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HomeMy WebLinkAbout0173.0912 March 7 .. 1991 THE HONORABLE CITY COUNCIL PALO ALTO J CAL!FORNIA ' .. iliOA of SaDta Clara CouAty Cit! •• Association .yleva !leJlbers of the Council: Report in Brief Revisions to the bylaws of the santa Clara county Cities Asaociation have been proposed, based on the experience of the first several months of operation of the ne~ organization. Approval by two-thirds of the _ember cities is required to amend the bylaw~. Council is requested to approve the proposed revisions. Background The Santa Clara county Cities Association (SCCCA} 'Was fOrlllally established in 1990, following approval by all the cities in Santa Clara County. The orqanization result9d from the consolidation of the functions and purpose.s of the Intercity Council (ICC), the santa Clara County Mayors Conference.. and the city Selection committee for Santa Clara county. The origina.l bylaws for the SCCCA were prepared and approved in 1989, as part of the work preceding the final action to put the SCCCA in place. A bylaws committee of the SCCCA, chaired by Mayor Sutorius, has reviewed the original bylaws and ide!'!tified the need for various revisions based on the experience of the first several months of the existence of the new .organization. The SCCCA Board of Directors approved the p~oposed revisions at its meeting of February 14~ 1991 and h~s referred them to the member cities ror approval. Approv~l oy two-thirds of the legislative bodies of the member cities is required to amend the bylaws4 TM: kevisions The attac~ed ccpy of the bylaws indicates the proposed revisions. several of the changes are aerely grammatical. The more substantive changes are the followinq: 1. Clarificat.ion ot the procedure. for suspension and reinstatement of a .. e~lber city which is delinquent in payment of annual dues (Article II~ Section 2) .. CMR:173:n '., -~ \ CMR.173.n Page 'hro 2. Secretary/Treasurer shall be elected, rather than appointed, by the Board ot Directors (Article IV, Se.ction 1) • 3. Election ot officers shall occur in ~une, rather than at the ti.e ot. the annual meeting of the I.eaque of californ1a Cities (Articlz IV, Section 2b). ... Provision for tillinq a vacancy in tbe unexpired term of an officer (Articl~ tv, Section 2C]. 5. Clarification of wbich :meJlbera constitute a quorum (Article V, section 3). 6. Vote that is necessary tor Board of DireetoX'5 to take action (Art1cle ", section 4). 7. Distribution of ~qendas and minutes (Article V, Section 6). B. EXecutive Committee is added to the designated Standing Committees (Article VI, Section 1&). RK9P"""ndati01; rt is rect>JlJlended that the council approve the proposed revisions to the Bylaws of the santa Clara County Cities Association. Respectfully .ubmitted, t!d~ VICCI RUl'DI _. A85i£tant to the City xaneger "--/ :/ , ''-v<--/,. L..,-,.-,. .. JllNl! FLEIIZHG I . Ass1stant CitYL~ .. ger J Attac:lDlent: Revi sed SCCA By-La-",. Rel.ted CKR. 197:0, '/8/90 CIIR,173.91 , s c c C A February" 22, 1991 TO: FROM: CfTY MANAGERS-iCITY CLERKS _ • ') BARBARA WALDMAN, PRESIOENT ~ .. SANTA ct.ARA COUNTY cmES AssoctATION SlfBJECT: REVISED SCCCA BY·LAYIS P-pIac& "" 8f'lC/o$ed ~ SCCCA By-laws 0<1 your nexl Councfl meeting agen<lll lor Council approval. We must hav9 you.-Council's approval by April 1, 1991, so we can mpiem60I Ile changes 10 OIlf election P''''''"ss in May. Please advise 1118 C~ies Assoc!afion of yOUI' Council's aC1ion. by man, no late< \han Apt1I1, 1991. YOUf reply can be ser1Ilo me c/o City of Sunnyvale, P.O. Bo, 3707, Sunnyvale, CA 94088-3707. II you hav9 artj queslions, please <:OntaGi me at (408) 738·3256, or Bob Ouinlan al (406) 256-2479. .. ;arLAWS 01' ~ ./ IlAlrrJt cun comrn CITIES AS BOCIATIOJI Jt .BeTIOR 01' THE PZRIRSlJU DIVIS IOlI LD.GlIE 01' CALI1'01IIIIA CITIES PUAlUlLE For the purpose of improving cooperation amonq city 90vern­ .ants in addr~s5in9 issues of comaon interGst, the cities of Santa Clara County have established the Santa Clara county Cities Association~ The intention of this association is to consolidate and saintain the functions end purposes of the Intarcity council (ICC), Santa Clara County Mayor's Conference, and the City Selection committee f"or Santa Clara. County~ Qr9anized as a section of the Peninsula. Division, t.eaque of California Cities, this association is also intended to maximize the influence of Santa Clara County cities in the establishment of League policy and: state-wide leqislation. The approvers of th~5e bylaws recognize the vital roles played by the ICC#, Mayor's Conference, and t.'le City Selection Committee and further recognize the strengthening of these roles whiCh can be accomplished through consolidation into a single umbrella orqanization fo~ Santa Clara County cities~ AaUCLII I JIlU<!:. PnPOSII loIID POURS ~ion 1.. bB.. The name of this unincorporated associa­ tion shall be the Santa Clara County Cities Association, a section of the Peninsula. Division ot the League of california Cities#, hereinafter referred to as the ·Section .. ~ Section 2.. Principal Place of Business. The principal place of business of this Section shall be such place within ~~e County of santa Clara as may be designated from time to time by th~ Board of Directors of this Section: 6nd if none has been sO desiqnated, such place ot business shall be the City Hall of the City of which the section President Is a member of the legislative body. Seotioo 3. Purpose. The purposes and functions of this section sball be AS follows: a. To review. study, recommend on issues cities; develop consensus positions, and of interest to Santa Clara County b. To develop a coaaon aqenda for Santa Clara County cities~ c. To serve as a unified voice for Santa Clara County cities in relationship to other agencies, ot"ganiz:ations, and 1 I , t ,- .' levels at 90ve~ent, inclu~ln9 the Peninsula Division of the League ot California Cities; d. To serole as the City _ Selection Committee pursuant to Goverruaent COde H fiCtiPh 50270 et... seq" and make appointments to reqional'and' loc~l bodies as provided by law; e. To assist in development of st~te-wide leqislative policy ~~-m~ the str.Jcture of the League of california ei'ties ~",,"'-, .','.'0, .. f.. To serve. &s a source ot education" information and networki~ for officials from all ~ities in Santa Clara Cou.,ty, ji.~ 9" To provide a forum for non-cit}· individuals, 91"OUPS a.nd orqanizations ana the private sector to address items of interest to Santa Clara County cities .. section 4.. POWErs. The Section may exercise any lawful power in the furtherance of .its purposes as determined by the Board of Oirsctors except that it may not incur any liability binding upon its members nor levy any assessment against its m~mber5 other than the nonaal dues established under Article VII of these ~ m~!!!!· uncLlI II section L Membershi.J!. Each city in Santa clara County Which is a »ember o~ the League of California Cities and which bas paid in full the Section cues required under Article VII of these loy Laws !ll1~!m shall I>e a member of the section. • AR7ICLZ UI JIOAllD 01" DIlIl!C'I'OU &ectioo-1. Selection .n~ Tenure. The Board or Directors of this Section shall ba. composed. of a represCintative from each me1!lber ~ ~,1:"'~, selected by and rrou the leqislative body thereot.. Each BClard JleJDber shall holel office at the pleasure of his or her ei"y'e r:l~Y:f' legislative body, and selection shall be lIIa.de in such ,Il,~nne.r as "tlie refll;pectlve le9islat!ve bodies of JII:8Ulkler eit.ies t:it;!,~s may tbemsel ves determine. '" " "" ,»' section ;I. Alternates. The legislative body of a member ft*Y ~~,~, may, ir.. its discretlon, select froll among its members an alternate to represent that City on the Board 9f Directors and vote in the absence of tl,e .. ember trOll that e-H>)' i::.it~. Sept.ion 3.. ,Notice or Appointment. The legislative body of each lDeml:)er ~ ~_i~y shall, immedi3;~.lY upon the selection of one of' its me1lJJers as<'""a""~'ember of Bo.srd of Directors, or as alternate. advise the section Secratary/Treasurer ot such appointment. Section {. Ex Officio Kember. The City Manage='s committee ef the section may appoint one of its membe~s to serve as an ex of~icio member of the Board o~ Directors. The ex officio member aay participate in deliberations but shall not partiCipate in voting or in any of the privileges of membership, and shall net be counted for the pt:..rpose of determinin1 'Whe.ther a q1Jorum. of t..lte Board is pre.sent. Section 5. Compensation. No member of the Board of Oirectors, including officers, shall receive any compensation trom the Section for his or ber services as a member of the Board.. No _ember ot the Board, includinq officers, shall be entitled to reiabursement from the Section for expenses incurred on Section. business unless such reimbursement shall be authorized in advance by the Board of Directors. Sectign 6. puties~ It 1s the responsibility of the members of the Board to report to and solicit comments from their fellow City council members on aajor issues and to keep their City Councils informed on the business of the section~ AIITl:CLB IV OFJ'IC!:RS Section l~ Officers Designated. The following officers of this Section shall be elected by the Boar~ of Directors: Presi­ dent, First V!.ce President, aftEl--Second Vice President i¥-r----A: Secretary/Treasure.r shall be aJ'l!ableed By \he BellE'd af Bil"ee"'8I'B. J • • • --~-"'------";"-.--.. '--.. --------. .:.-~--~: liecUotL2. ~of Office. The ~~.lr term of oftice for all officers st:all commence illlleft&te'ly upon election and shall be for-a period of one (1) year~ No person shall bold the same office for more than ~ (2) consecutive ~j~~I!'::terms. Election of Offieera oft~:~:#:! shall taJte place at the first lI.eetinq of the "'sOaid ,af Directors and annually thereafter at the afti;~ill _~lar ,meetil'l9"of "the LealjUe et Gali!sl"fIia Oi4:ies ~~~t~!_J?!~~-~r.."'!n,~,:~~. 1!'!J!ffi'!):ii:the'£~ent:':a'YiiciiriCY:'ooCil",,,duHng'an:i"ot Ucer '.ten;' of """"-'··ti!cii,:.t:b .. ,i3oarci'·of~rliiilhaU .satenUn" 'w.eilier. to JJll:"f'k..'~lrea··.·· ·····rti¢,.;;Of'th .. ,~'it'a .,'''''''' 1ar· ,,,z,.'a ~~~ii;aeti ·';'"fl'f1iuCbj:i"aet;~..aiilOn .la~C!e<the U:·'·pr€Si(O.m"tffio:..f,""liiifi"~· ". iJ>tr&.iil>aiiJlAtlhg·'''~lt" j::ee:"'iWllsist;Wofi,d:lin ... 'i'~rd iR~.WblChSliall ~r~~h£!aU;"'reJ>1W&e'tKsa' ". roii<:ri'liincj',the:I~6a"'""'''' 'i:to,'the ·'·td'ol.',pli'Mi:lrs,.~, ·Hest:"'practl'cabJ.et~'''''-idfii ~. '~ali!:iI\<.tth''tli&iidtl~ 'hwiJil"""e;.t. f rtli' in Artici" 'albn'tr,;<:;" ., " "'SOii'~":is"'" , .. , iriteld:to',iilf··· the "i'ridj)Ortl:O~b~the.ten.,··'·is.'·m.~end .. r~.':tbeiliiil:>h' ~"~~~~·~~~~'?{a)a~<;,orda~'.!!!~:tJ>~,.pl':~:"!"!O~ e~..""".""",."",,,,. ,."... ,." ,,, ........ .. section 3. PUties~ a. President.. It shall be the dutY" ot the president to preside at the meetinqs of the Board of Directors and t,:) perform such otber duties as ordinarily pertain to the office of President of like types of orqanizations. b. Vice presidents. It sball be the duty of the First and Second Vice Presidents, in that order, to act in the place and. iftB~ead S~aad of the Pre.sident durinq the President' s absence or illilbflity to act~ c~ Secretary/Treagurer~ The. Secretary/Tre.asurer shall record the ainutes of all meetings of the Board .of Directors a.nd prepare .. mail, and post all notices of the m~~~:+~9?~ ,,~.f,. ,~e Board. The Secretary/Treasurer shall also ~l.ISh'''nd -.alntain all fin~ncial *C:COUi1~:YX;poo~:::!:rana"''''ce'c·o~ci's :':"a'ri'd receive and dispense all"'fiirids' o{..othe '"seetiH~A $iCt!o~ in accordance with the.se Bylaws and the direction.'-"'of "'tbe Board of Directors. The day-to-day opera.tion of the office ot Secretary/Treasurer may be delegated to an Executive Secretary for the Section .. which position shall be nonvoting ~ Scct'on 4. Executiye secretary. The Board of Directors may appoint an Executive Secretary who shall hold office until he or she re.siqns or is removed by the Board of Directors. The Executive Secretary shall have such duties 4S .ay be determined by the Board of Director .. ~ , ! I section 5. Nominating committee., A, nominating committee c..:>nsistin9 ot tll:ree, :t:~r Board ?'IelHn!E~B Iila:1l>8rs shall be appointed !:ly the President fiQ::~4t~,,'then t..,o ,(~} .eetings· before the meeting at which o:t':ticers'"for "'the> 'foiloW,~~9 "y'~ar will, be,:",tll4acte~~, At the meetinq il!l108cH"tely "eEare PreCl>c:lina th£ ieeting'!.fotJ,hii election r>'~1.r9,Jt:i~f1I;, this comaittee ""shall~' prese'iit"'''lts'' "nomiTiations for officers,,·<tor the tollow.inq year. Addit10nal nominations may be .ade from the floor lit tbe meeting where the election is to be conducte~, providing the consent of the nominee has been secure~. nTICLJI V XEH'INGB Section 1.. Schedule i!lnd r.ocatiQnSa Regular meetings of the Board of Directors shall be held, at a min~um, every other month at a time and loca~ion determined by the Board of Directors. The Board of Directors shall schedule periodic meetings of the qene~al .~ershipJ to include all members of legislative bodies of memPer e'U eo !l'lt:~}!1. Section 2. ~~. Notice of the time and place of all reqular meetinqs shall be given in writing by the Secre.tary/ Treasurer to all members of the Board at least seven days prior to the meetinq. Such notices sball be sent by United States mail, postage prepaid.. or shall be personally delivered. Notice ot special meetings shall be qhren by the secreta.ry/Treasurer to all Bc:>CirCS"Il,embers in the maru1:er r'equired by ~ Government Code 6ee'tieft _ii~t;Jon 54956. The Secretary/Treasurer shall be responsible for preparIng !lnd posting ag~n,da,s ,D_t soard meetil19s in compliance liith Government Code S eet i 9ft sectiOn 5" 9 5 4 • 2 • . '" ",;,.,.",','"'' Section 3.. ouorum. A maj ori ty of the members of the Board of Directors shall constitute ,~_ ~0ruJll:, to_ dC),,,,,])U,s,~nes,s, ,~,t a_ny_ slJch regular or spet:ial meeting. ~or: the '-purp05n 'of 'a qlloiuilt'arid: all iQ~tei:S":~qui:rlhg.a·')yOteOf'the BoardotDireators ,~, J,iFeSidinq ~l'(~~_r·"m~Y'::~~H'e>,~,~' h!,s:,:o~,:her: City 1 s' representative or'diasiqnate ~~~itl~tt~~fe!_~.y"~,~,.:;,,'t~~~>~~.:',a~t~te to' serve _as : ~~a;~,,' ~,fti~$ """",""~_"",,Ol'""""""'-""<"~~'" 5 ~~--.,....-'----'-----' -- • , Alt'l'ICLE Vl: COKMI'l"rDS Seet.iePl: 1., GeJ!lmit.t.eI'!9 lo'd,!\efiBed. ftJe P~esid.efl\; .. td:'t:h ~ltt! eeAge~ aftd ap,~e.al sf tee Baa~d at Ei~eeteF9, may a,~&1n~ s~eh ea_i,,"'ees as May ~e fteeeSS4F'1 t~SIl t.ilRe toe 1::3:me, .. lIesi,na"tbll! 'the Hair arlit 't.he l"i;lt'P8se af eael'. suets e9_it:liee. ."4'I'j' ettieel!' e~ eII!.,leyee sf afliY member ei'ey shall ~e elilJis~a seJ!'".e H:~eR i!:Pl) 19\1eh ee_it:"tee. p~~~:";::SeetieA 2. ~ Selection Committee. There shall be ,j. "·"a city Selection Committee or this see_lEU .. SectI'o'ri which shall have the membership .. ", ... ~.~ .. purposes set' ·'·forth in Governmsnt Code See .. ieAs "ect~qns; 50270-50279.4 &.00 whiCh shall be qove.rned L-y the·'''requl'f'ements o.f such sections .. The :membership ot the City selection committee shall consist of the Mayor or Jlrayor's desi9I1ee o:t each ~ ~tj­ in the county .. whether or not any such ~ ~I;~y is "a member of the Section. '!'he county Clerk or th"e' county Clerk's deputy shall act as the pe~.an.ent .~ecr.e:tary. ,and recording officer of the eellHllit"ee city JSelectiol{cCl!!lZiit-~.!i'~. . .............................. . e~l:rijfGee .. ieR 3. city Manager's committee. The city Kana­ "'~"'"O"'qer's Association of Santa Clara County shall serve as an advisory committee to the Section. The City Manaqer's committee 2ay choose an ex officio representative to the Board of Directors. ~1:5~~fm~~:~j;2:~:~t::;";OMrffl·~i:~!!M~g:t*$3.:~::E3 [;'·1':A;ffiOiiUiia1;lnq··QO'miJttee··ifl1I!!be·appcIliUd·!as·~iriid .. "lid '·-·i;i:.;':i; ·····~!vi tli the .. ··rolii"ionS·p1'. Artiel'; . ZV;C····w ~"'",.SS!i~" ...••• '" ''".'0. q, .,;",,:,'.,;.,,;11:"", """~."''"'.{-:'''''''.''.''.'\:;'.':''''<'''if' ,.,oxc·x,,,",·i.,, "'."-.,'h< "." ,.,.' ..... x 6 • .. sectipn .. $~ 'QuQrum. The quorum. tor each committee ~xcept'the tlt;y:s<i}:ec:tion'CO!Ditt ' , shall I:>e detenoine-j by tbe Board at such €!'lie <";8's('"'tfie""·comaftt.e'e •. -~ ere a tGd. ARneLl! VIr Sectign-1. Budggt~ On or before April 15 of each calendar year, the ~ard of Oirectors shall approve a pre! iminary budget for the Section for the riscal year commencing with July 1 of the same calendar year. The Board of Directors shall adopt a tinal b~dget no later than J'une 15 of each yea.r. A copy of the preliminary budqet when ap~roved and a copy of the final budget when adopted shall be. transmitted to each member City~ section 2. ~~ Each member City shall pay to this section annual dues in accordance with ill dues $chedule adopted by the Board of Dirltctors on or before June. 1 of each year~ Dues shall be f'or the fiscal year com.:nencir:I(J July 1 and IShall be an equal amount for each me1Dl:ler ~ c.~t,Y based upon the approved budget. The full aJIOun,t ,shall be due' a'nd payable befoI'"e July 1 of each year.. Any ei-1:y f!i!;j becoming a member of this section during a fiscal year shall"""pay the full dues for that year prior to exercising any rights of membership. Section 3.. fUnds. All funds received by the Section from the membership or any other source shall be deposited in a . fi:nancia1 institution or institutions detenined by the Secre­ tary/Treasurer and disb<.lrsed only by check signed. by the SEccre­ tary/Tr2asurer and countersigned by the President. section .~ Accounting. Annually, upon the elec-t:ion of the Secretary/Treasurer, the outgoing secretary/Treasurer shall submit a complete written a.ccount of all receipts and: disbursements during t..""le previous year, showing-the opening and closing balances. Copies thereof shall be filed with the Board of Directors~ ARTI et.8 VIn lUlOPTYQlI AND 1UI!!NDIIElITS 'section 1. ",Mget1.2n. These 8)" toa ...... s Wl'atis, shall become e.f:fective upon tn.-affirmative vote of the l.egi'sl"tive bodies of two-thirds o~ the "cities in santa Clara County~ I§!ctipD 2 a Apendment~~ These B) J:;adl .&Yl~w. may be amended only in the following manner: Proposed "amendments shall be submitted in writil19 to the Board of Directors for approval, and if &~r,":)v .. ed.~. shall thereafter be submitted in writing to each membe .... e!4;y I:!l:" of the Section at least thirty (30) days before action thereon" 's required by the me"Dlbership. An affirmative V:(';)te,of two­ thirds of the legislative bodies of the member eiUu CIties shall be required for approval~ ~.-,'"."., ,,-, 7 • . ' .