HomeMy WebLinkAbout0271.095•
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City of Palo Alto
City Manager's Report
TO: HONORABLE cm' OOllNCIL
BOM: CITY MANAGER
AGENDA DA'IE: lune 50 1995
DEPARTMENT: City Manager
O/IR:271 :95
SUBJECT: Revision of Santa Clara CGunly Cities Association Bylaws and
Agreement
KEQllEST
Revisions 10 !he bylaws and agreements f<x administratioo of the Santa Clara Coonty C;ties
Associatioo have bee~ proposed. Appr<Mll by tw<>-thir<h of the member dties is required 10
amend the bylaws. CooDCil is requested 10 app;ove t1le proposed revisions.
J!F.COMMF.NDA.TIONS
It is recommended thaI Couocil approve the proposed re.isK>ns 10 the bylaws of the Sanla
Clara COWII)' Cities Association and the agreement for the administration of lIle Sanla Clara
Coonty Cities As.sociation.
l!OLlCY JMpIJCADONS
The revisions change the \ernls for !he Cities Association officer> Lod make the Cities
Association L"e general administrator for !he organization's funds.
FXFCJITIVE SllMMA.RY
The Sanla Clara Coonly Cities Association was foemally established in 1990. foIIo",ing
approval by all the cities in Santa Clara Coonly. The original bylaws were prepared and
approved in 1%9. as part of !he work preceding the final action \0 put the association in
place. Several revisions were approved in 1991. based on the experience of the first year of
operation. The substantive changes in the current revisions 10 the byla ..... are as follows:
• EIectioa 01 offiCers will occur in December ratller Ihan June (Article IV. Section 2.b.)
• The respoosibilitks of the Secretaryrrreasurer are more clearly stated 10 reflect !he
act>l3l tasks vis-a-vis those of the Cities Association Administrator, (Article IV.
Scc60n 3.<. and Article VII, Section 4.)
• The title olE,oculive Secretary is <hanged 10 Adrnini.tratoc (Article N, ~Iion 4.)
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• ~ for cftsbunal ()( Cities Association fund, shall be signed by two of thrte
penon! designated by Ibe Board of Oirec\on (Article VII, Section 3.)
"The proposed revisions were reviewed >.nd approved by \he Cities Association Board of
DirecIon III its May II, 1995 meeting. AR affirmative vote of tw(Hrurds of Ibe Council.
of1bc member citie. is required foc final ad0p60n oflbe revised bylaws. Councilactioo
.is essential prior 10 !he June 8 Board of Oirec\On meeting.
Eacl! member city ls also requested 10 awove an amende-d agreement for t.1!e fiscal
.&ninisIralion ()( \he Cities Association. The City of San Joo: served as !he initial gene~
adminislralO< for !he organization and Ibe respo:lSibility was expected to subsequently
rotate to tile cily wbose representative served as secretaryftre"-,,',,,r." In practice this <fK!
not occur and San Jose h .. continued 10 serve as general administrator. The amended
agroement will rna!ce IU Cities Associ a!ion Ibe gene raJ odminislraco< for Ibe organization',
funds. This will serve 10 centralize record keeping responsibilities.
l'ISCAL..IMUC:r
NtA
NlA
ATIACBMENTS
I. Cities Association transmittal memorandum, May 11, 1995
2. Proposed revised Bylaws of !he Santa CIani Counl)' Cities Association
3. Proposed amended Agreement foc the Administraoon of Ibe Santa Clara County Cities
Association
PREPARED BY: V",ci Rodin, Assistant 10 !be City Manager
CITY MANAGER APPROY AL:
CMR:l71:95 P.,.201 2
t SANTA Cl.\RA ~INTY
CITIES ASSOCIATlO~
May 17,1995
TO:
FRO .. ,
RE:
City Managers
Marty Clevenger
Revisions 10 AgreemenlS and Bylaws
The revised Cities Associa6on Agreements and Bylaws are attached. These are
essentially 'tie same documents wtich I dislribU:ed aI 'tie City Managers' mee~ng last
week. AI. fle May 111h Board meeting. f1e diteclotS approved sending f1e revised
documenIs with B few minor changes 10 1he cities lor approval. Dales have be8\
lidded on 1he first page 10 indicBIe wI'Ien f1e documents were amencIed.
Please agendiZe twse iIems lor your next council m~. The Board wiD vole on
1he bylaws at !he .AIne 8th Board meafing. The agreements, which must be
approvec:I by aIIlhe cities, are deled .)..one 30, 1995. wI'Ien \he amended agr-"enIs
will beCome elleclive. Please sign f1e allac.ied agreemer1t and return ilO!he Cities
Associalion. oIfic. by.ble lS.
The majr'l change in 'tie agreement is 10 make !he Cities Associalion !he gerl8(aI
aOm!niSlralor lor 'tie organization's U1ds. The original agreement had !his position
loa! wiIh !he Ireasurer. In pnroIi(:e this has no( I\appened and San Jose has served
• lie genera1 edminiSlralor since !he organizalion's begiming.
The mair'l change in 'tie bylaws is 10 change 'tie terms lor !he offlCe<S so Ihat !he f\eW
oIIk:ets wiD beef,.. !heir terms in January rather 1harl.Nly. Since all cities new haVe
Ncwemb« elecfions for <lOUt1C<lmembers, flis should prevent officers who do not run
Ior(~ .. om having 10 resign in !he middle a !he year.
Thanks lor your cooperation. PleaSe call me at (406l 730-7770 I you haIIe questions.
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BYLAWS
ortbe
SA. .... A CLAltA COUNTY CITIES ASSOCIATION
A SECI10N OF THE
PENINSULA DMSION
lLI.GVE OF CALIFORNIA crnES
(Amendtd.fuM &. 1995)
For the purpose of improving cooperati<>n among city ga..mmenlS in addressing
issues or common interest, the cities of Santa Oar. County ~av. established the Santa
Oar. Cou"ty Cities Associ.tion. The intention or this ... oclation is !O consoljdate and
maintain the functions and purposes of the Inlercity Council (ICC), Santa Oar. County
Mayor", Confere""". and the City Selection C<>motittee !or Santa Oar. County.
Or,anized IS I section of the PeniDsu!a Division, teague or California Cities. this
association is also inlended 10 maximize the influence or Santo Clara County cities in the
establishment or League poli<.Ji .nd state·,.,jde legislation. The ow"".;:s or these bylaws
rec"",ize the vital roles played by the ICC, Mayor', Conference, and the City SeJection
Committee aDd flirtbeJ recognil.e the streogtb.enia.,o{ these. 10l«. which caR be ac.com.
pIisl>ed through consolidation into • single umbrena O<CaniZlltion !or Santa Clara County
cities. .
ARTIClE I
NAME, PIJItPOSE AND POWERS
Section 1. ~. lbe .8rne or this unincOfporated association shaII be the
Santa Clara County em", Association, I Section or the Peninsula Division of the League
or Californi. Cities. bereiDafrer referred to as the "Section."
Section 2. Principal Place or Bu';".... lbe priDcipal piau or business of this
Section sbaD be sncll place within the Caunty or Santa Clara as may be designated from
time \0 time by the Board of Directors or this Section; ODd it DODe lias bee. SO designat·
ed. _II piau or busi .... shall be the City HaJ or the City or ",hiel! the Section
PreSdeUI is • member of the legislative body.
Section 3. ~. The purposes and functions of this Section shall be as
foIIowlI:
a. To reviev; .. study .. develop consensus positions.. and recommeDd on issues of
inlerest !O Santa Oara Couuty cities;
b. To develop I commou agenda foc Sauto Oara Couuty cities;
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c. To serve as I nified voice for Santa Clara C""nty cities in relationsbip 10
other agencies, <lI"ganizations, and levels ol g",,'ernment, including the
Pe.insulo Division of the League of CaJifornia Cities;
If" To serve as the City Selcctio. Committu pursuant 10 GaIIerament Code
section 5C2?O et seq. a.d mab Ippoinrments 10 regional a.d IocaJ bodies as
prcMcled by low;
e. To assist in development olstale-1l'ide legislative policy througllthe struc
lure ol the League of CalIfornia Cities;
t To serve IS I source of education, information and .etworld., for officials
from an c'.ties in Sanla Clara Counly;
g. To provide I fonIm for "",,-city individuals, groups and organizatioDS and
the private seClOJ 10 address items of interest 10 SaZlta Clara County cities.
Section 4. ~ lbe Section may uercise any lawful power in the further
ance ol its purposes as determined by the Board of DireclOrs except thai it may .ot
inc\Jr any liability birl diDg .poD its 1'li~mbers DOl' levy any a5SeSSllitDt agajost its membe rs
otber thaD Ibe normal dues eSUblisbed nder Article VII ol!bese Byla"""
AJn1CUll
MEMBEKSHIP
ScctioD t Membersbil'" Eacl City in Sanla Clara Cou. ty ",hie, is a
member of Ibe League of CoJiforaia Cities and ",hic .... paid in fuD !be Section dues
nquired .oder Article VII 0( Ibese ByIav.5 shaD be I member of Ibe SectioD"
Sectioo ~ Su:;pens;on, My City whick is delinquent in payment of its dues sball
automarically be deemed suspended from membership sixty (60) cia)' after the dale on
",hiel paymenl is due it Ibe fuD payment las DOt bee. received, .nd it shall be the duty
0( the Secretuy!Treasurer 10 promptly IlOtify the City of i'" delinqDeDC)l" A suspended
member City .haD DOt be pennitted 10 participl.le iD any Scctioo proceedings =ept the
CIIy Selection Committee repr .... tatioo" A suspei><led member City shaD be restored k>
fuD membersltip upon its payment 0( the total dues .... ssm.nl the. dD' and pay.ble in
IKXQ<d!DCe witIJ Article vn. Section 2"
unCLE IU
BOARD OF DIRECfORS
Section I. Se!ectioo and Tepure. lbe Board 0( DireClorS 0( this Section shall be
composed of a repr .... tativ< from each member city. selected by and from Ibe Iegisla.
tiv< body thereof. Eacl Board member shaD hold office II the pleasure 0( his or her
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CiIy"slegislam'e body, and selection .ball ~ made in such manDer .s the respective
¥!aIM: !>odie, of mem~r Cities may tIIelllsd" .. determine.
SectjoA 2. AlI.mate.. The legislative body 0( • mem~r City may, ill iIs
ctsaetioa, select from amoog iIs m.m~rs an alternate \0 represent til at City 00 tile
Board 0( Directors .~d vole ill tile .bsen<~ 0( tile mem~r from that City.
SectjoD l. ~ cl AppointmeDt The legislative body 0( .ae' 1I1em~r City
sI!aJI, immediately upon the selectioc 0.< ~e of iIs mem~rs as • member 0( Board 0(
Directors. or as alternate, advise the So< lion Se<:rctaryrrreasurer 0( suc' appoilltmenL
Sec!ioD 4. Ex Officio Member. The City Managers' Commitke 0( !he Sec600
may appoint one 0( its members 10 serve as aa •• cfficio member o(!he Board 0(
Directors. Th ... offi<:io member may participate ill clebberalions but ohall nOl partici
pate ill voting or in any 0( Ibe priYileges 0( mem~rsbip. and sball Dol be counted for
tile pal)lOSO 0( determinillg .. bether I quorum 0( the Soard is preseDt
Section 5, Com ..... tiog. No mem~r 0( tile Soard 0( Directors, including
offi<:ers, sball receive any compensation from the Section for bis or ber services as a
member 0( the Board. No member 0( th. Board, iDCludi~! ~.r; .ball be" e"titled \0
reimbursement from the Section lor expenses incvrred OD SectioD business -.nJess sue.
reimbu rse""'Dt shall be authorized ill advanCe by til. Board of Directors.
Sec!ioo 6. ~ It is tile responsibility 0( tile members of the Board \0 report
!o and soficit commeDts from their rellow City Council members on major issues aDd \0
keep their City Councils informed on til. busiDe55 0( Ibe SectioD.
ARTICLE IV
OffiCERS
Section I, Officers Designated. The following effieers 0( Ibis Section ohall be
.Iected by Ibe Board of Directors: President, first Vxe PresideDt, Second VICe
Prcoident and Se<:retaryrrreasurer.
Section 2. !mL0( Office.
L The regular term 0( offi<:c for al officers ,ball coramence UPOD election and
sh,aI! be for a period 0( ,,,,e (1) year. No person shaH bold the sam. office
for 1OOf0 than 1\110 (2) co",",,,,,tive full terms.
b. Election 0( officers ,hall tal. place at the first meeting 0( Ibe Soard 0(
Directors and annually thereafter at Ibe r.,ular me.ting 0( lb. Board 0(
Directors in Ieee Deconw.
c. !a tile evellt • vacancy occurs during any officer's term 0( offi«, the Soard
0( Dire.."1On sball determine wbetller \0 fill Ibe ."""Pired portion 0( tile
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lenD. ., • rt8"lar or • opecla' meeting. If sue\ a determination is made, the
the .. preSidin, officer s1JaII appoinl a Dominating coounlttee coosisti.g 0(
three (3) Board members wllic\ .ban present its re<:ommendations for filling
the _')' 10 the Board 0( DireclOrs .1 the earliest practicable time Ind in
aooordanu witIo the JIOIice proYisiOlls sel forth ill Article V, Section 2. "
pe""D ""'" is appoin Ie" '" fill the • nexpired portion 0( the lerm is Dot
reDderecl ineligible 10 .0Je! the same office in a«:Ordane. "';IA the prO'o'isiocs
of Article IV. SectioD 2(1)-
s.ctjon3. ~
a. PtqjdU& It shall be the d .. ty 0( the Preside.t 10 preside at the meetings 0(
the Board 0( DireclofS and \0 perfunn .. ell other duti<. as ordinarily
""naiD \0 the office 0( Presidebt 0( h"ke types 0( CfJaniutions.
b. VICe Pnsidents. It &hall be the duty 0( the Ylrst aDd Second VICe Presi
dents, in tha! order. 10 act in the place and stead 0( the Presidehl during the
Presiden!"s abse.ce or inability 10 act
Co Seqelalj'O)y.syrer. The Secretary!Tre"",er sbaD ,,,,;ew.1 fouJr.cia1
'CCOUl!JS .M records JO d<fOmi/l.t rJtat rIlLy .r. i1I ,ccOI"diJnce wilh tJwe
BykzlA!S ,,,,4 the 4irections of 1M Board of DireckJrs. Heeld' tile RliBU1~6 sf -'1
mu'iiess aldie 8earlil' e( Pit"eetEtfS & •• plepBJ<e; Mail. aad ,est.1 aeliees-el
tile .utill. sf tIle Beaflf. The Secreuuy/T~...sureT s1u211 set tIuu minuus of
•• Beard and Commitke """iiIgS .r. record<d, no<ic. oJ mutfnss oJ lfIe
Boord .,. posted, .nd rJtat .11 mtipu and diJbrmal oJ fonds by 1M S«tion ."
d~ in .crordiJnce wilh ~ BylDws .nd lfIe diT.eIi".. oJ lfIe Boord oJ
Dindon. n. &unlaPjJq:uilSlrlfN &linD al&e eli4ahli£A IRd maiBtaia .1
&3iu!liaJ aeeS\lBl!i; 'es~ ... FesB.is al' ,eeei\e ulI'dtspeBse II hs. sf
tllie SeeBea iB aeeBf'lYIee .;111 Ille!!! B}lI'11'S aad 'IIIe tiifeelieB er lite 8sM'1
sf Piree4eF5: Th~ day-to-day operatiou ~ the offke of Secrel,arylfreasurer
may be dekgated to att E..!AlW e SeHe~ AdministratC1' foe the Section,.
wlliclo positioD .bal! be coovoti!lS.
Sectioq .~ finel?Utive See'd tAP' Administr"tor~ The Board of Directors may .
appoint a.u ae .. ~e SeeJ'\!tM)'A4minisrratOf' who shalt hold office llntil he or she resips
or is remo-,.d by the Board of Direc1or>. Th. &to ..... Seer • ...., AdmillisrroJ<X &baD
bave suQ duties as may be determined by th. Board of Oirecton.
Se..-6op S. Nominatinl CammitlU. A nominating coounltte. con.;mog 0( three
(3) Board membe .. shaD be appointed by the President no later tIIaa two (2) me.tings
before the ",eetiDg .t which office .. for the fcll~ year will be .lected. AI the
lIIeeti'I immediately preced"ClI the meetin8 for the .1ecIion 0( officers, this committee
&ball prese.t its nomioations for officers for the fcllo....;.g year. Additional DOIIlinations
may be ",.de from the fJoor II the "",.tin, ... here the election is 10 b. conducted.
providinZ the CODseDt of the uomiDce has beta secured.
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ARTICLE V
MEETINGS
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Sectiop I. Schedule .. nd! motions. ReS'.lar meetings of the Board of Directcn
shaD be beld, .1 • minimum, evetyothe, mootlo II • time and IocatioD de1ermined ,,~
the Board of Directors. The Board of Directors shall schedule periodic mutiDSs ol the
,e .. ra1 membern.ip, 10 ,,,,,lude all members of kgislative bodies of member Cities.
Sectiog 2. ~. NOIke of the time and place of .11 regular meeti"s, sbaD be
pve. in writing by Ibe Secretary/Treasurer or. 4erignee 10 .11 members of t!le Board II
least ~B "aJl$ prior 10 the meeting. Sucll BOIke, >hall be seat by Unit.d Stales mail.
postage prepaid, or >hall be pe"".aDy delivered. NOIke of special meetings sball be
pvea by the SecretaryfTreasarer or. derignet 10 all Board members in the manner
required by ao.erumeul Code se<tio!! S4956. The SccrelarylTreasurer shall be responsi
ble for preparins and posUDg ageDdas of Board meetings in compli.n~ "';tI! G""ero
meDI Code se<tio!! 54954 .2.
Sectiog 3. QuOfllm. A majority of the members of th. Board of Dire<lors
shaD (.OJJstitu~ • qUOl'1Jm 10 do business at any suck :-.e,ular or special meeting. For !be
purposes of. quorum and all mallen requirinll vole of Ibe Board of DireclOn, the
presiding office. may .. ,.e as bis 0< her City". representative or design.1e bis 01 ber
Ctty"s attending alternate to serve as tIIat Citfs represeslative.
Scctjou 4_ Yl!!i!!J. The affirmative vote of I m"jocily ol the members of the
Board of Directors present >haD be uecessary for the Board of Dir«lors 10 tate action.
Sectioa 5. R.ko of Order. Subject 10 the provisions of these By-Laws. the
meetings of the Board of Directors shall be governed by Robert". R.ks of Order, Newly
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See!ieR IS. AteBd'&5 ali. 'IiRates: A&eBdas lB. IRtBtlk5i 'er.1 IBlelis!;5 shaD tJe
&1M ill .1imeJ)' BlS!HIer'e lIIe (;iIy girl: ef laM ~iI) rer ""willli&lBB: '8 alm8m'eeH sf
~Ci!ie5· Jep-lam'e ~BlI!es: 1'" BBBr •• em" •• may ,e,lIe_ ... fAleh !l:ta.as aa •.
IBmtlles ,. seat direSlJ) IE! .... lBe_lIert aaEl'.e Seele ... "./ +'I!HUre. sl!aI B8If!IIJ} .. ;Ih
511 ell fe,,!s est:
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ARTICLE VI
COMMITl'EES
Sectiop 1. Sundin. Commi_~
a. Extcutive Commit1ee. The E>:ecutive Canntillee shan acl 10 a«OlDplisI!,
admiIbster and facilila!e the ,oals and Ibe purposes of the Section al the
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direction 0( the Board 0( Direc1<n. ne Exe<:Utive Committee shan coosis!
0( the offieers 01: this Section, the Immediate Past Pre,"deD~ if.tiD I Board
member, aud I Director II Larg.. The Dir«"tor at Larg. ,haH be I Board
member IppciD1l!d by the ProDdeDI upoD "pp'",-.I 0( the Board. A second
o;Jec1<>< al LaJ):e may be appoinled in the sam. manner if the Immedi.!<
Past PreliideDI is JIO Ioager a Board member.
b. City SejestjoD Cgnm;ttee. Thert shall be a City Selection Committee of
this Section ""hie" sllaH IIave the membership and purposes set foru. in
GoYeJ1liOeDI Code seetioas 50270-50279.4 aud ,.hiell sh'lll be governed by
the requirements of sucll seetioas. Th. membership of the City Selection
Committee ,h.n coosist of the Mayor or Mayor', designee 0( eacll City in
the O:>uDIy, ",h.ther or Dot IDy such City is I member of the Section. The
O:>unly Cierk or the O:>uDty Clerk's deputy shall act IS the permaDe.1
secrelary a.d recordi., offieer of the City Selection Committee.
e. City Manager·. Cqmmjttee. The City MaDasers· Associatioa of Saata C1a13
O:>unly shall seIV< I. aD advisory committee 10 the Section. The City
Managers" Committee may c:boose au eJ officio representative to the &~'!".d
of DirO<lOr>.
Seeljon 1. Other Commitkes Authorized.
&. A Dominatiol committee .... ill be appointed' as required and' in accordance
witll. tbe prO'lisioos 0( Article IV_
I>. The PreliideDI. witll the coo ... t IDd approyoI 0( the Board of DirecIors,
may appoint suc'" committees as ma)' ~ aeces.s.ary from time to time., and
designate the cbair aDd the purpose of eacll sucll committee. Any officer or
employee 0( aDY member City ,ball be eligible 10 se",. upcn any suer.
committee.
Sectjol! J. Quorum. Th. <;:. ,,",m for _II co.nmittee e>cept the City Selection
Committee sball be determined by the Board at S.,eI. lime as the committee is crealed.
Sectio!! I. Budgel Oa or before April IS of eae. calendar ye.r, the Board of
Direclors shaD aw",,'e a prerlIJlinary budget for the Section for the fiscal year com
meacin& willi Jllty I 0( the ....,. calendar year. Th. Board of Direclors shaD adept &
final b.<!gel DO later than J ... IS of eacl! year. A copy of the preliminary budget wbea
"I'I"'oved aDd a copy of the final budget ,.h .. adopted shall be transmitted 10 eacl!
membe, City.
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Section 2. ~ Each m.m~r City .hall pay to this Sectioa .,nual dues
io lCCOrCIance willi a due. sched" Ie adq>:ed by th. Board of Direclors OD oc before JUDe
I of _II )ur. Dues shall be foc Ibe fiscal year commencing July I ..,d shall be aD
Oi"alllDlOUat for e.el member City based >POD the ArPl""ed !>"dseL Th. fuO amouDt
shaD be due and payable before July I ofeacl! year. Any City becoming I member of
tIlis Sectioa d""", a fiscal year shall pay the full due. for thai you prior 10 exercising
aD)' ,;pIS of membenhip.
Section 3. ~ AI NDds received by tl!e Sectioe from th. membersb ip oc any
CIher source iIlaII be depo<ited in a rm.DCiaI institutioa or institutioa. determined by Ibe
SecretaJ)1Treasurer and disbursed 0D1y by cbecl ggned by tile Seerew,.Q,eMUre, 8 ••
............. ., III. P,.'; ••• ~ ."Y two of "'-pusons 4<.<ignaud l1Y W JkxJrd of
DirtcIcn IS ~ on W accOWll incWing w Atlministral«, w S«ntory/Treaswer _lid
tire l"ttsid0lL
Secticm 4. ACCOOptiDI. AnnuaJ]y. apea tile eleetisB sf tlte Seel eta~t.q:na5Ufer •
• , "1Iems SeentMyfrJeasUouf gaR w'llmit a complete MitteB aC-COe.nt of all receipts
and diilJursemeDts during lb. previous year, .bOllliDg the opeaing and closing balances
&!:all lie! pnpaud ~ W &cretDryiTreasurer or • 4esignet. C<>pies Illereof shan be filed
willi the Board of Directors.
" " AIlTlCLE VIII
ADOPllON AND AMENDMENTS
Sectiop I. Adoption. These Bylaw> shaD become dfeetive upon th. affirmative
VOle of Ibe legislative bodie. of two-Ibirds of Ille cities in Saata Clan Counl}'.
Sectjop 2. Amtlldments. These Byla .... may be amended coly in the following
manner: Proposed amendmenlS .haD be submitted in writing !o the Board ol Directors
for apprOYBl. and if apprOl'ecr. .ball Ibereafter be submitted in writing 10 eacII member
City of Ill. Sectioo at least 1hlrty (3{)} da). before actioa Illereon is required by Ibe
membership. All affirmative vole of rw'>-rhirds ollll. legislative bodies of lIIe mem~r
Cities ""aD be require" for approvaL
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AGREEMENT FOR THE ADMINISTRATION OF THF
SA.",.A CLUA COUNTY CmES ASSOCIATION,
A SEC\10N OF THE PENlNSl1LA DMSION OF
THE LEAGlJE OF CALIFORNIA CmES
(AJrrnuhd Juri/! J(J, 1995)
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nis ",,<ement, datec! fur convenience as of February I, 1990, by and betwee. the City
of CRmpbel ("Campbell'). the City of Cnpertino ("CDpertitlO'). the City of OiIroy
("Gilroy'). the City of Los Altos ("los Altos'). the City of the T""", of Los Altos Hills
("Los Altos HiDs'). the City of the TOWI! of los Oatos ('los Oat<l6"). the City of
MllpiIa5 ("Milpitas"). the City of Monte Se,.no (,Moote Sereno')' tile City of Morza.
HiD ('Moc"," Hill'). the City of Moun lain Y ..... ("Mountain Y"""). the City of Palo
Alto (Palo Alto'). the City of SaD Jose (,S •• 1<>60')' :be City of Santa Clara ("Santa
Clara"). the CII)' of Saratoga ("Saratoga"). aDc! tile City of SunDyvale ("SDnn}vole"). tile
Cities sometimes bereafter being jointly referrec! 10 as the 'parties,' is .mended .nd
f1i1l!1ed fnlD on "'TIl! 30, 1995,
RECITALS:
(I) The parties 10 this AgrfemeD! desire 10 imp'''''' cooperation among oil}
,CWErmneots in addressing issues of common interest.
(2) Is cnler lo funber llIis purpose, the parties 'ave estabfu.bed 11>e Santa Clan CM>nty
Cities Association ("SCCCA"). It is 11>e intention of the parties in "eatin8 the SCCCA lo
OOIIso1idale ancl maintain the functions l.cI pu1J>O'05 of the I.ter-City Council, the Santa
Clara Coullty Mayors' Conference, and the City Selection Olmmittee fur Santa CIa ..
County. The SCCCA is orpnizecl as • section of the PeDinsula Division of the League
of California Cities, and is also inlended 10 maximize the influence of Santa Clara
County Cities in the establisbmenl of League policy and statewidelegislatioa
(3) By entering into this Agreement. the partie. desire 10 fulfill the Iegar requirements
for establishing 11>e administrative mechanism for the fuDctioIling for the SCCCA
NOW, THEREFORE, THE PARTIES AGREE AS FOlLOWS:
I. PVlU'OSE. The purpose of this ""eement is 10 ... ate the adminislrative
relationship bctweea the parties required 10 carry oul its goals as set forti! a~ anell<>
"'fine the legal relationship among the parties. It is the furll>er purpose of this
"gumellt 10 confirm the loals .nd pu1J>O'05 of the SCCCA as sel fortk aboI.1: and as
lave bee. agreecl 10 by the parties previollsly. It is Dot the inteDt of this Agreement 10
modify or amenc! those ,oah aDd purposes. :-f
1. FUNCfIONS. The purposes and functions",'f the SCCCA shaD be as follows:
A To review. stu ely, develop consonsus positions, and recommend on issue. of
mlerest 10 Santa Clara Coonty cities;
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B. T", develop. CO!l1m"," agenda lot: Santa Clara Count)' cis..>;
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C. To serve as • unified \'Oice for Santa Clara County cities in relaUonship 1'>
<>Iber .seucie .. or,ani>:a6on .. and levels of 'CNernmen~ inclu~inl the
Pellinsula Division of the I.e.gu. of California eitie>;
D. To serve as the cities SeIe<Uon Committee pumlant 10 Gov. Code S02?O et
seq, ."d 11'\0\' appoiDim.Dts 10 regional and local bodies as prOYided by
law;
E. To assHI ill denlopment of statewide legislative policy through lb.
stnKture of lb. League of California Cities;
F. To servt as I sour« of education, informo6on and '."''OrkinS f<Jr officials
from ,11 cities in Santa Clara County; and
G. To provide I forum f<Jr Don-city indi\iduals, groops .lId or,aniu6ons and
. the pr;"at. se<1oc 10 address it.If" of interest 10 Santa Clara County .itie ..
,. MEMBERSHIP. ~b city iu Santa Clara Counl)' "hie!! is a member of
the League of Calif,,",i. Cities OlJd .... hicb lias paid iu fuB the dues required under
SecUon 6 of this Agreement shaD be • member of the SCCCA -.1Ie by·raM of the
SCCCA sbaD ",ale pr<Msion f<Jr participation by an cities ill th. COUDty. ",bether or nOl
members of SCCCA, in the funcUons of the SCCCA in the role of the City Selectioo
Canmitte. pei10nnlng lb. !uDelle •• prescribe<i b) Califon,i. Gov.rom.nt Code S02?O •
• t seq.
4. BOARD OF DIJt£CTORS. The activities of the SCCCA shaD be
controlled Ind so pervised by a ,avernin, board 1:nOWlI as the Board of Direclon of the
SaDra Clara County Cities Association ("'Boatel"'). Th. Boatd shall be composed of one
repr .... tative [rom eac~ member city. selected by Ind from the membership of the
leJislative body thereol Eacll Boa;d member shall hold office althe pleasure of lois or
Ite, city"s legislative body. and selecUon sban be made is sue. man.er as Ibe respective
IeJisIaIive bodies of member cities may clolermine. The legislative !>ody of • member
city may. irI it> cIiscr.6on, select from IUIIOIlg its memben aD ahern.te 10 ropreseDt thaI
city 011 Ibe Board .lId vote is the .bse"". of Ibe member from thaI city.
5. BY-LAWS. The Boatel, subject 10 cou/i,mation by tw~lbirds (2/.l) VOle of
Ibe parties. may adopt or amena by-Ja ..... for lb. conduct of its business aDd that of Ibe
SCCCA lb. by-ra~ Blay include sue. provisions as are nol inconsistent ";111 Ibe
pr",1sions of Ibi. Agr.emenl and may include, bUI are not limited 10, provisions r.latin,
10 appoin Imenl of committees, officen .ac! appoin lees, and meetings.
'" nSANCING. Th. finaneiu, of the SCCCA sban be bora. equally by the
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~s 10 this AgreemeoL 00 or befor~ April 15 0( e""h calendar )'e ... llIe Board ,ban _ppr_ I preliminOJ}' budget for llIe sea: A for the fiscal year <omm~DCing "';llIh Iy I
0( the same caleDdar year. A copy 0( the preliminary buelgetohan be tr .. ""itted 10 e.ac' member dry for rtview and c:ommelll The Board af Pine'elS sbaD adopt I finar
budget 00 later th .. Iote&-lluM 15 0( cae. calendar year for the f<l~owiDg fiscal year.
ne tiD&! budget shall be tr ...... itted to the ",ember eltie. "poa adoption. n.
respecIive shares 0( the member cities shall be paid throop I dues schedule 10 be
odopted .. iIII tile final bud,et IDd provided 10 the member cities. The Board may
provide throop the by.laws for the lime and mal1JJer 0( paymenl 0( dues .od for the
""pe".;o,, or 1ermfilatio .. 0( th membersbip of any party Dot paying said du. ""beD
payable. The by-laws .,.y .Iso provide for the scheelule 0( paymenl 0( due. by any eK-i
becomiDg I member 0( the SCOCA durmg • fiscal year.
7. ADMlNJSTRAtoR.!be (;it)' sf S81l1es! Hell sePl e as 1Ite _rial QeBerl1
M-~118r ler -Qt. ~GQC'\ 18d' &111"111&". dll fell", illS ,aTlftirj " .. bes aBii
Ui, e JI5l~tli1:ies:
i.... Te ae' as • 4epesi:te" af .11 lIleBies reeer e' "'81 'iu 'iIse' , IIfwl:el tEl
litis .'Pe elfteat;
8. Te .. am.iII rees.Ek af 81 fe' I"!'aw. II' l"1'eBdihifes iauned Hi
(eBBleties witll tIIis ApeelRee~
C. Te hil eae. ,aFly is: aeeBF'aBn .;111 Ill. nlu ... l. sf hes e5ta-.1i6lled' ~;
tile BalM II lef ll!ia. ,.Flfs ,fB, Bfti8Rat. sltat, ef dJie a,pfEPli eEl' 'HEI!el; ..
• lIie' ebligatieB lae) pa~ sllall ,8) ,fief Le lise Eltte Hie fef said
eeatFihllb88;
.s aH.JiCIftEed' ~ '111! Bear' ia ae!!8"a.!!, .;tJs die "S"'isisBS ef ~fs
ApeemttBt;
~ Te iH'e SHH: aetieft5 M .. Ii:)·' ....... ird 'e imJIlelReB' Q.e: sea-Bas IMea Sf
F~ 'AI!! IlnlisHI} Is.tAil.' ia RI'UecleB Q •• & &Ilalllte Heuu •• iB
..e.e8l'd&BU wiQ, tee ........ testriel:iSII5 sf dI:is AtteeBilal:
ne S, ]a"'5 sf tile SQQCA .-.II,n ;tI'e fer tile ."aiBERuBt sf.
5el!J'l!'l8Jy,4rl8SHf!f~ h is ashnrfe •• e. '" tltl ,*'Plies til .... ,ea feAllati81l ef til,
IlQQf;.l, die re,usl.taw-.. sl .... e Cit!i sf SUi 196e •• &eleele. lIS &18Utal).,"'liWiI!fH.
AI wei IilRI as • au; seen.."ltIe •• ur is ."eill •• ")' tile Bear," tile nSf BBfiieibties
Bf se".!: as Ceae~ A4e1iBis •• ier sJaali " 1S5IJ!III!!IiI' tty at ~ .. ltell feJIFeSealatP e is
appealed seerlkH,,'treasuflli it 'eilll til. iBCeBI that"l feSfSB!lilliIi" sf SIP! iB, 15
Glln.} ••• iaiilFaIBr n .... e lIBelS .. , lBel6ber siliiS is arder Ie miBimii!:e die _,Iel
sa as, iaB'Piid"aJ IIIIBl'er. Fer eslt'l esieBu ef aee6"B'liB~ "MiRe,es •• af tfte !Hues sf
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lisell lear 81 at 51Ie~ etller ae 8!! IRe, It. 'ete ... Mud lI, lillie B8H., • hetJtu i!'f eel
eeiltei_,witIs tJse M61d"",tie'l: sf 'die ,BReit ef I!ere\l:,,~'e..,er.
.. i-XEG\Jm~ SEGRbI'I.tRV. ne Board may appoint aD eJlewti. e 5eett"'')
Administroux who shall hold office .. til he or she resign. or is remO<'.d by til. Board 01
Direc1orS; 88 .... ' Qesera4 AdaHais1f.I.r Ii".r .lalll eea"IM ... tIl er JhaJIllB,J8)' III.
,1P518 .. ,all sue. lel'MS 1:5 Me .,,'8'1 e • ., lIIe Bel.'. The lerms of sucll emp~eDl
or coatract shaD be specified ill ",,"tiD,:. De eut". e nenter; AdministiQUX slIaD have
_II clatie. IS may be determiDed by Ibe Board lad shall report b ""d work •• der Ibe
clirectioti 01 Ibe PrWdenJ of 1M Board.
". SCCCA FUND. A fund sbaH be established ~ die e.aeral AliteiBiiIf.iBf
ODd shall be designated as the 'Santa Clara County Cities Association Funcl,' into ,.,hie •
• ball be deposited an mooies r ... ived 1I.der Ibis Agreement Ind from whiell shall be
paid aD costs and ellJ"'." s iDC"""ed • nd., til is A"e.men~ lb.r. shaD be strict
IC<OUntability 01 an funds ond r.port 01 receipts and disbursements 01 suell funds shaD
be made 10.11 parties periodical!)' a. delermi.ed by the Board. It! IigIII .r III •• 11 .....
,esjlsBSllJQily amElIa! lIIe BUB'!!'hers fer peffsf&lill8 tile NBefisB If GemeF&l Admiais1!'afer.
Be,~ sltall reed'e .:By t8&1,eBS8:fisB Je! UPiB!; as GeBeNJ .'ElmilltstHrer.
H,.G. TEJtM. lbe!erm 01 this Agreement shan become effective as 01 the dale
first wrineB a~'t and shaH continue in fuB force and ~ff'ect .DreSS and until terminated
by writte. agreement ol aR parties; prcMded, tbat any party may mdividual!) withdraw
from tile Association, without termin.tiDs this Agreement. by delivering nolice 01
withdrawal 10 the Board OIl or befure July I olo.y calendar year. s..c. wi1h<lrawaJ .hall
become effective at the ead 01 til. fiscal year ,.ithin ,.hie. sue' notice is Jivea.
""111. SEFAJt. ... TE PlJBLlC ENTIlY NOT CItEATED. lbe parties do nor
iDte.d by the .... utiou 01 tIlis Ave.me.t 10 cr •• Ie any public •• tity separate from the
parties to the A"eement lbe Board shan nOl have th e authority 10 incur any liability
bindinJ upon its members nor "")' any .... ssm.nt asains! its members otber tIlID the
lIOlIIlal claes established pursuant to this A" •• ment
»'11. POWEItS OF THE BOAltD. lbe Board shaD bve the foDowing fO""Ors.
lurks.ntl raponsibiliIjes: 18 lie iBl,IMB.aw4 iJI,alJp dI" (i.e.rlll :' .. iail".I8Fj
A To adopt a bndget fur eaell fiscal year or ponioII tIler.ot;
8. To .~Qsfii!e Hill '!:reee "Ii! GeBeN? AdmiaillFau, t8 mate and enter into
contacts 10 eany oul the prcMsion. 01 this ABJeem.nt Sue' contract
shall be consistent witll the Serms 01 this A"eement and willi any budget
established hereu.der;
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C_ To :Mleet lite Mse~1l' e iieeFelsf)' Qppoinl Qn Adminislraior and to authorize
the ua"asl ,ReI! er compensation package for 111. i!.IUIIW e 5eerelAt) :JUs
pt'J$i~ '~el!l'iB' ape •• ltelBeF 5lle. &8&\:1. e Sure ... " is ,m,h) •• 1&
• lS.tnetef Sf el!l,r~ I!e sf the CeBeNJ AlmittislFaler.
D. To ..... s'il!e lad tlire!' III. Q'BeRllA .. iBist,.tsr fa COIUT3Ct witll
coosuliaDls, advison or .,enll; .. the Board deem. proper. withiD budget
autborizatiou;
E To .t!tlieftH lB' 'Heel die gea!"" la4lmillistNle. 18 iDcvr de~
liabilities and oI>H,.tiofi' wilhlD the authorized bud,el appr""ed by the
&&rd. No deb~ liabili~ or oI>H,.tio~ shaD be iDcumd in _=ss of .... elo
bud,et b the ovenl of notice of .. ithdrawal by any party Ifter IpprOYa! of
the budget. the Board ,baH Ippropriately modify llIe budgel ill order to .
relJect the Joss of .. v.nue. ",,<,amp. Dying sue. withdrawal;
f. To .,ercise .ny OIMr lawful power ill the furtherlDCe of the pu rposei IDd
fuactious sel forth in Section. 1 and 2; prcMded sue. actions are in
conformity .. ,!II this Ageement
D.1J. SURPUJS MONEY. Upon tennin~tion of this Ageemen!.NI dillcluIion.
ofw.SCCCA. any surplus money sbali be returned 10 Ill. parties ia proportion to the
coutrirutions made or may be uansfened \0 aD)' successor organization, .n1ess othe'No7ise
expressly agr.ed upon by .1 parties.
14.13. MODIFICATION Of AGREEME.''T. No term, provision, or eoodition of
Ibis Agreemelll sbaD be ahered. omeoded. or departed (rom. or be beld Of eoostru ed to
lave bee. waived e>up! by 11>e unanimoos ."oe."ent and coosenl of aD parties.
Notwithstanding Illis provision, the Board wiIbout aulhoriution of the iDdMdual parties.
lI1ay .,,\hcrize the additioD of partie. 10 this AgIe.mont S\lb)ect to S>le~ lerms IDd
conditioos .. may b. dee~d re...,.,able by the Board.
v.u. UAlIlLllY AlliD INDEMNllY. Eael pmy ,hln be responsible for any
liabilily ari.<iDg out ol the acts or omissions of SU<'1 party. its officers, agents. .Dd
employee. WIlder 11>is Age.menl and .g .. , 10 defeDd. ind""inify. Ind IIold .armIess
cael and every ocber party. ill; officers, employe .. and agealS (rom any liability for: SU<'1
ac1$ or omissions; except.. tbat witJ. ttsp«t 'iO the acts cr omissions. of tbe Bin. e
S •• "1aIy AdminUtrarOr while performing oI>5gaooDS imposed IDder Illis Agreement Ind
,.1UIe under 11>e S>lpervisioD Ind direction of the Board. Ille provisious of California Gov.
Cod. Section 895.6 sbaR apply.
APPROVED AS TO fORM: Dale:
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