HomeMy WebLinkAboutStaff Report 2505-4752CITY OF PALO ALTO
CITY COUNCIL
Special Meeting
Monday, August 11, 2025
Council Chambers & Hybrid
5:30 PM
Agenda Item
14.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
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 ordinance3 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://recordsportal.paloalto.gov/Weblink/DocView.aspx?id=83198
ATTACHMENTS
APPROVED BY:
*NOT YET APPROVED*
137_20250721_ts24 1
Ordinance No. _____
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
The Council of the City of Palo Alto ORDAINS as follows:
SECTION 1. Findings and Declarations. The City Council finds and declares as follows:
A. The City has an Architectural Review Board (ARB) and a Parks and Recreation Commission
(PRC) as established by ordinance.
B. The City Council now desires to amend the Palo Alto Municipal Code through this
ordinance to codify existing practice that the ARB elect a chair and vice chair from its
membership.
C. The City Council also desires to amend the procedure for electing a chairperson of the
PRC to eliminate the requirement that the commission elect a chairperson at the first
regular meeting of the PRC. This is consistent with other boards and commissions of the
City.
SECTION 2. New section 2.21.020 (Officers) is hereby added to Chapter 2.21
(Architectural Review Board) of Title 2 (Administrative Code) to read as follows:
2.21.020 Officers.
The Board 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 Board sooner expires.
SECTION 3. Section 2.25.040 (Officers) of Chapter 2.25 (Parks and Recreation
Commission) of Title 2 (Administrative Code) is hereby amended to read as follows (deleted text
in strikethrough, new text in underline):
2.25.040 Officers.
Each year, at the first regular meeting of the parks and recreation commission, the commission
shall nominate and elect one of its members as the chairperson. The chairperson shall hold office
for one year and until his or her successor is elected, unless his or her term as a member of the
commission expires earlier.
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.
*NOT YET APPROVED*
137_20250721_ts24 2
SECTION 4. Severability.
If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to
be invalid or unconstitutional by a decision of any court of competent jurisdiction, such decision
shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby
declares that it would have passed this Ordinance and each and every section, subsection,
sentence, clause, or phrase not declared invalid or unconstitutional without regard to whether
any portion of the Ordinance would be subsequently declared invalid or unconstitutional.
SECTION 5. Environmental Review
This ordinance is categorically exempt under CEQA regulation 15320 because it is a change in the
organization of a local government agency that does not affect the geographical area in which
previously existing powers are exercised.
SECTION 6. Effective Date
This Ordinance shall be effective 31 days after adoption.
INTRODUCED:
PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
NOT PARTICIPATING:
ATTEST:
____________________________ ____________________________
City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
____________________________ ____________________________
Assistant City Attorney City Manager
____________________________
Director, Planning and Development
Services
____________________________
Director, Community Services Department
*NOT YET APPROVED*
1
138_20250721_ts24
Resolution No. ____
Resolution of the Council of the City of Palo Alto Amending and Restating
Resolution 10200 for the Storm Water Management Oversight Committee to
Elect a Chairperson and Vice Chairperson
R E C I T A L S
A. On November 14, 2005, the City Council adopted Resolution No. 8573,
establishing the Storm Drain Oversight Committee to review the proposed operating and capital
budget of the Storm Drainage Fund and the year-end financial report documenting the
expenditures of the Storm Drainage Fund in the previous fiscal year.
B. On August 29, 2016, the City Council adopted Resolution No. 9624, calling a Mail
Ballot Election in connection with the City’s proposed Storm Water Management Fee.
C. On October 24, 2016, the City Council adopted Resolution No. 9635, proposing a
Storm Water Management Fee to replace the Storm Drainage Fee, calling a Public Hearing for
October 24, 2016 with respect to such Fee and adopting Procedures relating to the conduct of a
Protest Hearing and Mail Ballot Election.
D. On May 1, 2017, the City Council adopted Resolution 9677, which replaced the
Storm Drain Oversight Committee with the Storm Water Management Oversight Committee.
E. On June 21, 2021, the City Council adopted Resolution 9969, which imposed term
limits on members of the Storm Water Management Oversight Committee by amending and
restating Resolution 9677. The City Council also moved the recruitment period to March from
the past practice of May appointments.
F. On December 2, 2024, the City Council adopted Resolution 10200 to move the
recruitment period to November to coincide with other boards and commissions with the same
recruitment period. Existing terms will be extended to October 31. Going forward, terms begin
on November 1.
G. The City Council now intends to require the election of a chairperson and vice
chairperson by adding new Section 2.5 to the existing provisions. This is consistent with existing
practice and other boards and commissions of the City.
NOW, THEREFORE, the Council of the City of Palo Alto RESOLVES as follows:
SECTION 1. The Storm Drain Oversight Committee is decommissioned effective May
31, 2017.
*NOT YET APPROVED*
2
138_20250721_ts24
SECTION 2. Committee Established. The City of Palo Alto Storm Water Management
Oversight Committee is hereby created to review proposed storm water management capital
improvements and operating programs to be funded from the Storm Water Management Fees
and to monitor expenditures of the fund.
SECTION 2.5. Chairperson and Vice Chairperson. The Committee 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 Committee
sooner expires.
SECTION 3. Committee Membership and Appointment. The Committee shall consist
of seven members who are selected and appointed by the City Council for a term of four years.
Committee members shall serve without compensation. Each Committee member shall be a
resident of Palo Alto, an employee of a business located in Palo Alto or an owner of real property
within the City. No member shall be a council member, officer or employee of the City. Effective
January 1, 2022, terms of office due to expire on May 31 of each year shall be extended to expire
on March 14 of the following year, and thereafter terms of office shall commence on March 15.
Effective January 1, 2025, terms of office due to expire on March 14 of each year shall be
extended to expire on October 31 of the same year, and thereafter terms of office shall
commence on November 1.
SECTION 4. Term limits. Effective January 1, 2022, no person may serve more than two
consecutive terms of office as a member of the Committee.
(a) For the purposes of this section, a member will be considered to have served a
term of office if he or she serves more than two years within one term.
(b) A member’s service that began on or before January 1, 2022 shall count under the
provisions of this section only for those members who served for at least one day on the
Committee between January 1, 2021 and January 1, 2022. Notwithstanding the previous
sentence, members on Committee as of January 1, 2022 shall be permitted to complete
their term.
(c) A member who has served two consecutive terms of office may remain as a
member of the Committee for up to six months past the end of the term if no replacement
is appointed or until a replacement is appointed, whichever comes first.
(d) A member who has served two consecutive terms of office shall not be appointed
to the Committee within one year of the last date of service.
SECTION 5. Committee Duties. The Committee shall discharge its oversight duties by:
(a) Meeting at least once a year to review the proposed operating and capital budgets
of the Storm Water Management Fund for the next fiscal year. The Committee
shall prepare a report documenting its findings with respect to the proposed
budget and submit the report to the Finance Committee of the City Council prior
to June 30th each year.
*NOT YET APPROVED*
3
138_20250721_ts24
(b) Meeting at least once a year to review the year-end financial report documenting
the expenditures of the Storm Water Management Fund in the previous fiscal year.
The Committee shall prepare a report documenting its findings with respect to the
expenditures and submit the report to the City Council prior to May 31st each year.
SECTION 6. Meeting Procedures. The Committee shall conduct open public meetings,
duly noticed in accordance with the Ralph M. Brown Act. The Committee may establish rules and
procedures governing the conduct of its meetings.
SECTION 7. The City Clerk is directed to place advertisements announcing Committee
vacancies in a newspaper of general circulation in the City, two times within a two week period.
SECTION 8. This resolution supersedes Resolution 10200.
SECTION 9. This resolution shall be effective upon adoption.
SECTION 10. This amendment to Resolution 10200 is categorically exempt under CEQA
regulation 15320 because it is a change in the organization of a local government agency that
does not affect the geographical area in which previously existing powers are exercised.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSENT:
ABSTENTIONS:
ATTEST:
___________________________________ ____________________________________
City Clerk Mayor
APPROVED AS TO FORM: APPROVED:
___________________________________ ____________________________________
Assistant City Attorney City Manager
____________________________________
Director of Public Works