Agenda Item No: J.7
AGENDA REPORT
DATE: July 7, 2026
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2026-153 PW C
Second Update to the Landscape Oversight Committee Guidelines and Duties and Discussion and Direction Regarding the Landscape Oversight Committee Request to Modify Residency Requirements
Funding Source: N/A
Contact: Chris Lewis, (707) 428-7089
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
On April 7, 2026, the City Council directed staff to update the Landscape Oversight Committee (LOC or Committee ) Guidelines and Duties to narrow the Committee’s scope of duties and responsibilities, citing concerns with the current broad scope and the Committee’s level of progress since its formation. This resolution approves the second update to the LOC Guidelines and Duties. At the same meeting, the LOC made a recommendation to modify the LOC residency requirements to allow at -large appointments for all members . The council discussed the recommendation; however, the LOC requests that the council provide an official decision on the recommendation.
DISCUSSION
Background
On February 21, 2023, t he council adopted Resolution No. 2023 -26 (Exhibit B), establishing the LOC and the initial Committee Guidelines and Duties.
At the September 17, 2024, council meeting, staff presented a recommendation from LOC Chair Rick Johnson to establish an attendance policy due to the lack of quorum at two of the first five
Committee meetings. The LOC Ch air made further verbal recommendations to expand the Committee’s responsibilities to include community education regarding Proposition 218 processes in the Landscaping and Lighting Maintenance Districts (LLMDs), convert LOC membership from district representation to at-large appointments, and increase the number of regular Committee meetings from 4 to 6 meetings per year.
The council discussed the quorum issues , the LOC Chair recommendations, and the purpose of the Committee. S taff reported that there is confusion among Committee Members regarding their specific objectives and goals and that there are competing desires for areas of focus among Members. The council appointed a Subcommittee to the Landscape Oversight Committee, consisting of Vice Mayor Bertani and Councilmember Williams, to clarify and further refine the Committee Guidelines and Duties.
At the December 10, 2024, LOC meeting, the Subcommittee explained that the Committee has two primary goals: educating residents and p roviding oversight. The Subcommittee provided 5 key areas of focus, outlined their expectations for the contents of future LOC quarterly reports , and provided recommendations on how to run effective and efficient meetings.
Staff worked with the LOC to develop proposed amendments to the Guidelines and Duties during the February 27, 2025, and March 20, 2025, Committee meetings, and the Committee moved to approve the proposed modifications on April 17, 2025.
The council adopted the updated Guidelines and Duties on June 3, 2025, by Resolution No. 2025- 78 (Exhibit C). The new guidelines e xpanded and clarified the Committee’s responsibilities and incorporated an attendance policy.
Second Update to the LOC Guidelines and Duties
On April 7, 2026, the LOC made a recommendation to council to modify the LOC residency requirements to allow at -large appointments for all members . The Council discussed the recommendation and directed staff to return with a second update to LOC Guidelines and Duties that narrow the scope of duties and responsibilities to oversight functions only, citing concerns with the current broad scope and the Committee’s level of progress since its formation.
The council instructed that the new LOC duties and responsibilities should be comparable to those of a standard oversight committee , closely modeled after the City of Fairfield Measure P Oversight Committee , and should not include duties related to Proposition 218 processes or community engagement.
Staff prepared proposed updates to the LOC Guidelines and Duties ( Exhibit A) which define the LOC oversight responsibilities as:
Reviewing quarterly financial reports and annual budgets related to landscape services paid for by LLMDs and the General Fund.
Reviewing maintenance service contracts and quarterly performance reports to ensure compliance with agreed-upon standards and deliverable.
Examining the use of LLMD and General Fund revenues specifically allocated for landscape maintenance services to ensure transparency and effectiveness.
Several administrative updates are proposed, including:
The requirement that Committee Members complete orientation and training, including Brown Act and AB1234 Ethics training , prior to attending any Committee meeting (currently stated as prior to attending the first regular meeting). An adjustment to the timing of Chair and Vice Chair elections from the first meeting of each calendar year to prior to the conclusion of the last meeting of each calendar year. Clarification that the one-year term for Chair and Vice Chair begins January 1 and ends December 31.
Allowing Committee Members to provide notification of tardiness to the Chair or staff liaison (current protocol is for notifications to staff liaison only).
Requested Council Action
Staff requests for approval of the proposed second update to the LOC Guidelines and Duties.
The LOC requests that the c ouncil provide a n official decision regarding the Committee’s recommendation to modify the LOC residency requirements to allow at -large appointments for all members presented on April 7, 2026.
FINANCIAL IMPACT
N/A
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
The council may choose not to approve the proposed updated Guidelines and Duties, approve with modifications, or direct staff to return with more information.
COORDINATED WITH
N/A
STAFF CONTACT
Chris Lewis, Sr. Management Analyst
(707) 428-7089
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution Approving Second Update to the LOC Guidelines and Duties Attachment 3: Proposed Exhibit A with Markup
Attachment 4: Proposed Exhibit A without Markup
Attachment 5: Exhibit B - Resolution No. 2023-26 Establishing the LOC and Initial Guidelines and Duties
Attachment 6: Exhibit C - Resolution No. 2025-78 Updated LOC Guidelines and Duties