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HomeMy WebLinkAbout149-93 • . S .. RESOLUTION NO. . 149-93 A RESOLUTION OF THE TOWN OF LOS ALTOS HILLS ESTABLISHING STANDING COMMITTEES AND ADOPTING GENERAL AND SPECIAL RULES PERTAINING THERETO RESOLVED, by the City Council of the Town of Los Altos Hills, ("Town") , that the following standing committees are established, and the following general and special rules pertaining to 'standing 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) Environmental Design and Protection Committee (c) Finance Committee (d) Pathways, Recreation and Parks Committee (e) Safety 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. 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. (c) Each Standing Committee shall study its own structure, specific charges and direction, and recommend any changes if needed to the City Council. Approved changes shall be adopted by minute order. 410 • • • (d) 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. (e) 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 of Standing Committees, and their appointment and removal: (a) The members of each Standing Committee shall be appointed by the Mayor 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 two (2) years commencing on the first day of July of the year of his or her appointment, or until his or her successor is appointed; (iii) be eligible for reappointment, but the City Council shall encourage new applicants in order to promote widespread community involvement; (iv) be considered to have resigned in the event of three consecutive absences from the meetings of their Committee, unless the Chairperson of the Committee shall have excused the member's absence and informed the other Committee members of the exception at the third consecutive meeting missed. (c) Each Standing Committee member appointed prior to the date of adoption of this Resolution shall be eligible to continue in office until the expiration of his or her term. (d) Notification of resignations or terminations shall be submitted to the City Council in writing. Vacancies in the membership of 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 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 - 2 - • . • • 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 Councilshall, 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. (e) One member of the City Council shall be designated by the Mayor as a liaison for each Standing Committee. The designated Council liaison may attend meetings of the Standing Committee to which he or she is assigned, and shall try to do so at least quarterly, but may 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 Committee actions and direction. (f) The following Standing Committees shall also have assigned as a second contact person a member of the Planning Commission: (i) Environmental Design and Protection; (ii) Pathways, Recreation and Parks; The Planning Commission liaison may attend meetings of the Standing Committee to which he or she is assigned, but may not vote. 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. The City Clerk shall cause notice of the schedule of regular meetings to be made available to local newspapers and to be posted on the bulletin board at Town Hall. 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 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. (b) At its first regular meeting in July of each year, each Standing Committee shall elect from its membership a Chairperson, Vice Chairperson, Secretary and such other officers as the Committee deems advisable, who shall not serve for more than two (2) consecutive one (1) year terms. At this meeting, any subcommittees deemed advisable by the Committee for specific - 3 - • , • activities within the purview of the Committee shall be appointed by the members. (c) The Mayor shall call a meeting of the Chairpersons of all Standing Committees at least twice annually, to discuss the activities of their individual committees, areas of mutual interest and problems. At the request of the Committee Chairpersons, the Mayor shall arrange an orientation meeting for Standing Committee members for purposes of familiarizing Committee members with the Town government and Committee procedures. The City Clerk shall be notified of the time and place of all such meetings. (d) Each Standing Committee shall adopt any rules which it determines to be necessary for the election of its officers and order of business transacted. (e) Each Standing. Committee shall keep minutes of its meetings, which shall- include its- determinations, recommend- ations, the attendance of members and an indication of who prepared the minutes. These 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. 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 eight (8) 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. to coordinate and sponsor regular Town events; c. to prepare and cause to be distributed, in conjunction with Council and staff, a semiannual, or more frequent, Town newsletter to inform residents about community service and activities, and to develop community awareness and involvements; d. to make every effort to welcome new residents to the Town, and inform all residents of actions and approaches - 4 - • . • I • of government, by written communication, telephone committees, parties or other appropriate methods; e. to seek input from citizens in order to report to City Council the tenor of Town feeling and reactions to long-range plans and projects; f. to initiate programs to improve both governmental and non-governmental relationships within the Town; g. to assist other Committees, Planning Commissions, City Council and Staff in implementation of special projects; h. to actively seek interested volunteers to serve on Town committees and commissions. (b) Environmental Design and Protection. (i) The membership of this committee shall consist of seven (7) members including, whenever feasible, professionals in the fields of landscape design and construction, environmental science, and pollution control. (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; e. to prepare educational materials for residents outlining Town ordinances and enforcement with regard to landscape design and protection of the environment. (c) Finance Committee. (i) The membership of this Committee shall consist of five (5) members. (ii) The charges to and duties of this Committee shall be: - 5 - • • • • a. to serve as an advisory body to the City Council on financial matters; b. to assist in the development of five-year capital budgets, and revenue projections; 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 study all fiscal issues and recommend possible improvements and economies. (d) Pathways, Recreation and Parks. (i) The membership of this Committee shall consist of nine (9) members including, whenever feasible, residents involved in recreational activities and organizations, and school parents' associations. (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 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 administrative staff 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; f. to study and recommend ordinances and resolutions relating to acquisition, construction, maintenance and use of public trails and pathways; g. to study all recreational facilities available within the Town and make recommendations regarding their status, consistent with the General Plan; - 6 - • . • . I • h. to communicate Town policies and procedures regarding pathways if advised to do so by the City Council or staff; is to make recommendations to the City Council regarding both the maintenance and capital improvements budgets with regard to pathways and parklands. (e) Safety Committee. (i) The membership of this Committee shall consist of eight (8) members. (ii) The charges to and duties of this Committee shall be: a. to study and make recommendations regarding the safety and well-being of Town residents; b. toencourage and assist in the formation of neighborhood committees working for safety, and to work with such committees to establish lines of communication between the Town and residents in matters relating to crime prevention, traffic safety, fire prevention and disaster preparedness; c. to coordinate safety activities within the Town; d. to study issues relating to law enforcement, crime, traffic safety, fire prevention and disaster preparedness, and recommend ordinances, resolutions and other measures which would promote a safe environment for residents; e. to work with administrative staff, Planning Commission, City Council, law enforcement and fire protection authorities within the. Town's jurisdiction, other Town Committees, and neighborhood groups to identify problems and potential solutions in matters relating to crime prevention, traffic safety, safety of pedestrians, joggers, bicyclists and equestrians, fire prevention, and disaster preparedness; f. to study County, State and Federal emergency management systems, and make recommendations concerning the Town's Disaster Plan; g. to educate the public regarding their role in improving safety and preparing for emergencies, and regarding the Town's facilities in the event of a disaster. Section 6. Procedures. (a) Committees are cautioned to limit expenditures from the personal funds of the members without prior approval by the Town. - 7 - • • • • (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 intratown memos) should be submitted in draft to the City Clerk. (d) All press releases relating to 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. (f) 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. Repeals. Resolution No. 130-85 of the City Council of the Town of Los Altos Hills is hereby repealed. REGULARLY passed and adopted this 3rd day of November , 1993 . A By: Mr 41 Mayor ATTEST: City Clerk PB\MAS\149490JF.W50 10/28/93 - 8 -