HomeMy WebLinkAboutR-5825 Advisory Body Handbook Revise 1985RESOLUTION NO. 5825 (1985 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS
OBISPO ADOPTING REVISED HANDBOOK FOR ADVISORY BODIES
AND RESCINDING RESOLUTION NO. 5039 (1983 SERIES)
BE IT RESOLVED by the Council of the City of San Luis Obispo as
follows:
SECTION 1. That certain document attached hereto marked Exhibit "A"
and incorporated herein by reference is hereby adopted as the handbook for
advisory bodies and Resolution No. 5039 (1983 Series) is hereby rescinded.
SECTION 2. The City Clerk shall furnish a copy of this resolution
and a copy of the handbook for advisory bodies to all department heads
employed by the City of San Luis Obispo and all members of advisory
bodies.
On motion of Councilman Settle , seconded by Councilman Dunin
and on the following roll call vote:
AYES: Councilmembers Settle, Dunin, Dovey, Griffin and Mayor Billig
NOES: None
ABSENT: None
the foregoing
Resolution was passed
and adopted
this
19th_ day of Novembez
1985.
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City Adminis6rativi 0 icer
R 5825
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ADVISORY BODY
H A N D B O O K
City of San Luis Obispo
California
November 1985
TABLE OF CONTENTS
Page.
I.
Introduction . . . . . . . . . . . . . . . . . . .
. . i
II.
How Our City Government Works . . . . . . . . . . . .
. . 2
A. Charter . . . . . . . . . . . . . . . . . . . . .
. . 2
B. City Council . . . . . . . . . . . . . . . . . .
. . 2
C. Council- Appointed Officers . . . . . . . . . . .
. . 2
D. Operational Departments . . .
3
. . . . . . . . . .
. .
III.
Advisory Bodies . . . . . . . . . . . . . . . . . . .
. . 5
A. Background . . . . . . . . . . . . . . . . .
. . 5
B. Policies . . . . . . . . . . . . . . ..
6
t . . . .
I. Communications . . . . . . . . . . . . . . .
. .
. . 6
2. Absences, Leaves of Absence, Resignations. .
. . 7
3. Bylaws and Procedures . . . . . . . . . . . .
. . 7
4. Functional Review . . . . . . . . . . . . . .
. .. 8
5. Officers . . . . . . . . . . . . . . . . . .
. . 8
C. Membership Qualifications . . . . . . . . . . . .
. . 8
D. Term of Office . . . . . . . . . . . . . . . . .
. . 9
E. Ethics and Conflicts of Interest . . . . . . . .
. . 9
F. Removal from Office . . . . . . . . . . . . . . .
. . 10
G. Awards and Recognition . . . . . . . . . . . . .
. . 10
IV.
Architectural Review Commission . . . . . . . . . . .
. . 11
V.
Human Relations Commission . . . . . . . . . . . . .
. . 13
VI.
Parks and Recreation Commission . . . . . . . . . . . .
. 14
VII.
Personnel Board . . . . . . . . . . . . . . . . . . . .
. 15
VIII.
Planning Commission. . . . . . . . . . . . . . . .
. 17
IX.
Promotional Coordinating Committee . . . , . , . . . .
. 19
X.
Technical and Special Purpose Advisory Bodies . . . .
. 20
Summary Description of Special Purpose Bodies . .
. 21
XI
Business Improvement Association Advisory Board . . .
. 26
XII.
Housing Authority Board of Commissioners . . . . . .
. 27
XIII.
Appendices . . . . . . . . . . . . . . . . . . . . . .
. 28
Application of the Brown Act to City Boards
and Commissions . . . . . . . . . . . . . . . . . .
. 28
Sample Application for Appointment to a City
Advisory Body . . . . . . . . . . . . . . . . . . .
. 29
Sample Application for Re- appointment to a City
Advisory Body . . . . . . . . . . . . . . . . . . .
. 30
Summary Description of Advisory Bodies . . . . . .
. 31
I. I N T R 0 D U C T L O N
Welcome to San Luis Obispo City government!
Thank you for your interest in serving on one of our citizen advisory
bodies, and congratulations for volunteering your time and skills to help us
improve our community.
Serving on one of the City commissions, committees, or boards can be a
fascinating and rewarding experience. These citizen bodies are charged with
formulating new ideas, gathering crucial information, receiving public
testimony and comments, analyzing complex issues, and making recommendations on
specific projects and broad policy - -all toward helping the City government make
better - informed decisions.
As you may realize, it isn't always easy. Issues are often more complex
than anticipated, public opinion can be sharply divided, questions may overlap,
and sometimes the province of one body may also be the territory of another.
Rarely are answers easy.
This handbook serves a twofold purpose: (1) to give interested persons an
understanding of how the city's advisory bodies have been established and 'now
they function generally within the overall governmental framework, and (2) to
summarize the role and charge of each body.
This is a basic handbook, designed to explain:
1. What each advisory body is trying to accomplish.
2. How one advisory body relates to others.
3. Procedures.
4. Each advisory body's place in the overall system of city government.
5. The responsibilities of an advisory body member.
We hope this information will answer many of your questions, get you off
to a good start, and contribute to your satisfaction in serving the citizens of
the City of San Luis Obispo.
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II. HOW OUR CITY_GOVERNMENT WORKS
A. City Charter
The basic framework for San Luis Obispo's municipal government is
defined in the City Charter, which was originally adopted in 1876. The
Council of a chartered city is given more legislative flexibility and
authority than is a general law City Council, and the citizens of San Luis
Obispo may vote to amend their Charter. A major revision was adopted by the
voters in 1978.
B. City Council
The City Charter mandates an elected, five - member City Council as the
governing body of the city. Four City Council members serve four -year terms:
two are elected every two years. The fifth member is the Mayor who is
elected for a two -year term. City Council elections are held in November of
odd- numbered years. Regular City Council meetings are held on the first and
third Tuesdays of each month in the Council Chamber of City Hail. In
addition, special meetings and study sessions are held from time to time as
the need arises. .
The City Council has the power to make and enforce all laws and
regulations relating to municipal affairs, subject to the limitations of the
City Charter, the California Constitution, and some state statutes.
Most final decisions on city taxes and fees, budgets, city policy, and
general plan and land use issues are made by the City Council.
C. Council- Appointed Officers
City Administrator. The City Charter requires the City Council to
appoint an administrator to run the city's day -to -day operations. The City
Administrative Officer (CAO) is directly responsible to the City Council for
all city activities. The operational departments, through their directors,
are responsible to the City.Administrative Officer. However, any action,
determination, or omission of the City Administrator can be overruled or
changed by the City Council.
City Attorney. The City Attorney provides legal services and advice to
the "City Council the Administrative Officer, departmental staff, advisory
bodies and other city agencies or officials. The City Attorney represents
the city in court, prepares ordinances and other legal documents, and
prosecutes cases involving violations of City ordinances. The City Attorney
is appointed by and is directly responsible to the City Council.
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City Clerk. The City Clerk prepares City Council agendas and records
the minutes, conducts city elections, maintains city records, administers
certain insurance programs and assists the City Council as requested.. The
City Clerk is appointed by and is directly responsible to the City Council.
D. Operational Departments
Finance. The Finance Director /City Treasurer is the city's fiscal agent
who collects money, pays bills, controls assets and financial operations,
supervises cash management, provides centralized accounting, and provides the
framework for financial planning. The Finance Department does the billing
and collection of charges for water, sewer and trash services and adminsters
business licenses, bicycle licenses, and the transient - occupancy tax levied
on hotel /motel room rentals. The Finance Director /City Treasurer is
appointed by and is responsible to the City Administrator, with Council
confirmation of the Treasurer designation.
Personnel. The Personnel Department conducts a comprehensive personnel
management program to attract and retain competent city employees. The
Director is responsible for recruiting, testing, classifying, evaluating and
training employees, evaluating employee salaries, administering the city's
personnel rules and affirmative action program and monitoring the city's
self - insurance program. The Personnel Director is appointed by and is
responsible to the City Administrator.
Community Development. The Community Development Department has two
divisions, both under the direction of the Community Development Director who
is appointed by and is responsible to the City Administrator.
The Planning Division of this department is responsible for: (1)
drafting the city's general plan and its various elements, (2) developing
programs and ordinances (such as the Zoning Regulations) which implement
general -plan policies, (3) reviewing development projects, and (4) enforcing
zoning and other planning requirements.
The Construction Regulation Division ( "Building Department ") administers
state and local building.codes and is responsible for ensuring safe and sound
public and private construction. Its staff issues building permits, checks
building plans, and inspects code - regulated work at construction sites:
Public Works. The Public Works Department is a large one and consists
of the Administration, Transportation, 'Buildings and Parks Maintenance.
Utilities, and Engineering Divisions, all under the direction of the Public
Works Director who is appointed by and is responsible to the City
Administrative Officer.
This department has numerous and varied responsibilities related to the
design, operation, and maintenance of city utilities and other facilities.
These include the sewage and water treatment plants, sewer and water lines,
streets and sidewalks, traffic controls, city parking lots and meters,
waterways, municipal buildings, and parks and public -area landscaping.
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Parks and Recreation. the Parks and Recreation Department plans and
manages recreational activities at city parks and recreational facilities.
The "Rec" department's goal is a diverse program of leisure activities.
With the assistance of the Parks and Recreation Commission, the department
plans the development of parks and recreational facilities and actively seeks
state and federal grants to help pay for park projects, consistent with the
Parks and Recreation Element of the General Plan. The department is headed
by the Recreation Director who is appointed by and is'responsibie to the City
Administrator.
Police. In addition to the traditional activities of enforcing traffic
and other laws, helping citizens in all types of situations, and
investigating crimes, the Police Department promotes community safety. It
conducts crime - prevention programs and is responsible for various other
programs such as school- safety patrols. This department is under the
direction of the Chief of Police who is appointed by and is responsible to
the City Administrator..
Fire.. The Fire Department does more than fight fires. Its basic
purpose is to protect people and property, not just from fire, but also from
floods, earthquakes, transportation accidents, and other disasters. It
promotes public safety-by educating the public about fire hazards, by
inspecting commercial, industrial and public buildings, and by inspecting
private property for weeds and debris that could be a fire hazard or public
nuisance. Fire personnel also respond to medical emergencies. This department
is under the direction of the Fire Chief who is appointed by and is
responsible to the City Administrator.
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III. ADVISORY BODIES
A. Background
The City Council encourages active citizen participation in the business
of city government. Advisory committees and commissions provide an
opportunity for interested residents to participate in the governing of their
community under guidelines and procedures established by the City Council.
Advisory bodies can improve the quality of city government by providing the
City Council with resources to make better- informed decisions. Other
benefits of committees and commissions include improvement in the lines of
communication between the public and the City Council, greater opportunities
for discussion of public issues, and involvement of more people in. city
government.
There is considerable variety in the purpose or charge of these bodies.
Some are required by California law or City Charter and directed to guide
certain city activities such as planning or personnel. Others function to
give new ideas, a variety of views, additional expertise, or the opportunity
to test recommendations.
Advisory bodies are, by definition, volunteer in nature and are unpaid
agencies. The budget process is the vehicle by which the City Council
determines any financial support for advisory bodies.
The authority of an advisory body will depend upon its specific
purpose. Some have been delegated specific authority to approve or deny
projects. The Architectural Review Commission is empowered to make final
decisions on sign permits and some building projects; the Planning Commission
makes recommendations on certain types of land -use applications and makes
final decisions on other matters such as use permits and certain variances.
Decisions made by any advisory body may be appealed to the City Council.
Generally, advisory bodies are just that -- advisory -- empowered only to
make recommendations to the City Councilor to the city staff, unless
specifically authorized by law or City Council to do otherwise. There should
be a two -way communication, so that commissions are aware of long -term goals
that City Council has adopted, and that the City Council is receptive to new
ideas presented by the advisory bodies. The City Council may not always
accept the recommendation of an advisory body because of additional
information available or a need to balance the recommendation with policy or
community priorities.
Some of the bodies report directly to the City Council; some make their
recommendations to or through specific departments. Some bodies have no
connection with any specific department, but may be assisted by staff members
from various departments.
IF
Staff support and assistance may be provided or made available, but
advisory bodies do not have supervisory authority over city employees. While
they may work closely with advisory bodies, staff members remain responsible
to their immediate supervisors and ultimately to the City Administrator and
City Council. The members are responsible for the functions of the advisory
body and the chairperson is responsible for committee compliance with the
policies outlined in this handbook.
B_ Policies
1. Communications.
a. Annual report. Each advisory body is required by the City Charter
to submit to the City Council by May 1st an annual report describing its
activities and evaluating its progress for the year (City Charter, Article
XII, Section 1205). The report should be complete and comprehensive.
b. Written reports. Advisory bodies are occasionally requested to
make special reports or recommendations to the City Council on specific
subjects. The City Council will make this request in writing, with specific
direction as to the approach, scope, and schedule for the study desired.
These recommendations often play a major role in assisting the City Council
to reach a final decision on important issues.
For this reason, any recommendation or report from an advisory body is
required to be in written form. If the matter is to appear on the City
Council.agenda, the report must be submitted to the City Clerk no later than
one week prior to the City Council meeting at which the report is to be
considered. This report becomes part of the record and is forwarded to each
council member for review in advance of public consideration of the pertinent
subject.
Some advisory bodies may receive study or action requests from citizens
or groups. These requests should also be made in writing to the advisory
body which will then determine whether or not the body wishes to pursue that
particular issue. The advisory body shall advise the Council of the request
and the body's determination for action.
c.' Minutes. All minutes of advisory -body meetings shall be forwarded
to the City Council in a timely manner.
.d. Budget. Each advisory body.shall prepare its budget request and
its proposed goals and objectives in February, in a manner as directed by the
City Administrative Officer. The advisory body chairperson will be
responsible for speaking to this request when the City Council reviews the
budget in study session. The CAO will notify the chairperson of time and
place of such Council review.
e. Statements. An advisory body does not have authority to speak for
the city. If the body wishes to recommend that a statement be made, such as
a letter written to state a position, then it shall first receive approval of
the City Council.
f. Public forums and surveys. An advisory body shall not sponsor or
co- sponsor a public forum, meeting or survey without the prior approval of
the City Council.
g. Personal testimony. If a member of an advisory body appears before
the City Council in a capacity other than as representative of that body, it
should be explained in advance that any statements made are not to be
construed as representing the opinions or recommendations of that advisory
body.
h. Changes. Changes in a member's address or telephone number, and
the names of new officers, shall be submitted to the City Clerk or the City
Council's secretary as soon as possible.
2. Absences, Leaves of Absence, and Resignations..
a. Attendance. If a member of an advisory body fails, for any reason,
to attend three (3) consecutive regular meetings or a total of six (6)
regular meetings within any twelve -month period, that member shall
automatically be considered for replacement. The chairperson of the advisory
body shall inform the City Council of such a situation, explaining any
special circumstances.
b. Absences. There shall be no "excused" absences. Because of quorum
requirements, when an absence is anticipated, the individual advisory body
member is responsible for notifying the chairperson or the secretary in
advance and the absence shall be counted in that member's attendance record.
C. Leaves-of absence. Leaves of absence are not granted to advisory
body members except under very unusual circumstances and when authorized in
advance by the Council.
d. Resignation. In the event a member finds it necessary to resign
from an advisory body, a letter of resignation shall be immediately directed
to the City Council through the City Clerk, with a copy forwarded to the
chairperson of the advisory body.
3. Bylaws and Procedures.
a. Bylaws. Each advisory body shall present to the City Council, for
its approval, bylaws for procedure, purpose, specific functions, meetings,
officers, budget, etc. (City Charter, Article XII, Section 1204).
By May 1st in each odd - numbered year, the bylaws of each advisory body
shall. be reviewed by that body. Any proposed changes shall be submitted to
the City Council for approval. If no changes are proposed, a report of the
review shall be submitted. Should this review not be accomplished by May
1st, the City Council may direct staff or a Council - appointed subcommittee to
do the review.
b. Code of ethics. Each body shall develop its own code of ethics or
conduct for review and approval by the City Council. The advisory body shall
biennially review its code and submit to the Council a report of that review,
including any proposed revisions.
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C. Parliamentary procedure. Parliamentary procedure for all advisory
body meetings shall be governed by Robert's Rules of Order, Newly Revised.
d. Annual dinner. Each advisory body may hold an annual dinner
meeting in April or May for installation of new members and recognition of
outgoing members.. All other meetings shall be held at the established time
and place set for that body, unless a change is approved by City Council.
4. Functional Review.
Every five (5) years, the activities of each advisory body shall,be
reviewed by a citizens' ad -hoc committee which shall make recommendations to
the City Council for modification, continuation or termination of each
advisory body. (City Charter, Article XII, Section 1206).
5. Officers.
A. Election. In April, each advisory body, at its regular meeting,
shall elect a chairperson and a vice chairperson.
b. Term of office_ The term of office of a chairperson or vine
chairperson shall be one year, commencing upon election. No person shall
serve in the office of chairperson or vice chairperson for more than two
consecutive terms.
For the purpose of this section, completion of a partial term of office
as chairperson or vice chairperson shall not preclude an advisory body member
from serving two additional, consecutive, full terms, provided that the
partial term served is less than six (6) months.
C. Secretary. Each advisory body, at its discretion, may also, in
April, elect a secretary who shall serve for a term of one (1) year and may
be re- elected for additional terms.
C. Membership Qualifications and Appointment Process
The City of San Luis Obispo encourages participation of a wide variety
of its citizens through service on an advisory body. Unless specified, there
is no special education, training, or background required for appointment.
The following minimum criteria shall be met by any person wishing to be
considered for appointment to an advisory body:
Applicant must be a resident and registered voter of the
city at the time, and during the entire term of appointment.
(This requirement may not .apply to certain special purpose or
ad hoc committees.)
Applicant must be a least eighteen (18) years of age at the
time of appointment.
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Basic elements of the appointment process are as follows:
1. Each person seeking appointment or reappointment to an
advisory body shall obtain and file an application form in the
office of the City Clerk. Application may be made for a vacancy
which currently exists or which may occur in the future.
2. Applicant shall have read and become familiar with the
contents of this handbook prior to interview with the City Council
screening committee..
3. Applicants for appointment or reappointment will be inter-
viewed by a committee., consisting of two City Council members,
which shall submit to the entire Council its recommendations for
appointment
4. Applicants not appointed will be so advised and their
applications held for consideration in the event of a future
vacancy.
5. As a general policy, an applicant shall not be appointed to
serve on more than one advisory body at a time and will be
expected to resign from one body upon being appointed to another.
D. Term of Office
The term of office for each appointee to an advisory body shall be two
('2) years and shall commence on April 1. No appointee shall serve on the
same advisory body for more than four (4) consecutive, full terms (eight
years), but may subsequently serve on another advisory body.
A mid -term appointment to a vacant seat on an advisory body shall not
preclude the appointee from serving four additional consecutive, full terms,
provided that the initial, partial term served is less than one (1) year.
E. Ethics and Conflicts of Interest
1. The duties of an advisory body member shall be.performed in good
faith and in a manner which the member believes to be in the best interest
of the city.
2. It is improper for any member of an advisory body to utilize, for
personal pecuniary gain or in an otherwise.self- dealing manner, any infor-
mation which is received by reason of said membership and is not a matter of
public record.
3. No member of an advisory body shall have a material financial
interest in any contract or other transaction involving that advisory body.
The member shall promptly disclose any such interest in any proposed activity
of the advisory body and .shall not participate in any related deliberations
_or actions of that body.
91
4. All members of the Planning Commission and Architectural Review
Commission are required to file statements of economic interest (Form 721 or
730) under the Political Reform Act of 1974 as amended. The City Clerk will
supply such forms and assist in their completion.
5. If any advisory body or member has a problem with a Council action
or policy, the chairperson or member of the committee shall discuss the issue
with a councilmember before making a public statement.
F. Removal From Office
Members of advisory bodies serve at the pleasure of the City Council and
may be removed without cause by Council action in an open public meeting.
G. Awards and Recognition
When a member terminates service on an advisory body, the City Council
will recognize that member's contribution to the city through an appropriate
expression of appreciation. If that advisory body wishes to make its own
presentation to an out -going member, the chairperson shall communicate with
the City Clerk or City Council secretary in order to avoid duplication of
awards.
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IV. ARCHITECTURAL REVIEW COMMISSION
Purpose
The city of San Luis Obispo.has a number of unique characteristics,
including ideal climate, spectacular natural vistas and an outstanding
manmade environment that has evolved from historic traditions of the
community. The Architectural Review Commission has a vital role in the
preservation and enhancement of the beauty and visual character of the city.
Status
The Commission, usually referred to as the ARC, was established by city
ordinance in November, 1973. It is staffed by planners in the Community
Development Department who do initial evaluation of development plans, confer
with designers, prepare meeting agendas and assist the commission in its
duties. The commission is responsible directly to the City Council, which
hears all appeals of ARC decisions..
Members
The ARC has seven (7) citizen members, appointed by the City Council to
two -year terms. The only special qualifications for membership are a proven
interest in the city's physical environment and the ability to make positive
and fair aesthetic evaluations.
Meetings - Semi- monthly: refer to chart on page 31.
Functions
The primary function of the ARC is to develop and maintain a pleasant
and harmonious environment, maintain property values, conserve the city's
natural beauty, preserve and enhance its distinct visual character and ensure
the orderly and harmonious development of the city with attention to site
planning and exterior appearance of public and private structures. In
addition, the commission is responsible for establishing (with City Council
approval) guidelines for determining what is "good design." These guidelines
are published in the form of a booklet with pictorial illustrations to help
applicants understand the commission's goal of: maintaining a high level of
architectural excellence in the city.
The commission spends the majority of its time reviewing development
plans, visiting project sites, and working with designers to ensure that
projects follow the established city guidelines. Good design, obviously, is
a subjective matter and, for this reason, the guidelines emphasize flexi-
bility--to encourage creative designs and the innovative use of material`s, .
methods and techniques.
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Because of this emphasis on flexibility and excellence, the commission
generally prefers not to give a proposal a strict "yes" or "no." Instead,
the commissioners often engage in a "give and take" discussion with designers
to help create a project that is not only designed technically, but which
enhances and is compatible with the character of the immediate neighborhood
and the city at large. It is important to understand that the commission
does not seek to dictate any particular style of architecture, but .instead
seeks a harmonious variety of compatible building styles.
Scope of Authority
Most building projects in the city, including exterior remodeling,
require ARC approval before a building permit can be issued. The only three
types that do not have this requirement are:
1. Individually built houses, with a few exceptions as determined
by the Community Development Director according to ordinance.
2. Minor proposals and minor construction which are incidental to
a larger project;
3. Signs that meet the minimum standards of the sign ordinance
(and are not part of a larger project that does require ARC
approval).
In reviewing a specific project, the ARC prefers to review the complete
architectural posture- -that is, all factors involving the project's exterior
appearance and site design. While the ARC is primarily concerned with the
surface appearance of a structure it may also review related factors, such as
site layout and parking. The ARC is not concerned with interior function and
design, except where it may impact the exterior appearance.
Occasionally, some of the factors considered by ARC, such as site layout
and parking, may overlap with the jurisdiction of the Planning Commission.
This overlap is to be expected and does not necessarily mean that the two
committees are duplicating work. The ARC is not concerned with appropriate
use of property, and the Planning Commission primarily concerns itself with
general site design only in connection with land -use decisions, leaving the
details to the ARC. However, when a specific site layout is approved by the
Planning Commission, the ARC is expected to work with the general layout
established by the Planning Commission's action.
ARC approval by itself does not entitle a developer to build anything.
It does not take the place of a building permit or other special approvals
that might be required for a new project. Complete architectural review
guidelines and more information about the ARC are contained in Architectural
Review in San Luis Obispo, a booklet available at the Community Development
Department.
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V. HUMAN RELATIONS COMMISSION
Purpose
The Human Relations Commission, more commonly referred to as the HRC,
advises the City Council in its actions to create an environment within the
city in which all persons can enjoy equal rights and opportunities regardless
of race, religion, sex, national origin, age, physical, mental or economic
status. The commission makes recommendations to the Council or the City
Administrator on how these social concerns and human needs can best be
addressed.
Status
The Commission was established by the City Council in 1964. It is
staffed by the Assistant to the City Administrative Officer and a Human
Relations Aide who, with the commission, administer city- approved programs
such as a referral service for those members of the community in need and
preparation and updating of the Human Services Directory. The office staff
is in contact with other human - services agencies throughout the county and
state.
Members
The HRC has twelve (12) members appointed by the City Council to
two -year terms. While there are no special qualifications for appointees,
the Council usually seeks individuals with experience, or a demonstrated
interest, in community social issues.
Meetings - Monthly: refer to chart on page 31.
Functions
1. Providing a forum which allows residents to discuss problems
relating to human rights and relations.
2. Assisting in resolution of tenant /landlord problems, such as an
inspection service which relates to conflicts over rental - deposit
refunds.
3. Reviewing and evaluating requests for Grants -in -Aid and recom-
mending, to the City Council, funding to assist groups which
provide human services; providing a liaison between the city and
those groups which receive city funds.
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VI. PARKS AND RECREATION COMMISSION
Purpose
The Parks and Recreation Commission is a body of citizens appointed to
advise the city's Parks and Recreation Department and the City Council on the
development and operation of recreation programs and parks, and on the
implementation of the Parks and Recreation element of the General Plan.
The commission was created originally by the voters in 1941, and until
1978 was one of only two commissions mandated in the City Charter. The 1978
City Charter revision dropped reference to this commission and authorized the
City Council to establish individual commissions by separate ordinances.
The commission works closely with the Recreation Director and his staff
and with the Parks Maintenance Division of the Public Works Department.
Members
The Parks and Recreation Commission has seven (7) members, appointed by
the City Council to two -year terms.
Meetings - Monthly: refer to chart on page 31
Functions
The commission advises and makes recommendations on all aspects of the
city's parks and recreation programs. The commission is expected to:
1. Provide leadership in developing a comprehensive recreational
program for city residents of all ages.
2. Be familiar with the types of recreation programs and parks that
residents need and want.
3. Plan, through implementation of the Parks and Recreation Element,
for the parks that will be needed in the future as the city
grows.
4. Advise the Recreation Director, as requested, on department
administration.
14
VII. PERSONNEL BOARD
Purpose
The Personnel Board exists to provide a forum for hearing both sides of
unresolved employee grievances and disciplinary matters. The board's goal is
to bring out all information pertinent to a case and give all interested
parties a chance to state their views. The board can then make recommen-
dations to the City Council based on complete information, thus relieving the
City Council of what can be a very time - consuming process.
Status
In June, 1978, city voters approved an amendment to the City Charter
that required the City Council to set up an advisory board for personnel
matters. The board, responsible to the City Council, began operating in
July, 1979. The Personnel Department provides whatever staff support the
board requires.
Members
The Personnel Board has five (5) members, appointed by City Council to
two -year terms. Although there are no special qualifications for appoint-
ment, some knowledge or background in personnel. matters is very helpful.
Meetings
The board meets whenever a personnel matter requires it. The meetings
are held at City Hall at a time mutually convenient to board members, staff
and other involved persons.
Functions
. The board makes recommendations in two general areas: (1) when an
employee appeals a disciplinary action taken against him; (2) when an
employee files a grievance that can not be settled at an administrative
level.
In the case of a grievance', the board will give the City Administrator
an advisory opinion, based either on the written record alone or on the
written record plus sworn testimony taken at a hearing. the board decides
whether a hearing is warranted.
15
For disciplinary case, the board always holds a hearing - -open or
closed hearing according to the employee's wishes. The board then forwards
its findings and recommendations to the City Council.
The board has the power to subpoena witnesses and documents for its
hearing. If either party asks for a subpoena before the hearing, the board
must issue it. After the hearing begins, subpoenas may be issued at the
board's discretion.
Three members constitute a quorum.. A member may vote on a
recommendation only if he is present for the entire hearing, or if he
certifies he has listened to a recording, or read the transcript, of the
entire hearing.
16
VIII. PLANNING COMMISSION
Purpose
The Planning Commission must regularly make decisions regarding land use
policies and specific development applications. Some are recommendations to
the City Council and some are final, subject to appeal to the City Council.
The commission also reviews and recommends long -range plans for the city's
growth and development.
Status
The Commission was established in the 1940s. It is staffed by planners
in the Community Development Department who prepare meeting agendas, meet
with developers, and handle other functions for the commission. The
commission is responsible to the City Council.
Members
The Planning Commission has seven (7)
Council to two -year terms. Members are not
sionals and no special training is required
occasionally may be requested to attend sem
skills in planning.
Meetinzs
members, appointed by the City
necessarily planning profes-
for appointment. Members
inars and workshops to improve
The Commission regularly meets on the second and fourth Wednesdays at
7:00 p.m. in the Council Chambers of City Hall. In addition, the commission
may also meet in study session as the need arises.
Functions
The Planning Commission makes recommendations to the City Council in
five areas:
General plan. The commission reviews proposals on long -range planning
policies. These may be in the form of new sections for the general plan or
amendments to the existing plan, and are brought to the commission by city
planning staff, consultants, and private applicants.
Zoning. The commission reviews proposals for changes in the zoning of
land, or in the zoning regulations, and makes recommendations to the City
Council. In some matters,.such as use permits, the commission's decision is
final, unless appealed to the City Council.
17
�l
C-7,
Subdivisions. The commission makes recommendations to the City Council
on the subdivision of land.
Capital Improvement Program. The city's long -range financial plan for
major municipal construction projects, equipment purchases, and planning
studies is reviewed by the Planning Commission, and its recommendations are
forwarded to the City Council.
City services and resources. The commission reviews the adequacy of the
city services and resources needed for proposed development. When city
facilities or resources are in danger of being overburdened, the commission
offers recommendations to the City Council on possible remedies.
In weighing decisions on the growth and
Luis Obispo, the Planning Commission provides
opinion. Although commissioners do consider
property owners /developers and the general pu
decisions pursuant to the general plan, ordin
procedures set forth in state and city law.
18
development of the city of San
a sounding board for public
the rights and desires of
blic, they must make their
antes, and other standards and
IX. PROMOTIONAL COORDINATING COMMITTEE
Purpose.
The Promotional Coordinating Committee assists the City Council in
working to improve the quality of life for all city residents and our
visitors. The committee recommends projects to help promote the city as a
regional trade, recreation, and tourist center, consistent with long -range
community goals.
Status
The committee was established in 1970 as a permanent body responsible to
the City Council. This committee is unusual in that it has an annual budget
derived from an established formula allocating certain tax.receipts.
Members
The committee has seven (7) members appointed by the City Council to
two -year terms. The Council usually seeks appointees with experience in some
aspect of promotion, advertising, tourism or in community cultural
activities.
Meetings - Monthly: refer to chart on page 31.
Functions
Planning a comprehensive, long -range program to promote the city.
Preparing an annual program consistent with the long -range program. The
committee's recommendation for the annual program is presented to the
City Council for approval at the first regular City Council meeting in
May.
Developing city advertising and promotional programs and projects
Developing promotional publications, such as maps, informational flyers
and community calendars.
Hearing requests from cultural and promotional groups seeking city
grants recommending groups to the City Council for funding.
Initiating and supporting community activities that are meaningful to
residents and visitors alike.
Providing a liaison between city committees and civic organizations
outside of government.
19
C�� t
X. TECHNICAL AND SPECIAL PURPOSE ADVISORY BODIES
Continuing Boards and Committees
Mass Transportation Committee Mobilehome Rent Review Board
Citizens' Advisory Committee Handicapped Board of Appeals
Joint Recreational Use Committee Construction Board of Appeals
Tree Committee. Cultural Heritage Committee
Jack House Committee
These advisory bodies are appointed by the City Council or the City
Administrator. They are considered permanent and may meet regularly or only
when projects or proposals require their attention. Membership eligibility
is defined in each body's enabling legislation and members are selected
(1) on the basis of experience and knowledge in the special field pertinent
to the committee; (2) because representation from a particular segment of the
community is desired (elderly, handicapped, student); or (3) from a broad
representation of community interest and expertise. These committees work
closely with city staff and report to the City Administrator and the Council
through the staff.
Ad -hoc or Temporary Committees
The ad -hoc or temporary committee is appointed by the City Administrator
and /or the City Council to address a specific subject which requires a degree
of technical expertise. The committee's purpose is to provide advice and
possible recommendations to the city staff, and it ceases to exist when .its
report is filed in the city administrative office. There are no
prerequisites for appointment except interest, expertise or as otherwise
determined by the City Administrator or the City Council when the committee
is established. The City Administrator shall keep the City Council informed
regarding the existence and actions of all such committees.
Note: Continuing advisory bodies are described on the following pages.
SUMMARY DESCRIPTION OF SPECIAL PURPOSE ADVISORY BODIES
MASS TRANSPORTATION COMMITTEE
Purpose
The Mass Transportation Committee assists with an ongoing program of
public transit in the city. The committee makes recommendations to the City
Council regarding routes, schedules, and additional services.
Status
The committee was established in 1979 to study the feasibility of a
public mass transit system to serve the city residents and visitors. It
generally meets on a quarterly basis and is staffed by the Transit Manager
who is under the supervision of the City Administrative Officer.
Members
The committee has nine (9) members and consists of: a) 1 person from
Cal Poly; b) 1 senior citizen; c) 1 person from the business community;
d) 2 persons with technical transportation planning experience; e) 1 handi-
capped person; f) 2 persons from the general public; and f) a representative
from the HRC.
CITIZENS' ADVISORY COMMITTEE
Purpose
The Citizens' Advisory Committee conducts surveys, issues reports and
informs the City Administrative Officer on many varied matters of community
concern.
Status
The committee was established in 1982 and works with and under the
direction of the City Administrative Officer to develop and carry out an
annual work program for the committee.
Members
The committee has seven (7) members, some of whom need not be city
residents.
21
COMMITTEE ON JOINT RECREATIONAL USE OF SCHOOL DISTRICT PROPERTY
Purpose
The Joint Recreational Use Committee advises the Council and the San
Luis Coastal Unified School District Board regarding policy for operation of
school district joint use recreational facilities and priorities for granting
use of those facilities, and plans for balanced integration of school
district property being developed.
Status
The committee was established in 1981, meets monthly and is staffed by
the Parks Maintenance supervisor, a Recreation supervisor and two members of
the staff of the Unified School District.
Members
The Joint Use Committee consists of seven (7) members, one of whom is a
representative of the Parks & Recreation Commission.
TREE COMMITTEE
Purpose
The Tree Committee makes recommendations to the City Council and staff
on tree policies and regulations. Working with staff, the committee prepares
and maintains a Master Tree List and a Tree Planting Plan, as provided in the
Municipal Code (Tree Regulations).
Status
The Tree Committee was established in 1977, is staffed by the Parks
Maintenance Supervisor and the City Arborist, and meets only on staff request
for advice or to hear a citizen appeal of a staff decision. ,
Members
The committee has five (5) members who have interest or expertise in
horticulture.
22
\ j I
JACK HOUSE COMMITTEE
Purpose
The Jack House Committee assists the City Council and the Parks and
Recreation Department in the administration and restoration of the historic
Jack Residence at 536 Marsh Street. The committee makes recommendations for
basic rules and regulations which will allow for the greatest possible public
use and enjoyment of the house and grounds while protecting and preserving
the history and integrity of this cultural and recreational facility.
Status
The committee was established in 1975'as a condition of a deed granting
the former residence of the Jack family to the City of San Luis Obispo. The
committee is staffed by the Recreation Director and members of his staff.
Members
The committee has seven (7) members who are required to be city
residents, except for the heir to the Jack family. Membership is spelled out
in the grant deed and consists of one person each from the County Historical
Society, Cal Poly School of Architecture faculty, Cal Poly Department of
Ornamental Horticulture faculty, the city Parks & Recreation Commission and
the heirs of Robert and Nellie Jack. Additionally, there are two members -
at -large appointed for two -year terms by the City Council.
MOBILEHOME.RENT REVIEW BOARD
Purpose
The Mobilehome Rent Review Board investigates, hold hearings and makes
determinations on mobilehome park rent stabilization issues, and reports
directly to the City Council.
Status
The Board was established in 1982 because of citizen concerns about a
shortage of mobilehome spaces with resultant low vacancy rates and rapidly
rising rents. The board is staffed by a designee of the City Administrative
Officer and meets as required.
Members
The board has five (5) members who shall not be tenants of or have
financial interest in any mobilehome or mobilehome park.
23
HANDICAPPED BOARD OF APPEALS
Purpose
The Handicapped Board "of Appeals conducts hearings on appeals of city
Building Division actions implementing the building codes in subdivisions.
Status
The Board was established in 1983 as a permanent technical.committee,
pursuant to the State Health and Safety code, and is staffed by the Chief
Building Inspector. Meetings are held only when required by an appeal.
MnMhn".
The board has five (5) members with qualifications specified in the
code: two handicapped persons, two persons experienced in construction and
one person from the general public. Members need not be residents of the
city.
CONSTRUCTION BOARD OF APPEALS
Purpose
The Construction Board of Appeals holds hearings on requests for relief
from the strict application of the provisions of the City Uniform Building
Code, or other specifications in any uniform code, to determine suitability
of alternate materials or methods of construction.
The board was established in 1979 and is required under provisions of
the State Uniform Building Code. The board is staffed by the Chief Building
Inspector and meets when required.
Members
The board consists of five (5) members who are qualified by experience
and training to pass on matters pertaining to building construction. Members
need not be residents of the city.
24
CULTURAL HERITAGE COMMITTEE
Purpose
The Cultural Heritage Committee was formed to assist the City Council in
establishing criteria for designating buildings in the. city as community
landmarks, oversee a comprehensive survey of historic buildings and develop
guidelines to be used to review applications for remodeling historic
buildings.
Status
The committee was established in 1981 as a technical committee and is
staffed by a Planner from the Community Development Department. This
committee will be replaced by a permanent committee when the Historic
Preservation Ordinance is adopted by the City Council.
Members
The CHC consists of eleven (11) members with specific qualifications.
25
XI. BUSINESS IMPROVEMENT ASSOCIATION ADVISORY BOARD
Purpose
1. Study and recommendation of solutions to problems relevant to
parking and traffic circulation within the area;
2. General promotion of trade activity in the area;
3. Development and implementation of beautification programs for
the area.
Status
The Downtown Parking and Business Improvement Area was established by
the City Council in 1975, with boundaries approximating the major retail and
professional area of the downtown. Each business or professional office in
this area is required to pay an additional sum equal to 100 percent of its
business license fee; the revenues derived from this assessment are used
exclusively for the activities conducted to carry out the purpose of the
organization.
Members
The Advisory Board of the B.T.A. is comprised of eleven (11) members who
each have a business in the Area. The Board members are first elected by
ballot of the B.I.A. members and then confirmed as appointments by the City
Council for two -year terms.
Meetings - Monthly: Further information regarding dates and location may be
obtained at the office of the City Clerk.
26
XII HOUSTNG AUTHORITY BOARD OF COMMISSIONERS
Purpose
The Housing Commission advises the City Council on the housing issues
and needs of the low and moderate income households in the city.
Status
The Housing Commission was established by the City Council in 1968 to
fulfill the responsibilities related to the creation of the City Housing
Authority. The Housing Authority is a public corporation which, under state
and federal law, is responsible for implementing programs which assist
families or elderly persons who lack the income necessary to enable them to
obtain housing that is decent, safe and sanitary. The legal authority,
powers,. duties and responsibilities of the Commission are defined by the
California Health and Safety Code (Housing Authorities Law) and the
corporation bylaws of the Commission.
mnmhm"o
The Housing Commission has seven (7) members, appointed by the City
Council. Terms of office, qualifications for appointment and grounds for
removal from office are defined by state law. Five of the members serve
four -year terms. The other two members are appointed from the Housing
Authority's tenant population and each serves a two -year term. At least one
of the tenant members must be 62 years of age or older.
Meetings - Monthly: see chart on page 31.
Housing Authority Office, 487 Leff Street, San Luis Obispo.
Functions
The Commission is responsible for developing, maintaining and managing
the City's low rent housing and rental subsidy programs. It has direct .legal
responsibility for policy, staff and management of the Authority's
multi - million dollar annual operating budget.
27
XIII. APPENDICES
Application of the Brown Act to City Boards and Commissions
The question often arises as to whether the Ralph M. Brown Act
(Government Code Section 54950 through 54961) applies to some or all of the
city advisory bodies. The Brown Act is, of course, California's "secret
meeting" law. This law, which prohibits secret meetings is applicable to
cities and other local agencies. originally, this law had very limited
application to advisory bodies and was directed toward city councils
(governing bodies). However, more recently, these statutes have been amended
to include all commissions, either under the definition of legislative body
or separately as advisory bodies.
The combined effect of Sections 54952.3 and 54952.5 is to include, as
well within the definition of "legislative body," such commissions as
planning commissions and recreation commissions. In the case of these
commissions, their notice and meeting requirements are the same as those of
the City Council..
With regard to other advisory commissions, their meetings and notice
requirements are set forth in Section 54952.3, which states in relevant part
that they must:
1. Meet within the jurisdictional limits of the city;
2. Hold open and public meetings;
3. Give notice of the meetings to any requesting party at least 24
hours prior to the meeting, and
4. Provide in bylaws or rules for time and place of regular meeting's,
if regular meetings are to be held.
The meaning of these statutes is simply that no advisory body may meet
secretly in order to conduct business. A meeting is defined as a gathering
of a majority (quorum) of the advisory body for.the purpose of discussing
items before the body or conducting other business of the body. An advisory
body is not prohibited from establishing a subcommittee, consisting of less
than a majority of its membership, which may meet to study a particular issue
which has been brought to the attention of the advisory group. The City
Council and City Attorney shall be apprised of the existence of such
subcommittees.
From time to time, questions arise as to whether. a particular action, if
taken, would constitute a violation of the Brown Act. These questions should
be referred to the office of the City Attorney for an opinion as to the
correct procedure.
28
APPLICATION FOR APPOINTMENT TO A CITY ADVISORY BODY
Name of Applicant Advisory Body Applied For
Residence Street Address City Residence Phone
Present Occupation & Employer Business Phone
1. Are you a registered voter of the city? (circle one) YES NO
2. How long have you lived in the city?
3. Education:
4. Membership in organizations:
5. Please specify reasons why you feel you should be appointed to this
advisory body (use reverse side for additional information).
6. Please list other advisory-bodies for which you are currently applying:
7. Previous service on any SLO advisory bodies (names and dates):
PLEASE NOTE: Application must be returned to the City .Clerk by
EACH APPLICANT SHALL HAVE READ AND BECOME FAMILIAR WITH THE CONTENTS OF THE
"ADVISORY BODY HANDBOOK" (available from City Clerk) PRIOR TO INTERVIEW WITH
THE CITY COUNCIL SCREENING COMMITTEE.
* * * * * FOR OFFICE USE ONLY
Appointment Date Term Expiration Date:
Screening Committee: Interview Date:
29
APPLICATION FOR
Name of Applicant
Residence Street Address
City
-.
TO A CITY ADVISORY BODY
Advisory Body Reapplied for
Residence Phone
Present occupation & employer Business Phone
1. Are you a registered voter of the city? (circle one) YES
2. How long have you lived in the city?
3. Membership in organizations:
NO
4. Please specify reasons why you feel you should be reappointed to this
commission:
5. When were you originally appointed to this advisory body?
6. Other advisory bodies for which you are applying at this time:
PLEASE NOTE: Application must be returned to the City Clerk by
EACH APPLICANT SHALL BE FAMILIAR WITH THE CONTENTS OF THE "ADVISORY BODY
HANDBOOK" PRIOR TO INTERVIEW WITH THE CITY COUNCIL SCREENING COMMITTEE.
* * * * * FOR OFFICE USE ONLY * * * * *
Re- appointment Date: Term Expiration Date _
Original Appointment Date:
Screening Committee: Interview Date:.
30
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