CITY OF FAIRFIELD
RESOLUTION NO. 2023- 26
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FAIRFIELD ESTABLISHING THE FAIRFIELD
LANDSCAPE OVERSIGHT COMMITTEE AND SETTING FORTH GUIDELINES AND DUTIES OF THE
COMMITTEE
WHEREAS, the City Council desires to form the Landscape Oversight Committee and establish terms, guidelines, and duties of the Landscape Oversight Committee.
NOW, THEREFORE, THE COUNCIL OF THE CITY OF FAIRFIELD HEREBY RESOLVES:
Section 1. The council hereby establishes a seven -member oversight committee, which will have a representative from each of the six districts and one at - large representative.
Section 2. The council hereby approves the Landscape Committee Guidelines and Duties, set forth in Exhibit " A" attached hereto.
PASSEDAND ADOPTED this 215tday of February, 2023, by the following vote:
AYES
NOES
COUNCILMEMBERS: MOY / BERTANI / CARR /+ A+ 494.i* 6 / TONNESEN / VAGG4RG / WILLIAMS COUNCILMEMBERS: Now
ABSENT: COUNCILMEMBERS: PCk,') kCYJ . vCACCC,(_()
ABSTAIN: COUNCILMEMBERS:
ATTEST:
CITY CLERK
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Exhibit " A"
LANDSCAPE OVERSIGHT COMMITTEE GUIDELINES AND DUTIES
The City Council of the City of Fairfield hereby establishes a Landscape Oversight Committee Committee) to provide fiscal oversight and review of the Public Works Department' s management of landscaping throughout the city. A primary focus of the Committee will be to improve effectiveness, transparency, and financial oversight of the 16 Landscaping and Lighting Maintenance Districts ( LLMD or Districts). The Committee will review the annual budgets, projected expenditures, assessment levels and provide management oversight.
Application/ Recruitment Process:
The standard recruitment process that is used for all other existing City boards, commissions and committees will be utilized to conduct the recruitment of applications for the Committee.
Notice of these vacancies will be advertised in the Fairfield Daily Republic newspaper, posted on the City' s website, and posted on the Civic Center complex meeting notice boards.
Powers and Duties:
The Committee will provide independent oversight of the operation and financial aspects of the LLDMs, and for landscape maintenance in non- LLMD areas, throughout the city and will report directly to the council. The Committee will ensure effectiveness, transparency, review of the managerial processes over the Landscape Districts and non- LLMD landscaped areas throughout the City, and provide oversight of the revenue generated by the LLMDs, as well as general fund revenues specifically budgeted for landscape maintenance in non- LLMD areas throughout the city Enterprise fund and other funds generated by the city are outside the purview of the Committee.
The Committee, together with staff, will educate district residents as to the operation and function of LLMDs and the associated costs to maintain and improve such districts. Duties may consist of reviewing the annual budget and any other City financial reports necessary to advise the council. The Committee will work with city staff to provide management oversight of the landscape maintenance for the various Districts and non- LLMD landscaped areas throughout the City.
The duties of the Committee do not include decision - making responsibilities regarding spending priorities, funding source decisions, or financing plans. The Committee serves in an advisory - only role to the council, limited to the review of the managerial processes over the Landscape Districts and non- LLMD landscaped areas throughout the City and the use of LLMD revenues, as well as general fund revenues specifically budgeted for landscape maintenance in non- LLMD areas.
Exhibit " A"
Qualifications for Appointment:
The committee will consist of seven members.
Six of the seven committee members shall be comprised of one person that has residency within the respective council district area.
One committee member will be at - large.
Residency may be verified annually by the city clerk' s office through ( 1) voter registration or ( 2) utility bills ( phone, water, cable).
Selection of Members:
The Committee will be composed of seven members. Candidates for the Committee shall complete and submit applications to the City per instructions on the vacancy advertisement. The mayor and city council will appoint their respective Committee members.
Term of Service:
Each term shall be for a period of five years.
Meetings:
The Committee will meet quarterly and provide reports to council on a quarterly basis. The Committee will be subject to the provisions of the Ralph M. Brown Act. Meetings must be noticed and open to the public. Committee minutes and reports are a matter of public record and may be posted on the City' s website. Additional meetings may be scheduled as necessary. All Committee members shall attend training and orientation prior to the first regular Committee meeting, including Brown Act training and AB1234 Ethics Training. Committee members are expected to attend all regular Committee meetings.
Failure of the committee members to attend the meetings may result in removal from the Committee at the discretion of the council. Committee decisions and actions require a simple majority vote of those members in attendance. The quorum requirement for any meeting shall be a minimum of four members.
Staff Liaison Appointment:
The Assistant Director of Public Works and/ or his designee will serve as staff liaison( s) to the Committee. The liaison( s) will be responsible for providing relevant information to the Committee. The liaison( s) will prepare, post, and distribute agendas and take minutes at each meeting. The liaison (s) will provide the minutes of the Committee' s proceedings to the council and the public.