HomeMy WebLinkAboutItem 7b. 2021 Advisory Body Handbook and Bylaws UpdateDATE: September 21, 2021
TO: Mayor and Council
FROM: Greg Hermann, Deputy City Manager
Teresa Purrington, City Clerk
Kevin Christian, Deputy City Clerk
VIA: Derek Johnson, City Manager
SUBJECT: ITEM #7b — 2021 ADVISORY BODY HANDBOOK AND BYLAWS
UPDATE
The purpose of this memo is to add a City Council sub -committee recommendation to the
Jack House Bylaws, and to correct an error in the staff report related to the Administrative
Review Board and Architectural Review Commission.
1) Jack House Bylaws Recommendation - modify the bylaws as follows:
3. One member of the horticulture or landscape architecture faculty, current or
retired, of California Polytechnic State University College of 4nriGUTt-o preferably
hertinu ult uric+
Background — The Jack House Bylaws are dictated by the Jack House Deed which
states, "The committee shall serve without pay and consists of city residents including.-
T(c) One member from the Ornamental Horticulture faculty of the California
Polytechnic State University."
Due to reorganizations at California Polytechnic State University, the Ornamental
Horticulture department was absorbed by the College of Agriculture. A previous Jack
House bylaw update modified the language to the current, "College of Agriculture,
preferably a horticulturist" version. Further reorganization has placed it in the College
of Architecture and Environmental Design. The above proposed bylaw modification
supports the intent of the Jack House Deed sections (below) and is hoped to avoid
the need for modification if there are further school reorganizations.
1. To keep, preserve and use: said real property and the residence situated thereon
in a manner which maintains, enhances, and celebrates its place in the historical
development of San Luis Obispo.
4. To care for and preserve existing trees and shrubbery, and to return the gardens
as much as possible to the appearance of the gardens as illustrated in photographs
circa 1910 — 1920 provided by the Grantors.
City of San Luis Obispo
2021 Advisory Body Handbook and Bylaws Update Page 2
2) Staff Report error correction:
In the Advisory Body Bylaws section of the Staff Report the staff recommendation that
meeting frequency be changed from monthly regular meetings to, "held as needed"
was inadvertently placed under "Architectural Review Commission, Staff Analysis"
and should have been placed with the "Administrative Review Board" Staff Analysis.
However, it is correct as reflected in in the legislative draft (item attachment B).
Council- Report
Item 7b
Department:
Administration
Cost Center:
1021
For Agenda of:
9/21 /2021
Placement:
Business
Estimated Time:
45 minutes
FROM: Greg Hermann, Deputy City Manager
Prepared By: Kevin Christian, Deputy City Clerk
SUBJECT: 2021 ADVISORY BODY HANDBOOK AND BYLAWS UPDATE
RECOMMENDATION
Adopt a Resolution entitled "A Resolution of the City Council of the City of San Luis
Obispo, California, amending the bylaws of certain advisory bodies and adopting a
revised Advisory Body Handbook."
REPORT IN BRIEF
In accordance with the Advisory Body Handbook, Section 3B, a review of each Advisory
Body's bylaws is to be conducted on a biennial basis. Due to work being carried out to
respond to the COVID-19 emergency, this update has been delayed. The City Clerk has
reviewed the Handbook and made several amendment recommendations as shown in
the legislative draft (Attachment B).
At this time each of the City's advisory bodies have completed a review of its bylaws, as
reflected in their minutes (Attachment C), and forwarded them to the City Clerk. The
following discussion on updates is broken into two sections, Handbook Revisions and
Advisory Body Bylaws. The below listed Handbook Revisions are substantive revision
recommendations made by staff. In the Advisory Body Bylaws discussion, the various
body recommendations are presented or summarized, followed by a staff analysis and
recommendation. Detailed final recommended modifications to the Handbook and Bylaws
are included in legislative draft format, including both the substantive changes discussed
and minor edits made for clarity or clerical reasons. The final approved Handbook will be
included with the final resolution as an Exhibit to the resolution.
The last biennial update was conducted in 2017.
DISCUSSION
Handbook Revisions
1. Added the City Council Vision Statement to the Handbook Introduction.
2. Added a Section to provide a longer description for City and Regional Advisory Bodies
for which City Council makes appointments.
3. Modified references of Advisory Body "purpose" to include "purview" where
appropriate.
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Item 7b
4. Updated information on how to sign up for Advisory Body vacancy notifications.
5. Added the ability to administer the Oath of Office in a manner consistent with other
communications accepted during declared emergencies (i.e., via Teleconference).
6. "Term of Office" section: Added clarifying language to reflect term length differences
on various Advisory Bodies. Provided clarification for the term start date. Provided
details for exceptions to the 2-term standard and added language that allows the City
Council to appoint members to more than two consecutive terms if no qualified
candidates are found.
7. Set all Advisory Body Officer appointments to one, two-year term, with elections held
in April of odd numbered years. In addition to the general Handbook section revision
on this topic, references were placed in the Advisory Body Bylaws for each of the
body.
8. Added the option for appointments made with less than one year remaining, to be
reappointed without application and interview at the Council sub -committee liaison
discretion.
9. Added the ability for the City Clerk to suspend a member for failure to file Statements
of Economic Interest or failure to complete Ethics training, following at least a 60 day
delinquent period and notification thereof.
10. Modified quorum definitions to use consistent language for all Advisory Bodies*, "A
quorum is the majority of the total number of established members of the committee."
*The Mass Transportation Committee and Jack House Committee are exceptions as
they contain non -voting members in addition to the "established members". Non-
voting members are not counted towards quorum establishment.
11. Updated the City Organization chart.
12. Updated the general meeting section to include a cut-off time of 11:00 p.m. for night
meetings, following the Council Policies and Procedures manual language.
13.Added language limiting applicant speaker time to 10-minutes, consistent with the
Council Policies and Procedures.
14.Added language to encourage Advisory Body members to reach out in advance of
meeting if they have significant questions concerning the agenda report information.
15.Added process information for "Leaves of Absence" requests.
16. Updated the "Understanding Your Role and Scope of Responsibility" section
reference, "useful binder of information about the City" to simply "provide materials."
The intent is to allow supplying information digitally.
17.Added a reference to the City Council Social Media Policy under the "Public Records
Act and Public Records Retention" section.
Advisory Body Bylaws
• Active Transportation Committee — No changes recommended at their January 16,
2020 meeting.
• Administrative Review Board — At their November 12, 2019, meeting, the Board
recommended a revision to the term appointment to stagger office term appointments
in a manner that no two terms start/end in the same year, and to make all terms a
length of three years, up from two years.
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Item 7b
Staff Analysis: Staff concurs that this would help ensure Board membership continuity.
This body has three members. Currently two terms are complete in 2022, and one in
2023. To accommodate the proposed stagger, staff recommends that, of the two seats
being completed in 2022; one be reappointed to a two-year term — ending 2024, and
one to the recommended three-year term — ending 2025. Thereafter, all terms would
be for three years.
• Architectural Review Commission — At their December 16, 2019, meeting, the
Commission recommended:
o Limiting applicant presentations to ten -minutes, to align with City Council meeting
policy; and
o To modify the Compensation section for Commissioner stipend to $70 per meeting
(not to exceed $280 monthly), to reflect changes made by City Council (Resolution
No. 10887 [2018 Series]).
Staff Analysis: Staff concurs with the recommendations. In addition, staff recommends
that the meetings frequency is changed from monthly regular meetings to, "held as
needed."
• Citizens Revenue Enhancement Oversight Commission — No changes recommended
at their December 12, 2019, meeting.
• Construction Board of Appeals — Due to the infrequency of meetings by this body, they
have not reviewed their bylaws.
Staff Analysis: For clarity, staff recommends the addition of language confirming that
the term length for appointments is the standard of four -years, but that there is no
limitation to the number of consecutive terms which may be held. This is already stated
in the general handbook section.
• Cultural Heritage Committee — At their June 28, 2021, meeting, the Cultural Heritage
Committee (CHC) recommended that the following be added:
o References to the body as a historic preservation commission of a Certified Local
Government and having partnership with the State of California Office of Historic
Preservation and National Park Service, be added to the CHC "Purpose"
statement; and
o That Council may select up to two members who are residents of the county rather
than the City to fill positions with desired professional expertise; and
o That the current Article 3 Membership section be replaced and revised to include,
"All members must have a demonstrated interest, competence, or knowledge in
historic preservation. At least two CHC members are encouraged to be appointed
from among professionals in the disciplines of history, architecture, architectural
history, planning, pre -historic and historic archeology, folklore, cultural
anthropology, curation, conservation, and landscape architecture or related
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Item 7b
disciplines, such as urban planning, American studies, American civilization, or
cultural geography, to the extent that such professionals are available in the
community. CHC membership may also include lay members;" and
o Eliminate the current reference for representation from each of the City's five
Historical Preservation Districts; and
o The Chairperson duties be modified to eliminate the roll of appointing
subcommittees and submitting a budget report, and add that, "The Chairperson
shall submit the annual report to the State Office of Historic Preservation."
Staff Analysis: Staff concurs with the recommendations with the following caveat:
o Appointment of non -City residents: Concern has been expressed regarding the
perspective that non -city residents advising on historic matters could create issues.
The appointment of residents who do not live in the City has precedent on the
following bodies: Housing Authority Board, Mass Transportation Committee, and
the Tourism Business Improvement District Board (and by extension on the
Promotional Coordinating Committee via the TBID representative).
• Human Relations Commission —At their December 4, 2019, meeting, the Commission
recommended the addition of inclusive language for Advisory Body membership in the
Advisory Body Handbook.
Staff Analysis: Staff concurs with the recommendation and has added the City Council
Vision Statement to the Advisory Body Handbook, Introduction section.
o "The City of San Luis Obispo is a dynamic community embracing its future while
respecting its past with core values of civility, sustainability, diversity, inclusivity,
regionalism, partnership, and resiliency."
o Additional revisions can be considered at subsequent biennial updates as the City
brings additional staff with Diversity, Equity and Inclusion expertise and
implements actions from the current Major City Goal.
• Investment Oversight Committee — The Investment Oversight Committee (IOC) is a
City Committee rather than a City Council Advisory Body, therefore no bylaw review
by the committee is directed.
Staff Analysis: Staff has added the Investment Oversight Committee (IOC) to the
Handbook for membership and informational purposes. Although the IOC is a City
Committee rather than a City Council Advisory Body, the City Council has
responsibility for the appointment of the citizen member of the committee. Recruitment
is run concurrently and through the same process as the Advisory Body recruitment,
and membership rules follow the Advisory Body handbook for the lone citizen
member. Providing information on the committee within the handbook serves the
public.
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Item 7b
• Jack House Committee —At their July 10, 2019, meeting the committee recommended
modifying the Chair and Vice Chair office terms from two to one-year terms, with
options to hold the office for a second year.
Staff Analysis: Staff does not recommend making the requested changes. As is
detailed in the Advisory Body Handbook Revisions section (below), for consistency
across all the City Council Advisory Bodies, staff is recommending that officer
positions be for two-year terms.
Mass Transportation Committee — At their November 20, 2019, meeting the committee
recommended the removal of on "Alternate Member." Currently the committee has
seven voting members and two (non -voting) alternates. While the alternates are
included in committee agenda item discussion, their main function is to ensure a
quorum, with voting rights when a regular member is unable to attend. This is the only
committee with alternate members and the committee has not been experiencing
quorum or absence issues.
Staff Analysis: Staff concurs with this recommendation as it will ease some of the
recruitment burden associated with the extended membership of the committee.
Further, staff is recommending that the ASI representative term be limited to two years
as a more realistic expectation than four years for a student term, and to make that
appointment in September to coincide with the standard school year. Additionally, the
ASI should be urged to prioritize candidates who expect to be in school for at least
one full (school) year following appointment. Note that this position is an ASI
appointment with City Council review for acceptance.
Parks and Recreation Commission — No changes to the bylaws were recommended
at their December 4, 2019, meeting.
Staff Analysis: Staff recommends the elimination of the requirement that one Parks
and Recreation Commission (PRC) member serve as a representative on the Tree
Committee, as most of the Tree Committee business falls outside the purview of the
PRC. Additionally, tree -related issues inside City parks are brought to the PRC by the
City Arborist as a matter of regular procedure. This recommendation is in concurrence
with the Tree Committee recommendation.
• Planning Commission —At their November 6, 2019, meeting the Planning Commission
recommended:
o That the latest time a new item can be introduced in a meeting be moved from 11.00
p.m. to 10:00 p.m. without consent of a majority of Commissioners present; and
o To modify the Commissioner stipend to $70 per meeting (not to exceed $280
monthly) to reflect changes made by City Council (Resolution No. 10887 [2018
Series]).
Staff Analysis: Staff concurs with the recommendations.
Page 201 of 359
Item 7b
• Personnel Board — At their October 29, 2020, meeting the board approved the
following recommended addition to their bylaws: "Personnel Board members are
expected to serve in an objective manner when reviewing disciplinary appeal matters
or matters of Council censure. If a member has a personal relationship that hinders
them from remaining objective, therefore presenting due process concerns, they
should state the relationship on the record and recuse themself from the decision. To
ensure compliance, the Chair shall ask each member at the beginning of proceedings,
if they are able to be objective (whether that was due to a personal relationship, what
they had read in the newspaper about the situation, etc.)" Additionally, they approved
draft changes made at their November 7, 2019, meeting.
Staff Analysis: Staff concurs with the recommendations.
• Promotional Coordinating Committee — At their November 13, 2019, meeting, the
committee recommended that the Tourism Business Improvement District Board
(TBID) member may be any appointed TBID member and that their term of office will
be the same as their TBID term of office. Additionally, they recommended dropping
the "Events Promotion" subcommittee as a standing subcommittee.
Staff Analysis: Staff concurs with both recommendations. The TBID membership
corrects discrepancies in the bylaws, will enhance membership continuity and is in
concurrence with the TBID recommendation, and the subcommittee referenced is no
longer active.
• Tourism Business Improvement District Board — At their November 13, 2019, meeting,
the board recommended that membership appointment to the Promotional
Coordinating Committee (PCC) shall become the responsibility of the Chair should no
other member be available for appointment, and that the PCC membership term shall
be the same as their term on the board.
Staff Analysis: Staff concurs with this recommendation as it corrects discrepancies in
the bylaws and will enhance membership continuity for the PCC and is in concurrence
with the PCC recommendation.
• Tree Committee — At their December 5, 2019, meeting, the committee recommended
that the requirement for one member to be a representative of the Parks and
Recreations Commission be dropped, that the need for horticultural expertise in
general public members be increased from one to two, and that the meeting times be
changed from 5.00 p.m. to 5.30 p.m., along with a few additional clerical non -
substantive changes.
Staff Analysis: Staff concurs with the recommendations. The elimination of the PRC
representative will allow an additional general public appointment, further allowing the
proposed increase of horticultural expertise in general public appointments. The
meeting time change will allow easier attendance by committee members as well as
the general public to meetings following their personal business day.
Page 202 of 359
Item 7b
Background
Previous Council or Advisory Body Action
The last full review and adoption of the Advisory Body Handbook was done in 2017 by
City Council Resolution No. 10804 (2017 Series). A further modification to the Active
Transportation Committee was made in February 2018, City Council Resolution No.
10862 (2018 Series). In preparation for the planned 2019 Advisory Body Handbook and
Bylaws update, all Advisory Bodies were tasked with reviewing their bylaws and
forwarding their recommendations to the City Clerk for inclusion. Minutes of these
meetings are located in Appendix B.
Policy Context
In accordance with the Advisory Body Handbook, Section 3B, a review of each Advisory
Body's bylaws is to be conducted on a biennial basis and submitted to the City Clerk.
Public Engagement
Agendas for the various City Advisory Bodies notifying the public that they were reviewing
their bylaws were published and posted per standard procedure meeting Brown Act
requirements prior to the various meetings. Public comment can be provided to the City
Council through written correspondence prior to the meeting and through public testimony
at the meeting.
CONCURRENCE
The City Clerk and various department staff that assist the Advisory Bodies are in
concurrence with the recommendations listed.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act does not apply to the recommended action in
this report, because the action does not constitute a "Project" under CEQA Guidelines
Sec. 15378.
FISCAL IMPACT
Budgeted: Yes
Funding Identified: N/A
Budget Year: 2021-22
Page 203 of 359
Item 7b
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund
N/A
$
$
$
State
Federal
Fees
Other:
Total
$
$
$
N/A
The costs related to this scheduled update is accounted for in the annual budget
appropriation in the City Clerk program.
ALTERNATIVES
Council could recommend changes to or reject specific recommended updates as
detailed in the Advisory Body Handbook legislative draft.
ATTACHMENTS
A — Draft Resolution Amending the Bylaws of the City Advisory Bodies and Adopting a
Revised Advisory Body Handbook - 2021.
B — Advisory Body Handbook — Legislative draft 2021
C — Advisory Body minutes recommending bylaw amendments — 2021.
Page 204 of 359
RESOLUTION NO. (2021 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AMENDING THE BYLAWS OF CERTAIN
ADVISORY BODIES AND ADOPTING A REVISED ADVISORY BODY
HANDBOOK
WHEREAS, in accordance with the Charter of the City of San Luis Obispo, the
San Luis Obispo Municipal Code, and its own Resolutions, the City Council of the City of
San Luis Obispo appoints individuals to serve on its advisory bodies; and
WHEREAS, those advisory bodies have adopted bylaws to aid them in conducting
their meetings fairly, smoothly, efficiently and in accordance with law; and
WHEREAS, certain advisory bodies have reviewed their bylaws and some of those
bodies have recommended revisions of their bylaws; and
WHEREAS, City staff have also reviewed said bylaws and the Advisory Body
Handbook and Advisory Committee recommendations and have made suggestions for
revisions; and
WHEREAS, the Council periodically revises its Advisory Body Handbook to ensure
clarity, consistency with state law, and conformity with the City Charter and Ordinances;
and
WHEREAS, the Advisory Body Handbook was last adopted by the City Council in
February 2018 by Resolution No. 10862 (2018 Series).
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo as follows:
SECTION 1. The amended Advisory Body Bylaws and Advisory Body Handbook
as set forth in Exhibit "A" are hereby approved and adopted. The City Clerk is hereby
authorized to update the Advisory Body Handbook, consistent with the City Council
Policies and Procedures, Resolutions, and Ordinances as necessary.
IV
Page 205 of 359
Resolution No. (2021 Series)
Page 2
SECTION 2. The City Clerk is hereby directed to make an electronic copy of the
Advisory Body Handbook available on the City Website for use by City staff, Advisory
Body members, and the general citizenry.
Upon motion of Council Member
and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this day of
ATTEST:
Teresa Purrington
City Clerk
APPROVED AS TO FORM-
J. Christine Dietrick
City Attorney
, seconded by Council Member
Mayor Heidi Harmon
2021.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the
City of San Luis Obispo, California, on
Teresa Purrington
City Clerk
IV
Page 206 of 359
Resolution No. (2021 Series) Page 3
Exhibit A - Advisory Body Handbook
WILL BE ATTACHED FOLLOWING APPROVAL BY CITY COUNCIL
To review the Legislative Draft of the Advisory Body Handbook and Bylaws,
please see Attachment B of the 9/21/2021 City Council Agenda Report.
IV
Page 207 of 359
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B - ADVISORY BODY
HANDBOOK - LEGISLATIVE
P
DRAFT 2021.DOCX
rrrii�j+
Prepared by the Office of the City Clerk
Adopted by Resolution No. XXXXX 21 Series
UpdatedSeptember 2021
Deleted: 10862
Deleted: 2018
Deleted:
Deleted: on February
` Deleted: 6, 2018
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Contents UPDATE WHEN FINAL
Introduction..................................................................................................................................... 3
Section1. Advisory Body Basics....................................................................................................
4
A. Background............................................................................................................................4
B. Opportunities for Service.......................................................................................................
4
C. Membership Qualifications & Appointment Process.............................................................
5
D. Oath of Office........................................................................................................................
6
E. Orientation..............................................................................................................................
6
F. Training...................................................................................................................................
7
G. Term of Office.......................................................................................................................
7
H. Removal from Office.............................................................................................................
8
I. Vacancies.................................................................................................................................
8
J. Ethics and Conflict of Interest.................................................................................................
8
K. Awards and Recognition......................................................................................................
10
Section 2. How City Government Works.....................................................................................
11
A. City Charter..........................................................................................................................
11
B. City Council.........................................................................................................................
11
C. City Organization.................................................................................................................
12
D. Council -Appointed Officers.................................................................................................
13
E. City Departments..................................................................................................................
13
Section 3. How Advisory Bodies Work........................................................................................
16
A. Council Liaison Members....................................................................................................
16
B. Bylaws and Procedures........................................................................................................
16
C. Continuity of Work and New Ideas......................................................................................
17
D. Communications..................................................................................................................
19
E. Role of City Staff Persons and Advisory Body Members ....................................................
20
F. Absences, Leaves of Absence, and Resignations.................................................................
20
G. Functional Review...............................................................................................................
22
Section4. The Brown Act............................................................................................................. 23
A. Overview..............................................................................................................................
23
B. Brown Act Provides for Public Comments..........................................................................
23
C. Common Questions about the Brown Act............................................................................
24
Section 5. Tips for Being an Effective Advisory Body Member ..................................................
26
A. Understanding Your Role and Scope of Responsibility ......................................................
26
B. Prepare Ahead for Meetings.................................................................................................
26
City of San Luis Obispo
1IPage
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C. Develop Positive Relationships............................................................................................ 27
D. Encourage and Honor Public Participation.......................................................................... 28
E. Respect Individual Viewpoints............................................................................................. 28
F. Communicate Effectively..................................................................................................... 29
G. Special Tips for the Chairperson.......................................................................................... 29
H. Managing Difficult Meetings............................................................................................... 30
I. Public Records Act and Public Records Retention............................................................... 31
Section6. Advisory Body Bylaws................................................................................................
32
A. Active Transportation Committee Bylaws(T/SP)...............................................................
33
B. Administrative Review Board Bylaws (T/SP).....................................................................
35
C. Architectural Review Commission(A)................................................................................
38
D. Citizens' Revenue Enhancement Oversight Commission Bylaws (T/SP) ...........................
42
E. Construction Board of Appeals Bylaws(T/SP)....................................................................
47
F. Cultural Heritage Committee Bylaws (A)............................................................................
51
G. Human Relations Commission Bylaws(A).........................................................................
55
H. Jack House Committee Bylaws(T/SP)................................................................................
57
I. Mass Transportation Committee Bylaws(T/SP)...................................................................
60
J. Parks & Recreation Commission Bylaws(A).......................................................................
62
K. Personnel Board Bylaws(A)................................................................................................
65
L. Planning Commission Bylaws (A).......................................................................................
67
M. Promotional Coordinating Committee Bylaws(A).............................................................
72
N. Tourism Business Improvement District Board Bylaws (T/SP)..........................................
75
O. Tree Committee Bylaws(T/SP)...........................................................................................
78
Appendix A. Mission Statement...................................................................................................
81
Appendix B. Organizational Values.............................................................................................
82
NOTE TO REVIEWERS. THIS INDEX WILL BE UPDATED FOLLOWING ADOPTION.
Section 7. Additional Service Onnortunities 89
Investment Oversight Committee (City Committee)
Area Agency on Aline (Regional Advisory Body
Citizen Transportation Advisory Committee (Regional Advisory Bod
Zone 9 (Regional Advisory Body)
City of San Luis Obispo 2 1 P a g e
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Introduction
City Council Vision Statement:
The City of San Luis Obispo is a dynamic community embracing its future while respecting its
past with core values of civility, sustainability, diversity, inclusive . , regionalism, partnership, and
reseliency.
Welcome to San Luis Obispo City Government!
The City Council and staff hope that this Advisory Body Handbook will answer many of your
questions and provide you with fundamental information related to the responsibilities of the City's
various advisory bodies.
Serving on one of the CityCouncirs commissions, committees, or boards can be a fascinating and
rewarding experience. These advisory bodies are charged with formulating new ideas, information
gathering, receiving public testimony and comments, analyzing complex issues, and making
recommendations on specific projects and broad policy - all toward helping the City Council 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.
Much of the information in this Handbook comes from a variety of City policy documents, such
as the City's Charter, Municipal Code, Financial Plan (or budget) and Council Policies and
Procedures. In addition, State Law governs certain responsibilities of advisory body members. The
material presented is intended to: 1) give interested persons an understanding of why the City's
advisory bodies have been established and how they function within the overall governmental
framework; and, 2) summarize the roles, relationships and responsibilities of each advisory body
member. The Handbook is divided into six sections:
Section 1: Advisory Body Basics
Section 2: How City Government Works
Section 3: How Advisory Bodies Work
Section 4: The Brown Act
Section 5: Tips for Being an Effective Member and Chair of an Advisory Body
Section 6: Advisory Body Bylaws
Thank you for your interest in serving on one of our citizen advisory bodies and volunteering your
time and skills to enhance our community.
City of San Luis Obispo 3 1 P a g e
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Section 1. Advisory Bodv Basics
A. Background
San Luis Obispo has a long history of involving its citizens in the business of their 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 Council. Advisory bodies can improve the quality of City government by
providing the Council with resources to make better -informed decisions. Because of the nature of
various advisory bodies, they can serve as the "eyes and ears" of the Council for issues and matters
that otherwise might not receive the attention they deserve. Other benefits of advisory bodies
include improvement in the lines of communication between the public and the Council, greater
opportunities for discussion of public issues, and more citizen involvement in City government.
There is considerable variety in the purposepurview, or charge of these bodies. Some are required by
State law or the Charter and are directed to guide certain City activities such as community planning
or personnel affairs. Qthers have been created by the City Council to serve San Luis Obispo's unique Deleted:
needs. Some bodies considered "technical" or "special purpose" have been formed to address defined
subjects and frequently require members with specific areas of expertise.
The authority_of an advisory body will demand yLon its specific. (uurview Some have been Deleted:
delegated specific authority to approve or deny projects. Decisions made by an advisory body may Deleted:
be appealed to the Council. The Council may not always accept the recommendation of an advisory Deleted: purpose
body because of additional information available or a need to balance the recommendation with
policy or community priorities.
Generally, advisory bodies are empowered only to make recommendations to the Council or to the
City staff, unless specifically authorized by law or Council to do otherwise. Lastly, there should
be two-way communication so that commissions are aware of the long-term goals Council has
adopted, and the advisory body is able to present new ideas to the Council. Commission members
are encouraged to attend Council meetings.
B. Opportunities for Service
Interested individuals may apply for appointment to any of the following City bodies:
(T/SP) — denotes "technical or special-purpose"
(A) — denotes "advisory"
• Active Transportation Committee (T/SP)
• Administrative Review Board (T/SP)
• Architectural Review Commission (A)
• Citizens' Revenue Enhancement Oversight Commission (T/SP)
• Construction Board of Appeals (T/SP)
• Cultural Heritage Committee (A)
• Housing Authority of San Luis Obispo (T/SP)
• Human Relations Commission (A)
• Jack House Committee (T/SP)
• Mass Transportation Committee (T/SP)
City of San Luis Obispo
41Pa,-c,
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• Parks & Recreation Commission (A)
• Personnel Board (A)
• Planning Commission (A)
• Promotional Coordinating Committee (A)
• Tourism Business Improvement District Board (T/SP)
• Tree Committee (T/SP)
There are opportunities for San Luis Obispo residents to serve on the following Citocommittee
and regional bodies:
• Investment Oversight Committee f City committeel
• Central Coast Commission for Senior Citizens, Area Agency on Aging (Regional body)_
• Citizens Transportation Advisory Committee (Regional body
• _Zone 9 Advisory Committee (Regional bodvt
C. Membership Qualifications & 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 ono special education, training or \
background requireme�r appointment. \
With the following exceptions, only residents who are registered voters within the City limits are \ \
eligible to apply to an advisory body. Exceptions include the Cultural Heritage Committee (CHC),
Tourism Business Improvement District (TBID) Board, one representative from the TBID Board \ \
serving on the Promotional Coordinating Committee, the Cal Poly employee and student \
representatives serving on the Mass Transportation Committee, and members of the Housing
Authority. In addition, part- or full-time City officials and management employees are not eligible
to apply.
Note: Former members of the City Council may not be appointed to serve on an advisory body
until one year after the expiration of their term of office. (Charter §409)
Basic elements of the City Council appointment process are as follows (note that there are a fe
position appointments made by outside entities or from within an appointed body to serve on an
additional body):
Deleted: ¶
Deleted: (IOC)
Deleted: , as set forth in the Investment Management Plan, this
committee is responsible for reviewing the City's portfolio on an
ongoing basis to determine compliance with the City's investment
policies and for making recommendations to the City Treasurer
(Finance Director regarding investment management practices.)
Deleted: In addition, there are opportunities for San Luis Obispo
residents to serve on the following regional bodies: ¶
Deleted: (AAA), a non-profit organization responsible for
allocating federal and state dollars to local agencies to insure that
supportive, nutrition and health promotion services we available
to older adults in San Luis Obispo and Santa Barbara Counties.¶
Deleted: (CTAC), which provides citizen review and
recommendations on agenda items to staff and COG Board. -
provides citizen review and recommendations on matters
considered by the County Council of Governments.
Deleted: San Luis Obispo County Flood Control and Water
Conservation District ...
Deleted: , which was formed to assist the San Luis Obispo
County Board of Supervisors on policy decisions relating to Zone
9. The Advisory Committee assists in determining the needs,
desires, and financial capabilities ofproperly owners in Zone 9.
The Advisory Committee also recommends specific programs to
alleviate and control flood damage, with recognition of the
ecological and aesthetic values of the programs.
Deleted: is
Deleted: d
1. How to Apply: Each person seeking appointment or reappointment to an advisory body shall
obtain and file an applicationwia the application program (NeoGov) administered by the Office Deleted: in
of the City Clerk. Applications may be made for a vacancy that currently exists K. Persons Deleted: or which may occu in the fu ure
interested in positions without current vacancies are encouraged to file a "Job Interest Card"
(select "Miscellaneous") in the NeoGov application program located under "Job
Opportunities" on the City's website.
2. Interview prerequisite: Applicants shall read and become familiar with the contents of this Deleted: should have
handbook and are encouraged to attend at least one full meeting of the Advisory Body they are
Rplyin,>; fors Deleted: .
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3. Interview Process and Appointment Recommendation: Applicants shall be interviewed by a
Council Liaison Subcommittee (CLS) consisting of two Council Members. At the discretion
of the CLS, interviews may be waived for those applicants designated by another agency or
for applicants who have been interviewed previously for a vacancy on the same advisory body
to which they've applied within the past year. The Chair or the Vice Chair of the advisory body
is invited to participate in the interviews. The CLS will independently make the final nominee
selection. If the Chair or the Vice Chair is unable to participate or is being considered for
reappointment, another member who is available may attend. The CLS shall submit
recommendations for appointment to the entire Council. If a unanimous decision by the
Subcommittee for recommendation to the full Council cannot be reached, the Council shall
take a separate motion for each candidate proposed by each member of the CLS.
4. Application Disposition: Applicants not appointed will be so advised and their applications
held for no less than one year for consideration in the event of a future vacancy.
5. Limitations: As a general policy, an applicant shall not be appointed to serve on more than one
advisory body except that a member may also serve on one technical or special-purpose
committee at the same timeUnless exce_ted as�reviously stated, if an applicant is appointed Deleted: as an advisory body
to another advisory body, they must immediatelEresign from one body upon being appointed Deleted: he/she
to another.
6. jCouncil Liaison: Council liaisons to advisory bodies Ce., the CLS) are selected annually b
the full CounciLusually in December or earlyjanuary. The Mayor and Vice Mayor shall
submit recommendations to the full Council and rotate nominations for Council Liaison
Subcommittees to provide an opportunity for each member to serve as a liaison at least once
on each advisory body when possible. When terms of office do not allow each member to serve
once, members with greatest seniority shall have first right of selection. Automatic rotation for
the technical and regional committees is not always followed, allowing Council Members to
develop a higher level of expertise for some of the more complex committees, as well as
continuity where appropriate.
D. Oath of Office
Following appointment and usually at the next meeting of the advisory body, the City Clerk, or
designee, will administer the Oath of Office pursuant to the City Charter. The Oath may also be
administered in the Office of the City Clerk. During declared emergencies, Oaths may be
administered in a manner consistent with other group communication accepted during the
emergency, such as teleconference or videoconference. The Oath of office need not be done for
consecutive appointments to the same advisory body.
E. Orientation
After the appointments are made by the Council, new appointees will be given a resource manual
to be provided by their staff liaison which will include a variety of introductory references to assist
them in becoming more fully knowledgeable about City government. The department serving as
staff support to a particular advisory body will coordinate and conduct an orientation with new
appointees. Before or during that orientation, support staff will provide relevant documentation
and background information about the specific advisory body upon which the new appointee shall
serve.
City of San Luis Obispo 6 1 P a g e
Deleted: Liaisons
Deleted:
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F. Training
The City Clerk's Office and the City Attorney's Office conducts a training every two years to
review Conflict of Interest laws, Brown Act regulations, and best practices for meeting
management. Newly -appointed members are encouraged to view archived recordings of the
training available on the City's website and to communicate any questions they may have to the
City or City Attorney.
G. Term of Office — Advisory Body Members
Unless otherwise noted in the Advisory Body Bylaws, xhe full term of office ,will be four years
unless dictated otherwise by an alternate authority as reflected in the specific body bylaws. The
length of a term is dictated by the principle that no more than two terms on any committee will
expire each year. This rule ensures continuity for all committees. Annual appointments commence
on April 1st for all bodies except the Area Agency on Aging, the Citizens' Revenue Enhancement
Oversight Commission, and the ASI representative for the Mass Transportation Committee (see
specific body bylaws for details)Ap�mtments to unexpired terms begin the day following the
appointment ponfirmation slatedjQtj Council action. No appointee shall serve on the same
advisory body for more than two consecutive full terms,, but msubsequent serve on another
advisory body unless noted otherwise. Exceptions to the consecutive terms rule include the
Construction Board of Appeals, Citizen Transportation Committee, Housing AuthorityBoard,
Lack House_ Committee, and Zone 9. The Council may also determine that a subsequent
consecutive term may beheld if no additional qualified candidates are found.
A mid-term appointment to a vacant seat on an advisory body shall not preclude the appointee
from serving two additional consecutive full terms, provided that the initial, partial term served is
less than half of a full term. Appointments made with less than one-year left in the term may be
considered for re -appointment without a new application and interview, at the discretion of the
City Council sub -committee members assigned to the advisory body.
H. Officer Election and Officer Terms (Note for reviewers to be deleted for final version -
This had been called "Functional Review" and was in Section 3: How Advisory Bodys Work, in
the last version of the handbook.)
1. Election: Regular elections for Advisory Body Chair and Vice Chair shall be held in April of
each odd year at a regular meeting. Special elections for Chair or Vice Chair shall be held at
the first meeting following the unscheduled resignation of an officer, or other reason for an
officer position to become vacant.
2. Terms of Office: The term of office of a chairperson or vice chairperson shall be two years,
commencing upon election. No person shall serve as chairperson or vice chairperson for
consecutive terms except if noted below. They may serve consecutive terms in different offices
(e.a. Vice Chair, then Chair)
Completion of a partial term of office as chairperson or vice chairperson shall not preclude an
advisory body member from serving an additional consecutive full term, provided that the
partial term served is less than one year, one half of the allowed term.
City of San Luis Obispo
7 1 P a g e
Deleted: 1
Deleted: for each appointee to an advisory body shall be from one
year to a maximum of
Deleted: , a
Deleted: is
Deleted: made
Deleted: the
Deleted: ,
Deleted: (eight years)
Deleted: and
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,LRemoval from Office Deleted: x
Members of advisory bodies serve at the pleasure of the Council and may be removed without
cause by Council action in an open public meeting.
Vacancies Deleted: t
Seats become vacant in two ways; they either expire at the end of the term or an "unscheduled"
vacancy occurs when a member resigns during a term. The City Clerk's Office will advertise in
accordance with statutory requirements and a subsequent appointment shall be made consistent
with the provisions set forth in Section C, above.
,& .,Conflict of Interest and Ethics Deleted:,
1. The duties of an advisory body member shall be performed in good faith and in a manner which Deleted: Ethics and
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 information 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 such interest in
any proposed activity of the advisory body and shall not participate in any related deliberations
or actions of that body, nor vote on the matter.
4. Potential conflicts of interest may arise when an advisory body member serves on another
board within the community and there is a clash of duties between the two positions, e.g. when
one board exercises supervisory, auditory, or removal powers over the other.
5. Statement of Economic Interest: The Political Reform Act of 1974, as amended (Government
Code sections 81000-91014) and the City's Conflict of Interest Code; (Resolution No. j 1IQ Deleted:1o758
(Z020 Series) reI uire certain elected and appnted officials and designated empl�ees to Deleted:2o16
disclose certain personal financial holdings. Most of the City's advisory bodies are solely
advisory, meaning that final decisions are made by the City Council, and therefore are not
required to file Statements of Economic Interest (Form 700).
The following committees/commissions have limited decision -making authority therefore,
they are required to file Statements of Economic Interest (Form 700) with the Office of the
City Clerk.
• Administrative Review Board
• Architectural Review Commission
• Construction Board of Appeals
• Cultural Heritage Committee
• Housing Authority of San Luis Obispo
• Human Relations Committee
• Investment Oversight Committee
• Planning Commission
• Promotional Coordinating Committee
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Filing dates for Statement of Economic Interest (Form 700) are mandated by State law and are
as follows:
Assuming Office Statement — Must be filed within 30 days of taking office.
Annual Statements — Must be filed by April 1 st of each year.
Leaving Office Statement — Must be filed within 30 days of leaving office.
Please Note: The City Council has adopted a late fine policy pursuant to State law (December
13, 2016). A late fee of $10.00 per day may be assessed for filing late. Jaddition, failure to
file timely or not at all may be grounds for removal, so it is important to comply with the filing
requirements and associated deadlines. Prior to removal, the City Clerk may suspend a member
from an Advisory Body for failure to file; when they are at least 60 days delinquent and have
been adequately notified of the delinquency. The City Clerk shall notify the City Council sub-
committee for the Advisory Body of this action. If no action to file is taken by the Advisory
Body member, the City Clerk shall recommend to the City Council that the member to
removed. If and when the member completes the required filing, the suspension will be
immediately, 1�,
6. Ethics Training: The following advisory body members and Staff Liaisons are required to
complete two hours of ethics training pursuant to State Law within one year of assuming office,
and further to renew this training at least once every two years thereafter. The original proof
of participation certificate, awarded after completion of the training, must be provided to the
City Clerk via electronic filing.
• Architectural Review Commission
• Housing Authority
• Planning Commission
• Tourism Business Improvement District
• Primary Staff Liaisons to the Above
Failure to timely complete the required training or not at all may be grounds for removal, so it
is important to comply with the training requirements and associated deadlines. Prior to
removal, the City Clerk may suspend a member from an Advisory Body for failure to complete
the training; when they are at least 60 days delinquent and have been adequately notified of
the delinquency. The City Clerk shall notify the City Council sub -committee for the Advisory
Body of this action. If no action to file is taken by the Advisory Body member, the Ci , Clerk
shall recommend to the City Council that the member to removed. If and when the member
completes the required training, the suspension will be immediately lifted.
Individual advisory body members should avoid making public comments on Council actions
or public policies that might appear to represent the official position of their advisory body.
Advisory body actions, with the voting of each member, are conveyed to the Council in the
form of official minutes or by resolution. The chairperson of an advisory body is the
spokesperson for the advisory body.
8. Questions regarding possible ethical issues or conflicts of interest should be reviewed with the
chairperson, City Attorney, or City Clerk, as appropriate under the circumstances, in advance
of the subject meeting or discussion.
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Deleted:
Deleted:
Deleted:
Deleted: In addition to the requirement to file Statements of
Economic Interest (Form 700), t
Deleted, sent
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Awards and Recognition
The City Council values and appreciates each citizen who volunteers his/her time and energy to
serving the City on an advisory body. An annual appreciation event hosted by the City Council is
one way in which appreciation is expressed for all advisory body members. When a member
terminates service on an advisory body, the 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 outgoing member, the chairperson shall communicate with the City
Clerk in order to avoid duplication of awards.
City of San Luis Obispo
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Section 2. How ON Government Works
A. City Charter
San Luis Obispo is a "charter" City as contrasted to a "general law" City. Under California law,
the authority of a general law City is derived only from the powers granted to it by the general
laws adopted by the State Legislature pertaining to the organization and operation of a
municipality, and from the police power granted to it by the State Constitution. On the other hand,
a charter City's power is not defined or limited by the State's general laws. Instead, with respect to
municipal affairs, a charter City's powers are defined by the City's own charter, subject only to the
limitations of the State Constitution. As a result, charter cities usually have more operational
latitude than do the more prevalent general law cities. A charter serves as the City's "constitution"
and may only be amended by a vote of the people.
San Luis Obispo's Charter was first adopted on May 1, 1876, and has been amended by popular
vote on several subsequent occasions. In 1955, the Charter was amended to approve a Council -
Mayor -City Manager form of government. The City's organizational structure is outlined in the
chart on the following page.
B. City Council
The City Charter provides for an elected, five -member City Council as the governing body of the
City. Four Council Members serve staggered 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 even numbered years. Regular Council meetings are held on the first and third
Tuesdays of each month in the Council Chamber at City Hall. In addition, special meetings and
study sessions are held from time to time as the need arises. The Mayor is the official spokesperson
for the Council.
The 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 United States and California Constitutions,
and certain state statutes.
Final decisions on City taxes and fees, budgets, City policies including the General Plan and land
use issues, and other matters are made by the City Council.
City of San Luis Obispo 11 IPage
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C. City Organization
Elected
Official
As shown on the Organizational Chart, the City Council is directly responsible to the citizens for
the operation and well-being of the City. To carry out these responsibilities, the Council relies on:
I. The administrative skills of a City Manager
2. The legal advice of a City Attorney
3. The citizen advice rendered by advisory commissions, committees, and boards.
City of San Luis Obispo
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D. Council -Appointed Officers
City Manager: The City Charter requires the Council to appoint an executive to run the City's day-
to- day operations. The City Manager is appointed by and directly responsible to the Council for
all City activities. The nine operational departments, through their directors or chiefs, are
responsible to the City Manager.
City Attorney: The City Attorney provides legal services and advice to the Council, the City
Manager, 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 laws. The City Attorney is appointed by, and is
directly responsible to, the Council.
E. City Departments
The following departments are directly responsible to the City Manager.
Administration: The Administration Department is responsible for providing information and
recommendations to the Council, implementing Council policies, and guiding the day-to-day
operations of the City. In addition, the City Clerk, Economic Development, Natural Resources
and Cultural Activities programs are carried out by staff in the Administration Department, under
the supervision of the Assistant City Manager. The City Clerk provides a full range of services for
the City Council, including preparation of the minutes, codifying ordinances, and conducting
elections. The City Clerk also administers the advisory body appointment process. Economic
Development provides staff support for two City advisory bodies, including the Promotional
Coordinating Committee and the Tourism Business Improvement Board. The Natural Resources
Program frequently makes presentations and seeks concurrence and recommendations from the
Parks and Recreation Commission and the Planning Commission regarding conservation plans for
City -owned open space areas.
Community Development: The Community Development Department has four divisions, all under
the direction of the Community Development Director who is appointed by, and is responsible to,
the City Manager. The Long Range Planning Division is responsible for the preparation,
maintenance, and implementation of the City's General Plan and its various elements. The
Development Review Division assists the community with land use issues, evaluates all types of
development applications, and maintains the City's development regulations. The Building and
Safety Division administers state and local building codes and is responsible for ensuring safe and
sound public and private construction. The Division is responsible for the enforcement of
municipal, zoning and property maintenance requirements, State Housing and Building Codes,
and State and Federal regulations pertaining to disabled accessibility. The Division issues building
permits, reviews and approves building plans, and performs inspections of construction projects
to insure code conformity. The Administration Division provides management and support for the
three other divisions and is responsible for database and records management, organization
development, human resource management, budgeting and resource allocation, contract and
securities management, citywide addressing, committee and commission support, public
Information and support services.
City of San Luis Obispo 13 1 P a g e
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Finance: The Finance Department is responsible for billing and collecting all monies owed to the
city which includes water and wastewater charges, business license fees and transient occupancy
taxes. The department also processes payroll bi- weekly for all city employees and processes
weekly payments to its vendors. The department also manages the City's investments, provides
centralized accounting, prepares all financial reports and develops the city's short and long-term
financial plans. Under the Charter provision that allows for combining positions, it is the City's
longstanding policy that whomever the City Manager appoints as the Director of Finance also
serves as City Treasurer. The Department's goals are: developing and implementing efficient and
effective financial policies, plans and reporting systems that help the operating departments
achieve their objectives and assure the City's long-term fiscal health; customer service and public
access to City information; and providing quality service to all of the department's customers -both
external and internal to the organization.
Fire: The San Luis Obispo City Fire Department is a progressive all -hazards, community -focused
organization. Operating from four fire stations located throughout the City to decrease response
times, highly trained fire companies respond rapidly and with compassion to help citizens, visitors,
and business owners in need. While running in to burning buildings to save lives and property is a
vital part of our tradition that lives on today, San Luis Obispo City responders are cross trained as
paramedic to provide advanced life support; as hazardous materials technicians to mitigate
dangerous leaks and spills; as urban search and rescue technicians to rescue people from trails,
peaks, waterways, and industrial accidents; and as wild land firefighting experts to protect our
community and preserve our beautiful coastal environment. These same responders partner with
the department's Fire Prevention staff to ensure buildings are constructed and maintained with
citizen safety in mind and that fires are investigated to determine cause and prevent further loss.
Fire Department members are also active in the community in an education role, regularly
interacting with business owners and managers, children, and at -risk populations.
Human Resources: The Human Resources 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 Regulations and Work Force Diversity
Program, and directing the City's Risk Management Program. The Director of Human Resources
is appointed by, and is responsible to, the City Manager.
Information Technology: Jnformation Technology js responsible for managing_information
technology operations such as the City's fiber optic network, data file servers, fixed and mobile
computer workstations, fixed and mobile telephones along with multiple radio systems. An
extensive Geographic Information System (GIS), a utility services supervisory control and data
acquisition (SCADA) system, and highly functional data base systems are also provided and
maintained by the Department as services to other departments and the public. The Department's
goals are: protecting the City's technology assets from unauthorized use; effectively using the
City's information technology resources in improving productivity, customer service and public
access to City information; and partnering to provide excellent service to our community by
connecting people to information and technology solutions.
City of San Luis Obispo 14 1 P a g e
Deleted: The
Deleted: Department
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Parks & Recreation: The Parks & Recreation Department programs recreational activities in City
parks, facilities and open space. It consists of the following divisions: Administration,
Facilities/Aquatics; the Laguna Lake Golf Course; Ranger Services; Recreational Sports;
Community Services and Events and Youth Services. The Department serves all ages and abilities
from young children to teens to boomers and seniors. Recreational activities range from after
school childcare at local schools to the use of the Damon Garcia Sports fields to a range of activities
at the Senior Center. The department facilitates contract classes, special events, the City's Public
Art and Community Garden programs and the Santa Rosa Skate Park for local residents use and
enjoyment. The department mission is to enhance and promote personal well-being and a sense of
community. With the assistance of the Parks and Recreation Commission the Department
evaluates the City's policies for open space, parks and recreational facilities and actively seeks
state and federal grants to help pay for projects consistent with the Parks and Recreation Element
of the General Plan.
Police: The Police Department has primary jurisdiction for the enforcement of state law within
City of San Luis Obispo as well as certain ordinances included in the City's municipal code.
Additionally, the Police Department implements and manages programs designed to reduce crime,
and partners with other City departments, government entities, stakeholder groups, and individual
citizens to protect the quality of life in San Luis Obispo. This department is under the direction of
the Chief of Police who is appointed by, and is responsible to, the City Manager.
Public Works: The Public Works Department is responsible for two primary areas, Managing the
Transportation Network and Building and Maintaining Public Infrastructure. Managing the
Transportation Network, the Department is responsible for several elements which include: traffic
signals and signage, traffic safety, traffic studies, traffic calming, street construction and
maintenance, sidewalk maintenance, transportation and bike planning, bike facility development,
bike parking, parking meters on -street, in public surface lots, and in three current structures,
neighborhood parking districts, SLO Transit system, including buses, shelters and other transit
facilities and bridges. Building and Maintaining Public Infrastructure includes; parks, street lights,
urban forest, landscaped areas, storm water and flood control facilities, private development
review and inspection, City buildings and facilities and City fleet. Several programs carry out the
work of the Department, and the department is managed by the Public Works Director, who is
appointed by, and is responsible to, the City Manager.
Utilities: The Utilities Department provides essential services that support the community's health,
well-being, and quality of life. With an ethic of being efficient stewards of the community's
resources and environment, the department treats and distributes the community's potable water
and then collects, treats, and recycles the wastewater for beneficial uses. It believes in a culture of
employee development, empowerment, innovation, and creativity. Its goal is to be a valued partner
in ensuring the public health and safety of our community. The Utilities Department also manages
the solid waste service franchise provided by San Luis Garbage Company.
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Section 3. How Advisory Bodies Work
A. Council Liaison Members
Each year the Council selects two of its members to be "Liaison Members" to each advisory body.
The primary responsibility of these subcommittees is to review applications of citizens who would
like to serve on a particular advisory body and thereafter hold interview sessions and make
recommendations to the full Council for final appointment.
These Council Liaison members can be called upon to facilitate the flow of information between
the Council and that advisory body. From time to time they may attend advisory body meetings.
B. Bylaws and Procedures
1. Bylaws: Each advisory body has approved bylaws that set forth procedures, purpose and
purview, specific functions, meetings, officers, budget, etc. (Charter, Article XII, Section
1204). By May 1st of each odd -numbered year, the bylaws of each advisory body shall be
reviewed by that body. Any proposed changes shall be submitted to the Council through the
City Clerk for approval. If no changes are proposed, a report of the review shall be submitted.
2. Code of Ethics: Each body shall be governed by the City's adopted Code of Ethics (established
by -Resolution No. 8313 [1994 Series], with training requirements set forth by Resolution No.
10432 [2013 Series] to comply with AB 1234).
3. Parliamentary Procedures: All advisory body meetings shall be conducted in accordance with
City practices and policies. Robert's Rules of Order, Newly Revised, shall also be used as a
guide in conducting meetings. Questions should be directed to the appropriate City staff. A
quorum is the majority (more than half) of the total number of established members of the
committee
4. Meetings: All regular meetings shall be held at the established time and place set for that bodes
unless a change is approved by Council. Unless otherwise noted in a specific Advisory's
bylaws, meetings shall be completed no later than 11:00 p.m. unless a majority of the body
elects to continue past the adjournment hour. If the body has not concluded its business, they
will review the balance of the agenda and determine whether to extend the meeting beyond the
hour of 11:00 p.m., continue any remaining items, or adjourn the meeting to another date and
time.,
5. Events: council may hold an event from time to time to recognize advisory body members.
See also Section 1 K). Special meetings may be held pursuant to State Law (see Section 4.
The Brown Actl.
Deleted: A quorum of the Committee shall be as stated in
individually adopted advisory body bylaws or procedures.¶
Deleted: &Events
Moved down [1]: Council may hold an event from time to time
to recognize advisory body members. (See also Section 1 K).
Special meetings may be held pursuant to State Law (see Section 4.
The Brown Act).
Moved (insertion) [1]
6. Meetings are recorded: Planning Commission meetings are video-recorded.,All other advisory Deleted:
body meetings shall be at minimum audio-recorded,Recordings shall be retaine d�n accordance Deleted:
with the City's approved Records Retention Schedule. Deleted: for a minimum of wo (2) years and
7. Action Minutes: The recording secretary for each advisory body shall record the official
actions taken. Minutes shall be prepared and retained permanence in an "action minutes" Deleted:
format in accordance with Council policy (Resolution No. 5304 (1984 Series).
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8. Correspondence from the Public: Written correspondence received from members of the
public regarding any agenda item are retained as part of the official record of the meeting.
Consistent with City Council practice, citizens are encouraged to present written comments
(including emails) at least one day prior to the meeting. This provides advisory bodies with a
greater opportunity to review and consider issues and/or concerns expressed in written
communications prior to a meeting. (See Section 5 I. "Public Records Act and Public Records
Retention" on page 29 for more information about records, including emails).
9. Public Comments on Agenda Items: Consistent with City Council practice for receiving public
testimony on agenda items (with the exception of certain types of public hearings), advisory
bodies are encouraged to limit public comments to three (3) minutes per speaker to ensure that
everyone who wishes to be heard has the opportunity to do so. Additionally, consistent with
Council Policies and Procedures, applications or appeals being heard by an appropriate
advisory body shall be given ten (10) minutes total speakingtime ime (applicant may wish to hold
time for rebuttal arguments) The Chair, with the consensus of the advises bow, mallow
additional brief testimony from speakers who have already commented on the same agenda
item; however, speakers ✓shall not be allowed to Yield their time to another speaker.
C. Continuity of Work and New Ideas
1. Continuity: There exists a pattern of continuing work for every advisory body in order that the
needs of the community are served in a thoughtful yet expeditious manner. Advisory body
chairpersons and the assigned professional staff are the responsible parties for establishing an
even flow of work. New members to advisory bodies are expected to familiarize themselves
with the workload. Normally, it will take new members a bit of time to develop a full
understanding of their new work and confidence in their decision -making abilities. Staff
members can be helpful with questions.
2. New Ideas: Advisory body members should view themselves as an extension of the abilities
of the Council and staff to see and hear matters of importance in our community. Sometimes
old policies and established ways of doing things need to be changed. Sometimes fresh ideas
need to be given a trial. How does the process of developing a new "idea" work?
a. Test the idea on friends; are reactions favorable?
b. Bring the idea to your advisory body under the portion of your agenda where individual
member comments on items not on the agenda are entertained. If fellow members react
favorably; the idea should be formalized in written form.
c. At this point, the "cost' of the idea in terms of staff time and dollars must be evaluated. If
staff sees the cost to be minor and the impact on City operations to be negligible, the idea
can be agendized, discussed publicly and a final decision can be made for a
recommendation to the City Council.
d. Should the "cost' in staff time and money be deemed high, then the Council should be
properly informed and budgeting and staff time approved before further action is taken by
the advisory body.
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A good time for advancing new ideas is during the Financial Plan and City Goal Setting
process, when advisory bodies are actively encouraged to offer such suggestions to the
Council, as most of the resource decisions are made at that time.
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D. Communications
1. Written Reports: Advisory bodies are occasionally requested to make special reports or
recommendations to the Council on specific subjects. The Council may 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 Council to reach a final
decision on important issues.
a. Any recommendation or report from an advisory body is required to be in written form. If
the matter is to appear on the Council agenda, the report must be submitted to the City
Clerk no later than two weeks prior to the 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.
b. Some advisory bodies may receive study or action requests from citizens or groups. These
requests should also be presented in writing to the advisory body, which will then
determine if the committee wishes to pursue that particular issue. The committee shall
advise the Council of the request and the body's determination for action.
2. Goals/Budget: Each advisory body shall prepare proposed major City Goals and Objectives in
a manner established by the City Manager. The advisory body chairperson will be responsible
for speaking to this proposal when the Council conducts its goal setting in study session. The
City Manager will notify the chairperson of time and place of such Council review. More
detailed budget proposals will be made through advisory body staff, consistent with the budget
schedule and process.
3. 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, it shall be
submitted to and receive approval of the Council.
4. 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 Council.
5. Personal Testimony: If a member of an advisory body appears before the Council (or another
advisory body) in a capacity other than as representative of his/her body, it should be explained
in advance that any statements made are not to be construed as representing the opinions or
recommendations of the advisory body.
6. Changes: Changes in a member's address or telephone number, and the names of new officers,
shall be submitted to the City Clerk and advisory body staff liaison as soon as possible.
7. Quarterly Meetings: The Mayor shall meet quarterly with the chairpersons of all advisory
bodies. The purpose shall be for informational updates and to encourage communication.
Quarterly written reports shall be submitted at this meeting and are shared with all Council
Members. The chairperson shall report back to the full committee at the next regular meeting.
Deleted: ¶
8. Annual Report: Each advisory body is required by the Charter to submit to the Council by May
1 st an annual report describing its activities and evaluating its progress for the year (Charter,
Article XII, Section 1205). To provide more timely information to the Council, most
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Committees submit reports at the Mayor/Advisory Body Chairs Quarterly Meetings
throughout the year, thereby fulfilling the Charter requirement.
E. Role of City Staff Persons and Advisory Body Members
Staff support and assistance is provided, 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 Manager and Council. The
advisory body 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.
Staff support includes preparation of a summary agenda subject to approval by the chairperson,
and preparation of agenda reports providing a brief background of the issue, a list of alternatives,
recommendations and appropriate backup material, as necessary. Staff will assist advisory bodies
in the conduct of public meetings and ensure that the business listed on the agenda is addressed.
Advisory body members should have sufficient information to reach decisions based upon a clear
explanation of the issues involved. Best practices dictate that when an advisory body member has
significant questions (i.e. insufficient information has been provided to reach a decision), that they
reach out to staff in advance of the meeting so that any clarification provided by staff may be
shared with all advisory body members and the public in advance of the meeting.
The recording secretary for each advisory body insures, that the meetingis electronically recorded Deleted:
(audio or video) and action minutes are taken as needed. Deleted: s aze
It is important that recommendations the advisory bodies wish to communicate to the City Council
are made through adopted or approved Council agenda procedures. Staff members shall assist the
advisory body chair to insure appropriate legal review or City and state legislation is complied
with.
F. Absences, Leaves of Absence, and Resignations
1. Attendance: If an advisory body member fails, for any reason, to attend three consecutive
regular meetings or a total of six regular meetings within any twelve-month period, that
member shall automatically be considered for replacement. The chairperson of the advisory
body shall inform the Council, through the City Clerk, of such a situation, explaining any
extenuating circumstances resulting in the absences.
2. 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.
3. 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. To request a
Leave of Absence the advisory bodv member shall submit a letter directed to the Council
through the City Clerk stating the reason for the request along with the effective date range of
the request, with a copy forwarded to the chairperson of the advisory body. The City Clerk will
agendize the request for Council action at the soonest possible City Council meeting,
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Resignation: In the event a member finds it necessary to resign from an advisory body, a letter
of resignation stating the effective date of the resignation shall be immediately directed to the
Council through the City Clerk, with a copy forwarded to the chairperson of the advisory body.
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,NOTE: This was moved to Section 11
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Election: when possible, in April, each advisory body, at its regular
meeting, shall elect a chairperson and a vice chairperson.¶
Terms of Office: The tern of office of a chairperson or vice
chairperson shall be one year, commencing upon election. No person
shall serve as chairperson or vice chairperson for more than two
consecutive terms except if noted elsewhere under specific boards
and commissions.¶
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 one year.¶
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Section 4. The Brown Act
A. Overview
The State Legislature has declared that the actions of public bodies be taken openly and that their
deliberations be conducted openly. California's Ralph M. Brown Act (found in the Government
Code Section 54950 through 54961), also known as the "open meeting law," applies to all advisory
bodies, and requires that they:
1. Meet within the jurisdictional limits of the City.
2. Post the agenda at least 72 hours before a regular meeting containing a brief general description
of each item of business to be transacted or discussed.
3. Hold open and public meetings.
4. Give notice of the meetings to any requesting party at least 24 hours prior to the meeting.
5. Provide in bylaws or rules for time and place of regular meetings, if regular meetings are to be
held.
A meetins 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. It is important to
understand that the Brown Act generally prohibits any action or discussion of items not on the
posted agenda. There are special posting requirements for advisory body agendas:
• Regular Meetings — 72 hours in advance
• Special Meetings — 24 hours in advance
• Adjourned Meetings — a regular or special meeting may be adjourned to a specific time and
place (usually to continue a public hearing or other business). A special notice is required
and should be posted within 24 hours of adjournment.
B. Brown Act Provides for Public Comments
The Brown Act mandates that regular meeting agendas allow for two types of public comment
periods. The first is a general audience comment period, where the public can comment on any
item of interest that is within subject matter jurisdiction of the local agency and that is not listed
on the posted agenda. This general audience comment period may come at any time during a
meeting (§54954.3).
The second type of public comment period is the specific comment period pertaining to items on
the advisory body's agenda. The Brown Act requires that the advisory body allow these specific
comment periods on agenda items to occur prior to or during the advisory body's consideration of
that item (§54954.3), including consent calendar items.
Public Comments at Special Meetings: The Brown Act requires that agendas for special meetings
provide an opportunity for members of the public to speak about any item listed on the agenda
prior to the advisory body's consideration of that item (§54954.3). Therefore, for special meetings,
advisory bodies must allow public comments for items on the agenda, however (unlike regular
meetings), a public comment period for items not on the agenda is not required.
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Limitations on Length and Content of Public's Comments: The Brown Act allows a leyLislative Deleted:
body to adopt reasonable regulations limiting total amount of time allocated for public testimony.
In San Luis Obispo, the typical time limit for speakers is three (3) minutes.
It is not permissible to prohibit public criticism of policies, procedures, programs, or services of
the City or acts or omissions of the City (§54954.3(c)). This does not mean that a member of the
public may speak on "anything." If the topic is not within the subject matter jurisdiction of the
advisory body, the Chair should remind the speaker to direct his/her comments to only those
subjects within the advisory body's purview.
C. Common Questions about the Brown Act
The following is intended to give advisory body members a broad understanding of the Brown
Act. Please consult with the staff liaison, the City Clerk, or the City Attorney for more specifics.
1. What are serial meetings?
A serial meeting is any direct communication amongst a majority of the members, outside of
a meeting, to develop a collective concurrence as to action to be taken on an item by the
members. Serial meetings are strictly prohibited by the Brown Act.
Even though a majority of members never gather in a room at the same time, a Brown Act
violation may occur if ideas are exchanged among the majority by going through any person
acting as an intermediary (including staff), and/or through the use of a technological devices,
e.g. telephone answering machine, computer email, or voice mail.
2. What are some examples of serial meetings?
The most common example of a serial meeting is when "Member A" calls "Member B" and
then "Member B" calls "Member C," and so on to share ideas among a majority of the advisory
body.
Another example: A member of a five -member advisory body receives a letter regarding City
business and writes a note on that letter that says "I agree," and then provides a copy of the
letter to two other members.
Email can also be troublesome. Here's an example of how easy it can be to unintentionally
conduct a serial meeting: A staff member sends out via email a document in draft form for
review by the advisory body prior to a meeting. "Member A" recommends to staff a revision
and copies fellow advisory body members. "Member B" disagrees with the proposed change
and others begin to "weigh in" on the subject.
3. This seems restrictive... aren't there any exceptions?
Of course, prohibition against serial meetings does not prohibit all communication between
individuals regarding City business. The Brown Act only prohibits use of serial meetings for
the purpose of "developing a collective concurrence" concerning an issue. This does not
prohibit a staff person from "briefing" members provided that the briefing is limited to
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furnishing information, and the staff person does not solicit opinions concerning an appropriate
course of action for City and then share them among the members.
4. What's a Quorum?
A quorum is the majority (more than half) of the total number of established members of the
committee. A quorum must be present for any business discussion or action to take place. A
quorum must be present for the duration of a meeting. If a member leaves during the meeting,
resulting in the lack of a quorum, no further business may be conducted and the meeting must
be adjourned.
If vacancies exist on the advisory body, those vacant positions still count towards the quorum.
For example, if one seat is vacant on a five -member body, and two members are absent there
is not a quorum.
5. What are some exceptions to the Brown Act?
Advisory body members may attend and/or participate in the following as long as a majority
of the members do not discuss amongst themselves matters that are within the subject
jurisdiction of the advisory body:
• Informational or educational workshops or conferences
• Community meetings, such as town hall meetings, workshops, forums, etc. not sponsored
by the advisory body
• A meeting of another body of the local agency
• Social or ceremonial events.
6. Can an advisory body conduct a retreat?
"Team building" or "goal setting" retreats may be held, but they must be held within the City,
be properly noticed, and be open to the public.
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Section 5. Tips for Being an Effective Advisory Body Member
A. Understanding Your Role and Scope of Responsibility
After appointment by the Council, the _Citystaff member designated to serve in support of your
advisory body will schedule an orientation appointment with you and provide materials maintained
by the City Clerk, includine this handbook, which are useful or the roll of an advisory body
member. This is your chance to learn more about City government and the scope of responsibility
(purview) of the advisory body to which you have been appointed In addition to read n this
Handbook (which will answer many of your questions), start preparing for your new role by:
1. Reviewing the City's Mission Statement, Organizational Values, and your advisory body by-
laws.
Deleted: City Clerk will present new advisory body members with
a useful binder of information about the City, which includes this
handbook. In addition, the
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2. Reading the other information provided to you in your orientation about the City and your
Deleted: binder
specific advisory body.
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Deleted: Keep the binder handy for easy reference and review.
3. Getting to know fellow advisory body members and staff, Learn the history and "languua e" of
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your advisory body, Ask about upcoming issues.
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4. Considering meeting with the Chair of your advisory body and/or a Council Liaison to learn
more about your role and to understand expectations. This will ME you focus in on the "bid Deleted:
picture" and how you fit in.
5. Becoming familiar with basic meeting management and diplomatic decision -making
procedures.
6. Attending training programs and workshops offered to you by the City.
B. Prepare Ahead for Meetings
Most citizens understand when they apply to serve on an advisory body that they will be making
a commitment of time to attend meetings, but many are often surprised by the amount of time it
takes to prepare properly for a meeting. j3eiLlUrepared is key to making good decisions and will Deleted:
strengthen the value of your advisory body's recommendations.
1. Do your homework! This involves setting enough time aside to review thoroughly and consider
the entire agenda packet.
2. When you receive your agenda packet, read it carefully. Be prepared to discuss fully, evaluate,
and act on all matters scheduled for consideration. Think about:
a. The number of items.
b. Those items that may be controversial.
c. Difficult procedural items.
d. Issues you know little about.
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3. Visit any sites or facilities that will help you understand the issues.
4. Start a list of questions for staff.
5. Call or meet with staff before the meeting to learn more, if need be. Getting more information
ahead of time may make your decision -making easier and help move the meeting. Your questions
may also alert staff to issues that others may also be pondering. Advance knowledge assists staff
with preparing oral reports and adequately addressing the issues during the meeting.
6. Show up on time and be ready to work. (It's also helpful to be well rested!)
C. Develop Positive Relationships
Being selected by the City Council to serve on an advisory body is a high honor and provides a
unique opportunity for genuine public service. Open, honest and supportive relationships with the
City Council, with City staff and fellow members of your advisory body will ensure your success
and effectiveness.
1. The proper channel to contact City staff on items of consideration is through the designated
City staff person providing support to your advisory body.
2. Demonstrate respect to your fellow advisory body members by being a good listener, by
communicating honestly, and by being dependable.
3. Adopt a positive attitude and become a problem -solver.
4. If you have a new idea, propose it to the group as a whole. (See also Section 3.C.2, Continuity
of Work and New Ideas.)
5. If friction develops, individuals should make every attempt to clarify differences and make
certain that clear communication is taking place. The public meeting should not be used to
express anger or disagreement.
6. If differences cannot be resolved, consider consulting with the appropriate individual/s next in
line in the "chain of command": 1) Staff Liaison or Chair, 2) the Department Head, 3) City
Manager or Council Liaison.
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D. Encourage and Honor Public Participation
Some advisory body meetings are well attended by the public and others are not. Nevertheless, it's
important to remember that everyone is entitled to his or her own opinions.
Some members of the public are quite used to speaking before a public body, but most are not.
Individuals may address the advisory body to either present an issue or concern, or to speak for or
against an item. This may be the first time they have ever done this, and they may find the
experience intimidating. Anxiety can be expressed in a variety of ways, including aggressiveness
or forgetfulness, so be patient and remember to:
1. Be fair and consistent.
2. Pay attention to all speakers and actively listen to what they are saying.
3. Ask questions for clarification, but avoid debate or "cross-examining."
4. Be sure that your body language is not sending mixed or negative messages.
5. See also this section H: Special Tips for the chairperson.
E. Respect Individual Viewpoints
Although it may seem like this tip could simply go unsaid, it is important to remember it (especially
when you feel very strongly about a matter): Treat fellow members of your advisory body, staff,
and the public with respect and courtesy at all times.
1. Allow others time to present their views fully.
2. Actively listen and seek to understand.
3. Avoid interrupting others.
4. Be open to new ideas.
5. Explore alternatives.
6. When necessary, agree to disagree.
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F. Communicate Effectively
Advisory body members serve as a communications link between the community, staff, and City
Council. You provide a channel for citizen expression. Not only is it important for you to listen
carefully to others, but you also need to be able to communicate effectively what you are hearing
and thinking.
1. Take notes to remind yourself of questions you want to ask or important comments you wish
to make.
2. Be direct, open, and forthright.
3. Provide rationale for opinions or recommendations.
4. Stay on topic.
5. Take your charge seriously, but maintain composure and keep your sense of humor.
6. When speaking to the public and/or press, be sure you are representing the majority views of
your individual advisory body. Personal opinions should be clearly identified as such.
7. Speak clearly and be sure people can hear you.
8. If you wish to communicate using electronic mail (email), use the tool wisely. It is easy to
unintentionally violate the Brown Act, so certain caution must be exercised when using email.
(See Section 4 C, Common Questions about the Brown Act.)
G. Special Tips for the Chairperson
The chairperson's main role is to provide the advisory body with group direction and to set the
tone for meetings. The Chair must balance being strong enough to move the meeting along and
democratic enough to involve all members in the meeting. The effective chairperson:
Remembers to explain the public participation process to the audience. (For example: "The
commission will hear first from staff who will present the staff report. Commission questions to
staff will follow and then the floor will be open to the public, who may comment on the matter.
Following public comment, the matter will come back to the commission for our deliberation and
action.")
1. Announces each item before discussion begins.
2. Is even-handed and fair to all participants.
3. Observes specified time limits.
4. Protects commissioners and staff from verbal attacks.
5. Solicits opinions, feelings, and positions from all members.
6. Encourages the generation of alternative solutions.
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7. Protects new thoughts from being rejected prior to fair evaluation.
8. Discourages finger pointing and blame -orientated statements or questions.
9. Keeps the discussion focused on the issue.
10. Delays evaluation and analysis of alternatives until all are on the table.
11. Guides the process of screening alternatives and selecting the solution.
12. Attempts to obtain consensus.
13. Moves the meeting along and does not let the advisory body drift off the subject at hand.
H. Managing Difficult Meetings
Here are some additional tips for managing any meeting, but particularly the difficult ones:
1. Encourage the designation of a spokesperson for any groups.
2. Ask staff to make sure there are plenty of extra agendas and staff reports.
3. Establish and announce rules before the meeting begins.
4. Introduce each item and possible actions.
5. Try not to waste time on routine items.
6. Encourage speakers to address the advisory body and not the audience.
7. Discourage clapping and shouting.
8. Use recesses to help diffuse hostility.
9. Adhere to speaker time limits.
10. If you don't already, use speaker slips/cards.
11. Make sure that all advisory body members are addressing each other, through you, and not the
audience.
12. Consider continuing an item for further discussion if it appears consensus may not be reached.
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I. Public Records Act and Public Records Retention
The state's Public Records Act (Government Code Sections 6250 et seq.) generally authorizes any
person to request and receive copies of public records maintained by any state or local agency,
unless the records sought are exempt from disclosure. The definition of "public record" is quite
extensive and incorporates almost every conceivable sort of electronic or hard copy image,
document or communication that relates in a substantive way to the conduct of City business, that
is in the possession of a public employee or official�Public records are required to be retained by
public agencies under a different set of statutes for varying periods of time. Public records stored
on either City or personal devices and accounts must comply with the Public Records Act and
retention statutes. See the CityCRecords Retention Polite, Electronic Communications Policy,_
Mobile Phone Polite, and the City Council Social Media Policv for what constitutes apublic
record that must be retained.
Advisory board members that receive records substantively relating to City business, either hard
copy or electronic, at home or work should forward them to appropriate City staff for storage and
retention on the City's system.
No advisory board member has a City managed email account. Each board member is required to
forward email records pertaining to their conduct of City business, received directly or through
private accounts or devices, to the advisory body mailbox. The staff member assigned to the
respective board can advise the members as to how to forward records to the advisory body
mailbox.
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Section 6. Advisory Body Bylaws
Permanent advisory bodies are established by the City Council by either ordinance or resolution.
Membership is defined in the enabling legislation and all members are appointed by the Council.
Members are selected:
• On the basis of interest, experience and knowledge in the field pertinent to the committee.
• To represent a particular segment of the community (student, elderly, disabled).
• From a broad representation of community interest and expertise.
Most advisory bodies meet regularly at established times. Technical or special-purpose bodies may
meet regularly or only when projects or proposals require their attention.
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A. Active Transportation Committee Bylaws (T/SP)
ARTICLE 1. PURPOSE
The purpose of the Active Transportation Committee (ATC) is to provide oversight and policy
direction on matters related to bicycle and pedestrian transportation in San Luis Obispo and its
relationship to bicycling and walking outside the City.
ARTICLE 2. COMMITTEE MEMBERSHIP AND TERMS OF OFFICE
The Active Transportation Committee shall have seven members appointed by the City Council to
staggered terms of four years. Members must be residents and registered voters of the City.
Committee members will serve at the pleasure of the City Council. Any Committee member may
be reappointed, provided no appointee serves more than two consecutive four-year terms. A
member who has served two consecutive four-year terms can be reappointed after a one year
absence from the Committee.
ARTICLE 3. OFFICERS
1. Llection of officers is governed by section LH (Advisory Body Basics / Officer Election Deleted: The officers wdl consist of chairperson and Vice -
and Officer Terms);, Regular elections for Advisory Body Chair and Vice Chair shall be Chairperson who will be elected annually at a regular committee
meeting in each calendar year
held in April of each odd year at a regular meeting. Special elections for Chair or Vice Deleted: .
Chair shall be held at the first meeting following the unscheduled resignation of an officer,
or other reason for an officer position to become vacant.
2. The Chairperson will preside over all meetings of the Committee and perform such duties
as directed by the Committee. The Vice -Chairperson will serve in the absence or incapacity
of the Chairperson.
ARTICLE 4. MEETINGS
1. The Committee will hold a regular meeting at least quarterly. The meetings are generally
held the third Thursday of every other month (January, March, May, July, September and
November) at 6:00 p.m. in the Council Hearing Room, City Hall, 990 Palm Street, San
Luis Obispo, California. All meetings will be open to the public.
2. The Chairperson or any four members of the Committee may call a special meeting,
provided that a week's prior notice is given in writing to each member.
3. A quorum is the majority of the total number of established members of the committee
4. All actions of the Committee will be decided by a majority vote or consensus and will be
directed through the Chairperson.
5. All members present must vote, except when abstaining due to a declared conflict of
interest.
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A failure or refusal to vote when present (except for a declared conflict of interest) will be
construed as an affirmative vote.
6. Any member with a declared conflict of interest will not vote or participate in any
discussion of any item or in any manner attempt to influence the decision on that item.
ARTICLE 5. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Committee can be appointed as
needed by the Chairperson.
ARTICLE 6. ADVISORY BODY POLICIES
The Committee adopts and incorporates by reference all policies as stated in the City of
San Luis Obispo Advisory Body Handbook that are not in conflict with these bylaws.
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B. Administrative Review Board Bylaws (T/SP)
MEMBERSHIP ---� Deleted: I
The Administrative Review Board (ARB) consists of three members appointed for three _year Deleted: two
terms. j3e ig nnin 2g 022 appointments will be made in a manner to stage4he terms such thatonI Deleted: However, after appointment of the initial board for a two
one member will expire in a given yea; yew term, one member is eligible to be appointed for a one year
\ term, and two members are eligible to be appointed for a two yew
term. Thereafter,
Members must be residents and registered voters of the City pursuant to the City of San Luis \ Deleted: ed, every other year pattern, so that
Obispo City Council Policies & Procedures Manual, and qualified by experience, training or Deleted: of
education in the conduct of administrative hearings. Deleted: one
Deleted: , and the term of the other members will expire one year
PURPOSE later.
The purpose of the Board is described in Article 1. Functions.
ARTICLE 1. FUNCTIONS
The Administrative Review Board is established to provide the following functions:
To conduct and decide, as final decision maker for the City, administrative appeal hearings
relating to administrative citations issued for certain contested San Luis Obispo Municipal
Code enforcement matters that require a more detailed administrative record. This Board
will not hear appeals of citations issued for violations of Title 15 (Building and
Construction), which appeals are heard by the Construction Board of Appeals, or appeals
of most zoning or subdivision appeals, which are heard by the Planning Commission.
2. To issue written decisions based on findings of fact supported by evidence introduced at
the hearing in a format sufficient to enable an appellant to challenge the decision by petition
for writ to the Superior Court.
ARTICLE 2. MEETINGS
1. The Board shall meet at least once annually to elect its officers, consider adoption of any
policies or procedures, and make any recommendations to the Council.
Deleted: <#>Regular meetings of the Board shall be held on the
2. Meetings shall be held as needed, in accordance with Municipal Code section 1.24.110 B, second Tuesday of each month at 3:00 p.m. ¶
unless otherwise agreed in writing by the Appellant and the Department Head of the Deleted:Otherm
department that issued the citation that is the subject of the appeal,The agenda for any such Deleted:
meeting shall be publicly posted at least three days in advance of the meeting in a form and
manner acceptable to the City Clerk.
3. Meetings shall be held in the Council Hearing Room, City Hall, 990 Palm Street, San Luis
Obispo, California, or at a location otherwise noticed.
4. In the event the Board desires to hold all or any portion of a meeting at a place other than
the City Hall, then the place of such meeting shall be posted on the bulletin board located
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at the entrance to City Hall prior to the time herein designated for such meetings in
accordance with law.
ARTICLE 3. OFFICERS
1. Officers of the Board shall be a Chairperson and a Vice Chairperson.
2. Officers shall be filled from appointed members by voice vote of the voting membership.
3. Election of officers is governed by section LH (Advisory Body Basics / Officer Election
and Officer Terms),,: Regular elections for Advisory Body Chair and Vice Chair shall be Deleted: Election of officers shall be held annually at the first
held in April of each odd year at a regular meeting. Special elections for Chair or Vice meetingheldafter April 1.
Chair shall be held at the first meeting following the unscheduled resignation of an officer,
or other reason for an officer position to become vacant.
4. The City Clerk shall designate a staff person to serve as Secretary to the Board.
ARTICLE 4. DUTIES OF THE CHAIRPERSON
The Chairperson shall preside at all meetings of the Board. The Chairperson shall preserve order
and decorum at all meetings, shall vote on all questions and announce the Board's decisions on all
subjects.
ARTICLE 5. DUTIES OF VICE CHAIRPERSON
The Vice Chairperson shall act as Chairperson during the temporary absence or incapacitation of
the Chairperson.
ARTICLE 6. DUTIES OF THE SECRETARY
1. It shall be the duty of the Secretary to keep full, true and correct records of the action of
the Board and provide each member of the Board with minutes of each meeting. The
Secretary shall also audio record the meeting.
2. After final action by the Board on an appeal, the Secretary shall transmit copies of the
decision to the appellant, Board and City department initiating the administrative citation.
3. Minutes will be submitted to the Board for approval at the next meeting.
4. The Secretary shall prepare an agenda for each meeting.
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ARTICLE 7. CONDUCT OF MEETINGS
Board members should address questions through the Chairperson.
2. Members of the audience should address Board members or other persons present through
the Chairperson.
3. After roll call, the Chairperson shall publicly announce the procedures to be followed to
consider the hearing item(s)and then proceed as follows:
a. Members of the public wishing to speak in favor of, or in opposition to, the appeal
shall be invited to comment.
b. The Chairperson shall introduce the appeal and ask for oral staff reports.
C. The staff report and any administrative citation issued and submitted to the Board
shall be placed into the record with all communications received regarding the
appeal. Staff reports shall be submitted for all appeal hearings in a form acceptable
to the Board.
d. The administrative citation and any documents, photos or other written information
provided to the appellant at time of, or prior to, issuance of the administrative
citation shall be admitted as prima fascia evidence under Government Code Section
53069.4.
e. The appellant or the attorney for the appellant shall be invited to make a
presentation on the appeal and to address the staff presentation, public comments
or Board questions.
4. The City shall have an opportunity to respond to the appellant's presentation, answer any
questions from the Board and may briefly summarize its position.
5. The appellant shall have the opportunity to address any final comments, answer any
questions from the Board and may briefly summarize its position.
6. Thereafter, discussion shall be confined to members of the Board; provided that the Board
may at any time prior to a decision on an item, ask questions of City staff, the appellant or
any person present as it deems necessary and appropriate to its resolution of the appeal.
7. The Board, upon formal motion, shall take action on the appeal�A board member shall not Deleted:
vote unless he or she was present during the entire hearing, unless he or she listens to the
tape of the hearing or reads the written hearing record (if any) prior to voting.
8. The Board shall issue a written decision, which shall contain, at a minimum, the
information required by Municipal Code Section 1.24.130. If the action is other than the
staff recommendation, the Board shall direct staff to prepare a proposed decision for Board
consideration at the next meeting reflecting the deliberation and conclusion of the Board,
which shall be distributed to the Board and appellant at least 72 hours prior to the next
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meeting. The decision shall include information concerning the appellant's right of petition
for writ and/or right of appeal for a trial de novo to the Superior Court
ARTICLE 8. QUORUM
A quorum is the majority of the total number of established members of the board
ARTICLE 9. VOTING
The vote on all motions deciding the appeal may be, but is not required to be, by resolution
and a roll call vote shall be taken for the ayes and noes prior to the consideration of the
next order of business. All other motions may be by voice vote.
2. Failure of any motion resolution or other action to receive two affirmative votes shall result
in failure or denial of the motion, resolution or other action.
ARTICLE 10. AGENDA
In order for items and materials to be included on an agenda or to be acted upon by the Board, they
must be submitted to the Secretary of the Board at least 3 days prior to the date on which said
request will be considered by the Board, unless a longer period is specified in Chapter 1.24 of the
Municipal Code. Such request must be made in writing.
C. Architectural Review Commission (A)
MEMBERSHIP
The Architectural Review Commission (ARC) has seven members. Members must be residents
and registered voters of the City. 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.
PURPOSE
The ARC shall review and approve plans for all structures and physical improvements, and for
any relocation, addition, extension, or exterior change to existing buildings, structures and physical
improvements, with purview limitations as set forth in Section 2.48.050 of the San Luis Obispo
Municipal Code. Approval by the ARC must be obtained before a building permit or other city
permit may be issued authorizing construction, alteration, relocation, addition, or extension.
ARTICLE 1. MEETINGS
Regular meetings shall be held at 5:00 p.m. on the first and third Monday of each month.
2. Agenda items shall be completed by 9:00 p.m. unless a majority of Commissioners agree
to extend the meeting.
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Deleted: A majority of the number of established Board members
shall constitute a quorum for the transaction of business
Deleted: (COLINCIL ADOPTED ON 12/13/2016)¶
Deleted: ¶
Page Break
Deleted: ¶
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3. Regular meetings shall be held in the Council Hearing Room, City Hall, 990 Palm Street,
San Luis Obispo, California.
4. In the event that the Architectural Review Commission desires to hold all or any portion
of a regular meeting at a place other than the Council Hearing Room, then the place of such
meeting shall be posted on the doors of the Council Hearing Room prior to the time
designated for the meeting in accordance with law.
ARTICLE 2. ELECTION OF OFFICERS
1. The Commission shall select a Chairperson and Vice- Chahperson from at its
members.
2. Election of officers is governed by section 1.G (Advisory Body Basics / Officer Election
and Officer Terms Regular elections for Advisory Body Chair and Vice Chair shall be
held in April of each odd year at a regular meeting. Special elections for Chair or Vice
Chair shall be held at the first meeting following the unscheduled resignation of an officer,
or other reason for an officer position to become vacant. ,
2. Commissioners shall serve as Chairperson or Vice -Chairperson at the discretion of the
Commission.
3. The Chairperson shall preside at all meetings of the Commission. The Vice -Chairperson is
Chairperson in the absence of the Chairperson or in case of inability of the Chairperson to
act.
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Deleted: 1.
Deleted:
Deleted: to serve for a one-year term beginning April 1st of
each year...
Deleted: .
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ARTICLE 3. CONDUCT OF MEETINGS
Commissioners should address questions through the Chairperson.
2. Members of the audience should address Commissioners or other persons present through
the Chairperson.
3. Procedure for reviewing public hearing items:
After roll call the Chairperson shall announce to the public the procedures to be followed
to consider the public hearing items and then proceed as follows:
a. The Chairperson shall introduce the items and ask for oral staff reports.
b. The staff report previously submitted to the Architectural Review Commission
shall be placed into the record with all communications received regarding the
proposal. Staff reports shall be submitted for all public hearing items in a form
acceptable to the Commission.
C. The applicant or applicant's representative shall be invited to make a 10-minute
presentation on behalf of the request.
d. Members of the public wishing to speak in favor or in opposition of the application
shall be invited to make a presentation.
e. The public hearing shall be closed to the public and discussion confined to members
of the Commission; provided that the Commission may reopen the public hearing
at any time prior to a decision on an item on an affirmative vote of the majority of
those members present.
f. The Commission, upon formal motion, shall take action on the proposal. The
Chairperson shall inform the applicant and public of the right of appeal and
procedures for filing such an appeal.
ARTICLE 4. QUORUM
1. A quorum is the majority of the total number of established members of the commission,,__ Deleted: Four members of the Commission constitutes a
quorum for the transaction of business
2. No approval or other action of the Commission shall become effective without receiving
the affirmative vote of a majority of the members present.
ARTICLE 5. VOTING
Except as otherwise provided in the San Luis Obispo Municipal Code and state law, no
motion or any other action shall be passed or become effective without receiving the
affirmative vote of at least a majority of members present.
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2. Failure to receive such an affirmative vote shall result in failure or denial, as appropriate,
of the motion or other action.
3. Except as allowed under the Political Reform Action of 1974, any member abstaining due
to a declared conflict of interest shall not participate in the discussion of the items or
otherwise influence or attempt to influence in any manner the decision on the item.
4. All members, when present, must vote except when refraining from participating due to a
potential conflict of interest.
5. Commissioners not supporting a motion for project approval shall summarize the reason
for their vote.
ARTICLE 6. PUBLIC RECORDS
Records of all public hearings shall be made available to the public in the office of the
Community Development Department.
2. Secretary Duties: The secretary shall keep minutes of each meeting and shall record the
official action taken. The records of all proceedings and the basis for all findings shall be
available to the Council and to the public.
ARTICLE 7. ATTENDANCE
Any member of the Architectural Review Commission who fails, for any reason, to attend
three consecutive regular, adjourned regular, or specially -scheduled (excluding
Commission site visits) meetings, or a total of six such Commission meetings within any
12 month period, shall be reviewed by the Chairperson for possible referral to the City
Council.
ARTICLE 8. FILLING VACANCIES AND REMOVAL OF MEMBERS
Vacancies shall be filled for unexpired terms. The Council, by majority action, may remove
any Commissioner as provided in the City Charter.
ARTICLE 9. RULES, REGULATIONS AND PROCEDURES
The Commission may adopt rules, regulations and procedures as required for the
transaction of its business. These rules shall become effective upon approval of the
Council.
COMPENSATION
The City Council has approved a stipend of 70 per meeting Lnt to exceed 80 month) for
Deleted: 60
each member of the ARC (Resolution No. 0J 887 018 Series]
Deleted: 2a0
Deleted: 10516
Deleted: 2014
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D. Citizens' Revenue Enhancement Oversight Commission Bylaws (T/SP)
MEMBERSHIP
The Citizens' Revenue Enhancement Oversight Commission (REOC) has five members. Members
must be residents and registered voters of the City. When recruiting members, the City seeks
members that have experience with finance, budgeting, or municipal accounting, though this is not
a requirement of membership.
PURPOSE
REOC was established to provide transparency and maximize city accountability, as part of the
passage of a ballot measure approving a general use tax to protect and maintain essential services
and facilities —such as open space preservation; bike lanes, sidewalks and other traffic congestion
relief projects; public safety; neighborhood street paving and code enforcement; flood protection;
senior citizen programs including services and facilities; and other vital general purpose services
and capital improvement projects. REOC is responsible for reviewing and making budget
recommendations directly to the City Council regarding expenditures from the essential services
transactions (sales) and use tax, and reporting annually to the community on the City's use of these
tax revenues. (San Luis Obispo Municipal Code §3.15.020)
ARTICLE 1. MEETINGS
The REOC shall meet a minimum of four times per year to conduct its business.
2. REOC regular meetings will follow the diagram on the next page and be integrated into
the City's budget processes for the two-year financial plan, fiscal year-end, and financial
plan supplement. Meeting dates may change from year to year according to the actual
budget schedule.
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REOC Standard Schedule with Financial Plan Milestones
Nov
Community Report
Preparation
Oct Ian Apr
Fiscal Year End Community Report/ Supplement/Carryover
Expenditures Citizen Oversight Meeting Recommendations
August September October November December ]—Jay February March April May June
mry Jan J—
Nov Financial Audit Mar Jun
Goal Setting/ Budget Supplemental Budget
Oct Report Prep Jan Recommendations Adoption
Fiscal Year End Community Report/
Expenditures Citizen Oversight Meeting
Fiscal Year Two
August September October November December Jan ary Fe ruary March April May June
J�p Jan Apr (—
Council Goals Strategic Budget
Jan Direction Jun
Community Forum Financial Pfan
Adoption
Key: REOC (diamond) Council (circle) 10 01/17115
3. Agenda items shall be completed by 9:00 p.m. unless a majority of Commissioners agree
to extend the meeting.
4. Regular meetings shall be held in the Council Hearing Room, City Hall, 990 Palm Street,
San Luis Obispo, California.
5. Special meetings may be called by a majority of the REOC, or by City staff in consultation
with the Chairperson, if additional meetings are necessary to accomplish the purpose and
duties of the Commission.
6. In the event that the REOC desires to hold all or any portion of a regular meeting at a place
other than the Council Hearing Room, then the place of such meeting shall be posted on at
the doors of the Council Hearing Room prior to the time designated for the meeting in
accordance with law.
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ARTICLE 2. ELECTION OF OFFICERS
The Commission shall select a Chairperson and Vice -Chairperson from among its members
to serve for a one-year term beginning with the first meeting following the start of each
fiscal year (July 1).
2. Commissioners shall serve as Chairperson or Vice -Chairperson at the discretion of the
Commission.
3. The Chairperson shall preside at all meetings of the Commission. The Vice -Chairperson is
Chairperson in the absence of the Chairperson or in case of inability of the Chairperson to
act.
ARTICLE 3. CONDUCT OF MEETINGS
Commissioners should address questions through the Chairperson.
2. Members of the audience should address Commissioners or other persons present through
the Chairperson.
3. Procedure for reviewing public hearing items:
After roll call the Chairperson shall announce to the public the procedures to be followed
to consider the items listed on the agenda and then proceed as follows:
a. The Chairperson shall introduce the items and ask for oral staff reports, as
appropriate.
b. The staff report previously submitted to the REOC shall be placed into the record
with all communications received regarding the item. Staff reports shall be
submitted for all public hearing items in a form acceptable to the Commission.
C. Members of the public wishing to speak on the topic of the agenda item shall be
invited to make a presentation. Public comment shall be accepted for agenda items
that are listed as presentations, business items, or public hearings.
d. Following public testimony on an agenda item, the public hearing or public
testimony portion of the meeting shall be closed to the public and discussion
confined to members of the Commission; provided that the Commission may
reopen the public hearing or invite additional testimony at any time prior to a
decision on an item on an affirmative vote of the majority of those members present.
e. The Commission, upon formal motion, shall take action on the item or
recommendation.
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ARTICLE 4. QUORUM
1. A quorum is the majority of the total number of established members of the commission ` Deleted: Three members of be commission constitutes a
quorum for the transaction of business
2. No action of the Commission shall become effective without receiving the affirmative vote
of a majority of the members present.
ARTICLE 5. VOTING
1. Except as otherwise provided in the San Luis Obispo Municipal Code and state law, no
motion or any other action shall be passed or become effective without receiving the
affirmative vote of at least a majority of members present.
2. Failure to receive such an affirmative vote shall result in failure or denial, as appropriate,
of the motion or other action.
3. Except as allowed under the Political Reform Action of 1974, any member abstaining due
to a declared conflict of interest shall not participate in the discussion of the items or
otherwise influence or attempt to influence in any manner the decision on the item.
4. All members, when present, must vote except when refraining from participating due to
actual or potential conflict of interest.
5. Commissioners not supporting a motion for action shall summarize the reason for their
vote.
ARTICLE 6. PUBLIC RECORDS
Records of all public hearings shall be made available to the public in the office of the City
Clerk.
2. Secretary Duties: The secretary shall be a representative of the City Clerk's Office, and
shall keep minutes of each meeting and shall record the official actions taken. The records
of all proceedings shall be available to the Council and to the public.
ARTICLE 7. ATTENDANCE
Any member of the REOC who fails, for any reason, to attend three regular, adjourned
regular, or specially -scheduled meetings, within any 12 month period, shall be reviewed
by the Chairperson for possible referral to the City Council.
ARTICLE 8. TERM LIMITS, FILLING VACANCIES AND REMOVAL OF MEMBERS
1. Terms are for three
2. Vacancies shall be filled for unexpired terms. The Council, by majority action, may remove
any Commissioner as provided in the City Charter.
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ARTICLE 9. RULES, REGULATIONS AND PROCEDURES
The Commission may adopt rules, regulations and procedures as required for the
transaction of its business. These rules shall become effective upon approval of the
Council.
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E. Construction Board of Appeals Bylaws (T/SP)
MEMBERSHIP and TERMS
The Construction Board of Appeals (CBOA) consists of seven members. Members must be
residents and registered voters of the City pursuant to the City of San Luis Obispo City Council
Policies & Procedures Manual. Five of the seven members shall be qualified by experience and
training to pass on matters pertaining to building construction and building service equipment,
hazards of fire, explosions, hazardous conditions or fire protection and who are not employees of
the City. Two members of the Board shall be physically disabled persons, as defined in the adopted
California Building Code. Board members may serve simultaneously on other non -technical City
advisory bodies pursuant to the City of San Luis Obispo City Council Policies & Procedures
Manual.
Each term of office will be for four years. There is no limitation to the number of consecutive
terms of appointment �eieted: ¶
PURPOSE
The purpose of the Board is described in Article 1. Functions.
ARTICLE 1. FUNCTIONS
The Construction Board of Appeals is established to provide the following functions:
1. To determine the suitability of alternate materials, methods of construction, and other
specifications set out in the City's adopted Uniform Codes.
2. To interpret the provisions of the City's adopted Uniform Codes and to hear and decide
appeals of orders, decisions or determinations made by the Chief Building Official, Code
Official or Fire Marshall relative to the application and interpretations of the adopted Codes
of Title 15.
3. To conduct hearings and provide the second level of administrative review for contested
Administrative Citations issued pursuant to the adopted codes of Title 15 or otherwise
issued by the Chief Building Official. To serve as the acting Housing Appeals Board
required under California Health & Safety Code section 17920.6, and to also serve as the
appeals body for any other adopted codes found within Title 15 of the San Luis Obispo
Municipal Code, including disability access requirements imposed by the California
Building Standards Code and the California Health & Safety Code.
ARTICLE 2. MEETINGS
1. Meetings shall be on call of the Chief Building Official on at least three days public notice
given in a form acceptable to the City Clerk.
2. Meetings shall be held in the Council Chamber, City Hall, 990 Palm Street, San Luis
Obispo, California, or at a location otherwise noticed.
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3. In the event the Board desires to hold all or any portion of a meeting at a place other than
the City Hall, then the place of such meeting shall be posted on the bulletin board located
at the entrance to City Hall prior to the time herein designated for such meetings in
accordance with law.
ARTICLE 3. OFFICERS
Officers of the Board shall be a Chairperson and a Vice Chairperson elected from the board
membership.
2. The Commission shall select a Chairperson and Vice -Chairperson from among its
members
3. Election of officers is governed by section LH (Advisory Bodv Basics / Officer Election
and Officer Terms Regular elections for Advisory Body Chair and Vice Chair shall be
held in April of each odd year at a regular meeting_ Special elections for Chair or Vice
Chair shall be held at the first meeting following the unscheduled resignation of an officer,
or other reason for an officer position to become vacant. ,
ARTICLE 4. DUTIES OF THE CHAIRPERSON
The Chairperson shall preside at all meetings of the Board. The Chairperson shall preserve order
and decorum at all meetings, shall vote on all questions and announce the Board's decisions on all
subjects.
ARTICLE 5. DUTIES OF VICE CHAIRPERSON
The Vice Chairperson shall act as Chairperson during the temporary absence or incapacitation of
the Chairperson.
ARTICLE 6. DUTIES OF THE SECRETARY
1. In the event the Chairperson and Vice Chairperson are absent, the Secretary shall call the
meeting to order and the Board shall elect one of its members to act as Chairperson pro
tempore.
2. It shall be the duty of the Secretary to keep full, true and correct records of the action of
the Board and provide each member of the Board with minutes of each meeting.
3. The Secretary shall transmit copies of decisions and written findings to the City Council.
4. Minutes will be submitted to the Board for approval at the next meeting.
5. The Secretary shall prepare an agenda for each meeting.
ARTICLE 7. CONDUCT OF MEETINGS
Board members should address questions through the Chairperson.
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Deleted: offices shall be filled from appointed members by
written ballot of the voting membership
Deleted: Election of officers shall be held annually at the first
meeting held after April 1
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Members of the audience should address Board members or other persons present through
the Chairperson.
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ARTICLE 8. QUORUM
A quorum is the majority of the total number of established members of the board Deleted: A majority of the number of established Board members
shall constitute a quorum for the transaction of business
ARTICLE 9. VOTING
The vote on all motions making recommendation to the City Council shall be by resolution,
and a roll call vote shall be taken for the ayes and noes prior to the consideration of the
next order of business. All other motions may be by voice vote.
2. Failure of any motion resolution or other action to receive three affirmative votes shall
result in failure or denial of the motion, resolution or other action.
ARTICLE 10. AGENDA
In order for items and materials to be included on an agenda or to be acted upon by the committee,
they must be submitted to the Secretary of the Board at least ten days prior to the date on which
said request will be considered by the Board. Such request must be made in writing setting forth
the following:
The applicable Code provision.
2. The nature of the requested change or interpretation.
3. The reasons for the change or interpretation.
ARTICLE 11. REFERRAL TO CITY COUNCIL
After the conclusion of the hearing on the request, all decisions and findings shall be made in
writing to the City Council with a duplicate copy to the appellant. The Board may recommend
such new legislation as may be necessary.
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F. Cultural Heritage Committee Bylaws (A)
ARTICLE 1. PURPOSE
Insert new adoption date_ Deleted: February6,2018
The Cultural Heritage Committee (CHC) promotes the preservation of architectural,
archaeological, historical and cultural resources in San Luis Obispo, , As a City Council Deleted: by:
established advisory body and a historic preservation commission of a Certified Local
Government, in partnership with State of California Office of Historic Preservation and
National Park Service, its roles are mandated by the City ordinance and guidelines and Certified
Local Government Requirements for Certification.
ARTICLE 2. COMPLIANCE WITH OTHER REQUIREMENTS
The functioning of the Cultural Heritage Committee and all of its actions and decisions shall be in
compliance with the provisions of the Advisory Body Handbook and as established by Council
Resolution.
ARTICLE 3. MEMBERSHIP
The CHC will have seven members appointed by the City Council. Members shall be
residents and registered voters of the City. , However, the Council may make appointments
of up to two persons with desired professional expertise in cultural resources who are
residents and registered voters of the county. All members must have a demonstrated
interest, competence, or knowledge in historic preservation. At least two CHC members
are encouraged to be appointed from among professionals in the disciplines of history,
architecture, architectural history_,_planning, pre -historic and historic archeology, folklore,
cultural anthropology, curation, conservation, and landscape architecture or related
disciplines, such as urban planning, American studies, American civilization, or cultural
geography, to the extent that such professionals are available in the community. CHC
membership may also include lay members.
Deleted: 1. Helping the public pursue cultural resource
preservation projects.¶
2. Sponsoring educational programs and research which
improves our understanding of the community's history and
archaeology.¶
3. On request, commenting on the effects of public and private
actions on community cultural resources.¶
4. Helping with the administration of City -sponsored benefit
Deleted: must
Deleted: If possible, membership of the Committee should
include a person knowledgeable in local history, a person with
training or experience in structural rehabilitation, a person
knowledgeable in local archaeology, and a person with
knowledge of architecture.
1_2. Each CHC member is required to attend at least one informational or educational Deleted: If possible, the Committee should include one resident
meeting, seminar, workshop, or conference er year that pertains directly to the work and them Couneachcil
l i the five iced to thicals
Preservation residency
Districts created but
g p p p the Council is not limited to this district residency requirement
functions of the commission and would be Mprovable by the state. Commission members when making appointments.
will arrange this in collaboration with and with the approval of the Commission's staff
liaison and Community Development Department and will not be required to underwrite
the expense themselves.
ARTICLE 4. TERMS OF APPOINTMENT
Members shall be appointed by the City Council for an initial term of a maximum of four years
and may be reappointed for additional terms, not exceeding a total of two consecutive four-year
terms.
ARTICLE 5. OFFICERS
City of San Luis Obispo
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Deleted: ¶
Page Break
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,Qfficers shall consist of a Chairperson and Vice -Chairperson. Election of officers is Deleted: A
governed by section LH Advisory Body Basics / Officer Election and Officer Terms),, :. Deleted: shall be elected by the Committee at its first meeting
Regular elections for Advisory Body Chair and Vice Chair shall be held in April of each in April for one-year terms. No person may serve in the office of
Chairperson or Vice -Chairperson for more than two consecutive
odd vear at a regular meetine. Special elections for Chair or Vice Chair shall be held at the I terms...
first meeting following the unscheduled resignation of an officer, or other reason for an
officer position to become vacant.
2. The Chairperson shall preside over all Committee meetings, vote on all matters, d call Deleted: appoint all subcommittees
special meetings, and submit an annual report �o the Committee for approval and Deleted: and budget
presentation to the City Council. The Chairperson shall submit the annual report to the
State Office of Historic Preservation.
3. The Vice -Chairperson shall serve in the absence or incapacity of the Chairperson and
perform such other duties as potmally performed b
y the Chaim Deletes: requested
ARTICLE 6. MEETINGS Deleted: ¶
1. The Committee shall hold a regular meeting each month. All meetings shall be open to the
public. Regular meetings shall be held at 5:30 p.m. on the fourth Monday of each month in
the City Council Hearing Room, City Hall, 990 Palm Street, San Luis Obispo, California.
2. A quorum is the majority of the total number of established members of the committee,. Deleted: A quorum shall consist ofa maioriry ofthe established
members...
3. All action of the Committee shall be decided by a majority vote or consensus of the quorum
directed through the Chairperson.
4. Minutes of each meeting shall be forwarded to the City Council and be available as a public
record.
5. The Chairperson or a quorum majority of the Committee may call a special meeting,
provided that all public notice requirements are met.
6. All Committee meetings shall be conducted according to City practices, customs, and
policies.
Robert's Rules of Order, Newly Revised, may be used as a guideline.
7. All members present must vote, except when a member declares a conflict of interest. Any
member declaring a conflict of interest shall not vote or participate in any related
deliberations or action of the Committee.
ARTICLE 7. ABSENCES AND RESIGNATIONS
If a member fails to attend three consecutive regular meetings or a total of six regular
meetings within any 12 months, the member shall automatically be considered for
replacement. The Chairperson of the Committee shall inform the Council of such a
situation and explain any special circumstances.
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2. Committee members are responsible for notifying the Chairperson or the Secretary in
advance when an absence is anticipated.
3. If a member needs to resign from the Committee, the member shall immediately direct a
letter to the City Council with copies forwarded to the Committee Chairperson and City
Clerk.
ARTICLE 8. SUBCOMMITTEES
Subcommittees shall be appointed, as needed„ Subcommittees may include non -Committee Deleted: by the Chairperson
members who shall have no voting power.
ARTICLE 9. AMENDMENTS
Bylaw amendments shall be submitted for Council approval by an affirmative vote of the members
present at a regular meeting of the Committee, provided that such amendments shall have been
discussed by the Committee on the agenda of at least two meetings prior to the vote. The members
shall receive the proposed amendments at least 10 days prior to the first meeting.
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G. Human Relations Commission Bylaws (A)
ARTICLE 1. PURPOSE
It is the purpose of the Human Relations Commission (HRC) to advise the 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, sexual orientation, national origin, age, or physical,
mental or economic status. The Human Relations Commission shall make recommendations to the
City Council or the City Manager on how these social concerns and human needs can best be
addressed.
ARTICLE 2. MEMBERSHIP AND TERMS OF OFFICE
The HRC has seven members. Members must be residents and registered voters of the City. While
there are no special qualifications for applicants, the Council usually seeks individuals with
experience, or a demonstrated interest in community social issues.
Commissioners shall be appointed by the City Council for terms of four years, commencing on
April 1 st. Commissioners shall serve at the pleasure of the City Council. Any Commissioner may
be reappointed, provided that no appointee shall serve more than two consecutive four-year terms.
ARTICLE 3. MEETINGS
1. The Commission shall hold a regular meeting at least quarterly.
2. Regular meetings will be held generally on the first Wednesday of the month at a specified
time and place.
3. The Commission meetings shall be open to the public and shall be held at City Hall in the
Council Hearing Room or other previously announced locations at specific times as
required by California law.
4. A quorum is the majority of the total number of established members of the commission_ Deleted: A quorum shall consist of maiority of the esrabeshea
Commissioners
5. All actions of the Commission shall be decided by a majority vote or consensus and shall
be directed through the Commission Chair.
6 Minutes of each meeting shall be forwarded to the City Council and be available as a public
record.
7. The Chairperson or any three members of the Commission may call a special meeting
providing a week's prior notice is given in writing to each member.
8. All Commission meetings shall be conducted according to Robert's Rules of Order.
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9. All members present must vote, except when abstaining due to a declared conflict of
interest.
10. Any member with a declared conflict of interest shall not vote on or participate in any
discussion of any item or in any manner attempt to influence the decision on that item.
ARTICLE 4. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Commission shall be appointed, as needed,
by the Chairperson. Study committees may include non -commission members who shall have no
voting power.
ARTICLE 5. OFFICERS
The officers shall be a Chairperson and a Vice -Chairperson. Election of officers is
governed by section LH (Advisory Body Basics / Officer Election and Officer Terms) Deleted: who shall be elected at the Commission meeting in
Regular elections for Advisory Body Chair and Vice Chair shall be held in April of each April for one -yeas terms
odd year at a regular meeting. Special elections for Chair or Vice Chair shall be held at the
first meeting following the unscheduled resignation of an officer, or other reason for an
officer position to become vacant.
2. The Chairperson shall preside over all meetings of the Commission, assist staff in
preparatiottof meeting agendas and perform such duties as directed bythe Commission.
3. The Vice -Chairperson shall serve in the absence or incapacity of the Chairperson.
ARTICLE 6. AMENDMENTS
Bylaw amendments shall be submitted for Council approval by an affirmative vote of the members
present at a regular meeting of the Commission, provided that such amendments shall have been
discussed by the Commission on the agenda of at least two meetings prior to the vote. The members
shall receive the proposed amendments in writing at least ten (10) days prior to the first reading.
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H. Jack House Committee Bylaws (T/SP)
ARTICLE 1. PURPOSE
Insert new adoption date_ Deleted: February6,2018
The Jack House and Grounds were deeded to the City of San Luis Obispo on March 10, 1975. In
accepting the deed, the City agreed to appoint a committee of seven (7) members to advise the
Council on the House and Grounds. The Jack House Committee (JHC) is charged with the
responsibility to advise the City Council on matters concerning: Facility use, fees and charges,
capital improvements, and any other item affecting the House and Grounds.
ARTICLE 2. COMMITTEE MEMBERSHIP
The grant deed requires that persons with "special expertise" fill four (4) of the seven (7) seats on
the Jack House Committee as follows:
1. A representative of the San Luis Obispo County History Center.
2. One member of the faculty, current or retired, of California Polytechnic State University
College of Architecture and Environmental Design, preferably an architectural historian.
3. One member of the faculty, current or retired, of California Polytechnic State University
College of Agriculture, preferably a horticulturist.
4. A member of the San Luis Obispo Parks and Recreation Commission.
The City Council has resolved that due to these special conditions and requirements, members
with this special expertise may serve terms of undetermined length, the choice being left to
individual Committee members.
The remaining three (3) Committee members are required to be residents and registered voters of
the City of San Luis Obispo. They shall serve four-year terms, with a maximum of eight years.
The coordinator of the volunteer docent group shall serve as ex-officio (non -voting) Jack House
Committee member and shall not count toward a quorum.
ARTICLE 3. MEETINGS
1. The Committee shall hold a regular meeting each month butnot less than ten (10 times a
year.
2. Meetings will be held at 5:30 p.m. the second Wednesday of each month.
3. The Committee meetings shall be open to the public and shall be held at the Parks and
Recreation Department Office, the Jack House or any other previously announced locations
at specific times as required by California law.
Deleted:
4. A quorum is the majority of the total number of established members of the committees_ Deleted: A quorum shall consist ofa majority of the committee
members currently serving
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5. All actions of the Committee shall be decided by a majority vote or consensus and shall be
directed through the Committee Chair.
6. Minutes of each meeting shall be forwarded to the City Council and be available as a public
record.
7. The Chairperson or any three members of the Committee may call a special meeting
provided a week's prior notice is given in writing to each member.
8. All Committee meetings shall be conducted according to Robert's Rules of Order.
9. Except for the ex-officio member (who serves as the coordinator of the volunteer docent
group), all Committee members shall vote.
10. Any Committee member with a declared conflict of interest shall not vote on or participate
in any discussion of any item or in any manner attempt to influence the decision on that
item. The member with such conflict shall remove himself/herself from the room until such
discussion has concluded.
ARTICLE 4. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Committee shall be appointed, as needed,
by the Chairperson. Subcommittees shall convene for a specific purpose, study or project and shall
have a limited term, not -to -exceed 12 consecutive months. Study subcommittees may include
non -Committee members who shall have no voting power.
ARTICLE 5. OFFICERS
1. The officers shall be a Chairperson and a Vice -Chairperson. Election of officers is
governed by section LH (Advisory Body Basics / Officer Election and Officer Terms),
Regular elections for Advisory Body Chair and Vice Chair shall be held in April of each
odd year at a regular meeting_ Special elections for Chair or Vice Chair shall be held at the
first meeting following the unscheduled resignation of an officer, or other reason for an
officer position to become vacant.
2. The Chairperson shall preside over all meetings of the Committee, assist in preparing all
meeting agendas and perform such duties as directed by the Committee.
3. The Vice -Chairperson shall serve in the absence or incapacity of the Chairperson.
ARTICLE 6. STAFF
The Director of Parks and Recreation or designee is the staff liaison to the Jack House Committee.
The Director may designate such other staff as is necessary to provide support to the Committee.
The Director of Public Works should designate a Public Works staff representative for both the
house (building maintenance) and the garden (parks maintenance). The Committee shall receive
notification if there are any changes to staff representation.
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Deleted: who shall be elected at the Committee meeting in
April for two-year terms.
Deleted: ¶
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The Committee shall support volunteer opportunities via a docent program for the historic Jack
House and gardens through the use of volunteers serving as tour guides of the historic home,
gardens, exhibitions and special tours. The ex-officio (non -voting) Jack House Committee member
shall serve as the coordinator of this volunteer group in accordance with best management practices
for volunteer guides of historic sites.
ARTICLE 7. AMENDMENTS
Prior to May 1, in each odd number year, these by-laws shall be reviewed by the Committee. By-
law amendments shall be submitted for Council approval by an affirmative vote of the members
present at a regular meeting of the Committee, provided, such amendments shall have been Deleted:
discussed by the Committee on the agenda of at least two meetings prior to the vote. The members
shall receive the proposed amendments in writing at least ten days (10) prior to the first meeting.
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L Mass Transportation Committee Bylaws (T/SP)
ARTICLE 1. PURPOSE
Insert new adoption date_ Deleted: February6,2018
The purpose of the Mass Transportation Committee (MTC) is to advise City staff and the City
Council on all matters related to public transportation in San Luis Obispo (buses, trolley, and taxi).
ARTICLE 2. COMMITTEE MEMBERSHIP
The Committee has seven voting members, consisting of one Cal Poly employee designated by
Cal Poly and one Cal Poly student representative designated by Associated Students, Inc. (ASI),.
with City Council review for acceptance; one person 62 years of age or older; one person from the
business community; one person with technical transportation planning experience; one person
with a disability; one member -at -large. In addition, when possible,pne alternate membe4selected
from the general public will be appointed. The Cal Poly employee representative, ASI
representative, and technical planning representatives are exempt from the residency requirements.
All other members must be residents and registered voters of the City.
ARTICLE 3. TERMS OF OFFICE
Deleted: two
Deleted: s
Committee members will be appointed by the City Council to staggered terms of four* years.
Committee members will serve at the pleasure of the City Council. *ASI appointments will be
made in September for a two-year term and should be at least 1 year away from graduation. Any
Committee member may be reappointed, providing no appointee serves more than eight Deleted: two consecutive tears
consecutive years, (two 4-year terms or four 2-year terms)A member who has served eight years Deleted: )
can be reappointed after a one year absence from the Committee.
ARTICLE 4. MEETINGS
1. The Committee will hold a regular meeting at least quarterly.
2. The Committee will approve an annual regular meeting schedule by June of each year.
3. The Committee meetings will be open to the public and held at the Council Hearing, unless
otherwise noticed.
4. A quorum is the majority of the total number of established voting members of the
comma
5. All actions of the Committee will be decided by a majority vote or consensus and will be
directed through the Committee Chair.
6. Minutes of each meeting will be available as a public record in the Public Works
Department.
7. The Chairperson or any four members of the Committee may call a special meeting,
provided that a week's prior notice is given in writing to each member and the meeting is
otherwise properly noticed pursuant to the Brown Act.
City of San Luis Obispo 60IPage
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Committee members
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8. All Committee meetings will be conducted in accordance with City practices, customs, and
policies. Robert's Rules of Order, Newly Revised, may be used as a guideline.
9. All voting* members present must vote, except when abstaining due to a declared conflict
of interest. A failure or refusal to vote when present (except for a declared conflict of
interest) will be construed as an affirmative vote. (*See Article 2. and Article 4.11
concerning the Alternate Member voting rules,)
10. Any member with a declared conflict of interest will not vote or participate in any
discussion of any item or in any manner attempt to influence the decision on that item.
11. The Alternate member does not count towards a quorum unless ja voting member of the
MTC is absent from an MTC meeting, When a voting member is absent, the Alternate
member: shall take the place of the voting memberand then count towards auorum.,
ARTICLE 5. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Committee can be appointed as needed by
the Chairperson.
ARTICLE 6. OFFICERS
Deleted: If, or when,
Deleted: ,
Deleted: one of
Deleted: s
Deleted: in order to maintain as many voting members as
possible
Deleted: If only one voting member of the MTC is absent,
choice between the two Alternates will be decided by a fair game
of chance such as a coin flip or roll of the die performed by the
Chairperson of the MTC.¶
The officers will consist of a Chairperson and Vice -Chairperson. Election of officers is
governed by section LH (Advisory Body Basics / Officer Election and Officer Terms)_: Deleted: who will be elected at the Committee meeting in May
Regular elections for Advisory Body Chair and Vice Chair shall be held in A ril of each for one-year terns that commence the first meeting of the next
Ir fiscal year.
odd vear at a regular meeting. Special elections for Chair or Vice Chair shall beheld at the
first meeting following the unscheduled resignation of an officer, or other reason for an
officer position to become vacant.
2. The Chairperson will preside over all meetings of the Committee, prepare (with the
assistance of staff) all meeting agendas and perform such duties as directed by the
Committee.
3. The Vice -Chairperson will serve in the absence or incapacity of the Chairperson.
ARTICLE 7. NEW MEMBER TRANSIT PASSES
In order to assist new MTC members with their transit advocacy function, new members shall
receive an initial 31 Day Transit Pass for their personal use.
ARTICLE 8. POLICIES
The Committee adopts policies as stated in the City of San Luis Obispo Advisory Body Handbook,
incorporated herein by reference.
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J. Parks & Recreation Commission Bylaws (A)
ARTICLE 1. PURPOSE
The Parks & Recreation Commission (PRC) is a body of citizens appointed to advise the City's
Parks & 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 City's General Plan. It also provides recommendations to the City Council and San Luis Obispo
Coastal Unified School District Board of Trustees regarding those facilities which have been
mutually designated as joint use facilities; and for the operation of recreational facilities, priority
for use of the facilities, and development of new recreation facilities at Sinsheimer Park.
ARTICLE 2. MEMBERSHIP
The Parks and Recreation Commission shall consist of seven members.
2. Members are appointed by the City Council for a term of four years. Members are eligible
for reappointment for an additional four-year term. Members are subject to a term limit of
eight years, or two consecutive four-year terms.
ARTICLE 3. MEETINGS
Regular meetings of the Parks & Recreation Commission shall be held on the first
Wednesday of each month at 5:30 p.m., except during the annual tour of the City's parks
and facilities.
2. Meetings will be held in the Council Chamber, City Hall, 990 Palm Street, San Luis
Obispo, California. In the event that the Parks & Recreation Commission chooses to hold
all or any portion of a regular meeting other than at City Hall, then the place of such
meeting shall be posted at least 72 hours in advance at the Parks & Recreation Department
office, 1341 Nipomo Street, San Luis Obispo, California and on the bulletin board located
at the entrance to the City Hall prior to the established meeting time.
ARTICLE 4. ELECTION OF OFFICERS
�Qfficers shall consist of a Chair and Vice Chair from among the commission membership. Deleted: In April of each year, the Parks & Recreation
Election of officers is governed by section LH (Advisory Body Basics / Officer Election Commission shall select
and Officer Terms)_ : Regular elections for Advisory Body Chair and Vice Chair shall be Deleted: its
held in Amil of each odd vear at a regular meetine. Special elections for Chair or Vice Deleted: to serve a one-year term
Chair shall be held at the first meeting following the unscheduled resignation of an officer
or other reason for an officer position to become vacant.
2. Commissioners shall serve as Chair or Vice Chair at the discretion of the Commission.
3. The Chair shall preside at all meetings of the Parks & Recreation Commission. The Vice
Chair will act as the Chair in the absence of the Chair or in case of the inability of the Chair
to act.
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4. In the event that the Chair and Vice Chair are unavailable to attend to their duties, the
assembled members shall determine a Chair Pro Tempore.
Deleted: 5. No person shall serve as Chair or Vice Chair for
more than three consecutive terms.
ARTICLE 5. CONDUCT OF MEETINGS
All meetings will be conducted in accordance with City practices, customs, and policies. Robert's
Rules of Order, Newly Revised shall be utilized as a guide in the conduct of meetings.
ARTICLE 6. QUORUM
A quorum is the majority of the total number of established members of the commission. Deleted. Four members of the Parks & Recreation Commission
shall constitute a quorum for the purposes of conducting business
ARTICLE 7. VOTING
1. Except as otherwise provided in the San Luis Obispo Municipal Code and state law, no
resolution, motion or other action shall be passed or become effective without receiving
the affirmative vote of at least a majority of the members present.
2. Failure to receive such an affirmative vote shall result in failure or denial, as appropriate,
of the motion, resolution or other action.
3. Except as allowed under the Political Reform Act of 1974, as amended, any member
abstaining due to a declared conflict of interest shall not participate in the discussion of the
items or otherwise influence or attempt to influence in any manner the decision on the item.
4. All members, when present, must vote except when abstaining due to a declared conflict
of interest.
5. Failure or refusal to vote when present —except for a declared conflict of interest —shall
be counted as an affirmative vote.
ARTICLE 8. PUBLIC RECORDS
Records of all public hearings shall be made available to the public in the offices of the Parks &
Recreation Department.
ARTICLE 9. ATTENDANCE
Any member of the Parks & Recreation Commission who fails, for any reason, to attend three
consecutive regular meetings or a total of six regular meetings within any twelve month period
shall be automatically be considered for replacement by the City Council. The Chairperson of the
Parks & Recreation Commission shall inform the Council of such a situation, explaining any
special circumstances.
ARTICLE 10. COMMITTEES
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1. A member of the Parks & Recreation Commission shall represent the Commission and sit
as a voting member on the Jack House Committees Deleted: fouuw ng city aav sory bodies:
Deleted: and Tree Committee
2. Additional committee assignments shall be made as deemed necessary by the Chair.
3. Committee assignments will be made in April of each year.
ARTICLE 11. AMENDMENTS
These bylaws may be recommended for amendment by the majority vote of the
Commission members present at a regular meeting, provided that a quorum is present.
Members shall receive the proposed amendments at least seven days prior to the meeting
in which the amendment is proposed.
2. Prior to May 1 in each odd -numbered year, these bylaws shall be reviewed by the
Commission. 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.
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K. Personnel Board Bylaws (A)
ARTICLE 1. PURPOSE
It is the purpose of the Personnel Board (PB) to hear employee appeals of disciplinary action, to
review employee grievances, and to hear issues of Council censure. The Board shall then make
advisory recommendations to the City Council. The Personnel Board shall also perform other
duties pertaining to personnel management as directed by the City Council.
ARTICLE 2. MEMBERSHIP AND TERMS OF OFFICE
Five members of the Personnel Board shall be appointed by the City Council and shall serve for
terms of four years. Members must be residents and registered voters of the City.
Appointments will be made in a staggered every -other -year pattern, such that two
members' terms will expire during a given year and the terms of the other three members
will expire two years later.
2. Any vacancies on the Personnel Board shall be filled for the unexpired term of the person
replaced.
3. Members shall be appointed for no more than two consecutive terms (eight years).
ARTICLE 3. OFFICERS
1. The officers shall be a Chairperson and a Vice -Chairperson. Election of officers is
governed by section LH (Advisory Body Basics / Officer Election and Officer Terms)_: Deleted: who shall be elected at the first meeting of altemate
Regular elections for Advisory Body Chair and Vice Chair shall be held in April of each calendar years to serve two-year terms.
odd year at a regular meeting. Special elections for Chair or Vice Chair shall be held at the
first meeting following the unscheduled resignation of an officer, or other reason for an
officer position to become vacant.
2. The Chairperson shall preside over all meetings of the Personnel Board, subpoena
witnesses and require the production of books, papers and any other materials pertinent to
the investigation or hearing.
3. The Vice -Chairperson shall serve in the absence of the Chairperson.
4. The Director of Human Resources or his or her designee shall serve as recording secretary,
keeping record of all meetings, and shall issue all necessary notices, copies of agendas,
minutes and copies of necessary documents.
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ARTICLE 4. MEETINGS
1. The Personnel Board shall meet as needed.
2. A quorum is the majority of the total number of established members of the board ` Deleted: Three members of the Board shall constitute a quorum
for the transaction of business
However, for the purpose of a hearing on appeal of a disciplinary action, no Board member
may vote on a decision if absent from part of a hearing, unless such member certifies that
he/she listened to a recording of or read the transcript of the missed portion of the hearing.
3. Pursuant to Personnel Exception of the Brown Act (Government Code Section 54957), a
meeting may be closed to the public at the request of any appellant when the pending issue
deals with a particular employee.
4. The Chairperson or the legal advisor to the Board shall administer oaths to all witnesses
appearing before the Board. Any regular officer or employee of the City who fails to take
the oath or fails to testify truthfully under oath at a hearing shall be subject to disciplinary
action.
5. All grievance and disciplinary appeal hearings shall be recorded.
6. At the request of the appellant, a court reporter shall be used. The cost of the court reporter
shall be paid as agreed upon by both sides.
7. All actions of the Board shall be decided by majority vote, and shall be directed thresh the Deleted: ,
Board Chairperson.
8. The Board may meet with its legal advisor, as needed and outside the presence of any other
persons, to receive opinions and advice.
9. The Board may direct theparties to submit hearing briefs outlines the facts and arguments Deleted: v.
to be presented prior to any hearing. The Chairperson shall establish a schedule for
submission of the hearing briefs.
10. Personnel Board members are expected to serve in an obiective manner when reviewin
disciplinary appeal matters or matters of Council censure. If a member has a personal
relationship that hinders them from remaining objective, therefore presenting due process
concerns, they should state the relationship on the record and recuse themself from the
decision. To ensure compliance, the Chair shall ask each member at the beginning of
proceedings, if they are able to be objective (whether that was due to a personal
relationship, what they had read in the newspaper about the situation, etc.)
ARTICLE 5. AMENDMENTS
At such time as these bylaws need to be amended, the Director of Human Resources shall meet
with the Board and determine an appropriate procedure for making such amendment(s).
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L. Planning Commission Bylaws (A)
MEMBERSHIP
The Planning Commission (PC) has seven members who are not necessarily planning
professionals. Members must be residents and registered voters of the City. No special training is
required for appointment. Members occasionally may be requested to attend seminars and
workshops to enhance skills in planning.
PURPOSE
The Planning Commission's u� rview is to make recommendations to the City Council for the Deleted: basic responsibiliTy
City's development, as set forth in San Luis Obispo Municipal Code §2.12.040. To carry out this
responsibility the commission will:
1. Prepare and recommend a general plan and appropriate attachments; and
2. Prepare and recommend appropriate specific plans; and
3. Review the City's capital improvement program annually; and
4. Perform authorized duties related to development review; and
5. Perform such other duties required by the Council or by State or City laws.
ARTICLE 1. MEETINGS
1. Regular meetings shall be held at 6:00 p.m. on the second and fourth Wednesday of each
month.
2. No agenda item shall be introduced afterj:00 p.m. without the consent of a majority of Deleted: 1l
Commissioners present.
3. Regular meetings shall be held in the Council Chamber, City Hall, 990 Palm Street, San
Luis Obispo, California.
4. In the event the Planning Commission desires to hold all or any portion of a regular meeting
at a place other than the City Hall, then the place of such meeting shall be posted on the
bulletin board located at the entrance to City Hall prior to the time herein designated for
such regular meetings in accordance with law.
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ARTICLE 2. ELECTION OF OFFICERS
The Commission shall select a Chairperson and Vice -Chairperson from among its
members. Election of officers is governed by section LH (Advisory Body Basics / Officer
Election and Officer Terms).: Regular elections for Advisory Body Chair and Vice Chair Deleted: to serve for a one-year term beginning the first
shall be held in April of each odd vear at a re¢ular meetine. Special elections for Chair or meeting in April of each year.
Vice Chair shall be held at the first meeting following the unscheduled resignation of an
officer, or other reason for an officer position to become vacant.
2. Commissioners shall serve as Chairperson or Vice -Chairperson at the discretion of the
Commission.
3. The Chairperson shall preside at all meetings of the Commission. The Vice -Chairperson is
Chairperson in the absence of the Chairperson or in case of inability of the Chairperson to
act.
4. Deleted: No person shall serve as Chairperson or Vice -
Chairperson for more than two consecutive terms.
ARTICLE 3. CONDUCT OF MEETINGS
Commissioners should address questions through the Chairperson.
2. Members of the audience should address Commissioners or other persons present through
the Chairperson.
3. Procedure for reviewing public hearing items:
After roll call the Chairperson shall announce to the public the procedures to be followed
to consider the public hearing items and then proceed as follows:
a. The Chairperson shall introduce the items and ask for oral staff reports.
b. The staff report precisely submitted to the Planning Commission shall be placed
into the record with all communications received regarding the proposal. Staff
reports shall be submitted for all public hearing items in a form acceptable to the
commission.
C. The applicant shall be invited to make a presentation on behalf of the request.
d. Members of the public wishing to speak in favor or in opposition of the application
shall be invited to make a presentation.
e. The applicant shall have the opportunity at the end of the public hearing to address
comments made by the public and address any further commission questions.
f. The public hearing shall be closed to the public and discussion confined to members
of the Commission; provided that the Commission may reopen the public hearing
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at any time prior to a decision on an item on an affirmative vote of the majority of
those members present.
g. The Commission, upon formal motion, shall take action to dispose of the proposal.
The Chairperson shall announce the vote and thereafter, inform the applicant and
public of the right of appeal and procedures for filing such appeal.
ARTICLE 4. QUORUM
A quorum is the majority of the total number of established members of the commission
ARTICLE 5. VOTING
1. Except as otherwise provided in the San Luis Obispo Municipal Code and state law, no
resolution, motion or any other action shall be passed or become effective without
receiving the affirmative vote of at least a majority of members present.
2. Failure to receive such an affirmative vote shall result in failure or denial, as appropriate,
of the motion, resolution or other action.
3. Except as allowed under the Political Reform Action of 1974, any member abstaining due
to a declared conflict of interest shall not participate in the discussion of the items or
otherwise influence or attempt to influence in any manner the decision on the item.
4. All members, when present, must vote except when abstaining due to a declared conflict
of interest.
5. Failure or refusal to vote when present —except for a declared conflict of interest— shall
be counted as an affirmative vote.
ARTICLE 6. PUBLIC RECORDS
Records of all public hearings shall be made available to the public in the office of the Community
Development Department.
ARTICLE 7. ATTENDANCE
Any member of the Planning Commission who fails, for any reason, to attend three consecutive
regular, adjourned regular, or specially -scheduled (excluding Commission site visits) meetings, or
a total of six such commission meetings within any 12-month period, shall be automatically
considered by the City Council for removal from office. The Chairperson shall inform the Council
of such situation, explaining any special circumstances.
ARTICLE 8. POLICY
All matters of policy not covered by law may be adopted as a "Resolution of Policy" and when so
adopted shall be considered the official policy of the Planning Commission subject to ratification
of the City Council.
City of San Luis Obispo 69 1 P a g e
Deleted: Four members of the Planning Commission consti ute
a quorum for transacting business
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COMPENSATION
The City Council has approved a stipend of 70 per meeting Lnt to exceed 80 month) for
Deleted: 60
each member of the Planning Commission (Resolution No. 0� 887 018 Series]).
Deleted: zao
Deleted. 10516
Deleted: 2014
City of San Luis Obispo
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M. Promotional Coordinating Committee Bylaws (A)
ARTICLE 1. PURPOSE
Insert new adoption date_ Deleted:Febrary6,2018
The Promotional Coordinating Committee (PCC) advises the 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 community
goals.
ARTICLE 2. MEMBERSHIP
The PCC shall consist of seven members appointed by the Council. Six of the members shall be
residents of the City of San Luis Obispo. The seventh member shall be the Chair of the Tourism
Business Improvement District (TBID) Board or another member of the TBID board as appointed
by the TBID Board. Committee members shall be appointed for a term of four years, commencing
on April 1 st or other date as directed by the Council. No Committee member shall serve more than
two consecutive terms (eight years) on the PCC. Any Committee member who has been appointed
to fill a vacant seat in mid-term shall not be precluded from thereafter serving two four-year terms
(eight years), so long as the initial, partial term is less than one year. The representative from the
TBID Board shall serve a term concurrent with his/her term as the Chairperson of the TBID Board.
ARTICLE 3. OFFICERS
The officers shall be a Chairperson and a Vice Chairperson, Election of officers is governed by
section LH (Advisory Body Basics / Officer Election and Officer Terms): Regular elections for
Advisory Chair and Vice Chair shall be held in April of each odd year at a regular meeting.
Special elections for Chair or Vice Chair shall be held at the first meeting following the
unscheduled resienation of an officer. or other reason for an officer position to become vacant.
The Chairperson shall preside over all meetings of the PCC, prepare all meeting agendas with staff,
and otherwise perform such duties as directed by the PCC or Council.
The Vice Chairperson shall serve in the absence or incapacity of the Chairperson.
ARTICLE 4. MEETINGS
1. The PCC shall hold a regular meeting each month, but no fewer than ten times per year.
2. The meetings are to be held at City Hall, the second Wednesday of each month, unless
another location and/or time has been announced as required by California law.
3. The meetings shall be open to the public.
Deleted: ,
Deleted: each of whom shall be elected for a one-year term at the
March meeting of the PCC for the term starting in April. No
Committee member shall serve more than two consecutive one-year
terms as Chairperson or Vice Chairperson. Any Committee member
who has been appointed to fill a vacant seat as Chairperson or Vice
Chairperson in mid-term shall not be precluded from thereafter
serving as Chairperson or Vice Chairperson for two consecutive
one-year terms, so long as the initial, partial term is less than six
months....
4. A quorum is the majority of the total number of established members of the committee„_ Deleted: A quorm shall consist ofa majority of the committee
member currently serving on the PCC
5. All actions of the PCC shall be by a majority vote or consensus and shall be directed
through the Chairperson.
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6. Minutes of each meeting shall be taken and forwarded to the Council and shall be -available
as a public record.
7. A special meeting may be called at any time by the Chairperson or by a majority of the
Committee members currently serving on the PCC, provided each member is given written
notice of the special meeting at least 24 hours prior to the meeting, and the time and place
of the special meeting is announced as required by California Law.
8. All meetings shall be conducted in general accordance with Robert's Rules of Order, newly
revised edition, subject to minor variation by the Chair as appropriate to the needs of the
advisory body.
9. All Committee members present at a meeting shall vote on any motion or resolution
brought before the PCC, except when abstaining due to a conflict of interest.
10. Any Committee member with a conflict of interest shall not vote on or participate in any
discussion of an item or in any way attempt to influence the decision on such item.
11. Any member who fails to attend three regular meetings within any twelve-month period
may be automatically considered for replacement at the discretion of the Committee.
ARTICLE 5. SUBCOMMITTEES
Subcommittees shall be appointed, as needed, by the Chairperson. The Grants -in -Aid Deleted: Standing subcommittees are t
subcommittees is the only standing subcommittee. The subcommittee members will serve fora Deleted: and Events Promotion
wo-year term. After two years they will automaticAlffI rotate to the other standing subcommittee. Deleted: tWo
ARTICLE 6. FUNCTIONS AND DUTIES
The functions and duties of the PCC shall include, but not be limited to, the following:
1. Planning a comprehensive program to promote the City of San Luis Obispo consistent with
City goals and objectives.
2. Develop promotional programs and projects for the City of San Luis Obispo.
3. Hear requests for financial aid from cultural and promotional groups seeking grants from
the City of San Luis Obispo and make recommendations to the Council thereon.
4. Present an annual assessment report to the City Council regarding the Promotional
Coordinating Committee's Grants -in -Aid program and other programs as appropriate.
City of San Luis Obispo 73 1 P a g e
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5. Initiate and support community activities that are meaningful to residents and visitors of
the City of San Luis Obispo.
6. Provide a liaison to Grant -In -Aid recipients who work to promote the quality of life for
residents and visitors of the City of San Luis Obispo.
Perform any other lawful tasks as directed by the Council.
ARTICLE 7. AMENDMENTS
These bylaws may be amended by the Council, upon the recommendations of two-thirds of the
Committee members currently serving on the PCC, provided that the text of any such proposed
amendment shall have first been provided in writing to each Committee member.
City of San Luis Obispo
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N. Tourism Business Improvement District Board Bylaws (T/SP)
ARTICLE 1. PURPOSE
The Tourism Business Improvement District Board (TBID Board) advises the Council in the
administration and use of the TBID assessment funds. The Board recommends projects to promote
tourism to the City of San Luis Obispo to directly benefit the City's lodging industry.
ARTICLE 2. MEMBERSHIP
The TBID Board shall consist of seven members from the San Luis Obispo City lodging industry
as appointed by the Council. Because of the diversity among assessment district members
represented by the Board, including local, regional and national lodging industry interests, it is
neither practical nor advisable to limit Board membership to City residents. Accordingly,
membership on the TBID Board shall be exempt from residency requirements otherwise applicable
to City Advisory bodies.
Board members shall be appointed for a term of four years, commencing on April 1 st or any other
date as directed by the Council. No Board member shall serve more than two consecutive terms
(eight years) on the TBID Board. Any Board member who has been appointed to fill a vacant seat
in mid-term shall not be precluded from thereafter serving two four-year terms (eight years), so
long as the initial, partial term is less than one year.
One member of the TBID Board shall be appointed by the Board to the Promotional Coordinating
Committee for a term concurrent with his/her TBID Board tern. In the event no member of the
Board can serve on both Boards, the responsibility will fall to the Chair.
ARTICLE 3. OFFICERS
The officers shall be a Chairperson and a Vice ChairpersorL Election of officers is governed by
section LH (Advisory Body Basics / Officer Election and Officer Terms),: Regular elections for
Advisory Body Chair and Vice Chair shall be held in April of each odd year at a regular meeting.
Special elections for Chair or Vice Chair shall be held at the first meeting following the
unscheduled resignation of an officer, or other reason for an officer position to become vacant.
The Chairperson shall preside over all meetings of the TBID Board, prepare all meeting agendas
with staff, and otherwise perform such duties as directed by the TBID Board or Council.
The immediate Past Chairperson shall automatically serve as the Vice Chairperson in order to give
support to the incoming Chairperson and guarantee continuity and stability for the board
proceedings during the absence of the Chairperson. The Vice Chairperson shall serve in the
absence or incapacity of the Chairperson.
City of San Luis Obispo 7511'age
Deleted: ,
Deleted: each of whom shall be elected for a one-year term at the
March meeting of the TBID Board for a term starting in April. No
Board member shall serve more than two consecutive one-year
terms as Chairperson or Vice Chairperson. Any Board member who
has been appointed to fill a vacant seat as Chairperson or Vice
Chairperson in mid-temr shall not be precluded from thereafter
serving as Chairperson or Vice Chairperson for two consecutive
one-year terms, so long as the initial, partial term is less than six
months.
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ARTICLE 4. MEETINGS
Insert new adoption date_ Deleted: February6,2018
1. The TBID Board shall hold a regular meeting each month and no fewer than ten times per
year.
2. The meetings are to be held in the Council Hearing Room, City Hall, 990 Palm Street, San
Luis Obispo, California the second Wednesday of each month, unless another location
and/or time has been announced as required by California law.
3. The meetings shall be open to the public.
4. A quorum is the majority of the total number of established members of the board`
5. All actions of the TBID Board shall be by a majority vote or consensus and shall be directed
through the Chairperson.
6. Minutes of each meeting shall be taken, shall be available as a public record and forwarded
to the Council if requested.
7. A special meeting may be called at any time by the Chairperson or by a majority of the
Board members currently serving on the TBID Board, provided each member is given
written notice of the special meeting at least 24 hours prior to the meeting, and the time
and place of the special meeting is announced as required by California Law.
8. All meetings shall be conducted in general accordance with Robert's Rules of Order, newly
revised edition, subject to minor variation by the Chair as appropriate to the needs of the
advisory body.
9. All Board members present at a meeting shall vote on any motion or resolution brought
before the TBID Board, except when abstaining due to a conflict of interest.
10. Any Board member with a conflict of interest shall not vote on or participate in any
discussion of an item or in any way attempt to influence the decision on such item.
11. Any failure to attend three consecutive meetings or a total of six regular meetings within
any twelve-month period shall result in that member being automatically considered for
replacement.
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Deleted: A quorum shall consist of a majority of the members
currently serving on the TBID Board
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ARTICLE 5. FUNCTIONS AND DUTIES
The functions and duties of the TBID Board shall include, but not be limited to, the following:
1. Plan a comprehensive program to promote tourism to the City of San Luis Obispo and
prepare an annual marketing program consistent with industry goals and objectives.
2. Develop advertising and promotional programs and projects to benefit the lodging industry
in San Luis Obispo.
3. Present an annual assessment report to the City Council regarding the implemented
promotional programs and projects.
4. Perform any other lawful tasks as directed by the Council.
ARTICLE 6. AMENDMENTS
These bylaws may be amended by the Council, upon the recommendations of two-thirds of the
members currently serving on the TBID Board, provided that the text of any such proposed
amendment shall have first been provided in writing to each Board member.
ARTICLE 7. FUND RESERVE POLICY
The purpose of the Fund Reserve policy for the TBID is to ensure stability of the program under
economic uncertainties. For the TBID Fund the level of the reserve has been established at
$100,000. Under this policy, it is allowable for total expenditures to exceed revenues in a given
year; however, the fund reserve can only be used to fund "one-time," non -recurring expenditures
upon TBID Board approval. In the instance funds are used, the reserve fund would be replenished
to the established level in the next fiscal year.
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O. Tree Committee Bylaws (T/SP)
ARTICLE 1. PURPOSE
The purpose of the Tree Committee (TC) is to advise City staff and the City Council on all matters
related to trees in San Luis Obispo.
ARTICLE 2. COMMITTEE MEMBERSHIP
The Tree Committee shall have seven members and shall consist of Vne representative from the
Deleted: one representative from the Parks and Recreation
Architectural Review Commission, and s� ix members from the geeneralpublic o of who shall
Commission,
be a horticultural expert, if possible). Members must be residents and registered voters of the City.
Deleted: five
Deleted: one
ARTICLE 3. TERMS OF OFFICE
Committee members will be appointed by the City Council to staggered terms of four years,
commencing April 1. Committee members will serve at the pleasure of the City Council. Any
Committee member may be reappointed, provided no appointee serves more than two consecutive
terms (eight years).
ARTICLE 4. MEETINGS
1. The Committee will hold a regular meeting each month.
2. Regular meetings will be held at 5,31Rm the fourth Monday of each month. Deleted: o0
3. The Committee meetings will be duly advertised according to the Ralph M. Brown Act,
and open to the public and held at the City's Corporation Yard, located at 25 Prado Road
in Conference Room A, San Luis Obispo, California or other previously announced
locations at specific times as required by California law.
4. A quorum is the majority of the total number of established members of the committee,. Deleted: A quorum Will consist of three voting Committee
members...
5. All actions of the Committee will be decided by a majority vote or consensus and will be
directed through the Committee Chair.
6. Minutes of each meeting will be available as a public record in the Public Works
Department.
7. The Chairperson or any four members of the Committee may call a special meeting -
provided that a week's prior notice is given in writing to each member and the meeting is
otherwise properly noticed pursuant to the Brown Act.
8. All Committee meetings will be conducted in accordance with City Practices, customs, and
policies. Robert's Rules of Order, Newly Revised, shall be utilized as a guide in the conduct
of meetings.
City of San Luis Obispo 78 1 P a g e
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9. All members present must vote, except whenxecusing due to a declared financial conflict Deleted: abstaining
of interest.
A failure or refusal to vote when present (except for a declared conflict of interest) will be
construed as an affirmative vote.
10. Any member with a declared conflict of interest will not vote or participate in any
discussion of any item or in any manner attempt to influence the decision on that item.
ARTICLE 5. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Committee can be appointed as needed by
the Chairperson.
ARTICLE 6. OFFICERS
The officers will consist of a Chairperson and Vice -Chairperson. Election of officers is
governed by section LH (Advisory Body Basics / Officer Election and Officer Terms) Deleted: who will be elected at the Committee meeting in April
Regular elections for Advisory Body Chair and Vice Chair shall be held in April of each for one year terms
odd year at a regular meeting. Special elections for Chair or Vice Chair shall be held at the
first meeting following the unscheduled resignation of an officer, or other reason for an
officer position to become vacant.
2. The Chairperson will preside over all meetings of the Committee, prepare (with the
assistance of staff) all meeting agendas and perform such duties as directed by the
Committee.
3. The Vice -Chairperson will serve in the absence or incapacity of the Chairperson.
ARTICLE 7. POLICIES
The Committee adopts policies as stated in the City of San Luis Obispo Advisory Body Handbook,
incorporated herein by reference.
City of San Luis Obispo
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Section 7. Other Service Opportunities
There are several additional opportunities for San Luis Obispo residents to serve on City or
Regional bodies with appointment by the City Council. Recruitment for these bodies is
conducted concurrently with the City Council Advisory body annual recruitment and follow the
same policies and procedures. Bylaws for these bodies are held outside the City or outside this
document. Brief descriptions of these opportunities follow:
• Investment Oversight Committee (IOC). This is a City committee with one citizen seat
appointed by City Council. As set forth in the Investment Management Plan, this
committee is responsible for reviewing the City's portfolio on an ongoing basis to
determine compliance with the City's investment policies and for making
recommendations to the City Treasurer (Finance Director regarding investment
management practices.)
The following are opportunities for San Luis Obispo residents to serve on regional bodies:
• Central Coast Commission for Senior Citizens, Area Agency on Aging (AAA): This is a
non-profit organization responsible for allocating federal and state dollars to local agencies
to ensure that supportive, nutrition and health promotion services are available to older
adults in San Luis Obispo and Santa Barbara Counties. There are twelve members on the
Board, six appointed from each County. The City of San Luis Obispo has one
representative seat on the Board. Term lengths are two -years running July 1 through June
30. There are no term number limitations. Additional information may be found on their
website: www.centralcoastseniors.org
• Citizens Transportation Advisory Committee (CTAC): This committee provides citizen
review on existing county transportation related issues and affairs, and develops
recommendations on transportation policies and implementation to San Luis Obispo
Council of Governments (SLOCOG) staff and Board.k There are fifteen members on the
committee with one appointed by the San Luis Obispo City Council. Terms are not limited
b the he bylaws and therefore the City Council reviews the appointment every four years as
is consistent with City Advisory Body bylaws.
• Zone 9: The San Luis Obispo County Flood Control and Water Conservation District (Zone
9) Advisory Committee was formed to assist the San Luis Obispo County Board of
Supervisors on policy decisions relating to Zone 9. The Advisory Committee assists in
determining the needs, desires, and financial capabilities of property owners in Zone 9. The
Advisory Committee also recommends specific programs to alleviate and control flood
damage, with recognition of the ecological and aesthetic values of the programs. The City
Council appoints one regular citizen member and one alternate member to this board, as
well as one City staff and alternate City staff. Terms are for four years with no limitation
on the number of consecutive terms. Terms begin January 1 and go through December 31.
City of San Luis Obispo
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AVendix A. Mission Statement Deleted: Page Break
SAN LUIS OBISPO STYLE
QUALITY WITH VISION
WHO ARE WE?
People Serving People
■ A team that puts high value on each citizen it serves.
■ Providers of programs that meet basic service needs of each citizen.
■ Enhancers of the quality of life for the community as a whole.
WHAT DO WE STAND FOR?
Quality in all Endeavors — Pride in Results
■ Service to the community — the best — at all times.
■ Respect — for each other and for those we serve.
■ Value — ensuring delivery of service with value for cost.
■ Community involvement — the opportunity to participate in attaining the goals of the
City.
WHERE ARE WE GOING?
Into the Future with a Design
■ Planning and managing for levels of service consistent with the needs of the citizens.
■ Offering skills development and organizational direction for employees in order to
improve the delivery of municipal services.
■ Developing sources of funding and establishing a sound financial management program
which will result in fiscal independence and flexibility in the delivery of City Services.
■ Providing the residents of the City with accurate and timely information on issues which
affect them, and encouraging the full utilization of City services.
■ Promoting the City as a regional trade, recreational and tourist center and improving the
quality of life for residents and visitors.
City of San Luis Obispo
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Appendix B. Organizational Values
Shared Vision, Mission and Goals
We have a sense of common purpose and
direction pursued with passion and translated
into concrete actions.
Service
We are dedicated to the best use of resources to
fulfill identified community goals and needs.
Leadership and Support
We recognize that the ability to lead can be found
at all levels and that to create an environment to
succeed requires leading by example.
Communication
We foster open and clear discussion that
encourages the willingness to speak up and to
listen, within a framework of respect and
understanding.
Team Players
We encourage effective working relationships
within and between departments and the public
to address issues and achieve valuable results.
City of San Luis Obispo
Insert new adoption date_ Deleted: February6,2018
Honesty, Respect and Trust
We honor commitments, acknowledge
legitimate differences of opinion and accept
decisions reached with integrity.
Initiative and Accountability
We take personal responsibility to do what
needs to be done and report the results in a
straightforward manner.
Innovation and Flexibility
We are open to change and willing to try new
ways to fulfill the organization's vision,
mission, and goals more effectively.
Employee Development and Recognition
We encourage and support each employee to
improve relevant job skills and celebrate
personal and team accomplishments.
Stewardship and Ethics
We promote public trust by using City
resources wisely, and through consistent
fulfillment of these values.
821Page
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Page 292 of 359
ACTIVE TRANSPORTATION COMMITTEE
' Minutes
Thursday, January 16, 2020
Regular Meeting of the Active Transportation Committee
CALL TO ORDER
A Regular Meeting of the San Luis Obispo Active Transportation Committee was called to order
on Thursday, January 16, 2020 at 6:00 p.m. in the Council Hearing Room, located at 990 Palm
Street, San Luis Obispo, California, by Chair Roberts.
ROLL CALL
Present: Committee Members Thomas Arndt, Lea Brooks (vice chair), Donette Dunaway,
Timothy Jouet, Briana Martenies, and Jonathan Roberts (chair)
Absent: Jenna Espinosa
Staff: Active Transportation Manager Adam Fukushima, and Recording Secretary Lareina
Gamboa
PUBLIC COMMENT ITEMS NOT ON THE AGENDA
Garrett Otto
--End of Pubhc Comment --
APPROVAL OF MINUTES
1. Review Minutes of the Active Transportation Committee Meeting of November 21, 2019:
ACTION: UPON MOTION BY COMMITTEE MEMBER BROOKS, SECONDED BY
COMMITTEE MEMBER JOUET, CARRIED 6-0-1 (COMMITTEE MEMBER ESPINOSA
ABSENT), to approve the Minutes of the Active Transportation Committee Meeting of
November 21, 2019. as presented.
2. Review Minutes of the Active Transportation Committee Meeting of December 10, 2019:
ACTION: UPON MOTION BY COMMITTEE MEMBER BROOKS, SECONDED BY
COMMITTEE MEMBER DUNAWAY, CARRIED 6-0-1 (COMMITTEE MEMBER
ESPINOSA ABSENT), to approve the Minutes of the Active Transportation Committee
Meeting of December 10, 2019, with the correction to Public Commenter name Jamie
"Woolf".
Public Comment
Minutes — Active Transportation Committee Meeting of January 16, 2020 Page 1
Page 293 of 359
None.
--End of Public Comment --
DISCUSSION ITEM
3. Committee Bylaws
Active Transportation Manager Fukushima and the Committee discussed and reviewed the
advisory body bylaws.
Public Comment
Myron Amerme
David Figueroa
Rob Moore
Kylie Clark
Mark Borges
Garrett Otto
--End of Public Comment --
No action was taken on this item.
PRESENTATION ITEM
4. Quick -Build Strategies
Bike SLO County Board Member, Garrett Otto, gave a PowerPoint presentation and responded to
committee inquiries in regards to considering the possibility of quick -build strategies within the
city.
Public Comment
Karen Aydelott
--End of Public Comment—
No action was taken on this item.
DISCUSSION ITEM
5. Active Transportation Plan Bicycle Policies
Active Transportation Manager Adam Fukushira provided a PowerPoint Presentation and
responded to committee inquiries in regards to bicycle policies for the Active Transportation
Committee.
Public Comment
Myron Amerine
Garrett Otto
Minutes — Active Transportation Committee Meeting of January 16, 2020 Page 2
Page 294 of 359
Jesse Englert
David Figueroa
--End of Public Comment --
No action was taken on this item.
COMMENT AND DISCUSSION
6. Committee Member Updates
None.
7. Staff Updates
a. Railroad Safety Trail
b. Ferrini/Foothill Crossing
c. Agenda Forecast
ADJOURNMENT
The meeting was adjourned at 8:10 p.m. The next Regular Active Transportation Committee
meeting is scheduled for Thursday, March 19, 2020 at 6:00 p.m., in the Council Hearing Room,
990 Palm Street, San Luis Obispo, California.
APPROVED BY THE ACTIVE TRANSPORTATION COMMITTEE: 06/11/2020
Minutes — Active Transportation Committee Meeting of January 16, 2020 Page 3
Page 295 of 359
ADMINISTRATIVE REVIEW BOARD
au1
r
Minutes
Tuesday, November 12, 2019
Regular Meeting of the Administrative Review Board
CALL TO ORDER
A Regular Meeting of the San Luis Obispo Administrative Review Board was called to order on
Tuesday, November 12, 2019 at 3:05 p.m. in the Council Hearing Room, located at 990 Palm
Street, San Luis Obispo, California, by Chair Conaway.
ROLL CALL
Present: Board Member Alex Karlin and Chair Earl Conaway
Absent: None
Staff: Kelly White, Legal Assistant/Paralegal (as Board Liaison and Recording Secretary)
Kevin Christian, Deputy City Clerk
PUBLIC COMMENT ITEMS NOT ON THE AGENDA
None
--End of Public Comment --
APPROVAL OF MINUTES
1. Consideration of Minutes of the Special Administrative Review Board Meeting of
November 5, 2018:
Public Comment
None
--End of Public Comment —
ACTION: UPON MOTION BY BOARD MEMBER KARLIN, SECONDED BY CHAIR
CONAWAY, CARRIED 2-0-0, APPROVAL of the Minutes of the Special Administrative
Review Board Meeting of November 5, 2018, as presented.
Minutes — Administrative Review Board Meeting of November 12, 2019 Page 1
Page 296 of 359
BUSINESS ITEMS
2. Election of Officers:
The Board identified the two officer positions: Chair and Vice Chair.
Public Comment
None
--End of Public Comment --
ACTION: UPON MOTION BY BOARD MEMBER KARLIN, SECONDED BY CHAIR
CONAWAY, CARRIED 2-0-0 to keep Conaway as Chair of the Board and elect Karlin as
Vice Chair.
3. Review of the Bylaws of the Administrative Review Board:
The Board discussed the changes recommended in the staff report, and a verbal suggestion
to stagger the terms of members of the Board while simultaneously making each term three
years long.
Public Comment
None
--End of Public Comment --
ACTION: UPON MOTION BY BOARD MEMBER KARLIN, BY VOICE VOTE,
CARRIED 2-0-0 to recommend the changes as presented in the staff report and also, by
language approved by the City Attorney, to implement a staggering of appointments for the
three members of the Board and change the length of each appointment to three years.
ADJOURNMENT
The meeting was adjourned at 3:15 p.m. The next Regular Administrative Review Board meeting
is scheduled for December 10, 2019 at 3:00 p.m., in the Council Hearing Room, 990 Palm Street,
San Luis Obispo, California.
APPROVED BY THE ADMINISTRATIVE REVIEW BOARD: 1/7/2021
Minutes — Administrative Review Board Meeting of November 12, 2019 Page 2
Page 297 of 359
Minutes
ARCHITECTURAL REVIEW COMMISSION
Monday, December 16, 2019
Regular Meeting of the Architectural Review Commission
CALL TO ORDER
A Regular Meeting of the Architectural Review Commission was called to order on Monday,
December 16, 2019 at 5:03 p.m. in the Council Hearing Room, located at 990 Palm Street, San
Luis Obispo, California, by Vice Chair Amy Nemcik.
ROLL CALL
Present: Commissioners Richard Beller, Mandi Pickens, Micah Smith, Christie Withers, Vice -
Chair Amy Nemcik
Absent: Commissioner Michael DeMartini and Chair Allen Root (arrived at 5:06p.m-)
Staff: Senior Planner Shawna Scott, City Clerk Teresa Purrington and Deputy City Clerk
Megan Wilbanks
PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
None
--End of Public Comment --
PRESENTATION
1. Annual Review of the Architecture Review Commission Bylaws
City Clerk Teresa Pun-ington presented the Architectural Review Commission Bylaws, last
adopted February G, 2018, and responded to Commissioner inquiries.
ACTION: MOTION BY COMMISSIONER WITHERS, SECOND BY COMMISSIONER
PICKENS, CARRIED 4-2-1 (Chair Root and Vice Chair Nemcik dissenting, Commissioner
❑eMartini absent) to forward the following recommendations to City Council for approval:
• CONDUCT OF MEETINGS, Section 3c: The applicant and/or applicant's representative
shall be provided 10-minutes total to make a presentation on behalf of the request at the
beginning of public comment.
• COMPENSATION: The City Council has approved a stipend of $70 per meeting (not to
exceed $290 monthly) for each member of the ARC (Resolution No. 10887 [2018 Series] ).
Page 298 of 359
APPROVAL OF MINUTES
2. Consideration of Minutes of the Regular Architectural Review Commission Meeting of
November 18, 2019.
ACTION: MOTION BY COMMISSIONER PICKENS, SECOND BY COMMISSIONER
SMITH, CARRIED 6-0-1 (Commissioner DeMartini absent) to approve the minutes of the
Regular Architectural Review Commission meeting of November 18, 2019 as presented.
PUBLIC HEARINGS
Commissioner Smith recused himself from Item 3 due to the close proximity of his business to the
project site. Commissioner Smith left the room at 5: 24 p. m.
3. Project Address: 1034 Mill Street; Case #: ARCH-0551-2019; Zone: O; Brian Rolph
with Familiar Forms Inc., owner/applicant. Review of five new residential dwellings
within three 3-story buildings on two lots. The project is categorically exempt from
environmental review (CEQA).
Associate Planner Walter Oetzell presented the staff report and responded to Commissioner
inquiries.
Applicant representative John Rolph responded to Commissioner inquiries.
Public Comments:
None
--End of Public Comment --
ACTION: MOTION BY COMMISSIONER BELLER, SECOND BY COMMISSIONER
WITHERS, CARRIED 5-0-1-1 (Commissioner Smith recused and Commissioner DeMartini
absent) to continue the item to a date uncertain with the following recommendations to the
applicant:
■ Provide additional articulation to relieve the blank walls that have no breaks,
particularly those on Buildings A & B, with attention to:
o The elevation adjacent to neighboring single-family dwelling (to the west)
o Visible portions of the building elevation adjacent to the office building parking
lot (to the east)
• Provide additional articulation to the two-story building elements at either side of the
entry to the common driveway
Commissioner Smith rejoined the meeting at 6:04 p.m.
Minutes — Architectural Review Commission Meeting of December 16, 2019 Page 2
Page 299 of 359
4. Project Address: 3720 Broad Street; Case #: ARCH-0641-2019; Zone: C-S-S; Peoples
Self -Help Housing Corp., owner. Review of a modification to a mixed -use project,
consisting of 39 extremely low, very low, and low-income residential units, one manager's
unit, and 1,250 square feet of commercial use, including a nine percent density bonus,
proposed tree removals, and associated site improvements. The project is categorically
exempt from environmental review (CEQA).
Senior Planner Shawna Scott presented the staff report and responded to Commissioner
inquiries.
Applicant representatives Steven Orosco, Murray Duncan and Morgan Mills responded to
Commissioner inquiries.
Public Comments:
Jeff Thomas
--End of Public Comment—
ACTION: MOTION BY COMMISSIONER WITHERS, SECOND BY COMMISSIONER
SMITH, CARRIED 6-0-1 (Commissioner DeMartini absent) to find the project consistent with
the Community Design Guidelines and to recommend that the Community Development
Director approve the project as presented.
COMMENT AND DISCUSSION
Senior Planner Shawna Scott provided a brief agenda forecast.
ADJOURNMENT
The meeting was adjourned at 7:02 p.m. The next Regular meeting of the Architectural Review
Commission has been rescheduled to Monday, January 13, 2020 at 5:00 p.m., in the Council
Hearing Room, 990 Palm Street, San Luis Obispo, California.
APPROVED BY THE ARCHITECTURAL REVIEW COMMISSION: 02/10/2020
Minutes — Architectural Review Commission Meeting of December 16, 2019 Page 3
Page 300 of 359
REVENUE ENHANCEMENT OVERSIGHT COMMISSION
ru+
Minutes
Thursday, December 12, 2019
Regular Meeting of the Revenue Enhancement Oversight Commission
CALL TO ORDER
A Regular Meeting of the San Luis Obispo Revenue Enhancement Oversight Commission was
called to order on Thursday, December 12, 2019 at 5:30 p.m. in the Council Hearing Room, located
at 990 Palm Street, San Luis Obispo, California, by Chair Christopher Coates.
ROLL CALL
Present: Commissioners Ken Kienow, Jeannette McClure, Michael Multari and Chair
Christopher Coates
Absent: Commissioner Winston Newland
Staff: Deputy City Manager Greg Hermann and Assistant to the City Manager Ryan Betz
PUBLIC COMMENT ITEMS NOT ON THE AGENDA
None
--End of Public Comment --
APPROVAL OF MINUTES
1. Consideration of Minutes of the Continued Regular Revenue Enhancement Oversight
Commission Meeting of April 4, 2019:
ACTION: UPON MOTION BY COMMISSIONER MULTARI, SECONDED BY
COMMISSIONER MCCLURE CARRIED 4-0-1 (Commissioner Newland absent), to approve
the Minutes of the Continued Regular Revenue Enhancement Oversight Commission Meeting
of April 4, 2019, as presented.
BUSINESS ITEMS
2. Review Purpose of the Revenue Enhancement Oversight Commission and Elect Officers
Assistant to the City Manager Betz presented the staff report and responded to Commissioner
inquiries.
Public Comment
None
--End of Public Comment --
Minutes — Revenue Enhancement Oversight Commission Meeting of December 12, 2019 Page 1
Page 301 of 359
ACTION: UPON MOTION BY COMMISSIONER MULTARI, SECONDED BY
COMMISSIONER COATES, CARRIED 4-0-1 (Commissioner Newland absent) to elect
Commissioner Jeannette McClure to serve as Vice Chair for a one-year term.
ACTION: UPON MOTION BY COMMISSIONER COATES, SECONDED BY
COMMISSIONER KIENOW, CARRIED 4-0-1 (Commissioner Newland absent) to elect
Chair Christopher Coates to serve another one-year term as Chair.
3. Budtet Reallocation of the Police Department Facility Parking Lot Maintenance Project
Supervising Civil Engineer Nelson presented the staff report and responded to Commissioner
inquiries.
Public Comment
None
--End of Public Comment —
ACTION: UPON MOTION BY CHAIR COATES, SECONDED BY COMMISSIONER
KEINOW, CARRIED 4-0-1 (Commissioner Newland absent) to, forward a recommendation
to the City Council to approve the reallocation of Local Revenue Measure funding for the
Police Station Parking Lot Maintenance project to other ongoing City Facility Parking Lot
Maintenance projects identified in the 19-21 Financial Plan.
4. 2018-19 Annual Community Report and Citizen Oversight Meeting
Assistant to the City Manager Betz presented the staff report and responded to Commissioner
inquiries.
Public Comment
None
--End of Public Comment —
ACTION: UPON MOTION BY CHAIR COATES, SECONDED BY COMMISSIONER
MCCLURE, CARRIED 4-0-1 (Commissioner Newland absent) to appoint Chair Coates and
Commissioner Kienow to serve on a sub -committee to assist in the development of the 2018-
19 Annual Community Report.
Minutes — Revenue Enhancement Oversight Commission Meeting of December 12, 2019 Page 2
Page 302 of 359
5. Resident Focus Group and Survey Results Regarding Funding Priorities
City Manager Derek Johnson presented the staff report and responded to Commissioner
inquiries.
Public Comment
None
--End of Public Comment —
ACTION: UPON MOTION BY COMMISSIONER MULARTI, SECONDED BY
COMMISSIONER KEINOW, CARRIED 4-0-1 (Commissioner Newland absent) to continue
public education and outreach efforts and to keep the commission informed of the results of
those efforts.
COMMENT AND DISCUSSION
Greg Hermann Interim Deputy City Manager provided an agenda forecast.
ADJOURNMENT
The meeting was adjourned at 7:06 p.m. The next Regular Revenue Enhancement Oversight
Commission meeting is scheduled for April 20, 2020 at 5:30 p.m., as a virtual public.
APPROVED BY THE REVENUE ENHANCEMENT OVERSIGHT COMMISSION: 04/30/2020
Minutes — Revenue Enhancement Oversight Commission Meeting of December 12, 2019 Page 3
Page 303 of 359
1 CULTURAL HERITAGE COMMITTEE
,J Minutes
Monday, June 28, 2021
Regular Meeting of the Cultural Heritage Committee
CALL TO ORDER
A Regular Meeting of the San Luis Obispo Cultural Heritage Committee was called to order on
Monday, .tune 28, 2021, at 5:30 p.m. via teleconference, by Chair Shannon Larrabee.
ROLL CALL
Present: Committee Members John Ashbaugh, Charles Crotser, Karen Edwards, Vice Chair
Eva UIz, and Chair Shannon Larrabee (two vacant seats)
Absent: None
Staff: Senior Planner Brian Leveille and City Clerk Teresa Purrington
PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA
James Papp
--End of'Pubfic Comnient--
ELECTION OF CHAIR AND VICE CHAIR
1. Elect the Chair and Vice Chair to serve a one-year term
ACTION: UPON MOTION BY COMMITTEE MEMBER ASHBAUGH, SECONDED BY
COMMITTEE MEMBER CROTSER, CARRIED 5-0 (with two seats vacant), to elect
Shannon Larabee to the position of Chair for a one-year term.
ACTION: UPON MOTION BY COMMITTEE MEMBER CROTSER, SECONDED BY
VICE CHAIR ULZ, CARRIED 5-0 (with two seats vacant), to elect Eva Ulz to the position of
Vice Chair for a one-year term.
CONSIDERATION OF MINUTES
2. Approve the minutes of the April 26, 2021, Cultural Heritage Committee meeting.
ACTION: UPON MOTION BY COMMITTEE MEMBER ASHBAUGH, SECONDED BY
CHAIR ULZ, CARRIED 5-0 (with two seats vacant) to approve the minutes of the April 26,
2021, Cultural Heritage Committee meeting.
Minutes — Cultural Heritage Committee Meeting of June 28, 2021 Page I
Page 304 of 359
PUBLIC HEARING ITEMS
3. 2223 Monterey Street. Review of a hotel project with 33 A -frame guestrooms and 43
Airstream trailers on the Master List Historic Motel Inn property, with an Addendum to the
previously adopted Initial Study/Mitigated Negative Declaration; Project Address: 2223
Monterey; Zone: C-T-S; Case #: ARCH-0327-2021; Motel Inn, L.P., owner/applicant.
Senior Planner Shawna Scott presented the staff report and responded to Committee inquiries.
Applicant representative, Ariana Melendez, SDG Architects, provided a PowerPoint
presentation and Damien Mavis, Applicant, responded to Committee inquiries.
Public Comment
James Papp
Paula Carr
Tom Wheeler
--End of Public Comment—
ACTION: UPON MOTION BY COMMITTEE MEMBER ASHBAUGH, SECONDED BY
COMMITTEE MEMBER CROTSER, CARRIED 5-0 (with two seats vacant) to recommend
denial of the project and that the Community Development Director find that the project is
inconsistent with Historic Preservation Program Guidelines and Historic Preservation
Ordinance because the proposed structures fail to preserve the essential form and integrity of
the historic property. With the applicant hearing the Committee's feedback, the applicant is
welcome to come back to the CHC with a reimagined utilization/project.
4. 350 High Street. Review of a request to designate the property at 350 High Street as a Master
List Resource and include the property in the City's Inventory of Historic Resources as the
"Tiny Mart" Building (categorically exempt from CEQA environmental review); Project
Address: 350 High Street; Zone: C-N; Case #: HIST 0208-2021; Alex Gough, Anne
Gough, and Anne Gaebe, applicants.
Assistant Planner Walter Oetzell presented the staff report and responded to Committee
inquiries.
Applicant representative, James Papp, provided a PowerPoint presentation and responded to
Committee inquiries.
Minutes — Cultural Heritage Committee Meeting of June 28, 2021 Page 2
Page 305 of 359
Public Comment
None
--End of Public Comment --
ACTION: UPON MOTION BY COMMITTEE MEMBER ASHBAUGH, SECONDED BY
COMMITTEE MEMBER CROTSER, CARRIED 5-0 (with two seats vacant) to recommend
to the City Council that the property be designated as a Master List Resource in the City's
Inventory of Historic Resources.
5. 2006 Swazey Street. Review of the rehabilitation of a single-family dwelling, including
foundation repair resulting in a 10-inch increase in building height, window replacement, porch
modification, and removal of an existing non -historical addition, and construction of a new
two -bedroom addition to the dwelling, on property designated as a Contributing List Resource
in the City's Inventory of Historic Resources (categorically exempt from CEQA environmental
review); Project Address: 2006 Swazey Street; Zone: R-3; Case #: ARCH-0148-2021; Rob
Weber and Steve Bastin, applicants.
Assistant Planner Walter Oetzell presented the staff report and responded to Committee
inquiries.
Applicant representative, Greg Wynn, provided a presentation and responded to Committee
inquiries.
Public Comment
James Papp
--End of Public Comment --
ACTION: UPON MOTION BY COMMITTEE MEMBER CROTSER, SECONDED BY
COMMITTEE MEMBER EDWARDS, CARRIED 5-0 (with two seats vacant) to recommend
that the Community Development Director find the project consistent with the Historic
Preservation Ordinance.
PRESENTATION AND DISCUSSION
6. Annual Review of the Cultural Heritage Committee Bylaws
ACTION: UPON MOTION BY COMMITTEE MEMBER ASHBAUGH, SECONDED BY
COMMITTEE MEMBER CROTSER, CARRIED 5-0 (with two seats vacant) to recommend
that City Council approve changes to the Cultural Heritage Committee Bylaws, as shown in
the attached legislative draft.
Minutes — Cultural Heritage Committee Meeting of June 28, 2021 Page 3
Page 306 of 359
COMMENT AND DISCUSSION
Senior Planner Leveille provided an agenda forecast.
ADJOURNMENT
The meeting was adjourned at 9:04 p.m. The next Regular Meeting of the Cultural Heritage
Committee is scheduled for Monday, July 26, 2021 at 5.30 p.m. in the Council Hearing Room,
990 Palm Street, San Luis Obispo.
APPROVED BY THE CULTURAL HERITAGE COMMITTEE: 07/26/2021
Minutes — Cultural Heritage Committee Meeting of June 28, 2021 Page 4
Page 307 of 359
Advisory Body Handbook February 6, 2018
F. Cultural Heritage Committee Bylaws (A)
ARTICLE 1. PURPOSE
The Cultural Heritage Committee (CHC) promotes the preservation of architectural,
archaeological, historical, and cultural resources in San Luis Obispo_ As a City Council
established advisory body and a historic preservation commission of a Certified Local
Government, in partnership with State of California Office of Historic Preservation and National
Park Service, its roles are mandated by the City ordinance and guidelines and Certified Local
Government Requirements for Certification.
ARTICLE 2. COMPLIANCE WITH OTHER REQUIREMENTS
The functioning of the Cultural Heritage Committee and all of its actions and decisions shall be in
compliance with the provisions of the Advisory Body Handbook and as established by Council
Resolution.
ARTICLE 3. MEMBERSHIP
1. The CHIC will have seven members appointed by the City Council. Members must shall be
residents and registered voters of the City. However, the Council may make appointments of
Lip to two persons with desired professional expertise in cultural resources who are residents
and registered voters of the county. All members must have a demonstrated interest,
competence, or knowledge in historic preservation. At least two CHIC members are
encouraged to be appointed from among professionals in the disciplines of histo!L
architecture, architectural history, planning, pre -historic and historic archeology, folklore,
cultural anthropology, curation, conservation, and landscape architecture or related
disciplines, such as urban planning, American studies, American civilization, or cultural
eg ography, to the extent that such professionals are available in the community. CHIC
membership may also include lay members.
2. Each CHIC member is reauired to attend at least one informational or educational meetin
seminar, workshop, or conference per year that pertains directly to the work and functions of
the commission and would be approvable by the state. Commission members will arrange this
in collaboration with and with the approval of the Commission's staff liaison and Community
Development Department and will not be required to underwrite the expense themselves.
i. if possible, member -ship of the Committee should inelude a per -son knowledgeable in 1
laeal ' and a per -son
City of San Luis Obispo 1 I P a g e
Page 308 of 359
Advisory Body Handbook
February 6, 2018
ARTICLE 4. TERMS OF APPOINTMENT
Members shall be appointed by the City Council for an initial term of a maximum of four years and
may be reappointed for additional terms, not exceeding a total of two consecutive four-year terms.
ARTICLE 5. OFFICERS
A Chairperson and Vice -Chairperson shall be elected by the Committee at its first meeting
in April for one-year terms. No person may serve in the office of Chairperson or Vice -
Chairperson for more than two consecutive terms.
2. The Chairperson shall preside over all Committee meetings, vote on all matters, appoi�
all sttbe,.,...,. it4ees, call special meetings, and submit an annual report and the
Committee for approval and presentation to the City Council. The Chairperson shall submit
the annual report to the State Office of Historic Preservation.
3. The Vice -Chairperson shall serve in the absence or incapacity of the Chairperson and
perform such other duties as reqtie Aed-normally_performed by the Chair.
ARTICLE 6. MEETINGS
I. The Committee shall hold a regular meeting each month. All meetings shall be open to the
public. Regular meetings shall be held at 5:30 p.m. on the fourth Monday of each month in
the City Council Hearing Room, City Hall, 990 Palm Street, San Luis Obispo, California.
2. A quorum shall consist of a majority of the established members.
3. All action of the Committee shall be decided by a majority vote or consensus of the quorum
directed through the Chairperson.
4. Minutes of each meeting shall be forwarded to the City Council and be available as a public
record.
5. The Chairperson or a quorum majority of the Committee may call a special meeting,
provided that all public notice requirements are met.
6. All Committee meetings shall be conducted according to City practices, customs, and
policies.
Robert's Rules of Order, Newly Revised, may be used as a guideline.
7. All members present must vote, except when a member declares a conflict of interest. Any
member declaring a conflict of interest shall not vote or participate in any related
deliberations or action of the Committee.
City of San Luis Obispo 2 1 P a g e
Page 309 of 359
Advisory Body Handbook February 6, 2018
ARTICLE 7. ABSENCES AND RESIGNATIONS
1. If a member fails to attend three consecutive regular meetings or a total of six regular
meetings within any 12 months, the member shall automatically be considered for
replacement. The Chairperson of the Committee shall inform the Council of such a
situation and explain any special circumstances.
2 Committee members are responsible for notifying the Chairperson or the Secretary in
advance when an absence is anticipated.
3. If a member needs to resign from the Committee, the member shall immediately direct a
letter to the City Council with copies forwarded to the Committee Chairperson and City
Clerk.
ARTICLE 8. SUBCOMMITTEES
Subcommittees shall be appointed, as needed, by the CL..,:.-,..erson. Subcommittees may include
non -Committee members who shall have no voting power.
ARTICLE 9. AMENDMENTS
Bylaw amendments shall be submitted for Council approval by an affirmative vote of the members
present at a regular meeting of the Committee, provided that such amendments shall have been
discussed by the Committee on the agenda of at least two meetings prior to the vote. The members
shall receive the proposed amendments at least 10 days prior to the first meeting.
City of San Luis Obispo 3 I P a tie
Page 310 of 359
i0t w
Minutes
Human Relations Commission
Wednesday, December 4, 2019
Regular Meeting of the Human Relations Commission
CALL TO ORDER
A Regular Meeting of the San Luis Obispo Human Relations Commission was called to order on
Wednesday, December 4 at 5:00 p.m. in the Council Hearing Room, located at 990 Palm Street,
San Luis Obispo, California, by Chair Welts.
ROLL CALL
Present: Commissioners Renoda Campbell, Bill Crewe, Abe Lincoln, Jeannette
Richardson (arrived at 5: 07p.m.), Emily Rosten (arrived at 5: 07p.m),
Vice Chair Michael Hopkins, and Chair Nancy Welts
Absent: None
Staff: Cara Vereschagin, Housing Coordinator
PUBLIC COMMENT FOR ITEMS NOT ON THE AGENDA
None
--End of Public Comment --
APPROVAL OF MINUTES
1. Consideration of Minutes of the Regular Human Relations Commission Meeting of
October 2, 2019.
ACTION: MOTION BY CHAIR WELTS, SECOND BY VICE CHAIR HOPKINS,
CARRIED 5-0-2 to approve the minutes of the Regular Meeting of the Human Relations
Commission of October 2, 2019.
PUBLIC HEARING ITEMS
2. 2020-21 Community Development Block Grant (CDBG) Program
Chair Welts opened up the item. Vice Chair Hopkins recused himself from the item due to a
conflict of interest and left the Hearing Room. Housing Coordinator Vereschagin presented
the staff report with the use of a PowerPoint presentation and responded to Commissioner
inquiries on the 2020-21 CDBG Program.
Page 311 of 359
Minutes
Human Relations Commission Meeting of December 4, 2019
Page 2
Chair Welts opened the public hearing.
Public Comments
Grace McIntosh — Community Action Partnership of San Luis Obispo County
Steven Orozco — Peoples' Self -Help Housing Corporation
--End of Public Comment --
Chair Welts closed the public hearing
After the speakers, the HRC deliberated, discussing staff s recommendation for the allocation
of CDBG funds.
MOTION BY COMMISSIONER LINCLON to reallocate $40,000 from Peoples' Self -Help
Housing for Broad Street Place to Stand Strong for the Safe Housing Project. The Motion was
not seconded and failed.
ACTION: MOTION BY COMMISSIONER CREWE, SECOND BY COMMISSIONER
CAMPBELL, CARRIED 6-0-1 to move staffs recommendation for the 2020-21 CDBG
Funding Cycle.
Vice Chair Hopkins returned to the meeting at S: 47p.m.
BUSINESS ITEMS
3. Review the Bylaws of the Human Relations Commission
Housing Coordinator presented the current bylaws of the HRC and the Commission reviewed the
current language for proposed amendments. There was discussion around Article 2, Membership
and Terms of Office, specifically about allocating a seat to a specialized group and including more
inclusive language around the description of members. The Commission also gave direction for the
Diversity Subcommittee and staff to clarify language with the City Attorney and Clerk's Office.
ACTION: MOTION BY VICE CHAIR HOPKINS, SECOND BY COMMISSIONER
ROSTEN, CARRIED 7-0-0 to approve the bylaws of the HRC, and authorized the Diversity
Subcommittee to add any additional inclusive language around the description of membership.
4. Review of 2018-19 Grants -in -Aid (GIA) Year End Reports
The Commission discussed the year-end reports per their liaison assignments and briefly reported
out on key accomplishments their assigned organizations made use GIA funding.
Page 312 of 359
Minutes
Human Relations Commission Meeting of December 4, 2019
Page 3
5. 2020-21 Grants -in -Aid (GIA) Draft Application
Housing Coordinator Vereschagin opened up discussion to review the draft Grants -in -Aid program
application. Commissioners agreed that language should be added stating that applicants should
submit a complete application package and that incomplete applications will not be considered for
funding. Vereschagin made these various corrections to the draft application during the review.
STAFF & COMMISSION COMMUNICATIONS
6. Staff Updates
Vereschagin discussed details of the upcoming Housing Workshop the City was hosting on
December 10, 2019.
7. Commissioner Updates
Chair Welts announced that advisory body recruitment is open for applications through the
Clerk's Office and encouraged commissioners with expiring terms to reapply if interested.
Commissioner Lincoln announced his resignation from the SLO Noor Foundation.
ADJOURNMENT
Chair Welts adjourned the meeting at 6:30 p.m. The next Regular meeting of the Human Relations
Commission is scheduled for Wednesday, February 5 at 5:00 p.m., in the Council Hearing Room,
990 Palm Street, San Luis Obispo, California
APPROVED BY THE HUMAN RELATIONS COMMISSION: 03/04/2020
Page 313 of 359
Jack House Committee
MINUTES
Regular Meeting- Parks and Recreation Office
1341 Nipomo Street, San Luis Obispo
Wednesday, July 10, 2019
CALL TO ORDER: A Regular Meeting of the Jack House Committee was called to order on Wednesday.
July 10, 2019 at 5:31 p.m. in the Parks and Recreation Conference Meeting Room, located at 1341 Nipomo
Street, San Luis Obispo, California, by Chair Kathi Settle.
ROLL CALL: Vice chair: Toni Kincaid, Committee Members: Chuck Crotser, Bob Gordon,
Dorthey Sundbye, Keri Schwab, Julie Moore and Chair Kathi Settle
TARDY: Dorothy Sundbye
ABSENT: Keri Schwab, Chair Kathi Settle
STAFF: Dave Setterlund, Recreation Supervisor
PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
Public Comment
CONSENT AGENDA AND CONSIDERATION OF MINUTES
1. Consideration of the Minutes
ACTION: APPROVAL OF THE REGULAR MEETING MINUTES OF THE JACK HOUSE
COMMITTEE FOR MAY 8, 2019.
MOTION BY COMMITTEE MEMBER CROTSER, SECOND BY COMMITTEE MEMBER MOORE. AND
CARRIED 4:0:0 to approve the minutes of Regular Meeting of May 8, 2019 as presented.
AYES: KINCAID, CROTSER, GORDON, MOORE
NOTES: NONE
ABSTAIN: NONE
ABSENT: SCHWAB, SETTLE
Consideration of Financial Reports and Expenditures
ACTION: APPROVAL OF THE FINANCIAL REPORTS AND EXPENDITURES FOR END OF
YEAR 2019, FISCAL YEAR 2018-19
MOTION BY COMMITTEE MEMBER CROTSER, SECOND BY COMMITTEE MEMBER MOORS,
AND CARRIED 4:0:0 to approve the minutes as amended of Regular Meeting of May 8, 2019 as presented.
AYES: KINCAID, CROTSER, GORDON, MOORE
NOTES: NONE
ABSTAIN: NONE
ABSENT: SCHWAB, SETTLE
Page 314 of 359
Need to correct language in financial report: '`Monthly" and "Madonna"
PUBLIC HEARINGS AND BUSINESS ITEMS
3. Bylaw and standard language Amendment (Setterlund - 5 min)
Recommendation: Approve revised bylaw language (specifically in Article V) - in communication with City
Attorney and Parks and Recreation Director
MOTION BY COMMITTEE MEMBER CROTSER, SECOND BY COMMITTEE MEMBER MOORE, AND
CARRIED 5:0.0 to revise the Jack House Committee Bylaw Language
AYES. KINCAID, CROTSER, GORDON, MOORE, SUNDBYE
NOTES: NONE
ABSTAIN: NONE
ABSENT: SCHWAB, SETTLE
Public Comment:
None
Committee Comment
Crotser - Is this a recommendation for just Article V or the entire bylaws?
Kincaid - We should move forward having a meeting every month to keep committee updated
Sundbye - Arrived to meeting at 5:35 PM
4. OFFICER ELECTIONS (Setterlund - 5 min)
MOTION BY COMMITTEE MEMBER KINCAID, SECOND BY COMMITTEE MEMBER CROTSER,
AND CARRIED 5:0:0 to elect Chuck Crotser as Chair and Kathi Scttic as Vice Chair of the Jack House
Committee
AYES: KINCAID, CROTSER. GORDON. MOORS. SUNDBYE
NOTES: NONE
ABSTAIN: NONE
ABSENT: SCHWAB, SETTLE
Public Comment
NONE
Committee Comments
Kincaid - Would like to nominate Chuck Crotser as Chair and Kathi Settle as Vice Chair
Crotser - We should stick to bylaws and conduct elections in April
5. RESTORATION SURVEY (Setterlund - 5 Min)
Recommendation: Allocate funds for a Condition Survey - Setterlund met with Kimberly Timbs. owner of
Patina Conservation Studios to discuss surveying the condition of the Jack House - opportunity to restore
properly - Approve up to $2,000
MOTION BY COMMITTEE MEMBER GORDON, SECOND BY COMMITTEE MEMBER MOORE..
AND CARRIED 5:0:0 to approve up to S2.000 to find a Condition Survey of the Jack House Collection
Page 315 of 359
AYES; KINCAID, CROTSER, GORDON. MORE. SUNDBYE
NOTES: NONE
ABSTAIN: NONE
ABSENT: SCHWAB, SETTLE
Public Comment
None
Committee Comments
Moore - Will she come in and tell us how to move forward with our items? Or will she do it herself and fix the
issues'? (Setterlund: seems she will create a plan and infonn us on what needs most attention in the .lack House
Collection)
Sundbye - Does she catalog the items? Do we have a plan of how to get rid of items'?
Setterlund - She will not get rid of anything - it's a way to understand what the home has and how to move forward
Kincaid - We should look at the cost and financials
Sundbye - Can she help us with the carriage house?
6. Christmas Tree Purchase (Setterlund, Kincaid- 5 Min)
Recommendation: Allow funds for purchase of the Christmas Tree
Move to another agenda to allow time for research on different Christmas Tree options - reconvene at a meeting
closer to December.
Public Comment:
NONE
Committee Comment:
Kincaid - Recommend purchasing new Christmas tree since the current one is broken - we had to throw the other
one out (Use up to $100 to purchase a Christmas tree)
Gordon - Important to get a good tree to last a long time as opposed to a cheap one
7. Agenda Forecast & Staff Updates (Setterlund - 5 Min)
Staff report:
- SLO Triathlon
- Family Campouts
Movies at the .lack House instead cif in the Mission Plaza in August
SHELL ASSESMENT
- RAILROAD FESTIVAL
Comments.-
Setterlund: Let's call in Devin Hyfield to discuss security and the procedures of the "host" at the Jack House -
especially during events
Kincaid: September agenda - replace broken sign out front
ADJOURNMENT
Meeting adjourned at 6:15 p.m. to the next Jack House Committee Meeting on Wednesday, September It, 2019 at
5.30 p.m. at the Parks and Recreation Conference Meeting Room located at 1341 Nipomo St, San Luis Obispo,
CA 93401.
Page 316 of 359
JACK HOUSE BYLAWS
ARTICLE 5. OFFICERS
The officers shall be a Chairperson and a Vice -Chairperson who shall be elected at the
Committee meeting in April for two-year terms a one-year term.
• An officer may be re-elected for a second one-year term, however, an officer may not
serve for more than two consecutive one-year terms.
• After serving two consecutive terms, they may be elected to a different office.
• After serving in the same office for two consecutive years, the Committee member will
not be eligible for that office for one year.
2. The Chairperson shall preside over all meetings of the Committee, assist in preparing all
meeting agendas and perform such duties as directed by the Committee.
3. The Vice -Chairperson shall serve in the absence or incapacity of the Chairperson.
Page 317 of 359
Minutes - FINAL
MASS TRANSPORTATION COMMITTEE
Wednesday, November 20, 2019
Regular Meeting of the Mass Transportation Committee
CALL TO ORDER
A Regular Meeting of the San Luis Obispo Mass Transportation Committee was called to order on
Wednesday, November 20, 2019 at 2:31 p.m. in the Council Hearing Room, located at 990 Palm
Street, San Luis Obispo, California, by Chair Osumi.
ROLL CALL
Present: Committee Members David Figueroa (Member at Large), Robin Kisinger (Senior),
Denise Martinez (Disabled), James Thompson (Technical), Marlene Cramer (Cal
Poly), Rob Moore (Student), John Osumi (Chair)
Absent: None
Staff: Transit Manager Gamaliel Anguiano, Transit Coordinator Megan Weeks
PRESENTATIONS
Oath of Office — Rob Moore (Student), Marlene Cramer (Cal Poly)
PUBLIC COMMENT ITEMS NOT ON THE AGENDA
Louise Justice
--End of Public Comment --
CONSIDERATION OF MINUTES
1. Consideration of Minutes of the Regular Mass Transportation Committee Meeting of
September 11, 2019:
ACTION: UPON MOTION BY COMMITTEE MEMBER FIGUEROA, SECONDED BY COMMITTEE
MEMBER MOORE, CARRIED 7-0-0, the Mass Transportation Committee approved the
Minutes of the Regular Mass Transportation Committee Meeting of September 11, 2019.
FINAL Minutes — Mass Transportation Committee Meeting of November 20, 2019 Page 1
Page 318 of 359
PUBLIC COMMENT
None.
--End of public Comment --
PRESENTATIONS
2. None.
BUSINESS ITEMS
3. Election of Officers
ACTION: UPON MOTION BY COMMITTEE MEMBER KISINGER, SECONDE❑ BY COMMITTEE
MEMBER MARTINEZ, CARRIED 7-0-0, the Mass Transportation Committee appointed
Committee Member Osumi as Chair.
ACTION: UPON MOTION BY COMMITTEE MEMBER OSUMI, SECONDED BY COMMITTEE
MEMBER KISINGER, CARRIED 7-0-0, the Mass Transportation Committee appointed
Committee Member Figueroa as Vice Chair.
4. MTC Bylaws Update
ACTION: UPON MOTION BY COMMITTEE MEMBER MOORE, SECONDE❑ BY COMMITTEE
MEMBER FIGUEROA, CARRIED 7-0-0, the Mass Transportation Committee recommended to
revise the MTC Bylaws by removing one alternate committee member position.
COMMENT AND ❑ISCUSSION ITEMS
S. Staff Updates
Transit Manager Anguiano provided a verbal update and responded to Committee inquiries
regarding:
■ Transit Manager's Report
■ Ridership Summary Report for Fiscal Year 2020
• Waysine Solar -Powered Digital Signage
■ GFI Fareboxes
• FTA Triennial Review
Transit Coordinator Weeks provided a verbal updated regarding:
• Upcoming service dates and holidays
■ Holiday Trolley Service (Nov 29 — Dec 22, 2019)
FINAL Minutes — Mass Transportation Committee Meeting of November 20, 2+019 Page 2
Page 319 of 359
Public Meeting (Dec 5, 2019)
Public Comment
None.
--End of Public Comment --
ADJOURNMENT
ACTION: UPON MOTION BY COMMITTEE MEMBER MOORE, SECONDED BY COMMITTEE
MEMBER CRAMER, CARRIED 7-0-0, the meeting was adjourned at 3:43 p.m.
The next Regular Mass Transportation Committee meeting is scheduled for Wednesday, January
8, 2020 at 2:30 p.m., in the Council Hearing Roam, 990 Palm Street, San Luis ❑bispo, California.
APPROVED BY THE MASS TRANSPORTATION COMMITTEE: 01/08/2020
FINAL Minutes — Mass Transportation Committee Meeting of November 20, 2019 Page 3
Page 320 of 359
_ �&'
1 Minutes
-� PARKS AND RECREATION COMMISSION
5:30 p.m.
Wednesday, December 4, 2019
REGULAR MEETING
CALL TO ORDER Chair Rodney Thurman
Parks and Recreation
Council Chambers
990 Palm Street
San Luis Obispo, CA
ROLL CALL: Chair Rodney Thurman, Vice Chair Robert Spector, Commissioners Kari
Applegate, Adam Stowe, and Andrew Webber
ABSENT: Commissioner Dori Schwab
PUBLIC COMMENT: At this time, people may address the Committee about items not on the
agenda. Persons wishing to speak should came forward and state their name and address.
Comments are limited to three minutes per person. Items raised at this time are generally referred
to staff and, if action by the Committee is necessary, may be scheduled for a future meeting.
Public Comment:
RLr1I-9
CONSIDERATION OF MINUTES
1. Minutes of the Parks and Recreation Committee of November 6, 2019.
ACTION: APPROVAL OF THE REGULAR MEETING MINUTES OF THE PARKS AND
RECREATION COMMISSION FOR NOVEMBER 6, 2019.
CARRIED 5:0:0:I to approve the minutes of the Parks and Recreation Advisory Body for the
regular meeting of 11 /06/19 as motioned by Applegate and second by Stowe.
Page 321 of 359
Parks and Recreation Committee Minutes for December 4, 2019
AYES: APPLEGATE, STOWE, THURMAN, WEBBER, AND SPECTOR
NOES: NONE
ABSTAIN: NONE
ABSENT: SCHWAB
CONSENT ITEMS
NONE
BUSINESS ITEMS
2. Froom Ranch Specific Plan Draft Environmental Impact Report (Scott — 30 minutes)
Recommendation: Provide comments to staff on any additional analysis or information
needed to adequately evaluate impacts to parks and recreational facilities in the EIR for the
proposed Froom Ranch Specific Plan.
SWCA Environmental Consultant Emily Creel provided a presentation on the draft
Environmental Impact Report (EIR) for the Froom Ranch Specific Plan with focus on the parks
and facilities associated with the project. The applicant presented preliminary park plans in
August 2016 and based on the PRC. comments and direction, incorporated 2.9 acres to provide
public facilities and park geared toward the Madonna-Froom units. Features within the
proposed park acreage would include four historically significant structures, a playground area,
picnic areas, parking spaces and a trailhead plaza with bicycle parking. The Villaggio Life Plan
Community will include recreation facilities and amenities for Villaggio resident senior
population.
With the population increase of the planned project and Villaggio residents and proposed
recreational amenities and parks, the plan, including both the Madonna-Froom units and
Villaggio Living Units will fall short of the acreage requirements provided in the goals and
polices set forth in the General Plan Parks and Recreation Element and require an additional
1.16 acres for Madonna-Froom and 7.32 acres within the Villaggio community to meet the
standards.
The draft EIR identified mitigation measures to reduce impacts on recreation facilities
including development of additional parkland within the project or provide a contribution of
fees in -lieu of for parkland acquisition and improvement.
Comments collected from the PRC review will be included in the Final EIR and public
comment for the draft EIR closes on December 23, 2019.
Victor Montgomery, RRM, Froorn Ranch Designer, does not believe that 100% occupancy
will be obtained so the figures do not truly show the population projections accurately. He
believes 512 to 586 residents is a more reasonable number. The Villaggio recreation amenities
21Pag�-
Page 322 of 359
Parks and Recreation Committee Minutes for December 4, 2019
focused within the complex is more than accommodating for the residents and needs to be
considered within park acreage projections. Regarding the location of the Madonna-Froorn
proposed park, the historical structures will need to be moved to the location due to the current
location located on a fault line. The proposed location will provide reuse opportunities and the
park location will provide better emergency access. Use and maintenance of the historic
structures will be addressed with City staff and advisory bodies.
Public Comment
Gary Havis, SLG Resident, recommends that units stay below the 150 ft line, quarry has
historic value, bicycle connectivity should be a consideration, more focus on alternative
transportation, would the trail be both walking and biking? Historical structures maybe too far
gone, consult octagon barn renovations for information.
Neal Havlick, SLO Resident, Follow-up on comments sent to PRC earlier on December 4.
Continue to abide by the City of SLO's General Plan policy regarding Hillside Planning Areas,
Section H. Restoration of Froorn Creek should be addressed — opportunity to bring back
running water to the creek. Reject original project, stay below 150 elevation, portions of Irish
Hills will be abutted by the project which does not comply with current Open Space ordinances.
Commissioner Comment
Commissioner Webber; Parkland calculations should move along with the realistic
projected residents.
Commissioner Applegate: Would like to see clarification on the number of residents in
order to establish parkland. Regarding the historical structures, are they required to be
moved as a part of the project within Alternative 1? Was determined to be an integral
part of the project given its historical significance.
Commissioner Webber: Are the historical structures all or nothing? CHC would like to
see all structures taken together.
Commissioner Stowe: The Villaggio residents does provide a lot of amenities to the
population but there will continue to be an impact to the community due to the active
population within the units. With the current shortage of parkland existing within the
community, the proposed parkland is short of the goals.
Vice Chair Spector: Compromising on acreage tends to lead to equal or less, never equal
or more. Safety plan (proactive prevention of transients and proper park lighting, etc)
should be added to the plan. Concur with questions regarding bike connectivity.
Questions regarding structures vitality with potential private use or non-use. What is the
actual potential of the structures as this is currently unclear?
Chair Thurman: Some of the structures can be reasonably reused but at the burden of the
City — similar to the history of the Jack House. Clarification is requested on who is
responsible for the retrofitting of the historical structures.
31Pag�-
Page 323 of 359
Parks and Recreation Committee Minutes for December 4, 2019
Commissioner Webber. What heights will the multi -unit structures be? (two-story)
By consensus (Commissioner Stowe Abstained), in favor of Alternative 1 but need
clarification on historical structures regarding use, retrofitting, and long term care. Adhere to
natural buffers and incorporate connectivity within the plans. Recommend that Froom Creek
trail provide both walking and bike access and can be considered within acreage calculations.
3. Parks and Recreation Master Plan and General Plan Element Update (Avakian/Scott —
10 minutes)
Director Avakian provided a recap of the goals and concepts provided at the November PRC
meeting and provided an updated timeline with emphasis on data, trends and analysis
collection by consultants and City staff to further develop working towards a prioritized list
as a part of the update to the Parks and Recreation Master Plan and General Plan Element
Update. Staff will provide examples of completed Master Plans for other Cities to the PRC
for review.
Public Comment
1►IiOV2
Commissioner Comment
Chair Thurman: Asked about staff confidence with WRT regarding the completion of the
Master Plan and Element Update. StaffAvakian provided that with the transition of
leadership within the City to differing roles, some miscommunication occurred within roles
of the consultant and staff' Staff provided WRT with specific responses as to what the City
would like to see as a result of the Master Plan and are working with WRT to provide those
updates.
Vice Chair Spector: Inquired into what topics or information will be provided at the February
PRC meeting? StaffAvakian shared that additional data request may be provided depending
on the timeline of data provided from consultants for the master plan or may just be an
additional update.
4. PRC Bylaws Review and Approval (Avakian — 10 minutes)
ACTION: APPROVE PARKS AND RECREATION COMMISSION BYLAWS.
CARRIED 5:0:0:1 Motion to approve bylaws with no changes as motioned by Stowe,
second by Webber.
41Pag�
Page 324 of 359
Parks and Recreation Committee Minutes for December 4, 2019
AYES: APPLEGATE, STOWE, THURMAN, WEBBER AND SPECTOR
NOES: NONE
ABSTAIN: NONE
ABSENT: SCHWAB
SUBCOMMITTEE LIAISON REPORTS & COMMUNICATIONS
5. Subcommittee Liaison Reports (Vice Chair Thurman —15 minutes)
a. Adult and Senior Programming Vice Chair Spector: The Senior Center held its annual
Thanksgiving luncheon. HVAC unit was successfully installed this week. Holiday
festivities and programming will continue in the upcoming months.
b. Active Transportation Committee: Commissioner Webber: The transition of Pismo St
from two to one lane will move forward as part of the 2020 plan. Adding speed bumps
within Nipomo and High St to mitigate speeds.
c. City Facilities (Damon Garcia, Golf Pool & Joint Use Facilities): Commissioner
Applegate:
Aquatics:
- The SLO Swim Center is offering its annual Winter Special, buy December and
January, get February free.
Facilities
- The Ludwick Community Center and Senior Center will be closed for general
maintenance beginning December 16 through January 2.
Golf Course
- The Pro -Shop recently completed moving the starter desk providing a more open
area for golfers to view the course.
- Night Golf will continue on December 12.
Community Services
- 5r1 annual Gobble Wobble took place on Thanksgiving Day with 444 pre -registered
and almost 100 on -site sign-ups at the Laguna Lake Golf Course on November 28.
- Youth Basketball will begin in January.
d. Jack House Committee: Commissioner Schwab: Absent.
e. Tree Committee: Chair Thurman: Tree removal standards will be reviewed at special
meeting. Committee will review bylaws. Tree planting will be held Saturday Dec 7 in
conjunction with ECOSLD.
f. Youth Sports Association: Commissioner Stowe: No Report.
6. Directors' Report (Avakian - 5 minutes)
Blomberg asphalt grant submitted by the City to paint murals within City right of
ways leading into the mission (Monterey/Chorro).
- Gobble Wobble was a success with over 500 participants
- HVAC installation instrumental by Mayor Harmon. Ribbon Cutting will be held
in January
- Winter/Spring Registration has begun. Online digital version is interactive.
- Staff is reviewing Mid -year budget adjustments
- Multiple open space trails are closed due to rain. Website has up to date closures.
51Pag�-
Page 325 of 359
Parks and Recreation Committee Minutes for December 4, 2019
Night Hike program — 278 permits issued since November. Expecting an increase
due to the lighted tree at the top of Cerro San Luis in month of December
Jack House will host its annual Victorian Christmas in December
- Recruitment is taking place for vacant PRC position
7. Communication
None
ADJOURNMENT at 7:22 pm
To the Public Workshop of the Parks and Recreation Committee as approved by the PRC to
Wednesday, February 5, 2019, at 5:30 p.m., Council Chambers, 990 Palm Street, San Luis
Obispo, California.
IL Cityof San Luis Obispo wishes to make all of its public meetings accessible to the public. on request,
p P g p P q
this agenda will be made available in appropriate alternative formats to persons with disabilities. Any person with a
disability who requires a modification or accommodation in order to participate in a meeting Should direct such request
to the Parks and Recreation Deparhnent at (805) 781-7300 at least 48 hours before the meeting, if passible.
Telecommunications Device for the Deaf (805) 781-7107.
Meeting audio recordings can be found at the following web address:
http:llapeng_ov.slocity^org/W ebLink/ l /f'ol/61414/Row l .asx
611'
Page 326 of 359
Minutes
- Personnel Board
Regular Meeting
Thursday, October 29, 2020
CALL TO ORDER
A Regular Meeting of the San Luis Obispo Personnel Board was called to order on Thursday,
October 29, 2020 at 5:02 p.m., via teleconference, by Chair Dunlop.
ROLL CALL
Present: Board Members Judy Groat. Louise Justice, Jill LeMieux, Vice Chair Calvin
Stevens, and Chair Dunlop
Absent: None
Staff: Human Resources Director Monica Irons, Deputy City Clerk Kevin Christian,
Finance Director Brigitte Elke
PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA
None
1. CONSENT AGENDA — CONSIDERATION OF MINUTES
ACTION: MOTION BY BOARD MEMBER LEMIEUX, SECOND BY JUSTICE,
CARRIED 5-0 to approve the Personnel Board Minutes of September 17, 2020.
BUSINESS ITEMS
2. Overview of Personnel Board Advisory Body Bylaws Update
Deputy City Clerk Christian presented minor modifications to bylaws as previously proposed
by the Personnel Board.
ACTION: MOTION BY CHAIR DUNLOP, SECOND BY LEMIEUX CARRIED 5 — Q
Minutes — Personnel Board Meeting of October 29, 2020 Page f
Page 327 of 359
Personnel Board Meeting Minutes
October 29, 2020
Page 2 of 2
3. Establish 2021-2023 Personnel Board A€lyisory _Body Goals for Council Consideration
Human Resources Director Irons introduced Finance Director Brigitte Elke who presented an
overview of the City's financial planning process and fiscal climate. Board deliberated on
potential major city goals to submit to Council and requested an additional meeting to further
discuss and finalize the following:
Background:
The Personnel Board requests the City Council consider the following goals for the 2021-23
Financial Plan.
Goals.-
1. Diversity, Equity, and Inclusion (DEI)
The city is committed to policies, practices and structures that support the well-being
and empowerment of all residents, marginalized communities, and its employees.
a) More fully utilize the expertise of the Personnel Board in providing input and
oversight into organizational DEI policies, programs, and practices.
b) Ensure sufficient resources (staff, consultant, and budgetary) are provided to
support best practices in DEI in hiring, training, and promotional policies,
practices, programs.
2. Fiscal Sustainability
Engaged employees result in reduced turnover, avoid costs, and provide high level
programs and services to the community. COVID 19 has impacted employees, their
families, and work practices in many ways.
a) Support employee engagement, wellness, and resiliency through various
avenues including employee surveys, adaptation of work polices established
during the COVID 19 pandemic, and resources that support employee mental
health.
b) Ensure appropriate resources are allocated for the above in the 2021-23
Financial Plan.
Board agreed by consensus to reconvene within the next three weeks to finalize goal input to
Council.
Chair Dunlop directed Human Resources Director to direct staff to poll the Board members and
find a mutually agreeable date and time.
ADJOURNMENT
The meeting was adjourned at 5:24 p.m.
APPROVED BY THE PERSONNEL BOARD: 11/24/2020
Minutes — Personnel Board Meeting of October 29, 2020 Page 2
Page 328 of 359
Office of the City Clerk
990 Palm Street, San Luis 0*0, CA 93401-3210
805.731,7100
SI (l ij 1 y ,}r-$
FROM: Kevin Christian Personnel Board 1%leeting: October 29, 2020
Deputy City Clerk
SUBJECT: ADVISORY BODY BYLAWS UPDATE
RECOMMENDATION
.Approve the draft update to the Personnel Board Advisory Body bylaws as presented.
M _&_f4 1-R11 LI
The City Advisory Body Handbook and Bylaws are updated on a biennial basis. In preparation
for the 2020 update the Board reviewed their bylaws at the November 7, 2019 meeting and
recommended:
• Article 3, item 1 to read, "The officers shall be a Chairperson and a Vice -Chairperson who
shall be elected at the first meeting of odd numbered years to serve two-year terms."
Due to resources being directed towards the City's 2020-21 meta goal for economic stability,
recovery and resiliency and the ongoing COVID-19 emergency, the scheduled update was
postponed and has not yet been completed. At the September 17, 2020 Personnel Board meeting
the Board directed staff to add a section to the Board bylaws to address possible Board conflicts
due to personal relationships to employees that may be under review by the Board.
Both recommendations from the November 7, 2019 and September t 7, 2020 Personnel Board
meetings have been incorporated into the draft Advisory Body Handbook update (Attachment A)
that will be presented to City Council at an upcoming meeting, to be determined. Note that in the
review of all Advisory Body bylaws a number of changes are being recommended for change for
bylaws consistency. One of those items is election of Chair and Vice Chair. Therefore, you will
note a reference has been placed in the Personnel Board bylaws to a general section of the
Advisory Body Handbook (Attachment B: Advisory Body Handbook, Section I . H , Officer
Election and Officer Terms DRAFT). The proposed update does mimic the intent of the
Personnel Board action taken on November 7, 2019.
ATTACHMENTS
• Attachment A: Personnel Board Bylaws DRAFT
• Attachment B: Advisory Body Handbook, Section 1.H, Officer Election and Officer Terms
DRAFT
Page 329 of 359
Personnel Board Meeting
October 29, 2020
Personnel Board Bylaw
ARTICLE 1. PURPOSE
Attachment A
It is the purpose of the Personnel guard (PB) to hear employee appeals of disciplinary action, to
review employee grievances, and to hear issues of Council censure. The Board shall then make
advisory recommendations to the City Council. The Personnel Board shall also perform other
duties pertaining to personnel management as directed by the City Council.
ARTICLE 2. MEMBERSHIP AND TERMS OF OFFICE
Five members of the Personnel Board shall be appointed by the City Council and shall serve for
terms of four years. Members must he residents and registered voters of the City.
Appointments will be made in a staggered every -other -year pattern, such that two
members' terms will expire during a given year and the terms of the other three members
will expire two years later.
2. Any vacancies on the Personnel Board shall be tilled for the unexpired term of the person
replaced.
3. Members shall be appointed for no more than two consecutive terms (eight years).
ARTICLE 3. OFFICERS
I. The officers
governed -by
shall be a
section LH_(Advisory
Chairperson and
Body
a Vice -Chairperson. Election of officers is
Basics l Officer Election and Officer Terms).
2. The Chairperson shall preside over all meetings of the Personnel Board, subpoena
witnesses and require the production of books, papers and any other materials pertinent to
the investigation or hearing.
3. The Vice -Chairperson shall serve in the absence of the Chairperson.
4. The Director of Human Resources or his or her designee shall serve as recording secretary,
keeping record of all meetings, and shall issue all necessary notices, copies of agendas,
minutes and copies of necessary documents.
Page 330 of 359
Personnel Board Meeting Attachment A
October 29, 2020
ARTICLE 4. MEETINGS
The Personnel Board shall meet as needed.
2. A quorum is the majority of the total number of established members of the board. wee
However, for the purpose of a hearing on appeal of a disciplinary action, no Board member
may vote on a decision if absent from part of a hearing, unless such member certifies that
he/she listened to a recording of or read the transcript of the missed portion of the hearing.
3. Pursuant to Personnel Exception of the Brown Act (Government Code Section 54957), a
meeting may be closed to the public at the request of any appellant when the pending issue
deals with a particular employee.
4. The Chairperson or the legal advisor to the Board shall administer oaths to all witnesses
appearing before the Board. Any regular officer or employee of the City who fails to take
the oath or fails to testify truthfully under oath at a hearing shall be subject to disciplinary
action.
5. All grievance and disciplinary appeal hearings shall be recorded.
5. At the request of the appellant, a court reporter shall be used. The cost of the court reporter
shall be paid as agreed upon by both sides.
7. All actions of the Board shall be decided by majority vote and shall be directed through the
Board Chairperson.
14m, A0111,
S. The Board may meet with its legal advisor, as needed and outside the presence of any other
persons, to receive opinions and advice.
9. The Board may direct the parties to submit hearing briefs outlining the facts and arguments
to be presented prior to any hearing. The Chairperson shall establish a schedule for
submission of the hearing briefs.
10. Personnel Board members are expected to serve in an objective manner when reviewin
disciplinary appeal matters or matters of Council censure. If a member has a personal
relationship that hinders him/her from remaining objective, therefore presenting due
process concerns, he/she should state the relationship on the record and recuse him/herself
from the decision. To ensure compliance, the Chair shall ask each member at the beginning
of proceedings, if they are able to be objective (whether that was due to a personal
relationship, what they had read in the newspaper about the situation, etc.)
ARTICLE 5. AMENDMENTS
At such time as these bylaws need to be amended, the Director of Human Resources shall meet
with the Board and determine an appropriate procedure for making such amendment(s).
Page 331 of 359
Personnel Board Meeting
October 29, 2020
Attachment B
Advisory Body Handbook Adopt ion Date TBD
Section 1. Advisory Body Basics
H. Officer Election and Officer Terms
1. Election: Regular elections for Advisory Body Chair and Vice Chair shall be held in April of
each odd year at a regular meeting. Special elections for Chair or Vice Chair shall be held at
the first meeting following the unscheduled resignation of an officer, or other reason for an
officer position to become vacant.
2. Terms of Office: The teen of office of a chairperson or vice chairperson shall be two years,
commencing upon election. No person shall serve as chairperson or vice chairperson for
consecutive terms except if noted below. They may serve consecutive terms in different offices
(e.g. Vice Chair, then Chair)
Completion of a partial term of office as chairperson or vice chairperson shall not preclude an
advisory body member from serving an additional consecutive full term, provided that the
partial terra served is less than one year, one half of the allowed term.
Page 332 of 359
Thursday, November 7, 2019
Regular Meeting of the Personnel Board
CALL TO ORDER
A Regular Meeting of the San Luis Obispo Personnel Board was called to order on Thursday,
November 9, 2019 at 5:05 p.m. in the Council Hearing Room, located at 990 Palm Street, San Luis
Obispo, California, by Chair Dunlop.
ROLL CALL
Present: Chair Keith Dunlop, Vice Chair Calvin Stevens, Board Members Judy Groat, Louise
Justice
Absent: None
Staff: Human Resources Director Monica Irons and Deputy City Clerk Kevin Christian
PUBLIC COMMENT ITEMS NOT ON THE AGENDA
None
--End ofPublic Comment --
APPROVAL OF MINUTES
1. Consideration of Minutes of the Regular Personnel Board Meeting of July 19, 2019:
ACTION: UPON MOTION BY BOARD MEMBER STEVENS, SECONDED BY BOARD
MEMBER JUSTICE, CARRIED 4-0-0, the Personnel Board approved the Minutes of the
Regular Personnel Board Meeting of July 19, 2019, as presented.
PUBLIC COMMENT
None.
--End ofPublic Comment --
Minutes — Personnel Board Meeting of November 7, 2019 Page 1
Page 333 of 359
BUSINESS ITEMS
1. Bylaw Review and Approval (Irons)
Human Resources Director Monica Irons introduced Deputy City Clerk Kevin Christian who
highlighted differences between Personnel Board Bylaws and those of other advisory bodies
and responded to Board questions.
ACTION: UPON MOTION BY CHAIR DUNLOP, SECONDED BY VICE CHAIR
STEVENS, CARRIED 4-0-0, recommending that City Council modify the Personnel Board
Bylaws Article 3, item 1 to read, "The officers shall be a Chairperson and a Vice -Chairperson
who shall be elected at the first meeting of odd numbered years to serve two-year terms."
By consensus Board directed staff to consult with the City Attorney and report back to the
Board regarding Article 4, item 7, requiring a majority vote of the Board for action and what
happens in the event of a 2-2 vote.
Public Comment
None.
--End ofPublic Comment --
COMMENT AND DISCUSSION
Human Resources Director Monica Irons provided an agenda forecast.
ADJOURNMENT
The meeting was adjourned at 5:43 p.m. The next Special Personnel Board meeting is
scheduled for Thursday, January 23, 2020 at 9:00 a.m., in the Council Hearing Room, 990
Palm Street, San Luis Obispo, California.
APPROVED BY THE PERSONNEL BOARD: 09/17/2020
Minutes — Personnel Board Meeting of November 7, 2019 Page 2
Page 334 of 359
Minutes
rr+ FF
1 s
Planning Commission
Special Meeting
Wednesday, November 6, 2019
CALL TO ORDER
A Special Meeting of the San Luis Obispo Planning Commission was called to order on
Wednesday, November 6, 2019 at 6:05 p.m. in the Council Hearing Roorn, Room 9, located at 990
Palm Street, San Luis Obispo, California, by Chair Wulkan.
ROLL CALL
Present: Conunissioners Robert Jorgensen, Steve Kahn, John McKenzie, Nicholas
Quincey, Charles Stevenson, Vice -Chair Hemalata Dandekar and Chair Mike
Wulkan
Absent: None
Staff: Community Development Director Michael Codron, Principal Planner Tyler
Corey, Assistant City Attorney Charles Bell, and City Clerk Teressa Purrington
Pledte of AlleLxiance
Chair Wulkan led the Pledge of Allegiance_
1. PLANNING COMMISSION RETREAT
A. Overview of Community �evelapment Department work program and opportunities for
input
• How the Planning Commission can influence the work program through Financial Plan
process
• Timing for input
Community Development Director Michael Codron and Principal Planner Tyler Corey
provided an overview the Community Development Department work program and
responded to questions.
ACTION: No action taken of this item.
Page 335 of 359
Planning Commission Special Meeting Minutes
November 5, 2019
Page 2 of 3
B. Roles & Responsibilities with updated Zoning Regulations
Community Development Director Michael Codron and Principal Planner Tyler Corey
provided an overview of the changes in the roles and responsibilities of the Commission
with the updated Zoning Regulations.
ACTION: No action taken on this item.
C. Meeting Mana eg ment
• Public Hearing Consent Agenda
➢ Discuss project types that could fit this category
• Time estimates for agenda items with goal of three-hour maximum meetings
• Utilizing Roberts Rules of Order to assist with efficient meeting management
Principal Planner Tyler Corey provided an overview of meeting management.
ACTION: By consensus, the Commission agreed to test having a Consent Section on the
Agenda.
D. Bylaws
• Council to consider changes to the Advisory Body Bylaws in February
• Meeting attendance
• New proposed meeting start time of 5:30 p.m.?
• Voting and recusals
City Clerk Teresa Purrington led the Commission with a review of the Planning
Commission bylaws.
ACTION: By consensus, the Planning Commission recommended the attached changes
to the bylaws. (See attached highlight and strikethrough of the bylaws)
E. Questions of Staff
The Commission discussed Objective Standards and Growth Management Strategies.
ACTION: No action was taken on this item,
Page 336 of 359
Planning Commission Special Meeting Minutes
November 5, 2019
Page 3 of 3
PUBLIC COMMENTS ON ITEMS ON THE AGENDA
Steve Delmartini
--End of public comment --
COMMENT AND DISCUSSION
2. Agenda Forecast — Principal Planner Tyler Corey provided an update of upcoming projects.
ADJOURNMENT
The meeting was adjourned at 8:13 p.m. The next Regular meeting of the Planning Commission
is scheduled for Wednesday, November 13, 2019 at 6:00 p.m., in the Council Chamber, 990 Palm
Street, San Luis Obispo, California.
APPROVED BY THE PLANNING COMMISSION: 01 /08/2020
Page 337 of 359
Advi4ozy 13odv 10ndbook i,�l�rs�aryf�.'[11
L. Planning Commission Bylaws (A)
MEMBERSHIP
The Planning Commission (PC) has seven members who are not necessarily planning
professionals. Members must be residents and registered voters of the City. No special training is
required for appointment. Members occasionally may be requested to attend seminars and
workshops to enhance skills in planning.
PURPOSE
The Planning Commission's basic responsibility is to make recommendations to the City Council
for the City's development, as set forth in San Luis Obispo Municipal Code §2.12.040. To carry
out this responsibility the commission will:
1. Prepare and recommend a general plan and appropriate attachments;
2. Prepare and recommend appropriate specific plans;
3. Review the City's capital improvement program annually;
4. Perform authorized duties related to development review;
S. Perform such other duties required by the Council or by State or City laws.
ARTICLE 1. MEETINGS
Regular meetings shall be held at 6:00 p.m. on the second and fourth Wednesday of each
month.
2. No agenda item shall be introduced after 10 00 p. m. k1 �- 00 pax. without the consent of a
majority of Commissioners present.
3. Regular meetings shall be held in the Council Chamber, City Hall, 990 Palm Street, San
Luis Obispo, California.
4. In the event the Planning Commission desires to hold all or any portion of a regular meeting
at a place other than the City Hall, then the place of such meeting shall be posted on the
bulletin board located at the entrance to City Hall prior to the time herein designated for
such regular meetings in accordance with Iaw.
C ity o!•San t_tiis Obispo 631 t' a ti
Page 338 of 359
Advisory Body Handbook
February 6,241 8
►MWel4 � D) W Cal D1:XI
1. The Commission shall select a Chairperson and Vice -Chairperson from among its members
to serve for a one-year term beginning the first meeting in April of each year.
2. Commissioners shall serve as Chairperson or Vice -Chairperson at the discretion of the
Commission.
3. The Chairperson shall preside at all meetings of the Commission. The Vice -Chairperson is
Chairperson in the absence of the Chairperson or in case of inability of the Chairperson to
act.
4. No person shall serve as Chairperson or Vice -Chairperson for more than two consecutive
terms.
ARTICLE 3. CONDUCT OF MEETINGS
1. Commissioners should address questions through the Chairperson.
2. Members of the audience should address Commissioners or other persons present through
the Chairperson.
3. Procedure for reviewing public hearing items:
After roll call the Chairperson shall announce to the public the procedures to be followed
to consider the public hearing items and then proceed as follows:
a. The Chairperson shall introduce the items and ask for oral staff reports.
b. The staff report precisely submitted to the Planning Commission shall be placed
into the record with all communications received regarding the proposal. Staff
reports shall be submitted for all public hearing items in a form acceptable to the
commission.
C. The applicant shall be invited to make a presentation on behalf of the request.
d. Members of the public wishing to speak in favor or in opposition of the application
shall be invited to make a presentation.
e. The applicant shall have the opportunity at the end of the public hearing toaddress
comments made by the public and address any further commission questions.
f The public hearing shall be closed to the public and discussion confined to members
of the Commission; provided that the Commission may reopen the public hearing
at any time prior to a decision on an item on an affirmative vote of the majority of
those members present.
City of San Luis Obispo 641Page
Page 339 of 359
Advi sory Body Handbook
February 6,20 18
g. The Commission, upon formal motion, shall take action to dispose of the proposal.
The Chairperson shall announce the vote and thereafter, inform the applicant and
public of the right of appeal and procedures for filing such appeal.
ARTICLE 4. QUORUM
Four members of the Planning Commission constitute a quorum for transacting business.
1. Except as otherwise provided in the San Luis Obispo Municipal Code and state law, no
resolution, motion or any other action shall be passed or become effective without
receiving the affirmative vote of at least a majority of members present.
2. Failure to receive such an affirmative vote shall result in failure or denial, as appropriate,
of the motion, resolution or other action.
3. Except as allowed under the Political Reform Action of 1974, any member abstaining due
to a declared conflict of interest shall not participate in the discussion of the items or
otherwise influence or attempt to influence in any manner the decision on the item.
4. All members, when present, must vote except when abstaining due to a declared conflict
of interest.
5. Failure or refusal to vote when present —except for a declared conflict of interest— shall
be counted as an affirmative vote.
ARTICLE 6. PUBLIC RECORDS
Records of all public hearings shall be made available to the public in the office of the Community
Development Department.
ARTICLE 7. ATTENDANCE
Any member of the Planning Commission who fails, for any reason, to attend three consecutive
regular, adjourned regular, or specially -scheduled (excluding Commission site visits) meetings, or
a total of six such commission meetings within any 12-month period, shall be automatically
considered by the City Council for removal from office. The Chairperson shall inform the Council
of such situation, explaining any special circumstances.
ARTICLE 8. POLICY
All matters of policy not covered by law may be adopted as a "Resolution of Policy" and when so
adopted shall be considered the official policy of the Planning Commission subject to ratification
of the City Council.
City of San LuisObi spo 651Page
Page 340 of 359
Advi tier%' Body H,indhook
Fcbruary 0,201
16I1 ►1m WiLI E I91M,
The City Council has approved a stipend ofS70 S" per meeting (not to exceed S280 $24- 9 monthly)
for each member of the Planning Commission (Resolution No. 10887 4 05 16 [2018 ?-044 Series]).
City of', art Luis Obispv 66 1 P i t• :.
Page 341 of 359
PROMOTIONAL COORDINATING COMMITTEE
Minutes
Wednesday, November 13, 2019
Regular Meeting of the Promotional Coordinating Committee
CALL TO ORDER
A Regular Meeting of the San Luis Obispo Promotional Coordinating Committee was called to
order on Wednesday, November 13, 2019 at 5:30 p.m. in the Council Hearing Room, located at
990 Palm Street, San Luis Obispo, California, by Chair Matteson.
ROLL CALL
Present: Committee Members Melissa Godsey (arrived at 5:36 p.m.), Daniel Levi, Bruce
Skidmore, Vice Chair John Thomas and Chair Dana Matteson
Absent: Member Heath
Staff: Tourism Manager Molly Cano and City Clerk Teresa Purrington
PUBLIC COMMENT ITEMS NOT ON THE AGENDA
None
--End of Public Comment --
CONSENT ITEMS
ACTION: UPON MOTION BY COMMITTEE MEMBER LEVI, SECONDED BY
COMMITTEE MEMBER SKIDMORE, CARRIED 4-0-2 (MEMBERS GODSEY AND HEATH
ABSENT) to approve the Consent Agenda items 1 thru 7.
C.1 Minutes of the Meeting on October 9, 2019
C.2 2019-20 Community Promotions Budget Report
C.3 Public Relations Report
CA Grants -in -Aid Support Report
C.5 Visitors Center Report
C.6 SLO Happenings Activity Report
C.7 TOT Report
Minutes — Promotional Coordinating Committee Meeting of November 13, 2019 Page 1
Page 342 of 359
PRESENTATIONS
1. PUBLIC RELATIONS MONTHLY ACTIVITY UPDATE
Jacqui Clark-Charlesworth, Public Relations provided a PowerPoint presentation and
responded to Committee inquiries.
ACTION: No action was taken on this item.
BUSINESS ITEMS
2. HRC DIVERSITY & INCLUSION PROGRAM
Housing Coordinator, Cara Vereschagin provided a PowerPoint presentation and responded
to Committee inquiries.
Public Comment
None.
--End of Public Comment --
ACTION: No action taken on this item.
3. BANNER PROJECT UPDATE
Molly Cano, Tourism Manager reviewed the status of the Downtown banners, the railroad
square banners, Holiday banners and the style guide development.
Public Comment
None.
--End of Public Comment --
ACTION: UPON MOTION BY COMMITTEE MEMBER LEVI, SECONDED BY VICE
CHAIR THOMAS, CARRIED 5-0-1 (MEMBER HEATH ABSENT), to move forward with
resizing the artwork for banners for cobra head light posts at a cost of XXXXX.
4. PUBLIC RELATIONS STRATEGIC PLAN IMPLEMENTATION COMPONENTS
Jacqui Clark-Charlesworth, Public Relations representative, presented and update on the
implementation components for the 2019-20 Public Relations Strategic Plan.
Public Comment
None.
Minutes — Promotional Coordinating Committee Meeting of November 13, 2019 Page 2
Page 343 of 359
--End of Public Comment --
ACTION: No action taken on this item.
5. REVIEW OF COMMITTEE BYLAWS
Tourism Manager Molly Cano and City Clerk Teresa Purrington lead the Committee in a
review of the bylaws for the Promotional Coordinating Committee.
ACTION: UPON MOTION BY COMMITTEE MEMBER GODSEY, SECONDED BY
MEMBER SKIDMORE, CARRIED 5-0-1 (MEMBER HEATH ABSENT) to recommend to
City Council the following changes to the PCC bylaws:
ARTICLE 2. MEMBERSHIP
The PCC shall consist of seven members appointed by the Council. Six of the members shall be
residents of the City of San Luis Obispo. The seventh member shall be the Chair of the Tourism
Business Improvement District (TBID) Board or another Member of the TBID board as appointed by
the TBID Board. Committee members shall be appointed for a term of four years, commencing on
April 1 st or other date as directed by the Council. No Committee member shall serve more than two
consecutive terms (eight years) on the PCC. Any Committee member who has been appointed to fill
a vacant seat in mid-term shall not be precluded from thereafter serving two four-year terms (eight
years), so long as the initial, partial term is less than one year. The representative from the TBID
Board shall serve a term concurrent with his/her term on as the Chair- .efse,, e the TBID Board.
ARTICLE 5. SUBCOMMITTEES
Subcommittees shall be appointed, as needed, by the Chairperson. Standing s4cona mittees a tThe
Grants -in -Aid and Events Pr-emetion subcommittees is the only standing subcommittee. The
subcommittee members will serve for a two-year term. After two years they will automatically rotate
to the other standing subcommittee.
PCC LIAISON REPORTS AND COMMUNICATION
1. COMMITTEE OUTREACH UPDATE
2. GIA UPDATE —
3. TBID BOARD REPORT — Member Skidmore provided a report on the TBID Meeting
4. TOURISM PROGRAM UPDATE - Tourism Manager Cano provided a brief Tourism
Program update.
ADJOURNMENT
The meeting was adjourned at 7:31 p.m. The next Regular Promotinal Coordinating Committee
meeting is scheduled for Wednesday, December 11, 2019 at 5:30 p.m., in the Council Hearing
Room, 990 Palm Street, San Luis Obispo, California.
APPROVED BY THE PROMOTIONAL COORDINATING COMMITTEE: 12/11/2019
Minutes — Promotional Coordinating Committee Meeting of November 13, 2019 Page 3
Page 344 of 359
TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD
Minutes
Wednesday, November 13, 2019
Regular Meeting of the Tourism Business Improvement District Board
CALL TO ORDER
The regular meeting of the San Luis Obispo Tourism Business Improvement District Board was called to
order on Wednesday, November 13, 2019 at 10:03 a.m. in the Kinney, located at 1800 Monterey Street,
San Luis Obispo, California, by Chair Bruce Skidmore.
RM.T. C"AT.1,
Present: Chair Bruce Skidmore and Board Members Nipoot Patel, Dean Hutton, LeBren Young -
Harris, Pragna Patel -Mueller, and John Conner
Absent: Kristin Battaglia
Staff: Tourism Manager Molly Can.o and Tourism Coordinator Chantal Burns
PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA
None
--End of'Public Comment—
CONSENT ITEMS
C.1 Minutes of Meeting on Wednesday, October 9, 2019
C.2 Smith Travel Report
C.3 SLO Chamber Public Relations Activities Report
CA AMF+ Matchfire Marketing Services Report
C.5 SLD Chamber Guest Services Report
C.fi Transient Occupancy Tax (TOT) Report
C.7 Marketing Committee Approved 2020 Money for a Rainy Day Program Plan
Tourism Manager Cano presented C.7 budget for program plan context and board member understanding.
Public Comment
None.
--End afPublic Comment—
ACTION: MOTION BY COMMITTEE MEMBER CONNER, SECONDED BY COMMITTEE
MEMBER HARRIS, CARRIED 6-0-I, TO APPROVE THE CONSENT AGENDA ITEMS I T1 RU 7.
Minutes — Tourism Business Improvement ❑istrict Board Meeting of 1 I113/19 Pg. I
Page 345 of 359
PRESENTATIONS
1. TOT ORDINANCE REVISION UPDATE
City of San Luis Obispo's Budget Analyst, Natalie Harnett, presented the proposed amendments to Title 3
related to the TOT ordinance and answered board member questions.
Public Comment
None.
--End of'Puhdic Comment --
No action was taken on presentation items.
BUSINESS ITEMS
1. DENVER TRAVEL & ADVENTURE SHOW ACTIVATION
Tourism Manager Cano reviewed the Marketing Committee's strategy and process leading to the
recommendation of participating in the 2020 Denver Travel and Adventure Show. The recommendation
includes expanded involvement though partnerships, a media portion and show buildout component.
Staffing of the tradeshow will include the City's Tourism Manager and Tourism Coordinator and the
Chamber's Public Relations and Visitor Center Managers.
Public Comments:
None.
End of Public Comments ---
ACTION: MOTION BY BOARD MEMBER PATEL, SECOND BY BOARD MEMBER
HUTTON, CARRIED 6-0-1, to move forward with the presented plan for the 2020 Denver Travel and
Adventure Show and approve the release of a $30,000 not to exceed budget.
2. REVIEW OF COMMITTEE BYLAWS
The Board performed the bi-annual review of the TBID Board the bylaws and discussed any necessary
amendments to be submitted to the City Council. City Clerk Teresa Purrington answered questions and
provided input on the TBID's bylaws.
Public Comments:
None.
---End of Public Comments ---
ACTION: MOTION BY BOARD MEMBER PATEL, SECOND BY BOARD MEMBER PATEL-
MUELLER, CARRIED 6-0-1, Recommending to the City Council that the following changes be made
to the TBID bylaws:
1•►:II111$)0Zf►#LI0u►1.63033sI19
One member of the TBID Board shall be appointed by the Board to the Promotional Coordinating
Committee for a term concurrent with his/her TBID Board term. In the event no member of the Board
can serve on both Boards, the responsibility will fall to the Chair.
Minutes — Tourism Business Improvement District Board Meeting of 1 I/13/19 Pao, 2
Page 346 of 359
3. TBID MARKETING SERVICES RFP UPDATE
The RFP Taskforce reported on their current progress with the Marketing Services RFP including draft work,
timelines and approval goals. Board members discussed the presented material and provided input on the process.
Public Comments.
None.
---End of Public Comments ---
No action was taken on this item.
TBID LIAISON REPORTS AND COMMUNICATION
1. Hotelier Update -
• Visit CA ballots are out
• Recent TBID hotel name changes
2. Management Committee Update - November 7, 2019 minutes are in the packet for review,
3. Marketing Committee Update — November 6, 2019 minutes are in the packet for review.
4. PCC Update — October 9, 2019 minutes in packet for review.
5. SLO CAL Update — Tourism Manager Cano;
• Transitions in SLO CAL staff
• Working on creating a potential quarterly meeting for the PR reps in the county
• Restaurant month will be in January and signups close this week
b. Tourism Prouram Update — Tourism Manager Cano;
• CHLA — October workshops with the BEST training and local law enforcement
• Sip, Stay & Save promotion updates
• Conference Center update
• Strategic Partners:
i. CCTC
ii. Visit SLO CAL
• Annual Public Hearing passed at the November 12, 2019 meeting
• Upcoming dates to remember
ADJOURNMENT
The meeting was adjourned at 11:49 a.m. The next Tourism Business Improvement District Board meeting
is scheduled for December 11, 2019 at 10:00 a.m., at City Hall, 990 Palm Street, San Luis Obispo, CA.
APPROVED BY THE TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD: 12/11/2019
Minutes — Tourism Business Improvement District Board Meeting of I I/13/19 Pg. 3
Page 347 of 359
TREE COMMITTEE
�r Is"
Thursday, December 5, 2019
Special Meeting of the Tree Committee
CALL TO ORDER
A Regular Meeting of the San Luis Obispo Tree Committee was called to order on Monday,
December 5, 2019 at 5:00 p.m. in Conference Room A, located at 25 Prado Road, San Luis Obispo,
California, by Chair Loosley.
IZ11PJ11 0". 0111
Present: Committee Members Elizabeth Lucas, Allen Root, Rodney Thurman, Vice Chair
Jane Worthy, Chair Scott Loosley
Absent: Committee Members Alan Bate and Sean O'Brien
Staff: Matt Horn, Deputy Director Public Works, Charles Bell, Assistant City Attorney City
Arborist Ron Combs and Teresa Purrington, City Clerk
BUSINESS ITEMS
1. Review of Tree Committee Bylaws
Teresa Purrington, City Clerk provided a review of the Tree Committee bylaws and responded
to Committee inquiries.
Public Comment
None.
--End of Public Comment --
ACTION: By consensus the Committee made the following recommended changes to the
bylaws:
ARTICLE 2. COMMITTEE MEMBERSHIP
The Tree Committee shall have seven members and shall consist of� rrprr��tati�e t+�
t#� ; ei-c-emm+s,- fw, one representative from the Architectural Review
Commission, and 4,v---silrnembers from the general public (�+r ��'n of whom shall be a
horticultural expert, if possible). Members must be residents and registered voters of the City.
ARTICLE 4. MEETINGS
Minutes — Tree committee Meeting of December 5, 2019 Page 1
Page 348 of 359
1. The Committee will hold a regular meeting each month.
2. Regular meetings will be held at 5-005:30 pm the fourth Monday of each month.
4. A quorum will consist of four #tree voting Committee members.
7. The Chairperson or any four three members of the Committee may call a special meeting
provided that a week's prior notice is given in writing to each member and the meeting is
otherwise properly noticed pursuant to the Brown Act.
2. Review of Tree Ordinance Revisions
Matt Horn, Deputy Director for Public Works provided a presentation on the revised Tree
Ordinance and responded to Committee inquiries.
Charles Bell, Assistant City Attorney provided a presentation on purview and legal
requirements and responded to Committee inquires.
Public Comment
Will Powers
--End of Public Comment --
ACTION: No action taken on this item.
ADJOURNMENT
The meeting was adjourned at 6.58 p.m. The next Rescheduled Regular Tree Committee meeting
is scheduled for Tuesday December 10, 2019 at 5:00 p.m., in Conference Room A, located at 25
Prado Road, San Luis Obispo, California.
APPROVED BY THE TREE COMMITTEE: 01/27/2020
Minutes — Tree Committee Meeting of December 5, 2019 Page 2
Page 349 of 359
Page 350 of 359
r
2021 AdvisoryBodyHandbook
a n d Bylaws Update Item 7b� )
Recommendation: Adopt a Resolution entitled "A Resolution of the
City Council of the City of San Luis Obispo, California, amending
the bylaws of certain advisory bodies and adopting a revised
Advisory Body Handbook"
Update Process
■ Biennially on odd -number years
■ The last biennial update was completed in 2017
■ Comprehensive inclusion of:
■ 2019 Advisory Body recommendations
■ 2021 Advisory Body recommendations
■ Staff recommendations
Dt-%xiic+it-%rte,
Handbook Revision - Highlights
■ Adopted City Council Vision Statement
■ Unscheduled Vacancy Appointments of less than one year
■ City Clerk Suspension of Members for Failure to File
■ Statement of Economic Interest
■ Ethics Training
Advisory Body Bylaws -Highlights
■ Administrative Review Board
■ Modify Terms to 3 Years and Stagger Appointments so only 1 term ends/year
■ Cultural Heritage Committee
■ Staff Recommended to Committee that they Reduce Membership to 5
■ Committee Recommendation
Keep total Members at 7
Two Members May Be non -City Residents
Membership qualifications documented in more detail
■ Concurrence with non -City Membership: HAB, MTC, TBID
Advisory Body Bylaws - Highlights continued
■ Mass Transportation Committee
■ Eliminate one "Alternate" position
■ Modified ASI membership qualifications
■ Tree Committee
■ Parks and Recreation Commissioner requirement dropped
■ Jack House Committee
■ Ornamental Horticulture Faculty = Horticulture or Landscape Architecture
r
Questions
Recommendation: Adopt a Resolution entitled "A Resolution of the
City Council of the City of San Luis Obispo, California, amending
the bylaws of certain advisory bodies and adopting a revised
Advisory Body Handbook"
Housing Authority Board
■ What — covering bylaws responsibility
■ Purpose
■ Meetings — where, when
■ Members — Mayor/City Council appointments
■ Terms of Office