Item No. 2
Town of Atherton
CITY COUNCIL STAFF REPORT – REGULAR AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
FROM: GEORGE RODERICKS, CITY MANAGER
DATE: FEBRUARY 11, 2026
SUBJECT: DISCUSSION AND DIRECTION REGARDING COUNCIL
LIAISON POLICY AND COMMITTEE CHARTERS
RECOMMENDATION
It is recommended that the City Council review and discuss the role of Council liaisons as outlined in the City Council Policy Handbook, and review and discuss the City Council-adopted charters for the Town’s advisory committees.
BACKGROUND
This Joint Workshop between the City Council and the Chairs and Vice Chairs of the Town’s advisory committees will serve as the kickoff for a series of individual Council–Committee meetings planned throughout the year. The overall objective is to strengthen alignment between the Council’s policy direction and the work of the advisory bodies, while reinforcing a shared understanding of roles, expectations, and the broader goals that guide each committee’s efforts.
The Joint Workshop will focus on two primary areas:
Role of Council Liaisons
Staff will support a policy discussion regarding the role of Council liaisons, as established by the Council. Over time, liaison roles can evolve as committee membership changes and projects advance. The workshop will reaffirm the liaison’s intended function: serving as a communication link between the Council and the committee, helping convey Council priorities and context, and supporting committee work without acting as a voting member or directing committee outcomes.
Clarifying and standardizing this role will help maintain effective committee operations and preserve the Council’s governance structure.
Refresh of Committee Charters
Staff will review each Council-adopted committee charter, highlighting the purpose, scope, and responsibilities of each advisory body. This review will provide an opportunity for the Council and committee leadership to revisit the original intent of each committee, identify areas where Joint Workshop
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clarification may be helpful, and confirm that the Council’s policy direction is clearly understood by those carrying out the advisory work. This step is intended to reduce ambiguity, reinforce accountability, and ensure that committees are operating within the framework established by the Council. The workshop also provides the Council an opportunity to direct changes to committee charters, if needed.
Ongoing Council–Committee Engagement
Following the Joint Workshop, staff will support a series of individual Council–Committee meetings throughout the year, with at least one session held with each advisory committee. These meetings will provide a structured forum for high-level discussion of long-range policy priorities, alignment with Council goals, and guidance on broader issues within each committee’s charter.
These sessions are not intended to replace regular committee deliberations, but rather to supplement them by strengthening communication, alignment, and strategic focus.
This year-long approach is designed to reinforce collaboration between the Council and its advisory bodies, improve clarity around expectations and roles, and ensure that committees are well-positioned to effectively support the Council’s policy objectives in the year ahead.
ANALYSIS
Attached for discussion reference are the following policy documents: City Council Handbook, Rules of Procedure, Code of Conduct, and Resolution Governing Committees. These will serve as the basis and policy directives for discussion.
Role of Council Liaisons
The role of a Council Liaisons is primarily address in the City Council Policy Handbook and the Committee Resolution. The specific area of focus for discussion is the role of Council Liaisons to Town committees, not outside agencies.
Section 4.3 of the City Council Handbook states:
“Each of the Town’s advisory committees is assigned a City Councilmember to serve as Liaison between the Council and the committee (excluding the Planning Commission). The Mayor makes these appointments in January of each new calendar year.
It is the Liaison’s responsibility to attend each meeting of the committee to which he or she is assigned and to provide general guidance, as needed, to the committee as it moves through its meeting agenda. The primary role of the Liaison is to ensure the committee’s compliance with the Brown Act and to provide information regarding City Council policy as it pertains to the work of the committee. It is not the role of the Liaison to advocate on behalf of or against items before the committee or to endorse positions or directions that the committee may be considering. If a Council Liaison is unsure how to advise his or her committee, he or she should consult with the City Manager. The Liaison should also report any operational problem his or her committee may be facing at the earliest opportunity so that staff can intervene and provide the needed assistance through the committee chair.” Within the Committee Resolution, Liaisons are addressed as follows:
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“The Mayor may select City Council representatives to serve one (1) year terms as Primary and Alternate Council representatives on Committees. Appointed City Council Members (primary and alternate) shall not serve as voting members to Committees. Alternates 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.”
Staff have been advised by members of Town advisory committees that participation by City Councilmembers serving as liaisons is sometimes perceived as directive rather than facilitative, and that committees may feel compelled to align with the liaison’s comments or viewpoints. Some committee members have indicated that they are less inclined to participate in discussion when a Council liaison appears to be leading the conversation.
Council discussion should focus on the role of a Council Liaison and clarify the intent of the two policy directives above and/or revise them.
Refresh of Committee Charters
Committee charters are established through the Resolution Governing Committees. In addition to defining committee charters, the Resolution also addresses related matters, including agenda preparation procedures, advocacy by committee members, provision of educational materials, meeting schedules, appointments, absenteeism, and funding. While the City Council retains the authority to amend any provision of the Resolution, the focus of the Joint Workshop is specifically on reviewing and reaffirming the charter for each committee.
Atherton’s committees are intentionally structured as advisory bodies, not working committees.
Their role is generally limited to advising the City Council on matters within the scope of their Council-approved charters. Committees can play an important role in identifying policy issues and elevating them for Council consideration. However, once an issue is before the Council, decisions regarding whether and how to proceed rest solely with the Council. Unless expressly directed by the Council, matters do not return to a committee for further action or input.
Within this framework, the following general principles apply:
• Committees are advisory only within the limits of their charters. They do not decisionmaking or directive authority. • Committees do not have independent budgets or expenditure authority. • Committees generally do not direct Town vendors or consultants. • Committees do not direct staff; staff report to and are directed by the City Manager. • Staff are liaisons to facilitate meetings, ensure compliance with Council policy and the Brown Act, and convey committee input to the City Council as appropriate. • Committees may discuss matters within their charter. Any request for additional staff work must be approved by the City Manager if it falls within existing priorities, or by the City Council if it does not.
• Any work involving vendors must be approved and managed by staff.
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• Committees may not take up matters outside their charter without explicit authorization from the City Council.
• Council liaisons have both the authority and responsibility to intervene if comments or conduct during a committee meeting become inconsistent with Council policy or established roles. Failure to adhere to Council policy during a meeting may result in adjournment.
Below will list each Committee along with their role and charter for discussion. These are taken directly from the Governing Resolution.
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.
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 Town’s regional role and responsibilities as one of the communities on the San Francisco Bay Peninsula.
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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.
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.
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 Committee 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) 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. Acting in an advisory capacity, the Committee shall have the following powers and duties:
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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.
i. Assist Town staff in the planning, operations and maintenance of bicycle and pedestrian facilities in Town.
Discussion and Direction
The City Council should review and discuss each committee charter, clarify the intended role and scope of each advisory body, and, where appropriate, direct changes to the charters. If the Council elects to modify a committee’s role from advisory to decision-making or directive, it should be noted that such a change could increase the level of staff support required and, in many cases, will trigger Fair Political Practices Commission Form 700 disclosure requirements for committee members.
FISCAL IMPACT
None
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal A - Preserve Small Town Character & Quality of Life • Goal D - Be Forward Thinking
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POLICY FOCUS
The policy focus of this item is to clarify the role of City Councilmembers when serving as liaisons to the Town’s advisory committees, and to reinforce the guidance provided to committees through the City Council-adopted committee charters.
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item has not been before a Town Committee or Commission
ATTACHMENTS
1. City Council Policy Handbook
2. City Council Rules of Procedure
3. City Council Code of Conduct
4. Resolution No. 24-17 Governing Town Committees