Adopt Requirement Quorum B&C1 wx of MEETING DATE: 06/02/14
ITEM NO: 1l
cos �AtoS COUNCIL AGENDA REPORT
DATE: MAY 22, 2014
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: ADOPT RESOLUTION ESTABLISHING THE REQUIREMENTS FOR A QUORUM
AT TOWN BOARDS, COMMISSIONS AND COMMITTEE MEETINGS
RECOMMENDATION:
Adopt resolution establishing the requirements for a quorum at Town Boards, Commissions, and
Committee meetings.
BACKGROUND:
Each Town board and commission has an enabling resolution setting forth the terms and conditions for
the appointment and conduct of the board or commission (commission). In all cases, the resolutions set
forth the number of members that constitutes a quorum. That number is one more than half the number
of seats on the commission, although this formula is not stated in the resolution.
DISCUSSION:
The Town's current practice regarding recruitment for commission members is to conduct recruitments
once a year in the Fall prior to the ending of terms (or in the Spring for student commissioners). On
occasion, recruitments occur at other times of the year when the number of vacancies on a commission
impacts the commissions' ability to conduct business. Interim period vacancies on the Planning
Commission are typically filled when they occur given the high level of responsibility of this
commission.
PREPARED BY: PAMELA JACOBS
Assistant Town Manager
Reviewed by: n/a Assistant Town Manager ?Town Attorney Finance
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PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: ADOPT RESOLUTION ESTABLISHING THE REQUIREMENTS FOR A QUORUM AT
TOWN BOARDS, COMMISSIONS AND COMMITTEE MEETINGS
MAY 22, 2014
At times when vacancies occur leaving the number of filled seats at or near the required quorum,
commissions may not be able to conduct business if commissioners are absent. In these cases, it would
be desirable for the commission to still be able to operate until the vacancies are filled (either in the
interim period or during the year -end recruitment).
For this reason, staff recommends that the enabling resolutions for all commissions be changed to define
a quorum as the majority of filled seats, rather than the majority of all seats on the commission. This
issue has been discussed with most of the commissions, and they are supportive of this approach. The
commissions would continue to have the option of requesting a mid -term recruitment if needed, but
would be able to conduct business in the interim period.
Rather than bringing all enabling resolutions forward for Council consideration, staff recommends
adopting the attached single resolution that would supersede the quorum requirements in all enabling
resolutions for Town Boards, Commissions, and Committees.
ENVIRONMENTAL ASSESSMENT:
Is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
There is no fiscal impact associated with changing the definition of a quorum for Town boards and
commissions.
Attachment:
Resolution Establishing the Requirements for a Quorum at Town Boards, Commissions and Committee
Meetings
RESOLUTION 2014
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
ESTABLISHING THE REQUIREMENTS FOR A QUORUM AT TOWN BOARDS
COMMISSION AND COMMITTEE MEETINGS
WHEREAS, this resolution supersedes all previous resolutions related to quorum
requirements for Town Boards, Committees, or Commissions; and
WHEREAS, the Town Council relies on Town Boards, Committees and Commissions to
provide advice and information on subjects within their purpose and scope; and
WHEREAS, .Town Boards, Committees, and Commissions must establish a quonun in
order to conduct business; and
WHEREAS, in order to establish a quorum, Town Boards, Committees and
Commissions must have a majority of members at the meeting, regardless of vacancies; and
WHEREAS, the current policy for establishing a quorum at Town Boards, Committees
and Commissions has occasionally made it difficult for Town Board, Committees and
Commissions to establish a quorum and conduct business because of vacancies;
NOW, THEREFORE, BE IT RESOLVED, by the Town Council that the Town of Los
Gatos hereby declares that the number of members needed to constitute a quorum on any Town
Board, Committee and Commission shall be a majority of the total number of filled seats.
PASSED AND ADOPTED at a _
Gatos, California, held on the day of
vote:
meeting of the Town Council of the Town of Los
200_ bythe following
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
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