FAIRFAX TOWN COUNCIL MEETING
STAFF REPORT
AGENDA ITEM #5.k.
MEETING DATE June 4, 2025
PREPARED FOR Mayor and Town Council
PREPARED BY Christine Foster, Assistant to the Town Manager SUBJECT Authorize the Mayor to sign legislative letters of support or opposition on behalf of the full Town Council, under a limited and defined set of policy areas consistent with the Town’s adopted values and goals
RECOMMENDATION
Staff recommends that the Town Council adopt the following motion:
"Authorize the Mayor, or Mayor’s designee when unavailable, to sign letters of legislative support or opposition on behalf of the Town Council, when such positions are consistent with previously adopted Council policies, resolutions, or strategic priorities, and where time constraints preclude formal Council action in advance."
EXECUTIVE SUMMARY
Due to time-sensitive requests from external agencies, elected officials, and community groups regarding legislative matters, staff recommends authorizing the Mayor to sign support or opposition letters on behalf of the Town Council without waiting for formal Council action, provided the issues fall within preapproved topic areas. This authority would maintain responsiveness while preserving Council’s collective voice and accountability.
BACKGROUND
Councilmembers and elected officials at local, state, and federal levels regularly circulate letters seeking support or opposition on pending legislation or policy decisions. These letters often require quick turnaround and align with issues that the Fairfax Town Council has supported in the past.
Under current practice in Fairfax, the Mayor is not authorized to sign such letters on behalf of the Council without an agendized vote. This procedural requirement can delay or prevent the Town from engaging on key legislative matters, especially when Council meetings are not scheduled in time to meet submission deadlines.
DISCUSSION
To address the recurring challenge of responding to time-sensitive legislative requests, staff proposes that the Town Council delegate limited signing authority to the Mayor, within clear parameters.
Scope of Authorization
The Mayor may sign letters of legislative support or opposition on behalf of the Town Council, provided the matter falls within the following topic areas:
2 • Climate action, environmental protection, and sustainability • Housing affordability and homelessness prevention
• Local control and municipal authority
• Racial equity, civil rights, and inclusion
• Public safety, disaster preparedness, and emergency services • Funding for transportation, infrastructure, or public services • Education, public health, and community well-being
• Good governance and transparency
Limitations of Authority
The Mayor shall not sign letters that:
• Endorse positions that contradict established Council policies or goals • Promote hate, discrimination, or exclusion based on race, gender, religion, sexual orientation, or other protected classes
• Support private or commercial interests without clear public benefit • Commit the Town to a specific financial obligation
This authorization is to be re-approved at the beginning of each calendar year following the ceremonial mayoral rotation in December.
The Mayor will work with the Town Manager and Clerk’s Office to execute letters and the Town Manager will update the entire Council when a letter is being submitted.
FISCAL IMPACT
There is no fiscal impact associated with this action.
ATTACHMENTS
Resolution
3 RESOLUTION NO. 25-
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX AUTHORIZING THE MAYOR TO
SIGN LEGISLATIVE LETTERS OF SUPPORT OR OPPOSITION ON BEHALF OF THE FULL TOWN COUNCIL, UNDER A LIMITED AND DEFINED SET OF POLICY AREAS CONSISTENT WITH THE TOWN’S
ADOPTED VALUES AND GOALS
WHEREAS, the Town of Fairfax regularly receives requests from legislative bodies, elected officials, community organizations, and advocacy groups to support or oppose proposed legislation and policy initiatives; and
WHEREAS, such requests often require timely responses that do not align with the scheduling of regular Town Council meetings; and
WHEREAS, under current practice, the Mayor lacks the authority to sign legislative letters on behalf of the Council without prior Council action, potentially limiting the Town’s ability to respond promptly to legislative developments; and
WHEREAS, the Town Council recognizes the importance of maintaining a collective voice in legislative advocacy while ensuring responsiveness and efficiency in representing the community’s interests; and WHEREAS, the Council desires to authorize the Mayor, or the Mayor’s designee in their absence, to sign letters of legislative support or opposition on behalf of the Town Council when the matter falls within clearly defined policy areas that align with previously adopted Council policies, strategic priorities, or resolutions; and
WHEREAS, the authorized policy areas include: (1) climate action, environmental protection, and sustainability; (2) housing affordability and homelessness prevention; (3) local control and municipal authority; (4) racial equity, civil rights, and inclusion; (5) public safety, disaster preparedness, and emergency services; (6) funding for transportation, infrastructure, or public services; (7) education, public health, and community well-being; and (8) good governance and transparency; and WHEREAS, the Council further establishes limitations prohibiting the Mayor from signing letters that conflict with adopted policies, endorse discrimination, promote private interests without public benefit, or create financial obligations for the Town; and
WHEREAS, this authorization is to be reviewed and re-approved annually following the ceremonial mayoral rotation each December, and the Town Manager shall ensure the Council is informed whenever such a letter is submitted;
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Fairfax that the Mayor, or the Mayor’s designee when unavailable, is hereby authorized to sign letters of legislative support or opposition on behalf of the full Town Council, in accordance with the provisions and limitations set forth in this resolution.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Fairfax held on the 4th day of June, 2025, by the following vote:
4 AYES:
NOES:
ABSENT:
ABSTAIN:
_________________________________________
LISEL BLASH
MAYOR
ATTEST:
____________________________________________
CHRISTINE FOSTER
DEPUTY TOWN CLERK