1 (PROPOSED EXHIBIT “A” WITH NO MARKUP)
LANDSCAPE OVERSIGHT COMMITTEE GUIDELINES AND DUTIES
The City Council of the City of Fairfield hereby establishes a Landscape Oversight CommiƩee (CommiƩee) to provide fiscal oversight and review of the Public Works Department’s management of landscaping throughout the city. The CommiƩee’s primary focus will be to improve the effecƟveness, transparency, and financial management of the City’s landscape maintenance.
ApplicaƟon/ Recruitment Process:
The standard recruitment process that is used for all other exisƟng City boards, commissions and commiƩees will be uƟlized to conduct the recruitment of applicaƟons for the CommiƩee.
NoƟce of these vacancies will be adverƟsed in the Fairfield Daily Republic newspaper, posted on the City’s website, and posted on the Civic Center noƟce boards.
Powers and DuƟes:
The CommiƩee will provide independent oversight of the operaƟonal and financial aspects of all Landscaping and LighƟng Maintenance Districts (LLMDs) and non-LLMD landscape areas paid for by the General Fund (herein “non-LLMD areas”). DuƟes shall consist of reviewing the annual budget and any other City financial reports necessary to advise the council. The CommiƩee will report directly to the council.
Key responsibiliƟes include reviewing managerial processes, ensuring transparency and effecƟveness, and examining the use of LLMD revenues and General Fund revenues specifically allocated for landscape maintenance in non-LLMD areas. Landscape maintenance that is funded by Enterprise funds and other funding sources are excluded from the CommiƩee’s purview.
The CommiƩee, together with staff, will educate District residents as to the operaƟon and funcƟon of LLMDs and the associated costs to maintain and improve such districts. The CommiƩee serves in an advisory-only role to the council limited to:
1. The review of operaƟonal and financial aspects of LLMD and non-LLMD landscaped areas throughout the city.
2. The review of the use of LLMD revenues (such as assessments, interest earned, general fund contribuƟons and/or loans) and General Fund revenues specifically budgeted for landscape maintenance in non-LLMD areas.
3. EducaƟng residents about the operaƟon and funcƟon of LLMDs. 2 The duƟes of the CommiƩee do not include decision-making responsibiliƟes regarding:
spending prioriƟes;
funding source decisions;
financing plans;
operaƟonal or managerial processes;
contractor selecƟon or management; or
any other decision-making responsibiliƟes that pertain to processes, procedures, or policies regarding the City’s landscaping.
QualificaƟons for Appointment:
The CommiƩee will consist of seven members.
Six CommiƩee Members shall be comprised of one person with residency within the respecƟve council district area.
One CommiƩee Member will be at-large.
Residency may be verified annually by the City Clerk's Office through (1) voter registraƟon or (2) uƟlity bills (phone, water, cable).
SelecƟon of Members:
Candidates shall complete and submit applicaƟons to the City per instrucƟons on the vacancy adverƟsement. The mayor and city council will appoint their respecƟve CommiƩee Members.
All CommiƩee Members shall aƩend orientaƟon and training, including the Brown Act and AB1234 Ethics Training, prior to their first regular CommiƩee meeƟng.
Terms of Service:
Each CommiƩee Member term shall be for a period of five years.
ElecƟon of CommiƩee Chair and Vice Chair:
The CommiƩee shall elect a Chair and Vice Chair at the first meeƟng of the calendar year with a simple majority vote of the CommiƩee Members in aƩendance. The Chair and Vice Chair shall serve a one-year term; however, incumbents may be elected to serve addiƟonal consecuƟve or non-consecuƟve terms.
MeeƟngs:
Schedule and DuraƟon: The CommiƩee shall adopt an annual regular meeƟng schedule no later than the last meeƟng of the preceding calendar year. Regular meeƟngs shall be held on a quarterly basis for approximately two hours each meeƟng. AddiƟonal special meeƟngs may be scheduled as necessary.
3 Quorum: The quorum requirement for any meeƟng shall be a minimum of four members. If the quorum requirement is not met by 10 minutes aŌer the scheduled start Ɵme (15 minutes with noƟficaƟon to the staff liaison) the meeƟng shall be cancelled.
Guidelines: The CommiƩee is subject to the provisions of the Ralph M. Brown Act. MeeƟngs shall be noƟced and open to the public. CommiƩee meeƟng minutes and reports are a maƩer of public record. DraŌ meeƟng minutes shall be posted on the City’s website no later than 21 calendar days aŌer conclusion of the meeƟng.
VoƟng: CommiƩee decisions and acƟons require a simple majority vote of those CommiƩee Members in aƩendance.
AƩendance: A CommiƩee Member may have a maximum of two unexcused absences in any twelve-month period. Absences exempt from this SecƟon include:
1. Absences due to medical or family emergencies.
2. Absences due to unforeseen and urgent circumstances.
3. Absences approved in advance by the chairperson or staff liaison.
In the case of a medical or family emergency, or due to unforeseen and urgent circumstances, a CommiƩee Member shall noƟfy the chairperson or staff liaison in wriƟng within 30 days of their absence to request an exempƟon.
If a CommiƩee Member incurs a third non-exempt absence during any twelve-month period, the CommiƩee Member will be deemed to have resigned their posiƟon and shall no longer be a member of the commiƩee.
The staff liaison shall issue a leƩer to the CommiƩee Member, with a copy to the Mayor, noƟfying them that they have exceeded the number of absences allowed under this policy, and have therefore resigned their posiƟon. The leƩer shall be personally served to the CommiƩee Member or sent via first-class United States Postal Service (USPS) mail, return receipt requested.
Having received the noƟce, the CommiƩee Member shall have 10 business days to request an appeal of this secƟon before the City Council. The CommiƩee Member shall submit their request for appeal in wriƟng (either via e-mail, hand delivery, or USPS mail) to the city clerk. The city clerk shall set the appeal hearing at a regular or special meeƟng of the city council within 45 business days from receiving the request for a hearing from the CommiƩee Member.
If the CommiƩee Member fails to submit the request for a right of appeal within 10 business days, the posiƟon shall be deemed vacant.
4 At an appeal hearing brought by a CommiƩee Member under this secƟon, the council shall allow the CommiƩee Member to address the council to explain their absences and provide any documents or other evidence to support their appeal. The council may consider any evidence it deems necessary to make its decision. Following the hearing, by a majority vote the council may affirm the removal of the CommiƩee Member or vote to reinstate the CommiƩee Member to their posiƟon on the commiƩee. In the case of a Ɵe vote by the council, the removal of the CommiƩee Member under the secƟon shall be deemed affirmed. The decision of the council shall be final and not subject to appeal.
Staff Liaison Appointment:
The Director of Public Works and/or their designee will serve as staff liaison to the CommiƩee.
The liaison will be responsible for providing relevant informaƟon, support, and advice to the CommiƩee. The liaison will prepare, post, and distribute agendas and take minutes at each meeƟng.