the Manager's designee
to render advice on pathway activities, priorities, and necessary
maintenance;
e. to communicate to residents the concepts and locations of paths
and trails within the Town as approved by the City Council;
f. to study and recommend ordinances and resolutions relating to
acquisition, construction, maintenance and use of public trails and
pathways;
g. to communicate Town policies and procedures regarding pathways
if advised to do so by the City Council; and
h. to make recommendations to the City Council regarding both the
maintenance and capital improvements budgets with regard to
pathways.
(g) Open Space Committee.
(1) The membership of this Committee shall consist of a minimum of five {5}
members and a maximum of nine {9} members.
(ii) The charges to and duties of this Committee shall be:
a. to advise and assist the City Council, Planning Commission and staff in
implementing the policies and goals of the General Plan, specifically with
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respect to acquisition and maintenance, and protection of voluntary
conservation, open space easements and open space;
b. to make recommendations at subdivision, site development, Planning
Commission and City Council meetings regarding the acquisition,
maintenance and protection of conservation easements, open space
easements and open space;
c. to advise and assist the work for the preservation, restoration and
enhancement of the environment and natural resources within the Town;
d. to study and recommend ordinances and resolutions relating to acquisition,
restoration, maintenance and use of conservation easements, open space
easements and open space within the Town;
e. to communicate Town policies and procedures regarding conservation
easements, open space easements, and open space following standard
Town communication policies;
f. to provide educational material and informational forums and programs to
the public regarding natural resources (e.g. wildlife, creeks, native plants
and wildlife habitat) following standard Town communication policies;
and
g. to develop relationships with other Town committees, neighboring
municipalities and regional entities to collaborate on environmental issues
following standard Town communication policies.
(h) Environmental Initiatives Committee
(i) The membership of this Committee shall consist of a minimum of five (5}
members and a maximum of eleven fl 1} members.
(ii) The charges to and duties of this Committee shall be:
a. to assist the Town in the development of and refinement of the
Council's Environmental Strategic Goals for Town-owned
property;
b. to recommend a set of initiatives that would lead to the progress
and achievement of these goals; and
c. to review other environmental initiatives to be proposed to the City
Council, subject to the appropriate hearings, that would affect
other aspects of Town policy including residential development
and Town infrastructure.
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(i) Education Committee
(i) The membership of this Committee shall consist of a minimum of five {5}
members and a maximum of eleven {1 } members. Members shall be
selected so as to ensure, to the extent possible, a representation of school
districts serving the Town. The mission of the Education Committee shall
be to preserve, support and promote public education opportunities for the
residents of Los Altos Hills.
(ii) The charges to and duties of this Committee shall be:
a. to promote and preserve neighborhood public education in Los
Altos Hills;
b. to promote attendance at public schools serving Los Altos Hills,
and to act as a resource of information for residents regarding
choices in education;
c. to monitor Los Altos Hills attendance at public and private schools
serving our residents;
d. to support the Parks and Recreation Committee(as needed) in
working with school officials to promote using school facilities for
recreational/community activities for our residents;
e. to maintain a good relationship with public school districts serving
the Town; to monitor their actions; and, to advocate on behalf of
Los Altos Hills as appropriate; and,
f. to keep the City Council informed of public education matters of
interest and to call for action as needed.
(j) History Committee
(i) The membership of this Committee shall consist of a minimum of five {5)
members and a maximum of nine {9} members. The mission of the
Historical Committee shall be the preservation of the Los Altos Hills
heritage.
(ii) The charges to and duties of this Committee shall be:
a. to implement policies that preserve the historic and cultural fabric
of the Town;
b. to protect the historic and cultural resources from inappropriate
destruction;
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c. to preserve community input into the policy-making process;
d. to research and document best practices and model preservation
policies;
e. to organize and make available to the public the historic artifacts
that have been preserved and to continue to collect historic artifacts
for future generations.
(iii) Nothing in the aforementioned charges and duties shall be interpreted
as authorizing the mandatory historic preservation of private residences or require property
owners to submit their pending site development plans before the Committee.
(k) Public Art Committee
(i) The membership of this Committee shall consist of a minimum of five {5}
and a maximum of nine {9} members appointed whenever feasible from different
geographical areas of the Town.
(ii) The charges to and duties of this Committee shall be(in order):
a. Work with art consultants and/or others to find or create
appropriate art for display.
b. Propose appropriate sites for the recommended art.
c. Identify any funds that may be required to acquire recommended
works of art.
d. Then present applications for new art work(s), including siting
recommendations, to the Council for approval. If approved, the
Town shall, with the Committee's support, acquire the proposed
art work(s).
e. Work with the artist or consultant, Town and donor regarding
installation, security and lighting.
f. Be available for problem solving of maintenance and other issues.
g. Maintain a public resource for all installed and displayed works of
art(including artist statements, description of the art, donor
information, etc.).
Note: The Town is the only entity that can accept a donation of
funds or any other item(s). The Public Art Committee cannot
accept donations intended for Town usage(See Section 6(b)).
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(iii) The committee shall meet as necessary when called by the Chairperson.
Section 6. Procedures.
(a) Committees are cautioned to limit expenditures from the personal funds of the
members without prior approval by the Town.
(b) Committees may not enter into contracts or agreements on behalf of the Town.
(c) Any correspondence involving the use of Town letterhead must first be approved
by the City Council before distribution. Any outside correspondence (excluding intra-town
memos) should be submitted in draft to the City Clerk.
(d) All press releases and announcements relating to the Town or Town-sponsored
events are to be pre-approved by the City Council. Sufficient time should be allowed to obtain
necessary approvals or make necessary changes.
(e) Itemized budgets must be submitted in advance for projects involving a group or
series of purchases.
(t) Vendors for purchases shall be those which are identified and approved by the
Town.
(g) Funds which are budgeted for a specific use must still be approved prior to
expenditure.
(h) Written bids may be submitted for consideration by the Town. In this case, three
or more bids are required.
(i) Any new programs, projects, or expenditures beyond what has previously been
approved by the City Council shall first be submitted to vote by the Standing Committee. The
recommendation and supporting minutes shall then be forwarded to the City Council for
consideration prior to any obligations being made.
(j) Priorities and deadlines are set by the City Council and can be changed only by
the City Council.
Section 7. Communications.
All standing committees of the City Council are subject to the following principles and
guidelines,unless specifically given other guidance by vote of the Council:
(a) Committees do not have the authority to speak for the Town. Neither Committees as
a whole, nor an individual committee member shall act or speak for the Town unless authorized
to do so by the City Council. Committees should not seek to negotiate or conclude agreements
with other organizations. Only the Council or Town Staff may do so.
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(b) When speaking with the press or other organizations, committee members should
refrain from communication that would lead the recipient of such communications to understand
or reasonably believe that they are speaking on behalf of the Town.
Section 8. Repeals. This Resolution hereby repeals and supersedes all previous
resolutions regarding standing committees, including, without limitation, Resolution No. 53-17.
The above and foregoing Resolution was passed and adopted by the City Council of the Town of
Los Altos Hills at a special meeting held on the 22nd day of March,2018 by the following vote:
AYES: Radford, Spreen, Corrigan, Waldeck, Wu
NOES: None
ABSTAIN: None
ABSENT: None
BY:
ohn Radford, Mayor
ATTEST:
Deborah Padovan, City Clerk
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