City Council
Staff Report
From: City Clerk
Report Type: CONSENT CALENDAR
Lead Department: City Clerk
Meeting Date: August 11, 2025
Report #:2505-4752
TITLE
FIRST READING: Adoption of an Ordinance to align chair and vice chair selection language for the Parks and Recreation Commission (Palo Alto Municipal Code Ch. 2.25) and the Architectural Review Board (Palo Alto Municipal Code Ch. 2.21) with the City’s other Boards, Commissions, and Committees (BCCs); and Adoption of a Resolution doing the same for the Storm Water Management Oversight Committee – CEQA Status: Not a Project
RECOMMENDATION
Staff recommends that the City Council adopt an ordinance standardizing the chair and vice chair selection language for the Parks and Recreation Commission (PRC) and Architectural Review Board (ARB) and adopt a resolution doing the same for the Storm Water Management Oversight Committee (SWMOC). The updated language will be: “The Commission shall elect a chairperson and a vice chairperson from its membership who shall serve in such capacity for one year each, or until a successor is elected, unless his or her term as a member of the Commission sooner expires.”
BACKGROUND
Per the BCC Handbook, each body will annually select a chair and vice chair to preside over meetings1. The chair is responsible for applying parliamentary procedures to facilitate structured and productive meetings. The chair ensures that the BCC completes its annual work plan, promotes civility and decorum, and ensures that all members are heard in a fair and safe manner.
Most BCCs have language in the PAMC specifying that a chair and vice chair are selected each year and will serve for one year or until a successor is elected.
PRC, ARB, and SWMOC currently diverge from the other BCCs with regard to their selection of a chair and vice chair. PRC is the only commission that must select a chair at a specific meeting. It must select a chair “each year at the first regular meeting of the Parks and Recreation 1 City Boards, Commissions, and Committees Handbook:
https://www.cityofpaloalto.org/files/assets/public/v/4/city-clerk/board-and-commission-handbook.pdf
Commission… 2” ARB and SWMOC have a standing practice of selecting a chair and vice chair each year, but their respective PAMC chapter and resolution do not have language on the topic.
ANALYSIS
Staff recommends aligning the chair and vice chair selection language for PRC, ARB, and SWMOC with the following language: “The Commission shall elect a chairperson and a vice chairperson from its membership who shall serve in such capacity for one year each, or until a successor is elected, unless his or her term as a member of the Commission sooner expires.” This recommended action will bring consistency to BCC’s chair selection language and timing and provide the Commission with additional flexibility. Staff recommends standardizing the chair selection process across all BCCs so expectations and practices are uniform. On January 13, 2025, City Council adopted an ordinance 3 that moved the appointment of Public Art Commission, Human Relations Commission, and Parks and Recreation Commission members to November 1 of each year. This change requires PRC commissioners to vote on a chair in January after just one or two meetings with the new membership. Removing the timing requirement would give new and incumbent commissioners an opportunity to get acquainted before selecting a chair. PRC staff currently agendizes the chair selection at the January meeting, regardless of other potentially time-sensitive agenda items or the bandwidth of the commission.
FISCAL/RESOURCE IMPACT
There are no fiscal impacts associated with this action.
STAKEHOLDER ENGAGEMENT
Staff in the City Clerk’s Office collaborated on the proposed ordinance with staff in the Community Services Department, Planning and Development Services Department, and PRC members.
ENVIRONMENTAL REVIEW
This action is not a project under section 15378(b)(5) of the California Environmental Quality Act Guidelines (administrative activities that will not result in direct or indirect physical change in the environment).
2 Palo Alto Municipal Code Section 2.25.040 https://codelibrary.amlegal.com/codes/paloalto/latest/paloalto_ca/0- 0-0-61408
3 City Council, January 13, 2025; Agenda Item #8; Staff Report #2409-3480 https://portal.laserfiche.com/Portal/DocView.aspx?id=125150&repo=r-704298fc&searchid=c13e0943-f4b1-4780- 815b-a9343ab27559
ATTACHMENTS
Attachment A: Attachment A: Ordinance of the Council of the City of Palo Alto Amending Chapter 2.21 (Architectural Review Board) and Chapter 2.25 (Parks and Recreation Commission) of the Palo Alto Municipal Code to Amend Procedures for Electing a Chair and Vice Chair Attachment B: Attachment B: Resolution of the Council of the City of Palo Alto Amending and Restating Resolution 10200 for the Storm Water Management Oversight Committee APPROVED BY:
Mahealani Ah Yun, City Clerk