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Home My WebLink About2004-09-13 City Council (5)City of Palo Alto City Manager’s Report I0A ...... TO: FROM: HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT: PLANNING AND COMMUNITY ENVIRONMENT DATE: SUBJECT: SEPTEMBER 13, 2004 CMR: 421:04 APPOINTMENT OF JUDITH WASSERMAN TO THE VALLEY TRANSPORTATION AUTHORITY’S VALLEY TRANSPORTATION PLAN 2020 DESIGN ENHANCEMENTS COMMITTEE RECOMMENDATION Staff recommends that City Council appoint Judith Wasserman to the Santa Clara Valley Transportation Authority (VTA) Valley Transportation Plan 2020 Design Enhancements (VTP 2020 DE) Committee. BACKGROUND VTA is establishing a committee to oversee the design enhancements process in projects within VTA’s Valley Transportation Plan 2020 (VTP 2020). The VTP 2020 DE Committee will include three representatives from each city in Santa Clara County. Each city’s committee members may include elected officials, staff members, arts commissioners or other individuals interested in visual arts. DISCUSSION The VTP 2020 DE Committee will serve in an advisory capacity to the VTA Policy Advisory Boards, Board Standing Committees and Board of Directors. The duties of the Committee include developing and recommending policies to apply the VTP 2020 DE to VTP 2020 projects, serving as advocates of the VTP 2020 DE Program and representing the aesthetic interests of transit riders, highway travelers and communities impacted by VTP 2020 projects, and making recommendations on VTP 2020 DE project proposals throughout their design and development regarding the aesthetic and artistic merits of the proposal. Attachment A contains a complete description of VTP 2020 DE Committee duties. CMR::421:04 Page 1 of 2 ATTACHMENTS Attachment A: Letter from VTA with attached VTP DE Committee Bylaws PREPARED BY: JOSEPH Chief Transportation Official DEPARTMENT HEAD: .g and Environment CITY MANAGER APPROVAL: ~//"-"~.] ~,’~ J ’ ~"~t~f~Y HARRIS ON Assistant City Manager cc: Judith Wasserman CMR::421:04 Page 2 of 2 ,,~.,~e~’.~,~S A H T A C L A R A Vafley Transportation Authority Q’~)~ ,, July 30, 2004 ,.~~)A.~ ; Beecham City of Palo Alto 250 Hamilton Avenue Palo Alto, CA 94301 Dear Mayor Beecham: Santa Clara Valley Transportation Authority (VTA) is establishing a committee to oversee the design enhancements process in projects within VTA’s Valley Transportation Plan (VTP). The VTP DE Committee will include three representatives from each city in Santa Clara County. As noted in the attached Committee Bylaws, each city’s committee members may include elected officials, staff members, arts commissioners or other individuals interested in visual arts. I hope that you will be able to appoint your city’s representatives to the VTP DE Committee by September 15, 2~lease notify Gail CorA’s staf~n to the VTP DE Committee, of your representatives’ names. She may be reached by telephone at (408) 321-5754 or by email at gail.collins@vta.org. The first VTP DE Committee meeting will be held in early November at a location to be determined. If you do not appoint your city’s representatives by September 15th, the meeting agenda packet will be sent to you. VTA looks forward to working with your city representatives on this Committee. Don Gage, Chairperson VTA Board of Directors cc: Frank Benest, City Manager Attachment 3331 Florth First Street . Son Jose, CA 95134-1906 ¯ Administration 408.321.5555 ¯ Cuslomer Service 408.321.2300 CERTIFI, D COPY BYLAWS FOR I certify that the foregoing instrument is a true and exact-copy of tb~!odginal on file in the Secretary ~f ~eBoa~d of Directo - SANTA CLARA VALLEY TRANSPORTATION AUTHORITY (VTA) VALLEY TRANSPORTATION PLAN 2020 (VTP 2020) DESIGN ENHANCEMENTS COMMITTEE Article I GENERAL PROVISIONS §1.1 Purpose §1.2 These Bylaws govern the proceedings of the VTA Valley Transportation Plan 2020 Design Enhancements Committee (VTP 2020 DE Committee), an ad-hoc advisory Committee established by the Board of Directors of the Santa Clara Valley Transportation Authority (VTA). Construction of Bylaws Unless the provisions or the context of these Bylaws otherwise require, the general provisions, rules of construction and definitions set forth in Chapter 1 of VTA’s Administrative Code shall govern the construction of these Bylaws. These Bylaws shall govern the Committee’s proceedings inconsistent with VTA’s Administrative Code or law. to the extent they are not §1.3 Definitions As used in these Bylaws, A."Chair" means the Chair of the Committee. B."Secretary" means the Secretary of the Committee. "Member Agency" means the County of Santa Clara or any of the cities within the County, in which a VTP 2020 project appropriate for design enhancements is located. "Committee" means the VTA VTP 2020 Design Enhancements Committee. E."DE" means design enhancements. Article II CERTIFIED COPY 2 DUTIES AND AUTHORITY §2.1 Duties The Committee shall serve in an advisory capacity to the VTA Policy Advisory Boards (PABs), Board Standing Committees and Board of Directors. The duties of the Committee shall be as follows: A0 Develop and recommend policies to apply the VTP 2020 DE to V£P 2020 projects. Bo Serve as advocates of the VTP 2020 DE Program and represent the aesthetic interests of transit riders, highway travelers and communities impacted by VTP 2020 projects. Recommend the selection of VTP landscape architects, and artists. 2020 DE project urban designers, Review, comment on and make recommendations on VTP 2020 DE project proposals throughout their design and development regarding the aesthetic and artistic merits of the proposals. CERTIFIED COPY E.Recommend VTP 2020 DE budget allocations from the VTP 2020 program budget. F. Develop VTP 2020 DE projects in close collaboration with the Member Agencies, VTA staff, VTA consultants and the Lead Program Artist. G.Ensure that VTP 2020 DE projects recognize that the primary purpose of VTP 2020 projects is transportation by developing DE projects that are easily maintainable and do not impede safety. HI Inform individual appointing authorities about Committee activities. §2.2 Limitations The Committee shall serve in an advisory capacity. It shall have no independent duties and no authority to take actions that bind VTA. The Committee shall make no expenditures or requisitions for Services and supplies and no individual member thereof shall be entitled to reimbursement for travel or other expenses except as authorized by the Board of Directors. Article I CERTIFIED COPY 4 MEMBERSHIP §3.1 Membership The Committee membership will be as follows. Member Agency Representatives. Each Member Agency shall appoint a maximum of three members who may be elected officials, staff members, arts commissioners or other individuals interested in visual arts. B.The Lead Program Artist. C.Non-voting ex-officio members. Representatives. of transportation agencies involved in VI’P 2020 projects (e.g., Caltrans and Cal~ain). Each such agency may appoint one member. 2. VTA project managers of VTP 2020 projects. CERTIFIED COPY 5 §3.2 Members’ Terms Members of the Committee shall serve continuously until resignation or replacement by their respective appointing authorities. Member Agencies may choose not to participate in the Committee after the VTP 2020 projects in their jurisdictions are completed. §3.3 Vacancies The Member Agency or body that made the original appointment shall fill a vacancy in a member’s position. Article IV OFFICERS §4.1 Chair and Vice Chair The Committee shall, at its first meeting .of the fiscal year, elect from its membership (excluding the Lead Program Artist) a Chair and Vice Chair for a one- year term. The Chair shall preside at all meetings of the Committee and represent CERTIFIED COPY 6 the Committee before the Board of Directors. The Vice-Chair shall perform the duties of the Chair when the Chair is absent. In the event of a vacancy in the Chair’s position, the Vice Chair shall succeed as Chair for the balance of the Chair’s term and the Committee shall elect a successor to f~ the vacancy in the Vice Chair position as provided below. In the event Of a vacancy in the Vice- Chair’s position, the Committee shall elect a successor from its membership to fill the Vice-Chair’s position for the remainder of the Vice-Chair’s term. §4.2 Secretary The Board Sesretary’s Office shall furnish staff services..to prepare and distribute the Committee’s agendas, notices, minutes, correspondence and other documents and shall assign an employee to attend each meeting of the Committee to serve in the capacity as the Committee’s Secretary. The Secretary shall maintain a record of all proceedings of the COmmittee and shall perform other duties as .provided by these Bylaws. CERTIFIED COPY 7 Article V MEETINGS §5.1 Regular Meetings Regular meeting dates, time and location shall be established to not conflict with the dates, time and location of the Citizens Advisory Committee (CAC), Technical Advisory Committee (TAC), Policy Advisory Committee (PAC), Bicycle and Pedestrian Advisory Committee (BPAC), Policy Advisory Boards (PABs), and Board Standing Committees. Whenever a regular meeting falls on a holiday observed by VTA, the meeting shall be held on another day or canceled at the direction of the Committee. A rescheduled regular meeting shall be designated a regular meeting. §5.2 Special Meetings CERTIFIED COPY The Chair, with the approval of the General Manager, may call a special meeting. The meeting shall be called and not-iced as provided in Section 5.3 below. §5.3 Calling and Noticing of Meetings All meetings shall be called, noticed and conducted in accordance with the applicable provisions of the Ralph M. Brown Act (commencing with Section 54950 of the Government Code). given notice of all meetings. The General Manager and General Counsel sha~ be The Committee shall meet at least once every three months, unless the Committee’s activities are suspended. §5.4 Quorum; Vote; Committee of the Whole The presence of at least one member from a majority of the Member Agencies shall constitute a quorum for the transaction of business. All acts of the Committee shall require the affirmative vote of a majority of the members present. At any regularly called meeting not held because of lack of quorum, the members may constitute themselves a "Committee of the Whole" for the purpose of discussing matters on the agenda of interest to the Committee members present: CERTIFIED COPY The Committee of the Whole shall automatically cease present at the meeting. to exist if a quorum is §5.5 Thirty Minute Rule If a quorum has not been established within thirty minutes of the noticed starting time for the meeting, the Committee’s Secretary may be excused from further attendance at the meeting. §5.6 Matters Not Listed on the Agenda Requiring Committee Action A matter requiring Committee action shall be listed on the posted agenda before the Committee may act upon it. However, the Committee may take action on items not appearing on the posted agenda under any of the following conditions: Upon a determination by an affirmative vote of the Committee that an emergency exists, as defined in Section 54956.5 of the Government Code. The item was properly posted for a prior meeting of the Committee not more than five calendar days prior to the date action is taken on CERTIFIED COPY 10 the item, and at the prio.r meeting the item was continued to the meeting at which action is being taken. By directing staff to place an item of business for discussion or action on a subsequent agenda. (This is an appropriate action for issues raised under Public Presentations.) §5.7 Time Limits for Speakers Each member of the public appearing at a Committee meeting shall be limited to two minutes in his or her presentation, unless the Chair, at his or her discretion, permits further remarks to be made. Any person addressing the Committee may submit writ-ten statements, petitions or other documents to complement his or her presentation. §5.8 Impertinence; Disturbance of Meeting Any person making personal, impertinent or indecorous remarks while addressing the Committee may be barred by the Chair from further appearance before the Committee at that meeting, unless permission to continue is granted by aa aifirmative vote of the Committee. The Chair may order any person removed from the Committee meeting who causes a disturbance or interferes with the CERTIFIED COPY 11 conduct of the meeting and the Chair may direct the meeting room cleared when deemed necessary to maintain order. §5.9 Access to Public Records Distributed at Meeting Writings which are public records and which are distributed during a Committee meeting shall be made available for public inspection at the meeting if prepared by VTA or a member of the Committee or after the meeting if prepared by some other person. Article VI AGENDAS AND MEETING NOTICES §6.1 Agenda Format The agenda shall specify the starting time and location of the meeting and shall contain a brief general description of each item of business to be transacted or discussed at the meeting. The description shall be reasonably calculated to adequately inform the public of the subject matter of each agenda item. The agenda may include recommendations for Committee action as appropriate. The Secretary, with the approval of the Chair, shall establish the order of business. CERTIFIED COPY 12 §6.2 Public Presentations Each agenda for a regular meeting shall provide an opportunity for members of-the public to address the Committee on matters of interest to the public either before or during the Committee’s consideration of the item, if it is listed on the agenda, or, if it is not listed on the agenda but is within the jurisdiction of the Committee, under the agenda item heading "Public Presentations." The Committee shall not act upon an item that is not listed on the agenda except as provided under Section 5.7. Each notice for a special meeting shall provide an opportunity for members of the public to directly address the Committee concerning any item that has been described in the notice for the meeting before or during consideration of that item. §6.3 Agenda Preparation The Secretary shall prepare the agenda for each meeting in consultation with VTA staff and the Chair. Material intended for placement on the agenda shall be delivered to the Secretary on or before 12:00 Noon on the date established as the agenda deadline .for the forthcoming meeting. The Secretary may withhold placement on the agenda of any matter which is not timely received, lacks sufficient information, or is in need of staff review and repor~ prior to Committee consideration. Any member of the Committee may request that such withheld CERTIFIED COPY 13 matter be placed on the agenda by contacting the Secretary in advance meeting. of the §6.4 Agenda Posting and Delivery The written agenda for each regular meeting and each meeting continued for more than five calendar days shall be posted by the Secretary at least 72 hours before the meeting is scheduled to begin. The Secretary shall post the written agenda for every special meeting at least 24 hours before the special meeting is scheduled to begin. The agenda shall accessible to members of the public. be posted in a location that is freely The agenda together with supporting documents shall be delivered to each Committee member, the General Manager and General Counsel at least five days before each regular meeting and at least 24 hours before each special meeting. §6.5 Meeting Notices The Secretary shall mail notice of every regular meeting and every special meeting which is called at least one week prior to the date set for the meeting, to each person which has fried with VTA a written request for notice as provided in Section 54954.1 of the Government Code. The notice shall be mailed at least one week prior to the date set for the meeting. Notice of special meetings called less 14 than seven days prior to the date set for the meeting shall be given, as the Secreta~ry deems practical. Article VII MISCELLANEOUS §7.1 Adoption and Amendment of Bylaws The Committee may amend these Bylaws by the affirmative vote of a majority of its total authorized membership and with the approval of the Board of Directors. §7,2 Robert’s Rules All rules of order not herein provided for accordance with Robert’s Rules of Order, latest edition. shall be determined in ¯ Adopted by the Board of Directors: CERTIFIED COPY 15