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HomeMy WebLinkAbout130-85 ® • RESOLUTION NO. 130-85 A RESOLUTION OF THE CITY 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 City of the Town of Los Altos Hills, County of Santa Clara, State of California (herein called the "Town") , that the following standing committees hereby are established, and the following general and special rules pertaining to standing committees hereby are adopted, respectively: 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) Roads and Drainage Committee (f) 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 and written 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. Written reports shall be submitted to the City Clerk at least ten (10) days prior to the date of the City Council meeting at which they are to be considered, and all such recommendations shall be reviewed by the City Manager prior to the meeting. Standing Committees shall make their written reports to the City Council in accordance with the following schedule: • • Community Relations First Council meetings in February and August Environmental Design and Protection First Council meetings in March and September Finance First Council meeting in January Pathways, Recreation and Parks First Council meetings in April and October Roads and Drainage First Council meeting in June Safety First Council meetings in July and November (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. (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. 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 their appointment, or until their successors are appointed; iii. be reappointment,eligible for but the City 9 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 Chairman of the Committee shall have excused the member's absence and informed the - 2 - • • other Committee members of the exception at the third li consecutive meeting missed. (c) Each Standing Committee member appointed prior to the date of adoption of the within Resolution shall be eligible to continue in office until the expiration of their 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 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. (e) One member of the City Council shall be designated by the Mayor as a contact person (liaison) for each Standing Committee. The designated Council liaison may attend meetings of the Standing Committee to which he or she is assigned, 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; iii. Roads and Drainage. 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. - 3 - • • 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, in accordance with Section 5 of the within Resolution. 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. The City Clerk shall also make available copies of the minutes of each Standing Committee to the public and local newspapers. Meetings may be adjourned or special meetings called in compliance with the provisions of the Ralph M. Brown Act (commencing with Government Code Section 54950) , as hereafter amended. (b) At its first regular meeting in July of each year, each Standing Committee shall elect from its membership a Chairman, 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 same meeting, any subcommittees deemed advisable by the Committee for specific activities within the purview of the Committee shall be appointed by the members. (c) The Chairmen of all Standing Committees shall meet at least twice annually, at such time and place as is determined among them, to discuss the activities of their individual Committees, areas of mutual interest and problems. The Committee Chairmen shall be responsible for arranging an orientation meeting for Standing Committee members at least once every two (2) years, or whenever there are more than five (5) individuals newly appointed to Standing Committees who have not attended such a meeting 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 meetings of Committee Chairmen. (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, and shall keep a record of its transactions, findings, determinations and recommendations, which shall be a public record. 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 to the City Clerk, and unless a quorum shall have been present. 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 coopera- - 4 - I # • tion among different groups; b. to coordinate and sponsor regular Town events; c. to prepare and cause to be distributed a semi- annual, or more frequent, Town newsletter to inform residents about community services and activities, and to develop community awareness and involvement; d. to make every effort to welcome new residents to the Town, and to inform all residents of actions and approaches of government, by written communica- tions, telephone committees, parties or other appro- priate 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 govern- mental and non-governmental relationships within the Town; g. to assist other Committees, Planning Commis- sion, 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, pro- fessionals 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 Com- mission 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 and treatment of riparian habitat and open space within the Town; - 5 - • d. to identify nuisance problems and sources of 1 pollution and recommend actions for abatement; e. to prepare educational materials for resi- dents 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: 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 recom- mendations to the City Council ; d. to review the annual audit and make recommen- dations 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 seven (7) members including, whenever feasible, resi- dents involved in recreational activities and organi- zations, and school parents' associations. ii. The charges to and duties of this Committee shall be: a. to preserve, maintain and enhance the system of 'pathways within the Town for the use and enjoy- ment 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 regarding pathway easements; d. to meet regularly with administrative staff to render advice on pathway activities, priorities, and necessary maintenance; - 6 - • • e. to communicate to residents the concepts and locations of paths and trails within the Town; f. to study and recommend ordinances and resolu- tions 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; h. to work with residents, clubs, schools, and recreational and civic organization in matters relating to recreation, and communicate Town policies and procedures. (e) Roads and Drainage Committee i. The membership of this Committee shall consist of five (5) members, one of whom shall be appointed, whenever feasible, from each drainage basin within the Town. ii. The charges to and duties of this Committee shall be: a. to assess the roads and drainage systems within the Town and to make recommendations regarding needed improvements; b. to identify existing and potential roads and drainage problems, and recommend to administrative staff and City Council priorities in dealing with those problems; c. to study methods of systematic inspection and maintenance of roads and drainage, and recommend appropriate methods to administrative staff and City Council; d. to respond to requests from administrative staff, Planning Commission and City Council for review of specific problems related to roads and drainage. (f) Safety Committee i. The membership of this Committee shall consist of seven (7) 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; - 7 - IIIP b. to encourage and assist in the formation of neighborhood committees working for safety, and to work with such committees to establish lines of communication between 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 pro- mote 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 neigh- borhood 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 roles in improving safety and preparing for emergencies, and the Town's facilities in the event of a disaster. Section 6. Repeals. Resolutions Nos. 696, 751 , 755, 861 , and 1558 of the City Council of the City of the Town of Los Altos Hills, be and each of them hereby is repealed and annulled. REGULARLY passed and adopted this 18th day of September, 1985. B411 Agit Mayor ATTEST: 6-70Z.Z.Z...611 City Clerk - 8 -