Resolution No. 24-XX3-20 Page 1 of 9 September 1820, 202423 RESOLUTION 24-XX3-20
AMENDS RESOLUTION 23-2017
A Resolution of the City Council of the Town of Atherton Establishing and Governing Town Committees
Amended September 18, 2024June 21, 2023
The City Council of the Town of Atherton hereby resolves as follows:
Section 1. Establishment of Committees
The following committeeCommittees are established for the Town of Atherton:
1. Audit/Finance Committee
2. Environmental Programs Committee
3. Park and Recreation Committee
4. Transportation, Bicycle and Pedestrian Safety Committee Section 2. Committee Principles and Rules of Procedure
Principles: All committeeCommittees shall follow the City Council Rules of Procedure, the Atherton Municipal Code, the Political Reform Act, and the provisions of the California Open Public Meeting Law (Brown Act). These resources may be found on the Town’s website and/or via the City Clerk’s Office. All members shall attend an education and training session hosted by the City Attorney and City Clerk upon appointment.
The responsibility and accountability for all work necessary to efficiently and cost effectively carry out the advisory functions of each committeeCommittee shall rest exclusively with the Chairman or Council Member assigned to the committeeCommittee.
A Town Department is assigned to each Committee. Each Department Manager is responsible for providing the necessary staff (in the most cost-effective manner) to prepare for and attend Ccommittee meetings. This includes but is not limited to meeting with the Committee Chair and City Council Liaison in advance of each meeting to create an agenda; prepare the agenda packet; take and prepare minutes; and conduct follow up from meetings.
Committee Agenda Preparation: In general practice, the staff liaison to each Ccommittee shall meet with the Committee Chair and the City Council Liaison in advance of each upcoming meeting to review the meeting agenda. Regular agenda items, such as approval of meeting minutes, followup staff reports, and general information reports shall be added to the agenda as needed. Other items shall be added through one of the methods described below.
One of the following methods may be used for placing an item on a Committee agenda:
1. Council: A majority vote of the Council may direct staff to add an item to a Committee agenda.
Resolution No. 24-XX3-20 Page 2 of 9 September 1820, 202423
2. City Manager: The City Manager may receive requests for agenda items from the public, staff, a Ccommittee Mmember or a Council Member. The City Manager will review the request with the Committee Chair and City Council liaison. The City Manager shall have sole discretion to refer the request to the City Council at the next available meeting, or schedule the item for the Committee agenda.
3. Staff and Committees: There may be a need for routine agenda items which may arise out of Ccommittee meeting discussions; are requested and agreed on by a majority of the Committee as part of Future Agenda Items; or items created from staff follow up of previous Committee and/or staff meetings. These items may be added to a future agenda following an agenda preparation meeting between the Committee Chair, Council Member liaison and staff liaison.
4. Colleagues’ Memorandum: If at least two committee members prepare a colleagues' memo, the staff liaison shall place the item on the Committee’s agenda under a Future Agenda Items Section. A colleague's memo is a written request, no more than two pages in length, presenting an item to be added to a future agenda. Upon review of the colleagues’ memo, the Committee shall not discuss the merits of the item itself; but shall solely discuss whether to add the item to a future agenda for discussion. Upon majority vote of the Committee, the item shall be added to the next agenda or a specific designated Agenda.
Committee Procedures for placing items on Council agenda:
1. Committee Action: Any formal recommendation to Council taken by a Committee shall be placed on a City Council agenda within the next two regular meetings.
The City Clerk has overall responsibility for posting committee agendas.
Advocate: Collectively, Ccommittees are encouraged to advocate positions to the City Council on matters under the purview of their Ccommittee. Otherwise, nNo Ccommittee or any of its members shall represent itself or themselves as speaking on behalf of the Town, City Council, and/or Ccommittee without prior approval of the City Council. Individual members are not authorized to make public statements or comments on matters within the purview of their Ccommittee outside of the normal Ccommittee process. It could be perceived as using the member’s position to indicate some special knowledge or understanding of the matter, or to confuse members of the public with respect to whether the comments are being made to improperly influence an agency decision. Committee members should refrain from using their title when addressing other boards, commissions, committees, or the City Council to avoid creating an appearance of special status to the public. Statements of previously approved City Council policy may be made without additional City Council approval. When there is a question, a Ccommittee member shall consult the City ManagerAttorney for advice. Members of Ccommittees may attend meetings of other Ccommittees and the City Council; however, members shall not present opinions of their own Ccommittee at such meeting unless the position is previously approved by their Ccommittee. A quorum of a Ccommittee may attend such a meeting, but they may not discuss among themselves Town business, nor comment or discuss the matter under consideration unless authorized to do so by the Ccommittee to avoid a possible Brown Act violation.
Resolution No. 24-XX3-20 Page 3 of 9 September 1820, 202423 Educational Materials: Committees may provide approved educational materials to the public regarding the functions and actions of the Ccommittee, but shall not engage in advocating to the public any particular position which is contrary to City Council policy. Any educational materials sent to the public shall be approved by the City Manager, and shall follow the Town’s procurement process. It shall be the City Manager’s discretion on whether or not the educational materials need Council approval beforehand.
Meetings: The Committee shall establish a regular meeting schedule on an annual basis in July.
The Department assigned to the committee shall update the website to reflect the meeting schedule.
Changes in the dates or time of meetings from the established schedule may be made by majority vote of the committeeCommittee.
Minutes: Staff shall prepare action minutes for all committeeCommittees. Action minutes shall be presented to the City Clerk within 7 days following the meeting or as soon as feasible if there is a reason not to produce them within that timeframe. Finalized minutes should be sent electronically to the City Clerk for posting, after the Committee has approved them. The City Clerk will share appropriate information received from the minutes with the City Manager and City Council.
Reports: If desired by the City Council, an annual report shall be created and approved by the Committee and provided to the City Manager, City Clerk and City Council of committeeCommittee activities for the preceding year.
Special Meetings: The Chair or a majority of the Committee may call a special meeting at any time in accordance with the Brown Act.
Website: Any website created for a Committee by the Town shall be incorporated into the Town’s website. If created, websites shall be developed in accordance with the “advocate” section of this resolution.
Section 3: Appointment of Voting Members to Committees
Appointment: Members other than City Council Members shall be appointed following recruitment process set forth by the City Clerk and approved by the City Council. With the exception of the Transportation, Bicycle and Pedestrian Safety Committee as described, all appointed members shall be Atherton residents. Members shall serve at the pleasure of the City Council, or until the expiration of their terms set out below. The terms of the Committee Members shall be the standard 4-year term; however, the Council retains the option to appoint members for 1-year or 2-year terms. were staggered pursuant to Resolution No. 19-07 with subsequent terms of appointment reverting to the standard 4-year term. Vacancies in any committeeCommittee arising from any reason, including expiration of term, shall be filled by temporary appointment of the City Council, or by annual recruitment. The Committee Chairperson or staff assigned shall notify the City Clerk of resignations and vacancies. Each Committee which cannot fill at least 50% of its seats shall be postponed until the Town can recruit at least a quorum (50%+1). During that time, the City Council shall continually recruit qualified individuals and town staff shall continue to advertise periodically.
Resolution No. 24-XX3-20 Page 4 of 9 September 1820, 202423 Term expiration dates shall end on June 30. Appointed committeeCommittee members shall serve no more than two full consecutive terms of such length set by Council upon appointment on the committeeCommittee to which they are appointed. A member may be reappointed to the committeeCommittee following a minimum two (2) year hiatus. However, if a seat is vacant and no one applies, City Council may grant an exemption. The Council is under no obligation to appoint any applicant to a Committee to which they have applied.
The Mayor may select City Council representatives to serve one (1) year terms as Primary and Alternate Council representatives on CommitteesCity Council representatives and any alternates on committees are selected by the Mayor and approved by the City Council to serve a one (1) year term. Appointed City Council Members (primary and alternate) and City Council Member Alternates shall serve as liaisons to Committees; but shall not serve as voting members to Committees. Alternates participate on committees serve in the absence of the primary appointed Council Members. However, alternates may attend all meetings provided they do not actively participate. For each Committee, unless otherwise directed by the City Council, one City Council member shall be appointed as a primary liaison and one as an alternate. Members shall coordinate attendance to ensure appropriate representation.
Committee Members who intend to be absent from a meeting shall alert the chairperson and/or staff person assigned. The Chairperson shall state during the meeting, under roll call whether the member is excused (notification was given) or absent (no notification was given). Unexcused absences of members, other than City Council Members, from two or more consecutively scheduled meetings shall result in the automatic vacation of the member’s office. The staff person assigned to the Committee shall work with the Chairperson to alert the City Clerk of consecutive absences. The City Clerk shall alert the City Manager who shall decide how to inform City Council. City Council has the authority to override this rule based on the information received.
Chairperson and Staff: Each committeeCommittee shall have a Chairperson. The Committee shall select its Chair on an annual basis in July. Council Members shall not serve as Chair or Vice Chair of Committees. The Department assigned to the committeeCommittee shall have the authority to appoint staff member(s) to serve Town committeeCommittees. Any requests by a committeeCommittee for staff work, information, or assistance from Town staff shall be made to the City Manager.
Section 4: Funding for Committees
Committees do not have authorization to expend Town resources. In the event funding for a committeeCommittee activity is desired, a budget shall be prepared and presented to the City Council for review and approval as part of the Town’s regular budget process. The committeeCommittee shall follow the guidelines set forth by the Town’s purchasing and expenditure policiesy approved by City Council through Ordinance 595 and any expenditure policies developed and approved by the City Council. No Committee member shall use his or her own personal credit card. For approved expenditures items under $150 a committeeCommittee member may request a cash advance and then come back to the Town with itemized receipts. For approved expenditure items over $150, a committeeCommittee member shall complete a check request from the Town or have the Town purchase the goods/services.
Resolution No. 24-XX3-20 Page 5 of 9 September 1820, 202423 Section 5: Committee Composition, Powers and Duties
1. Audit/Finance Committee
The Audit/Finance Committee makes recommendations to the City Council on issues related to the Town’s audit and finances. The Committee typically meets every other month at the Town Center. Acting in an advisory capacity, the Audit/Finance Committee shall have the following powers and duties:
a. Make recommendations to the City Council in all matters pertaining to Town finances; b. Discuss and consult with the City Manager on any matter pertaining to the budget, capital spending plan and the long-range financial plan for the Town; c. Upon request, make recommendations to the City Council in all matters pertaining to the Town’s annual audit;
d. Assist staff, as needed, in the provision of oversight to the annual audit process; and, assist in the presentation of the annual audit to the City Council with recommendations as to acceptance;
e. Upon request, advise the City Council regarding appointment of outside auditors to complete the annual audit;
f. Assist staff as needed in the review of the proposed audit scope prior to commencement of annual audit.
The Committee consists of two (2) City Council liaisons, typically the Mayor and Vice Mayor, and five (5) appointed resident members Resident appointed members shall serve a term of four (4) years.. The Committee meets in the Council Chambers or the Town Administrative Conference Room.
The Finance Department is assigned overall responsibility of the Audit/Finance Committee.
Resolution 19-07 established staggered terms with subsequent terms of appointment reverting to the standard 4-year term.
2. Environmental Programs Committee
The Environmental Programs Committee provides the City Council with recommendations, outreach programs, and education on environmental issues facing the Town’s natural and built environment consistent with the Town’s Climate Action Plan.
The Environmental Programs Committee typically meets every other month at the Town Center. Acting in an advisory capacity, the Environmental Programs Committee shall have the following powers and duties:
a. Upon request, make recommendations (programmatic and legislative) to the City Council on all matters pertaining to the Town’s natural and built environment and the Resolution No. 24-XX3-20 Page 6 of 9 September 1820, 202423 Town’s regional role and responsibilities as one of the communities on the San Francisco Bay Peninsula.
b. Pursuant to established City Council programs and policy, to include the Town’s Climate Action Plan, assist staff in the creation of pro-active community engagement programs for residents, commercial and public enterprises active within the Town’s jurisdiction.
The Environmental Programs Committee consists of five (5) appointed resident members and one (1) City Council Member liaison. Resident appointed members shall serve a term of four (4) years. The Committee meets in the Council Chambers or the Town Administrative Conference Room.
The City Manager’s Department is assigned overall responsibility of the Environmental Programs Committee.
Resolution 19-07 established staggered terms with subsequent terms of appointment reverting to the standard 4-year term.
3. Park and Recreation Committee
The Park and Recreation Committee makes recommendations to the City Council on issues related to Holbrook Palmer Park and any active or passive recreational space within the Town. The Committee typically meets monthly in the Town Center. Acting in an advisory capacity, the Park and Recreation Committee shall have the following powers and duties:
a. Upon request, make recommendations to the City Council in all matters pertaining to the Town’s active and passive parks and public recreation services; b. Work with staff, as needed, to assist other governmental agencies and public and private groups in the advancement of park and recreation planning and programming; c. Work with staff to develop and maintain a Master Plan for active and passive recreational spaces within the Town; and, annually, in the month of April, present a report to the City Council;
d. Work with staff to review the annual budget for the Town’s park and recreation programs and services during the budget process and make recommendations with respect thereto to the City Council.
e. Assist staff with a review of fees and services within the Park and make recommendations with respect thereto to the City Council. f. Upon request, study and make recommendations on the acquisition and development of recreation areas, activities and facilities such as playgrounds, buildings, parks, open space and other centers of recreation;
g. Assist staff in the planning of recreation programs for the community.
The Park and Recreation Committee consists of seven (7) appointed resident members and one (1) City Council Member liaison. Of the appointed members, two members shall be representatives of the Holbrook-Palmer Park Foundation serving terms of two (2) Resolution No. 24-XX3-20 Page 7 of 9 September 1820, 202423 years. . Each of the foregoing representatives shall serve a term of two (2) years. When a vacancy arises, the City Clerk will contact each organization to request a new representative. If the organization submits more than two candidates, the City Council shall select the candidate to serve as the representative.
Remaining resident appointed members serve a term of four (4) years. The Park and Recreation Committee meets in Holbrook-Palmer Park.
The Public Works Department is assigned overall responsibility of the Park and Recreation Committee.
Resolution 19-07 established staggered terms with subsequent terms of appointment reverting to the standard 4-year term.
4. Transportation, Bicycle and Pedestrian Safety Committee The Transportation, Bicycle and Pedestrian Safety Committee makes recommendations to the City Council on issues related to transportation, traffic, roadway safety, pedestrian and bicycle safety. This committeeCommittee shall satisfy the requirements of the Metropolitan Transportation Commission as the Town’s Transportation, Bicycle and Pedestrian Safety Committee Membership should be composed of both bicyclists and pedestrians. The Committee typically meets every other month at the Town Center. The Committee consists of five (5)seven (7) appointed members and one (1) City Council Member liaison. A minimum of three (3) appointed members shall be Atherton residents.
The remaining two members may live or work in Atherton and be active uses of pedestrian or bicycle transit systems in Town. Committee appointed members shall serve terms of four-year (4) years. Acting in an advisory capacity, the Committee shall have the following powers and duties:
a. Upon request, make recommendations to the City Council in all matters pertaining to transportation, traffic, and roadway safety within the Town. b. As needed, assist staff in the identification and review of traffic and roadway safety enhancements.
c. As needed, assist staff in the review of regional project impacts on local traffic and transportation corridors.
d. As needed, assist staff in the review of traffic safety enforcement measures. e. As needed, assist staff in the review of Neighborhood Traffic Management Program requests.
f. Work with staff in providing recommendations on issues related to the Town’s bicycle and pedestrian network and Bicycle and Pedestrian Master Plan. g. Make recommendations to the City Council on the selection of bicycle and pedestrian projects to be submitted for state and federal funding opportunities. h. Work with staff to promote bicycling and walking as safe and healthy alternative modes of transportation, including safe routes to schools.
Resolution No. 24-XX3-20 Page 8 of 9 September 1820, 202423 i. Assist Town staff in the planning, operations and maintenance of bicycle and pedestrian facilities in Town.
The Police Department shall have overall responsibility of the Transportation Committee.
The Chief of Police will coordinate with the Public Works Department when Public Works staff are needed for the meeting.
Resolution 19-07 established staggered terms with subsequent terms of appointment reverting to the standard 4-year term.
Section 6: Advice
Appointed members of committeeCommittees are encouraged to seek advice from Town staff when they are uncertain of the foregoing rules.
This Resolution shall be effective immediately upon adoption. All previous resolutions governing Town committeeCommittees and commissions including Resolution No. 15-10 and Resolution No. 19-07 are hereby superseded and rescinded.
I hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the Town of Atherton at a regular meeting thereof held on the 18th20th day of September 20243, by the following vote.
AYES: 05 COUNCIL MEMBERS: Holland, DeGolia, Lewis, Hawkins, Widmer NOES: 0 COUNCIL MEMBERS:
ABSENT: 0 COUNCIL MEMBERS:
ABSTAIN: 0 COUNCIL MEMBERS:
_______________________
Bill WidmerDiana Hawkins-Manuelian, Mayor
Town of Atherton
ATTEST:
______________________
Anthony Suber, City Clerk
Resolution No. 24-XX3-20 Page 9 of 9 September 1820, 202423 APPROVED AS TO FORM:
_________________________________
Andreas Booher, Assistant City AttorneyMona Ebrahimi, City Attorney