HomeMy WebLinkAbout1990 ADVISORY BODY HANDBOOKoilJ01•I•10
ADVISORY BODY
HANDBOOK
City of San Luis Obispo
California
First Adopted June 16, 1981
Amended December 18, 1990
Resolution No. 6911
TABLE OF CONTENTS
Pace
Mission Statement . . . . . . . . . . . . . . . . . . . . iii
I. Introduction . . . . . . . . . . . . . . . . . . . . . . . 1
II. How Our City Government Works . . . . . . . . . . . . . . 2
A. City Charter . . . . . . . . . . . . . . . . . . . 2
B. City Council . . . . . . . . . . . . . . . . . . . . . 2
C. Role of Council Liaison Members . . ... . . . . . . . . . 2
D. Role of City Staff Persons . . . . . . . . . . . . . . . . 2
E. Council Appointed Officers . . . . . . . . . . . . . . . 3
F. Operational Departments . . . . . . . . . . . . . . . . 3
Advisory Bodies . . . . . . . . . . . . . . . . . . . . . . 6
A. Background . . . . . . . . . . . . . . . . . . . . . 6
B. Policies . . . . . . . . . . . . . . . . . . . . . . . 7
1. Communications . . . . . . . . . . . . . . . . . 7
2. Absences, Leaves of Absence, Resignations . . . . . . . 8
3. Bylaws and Procedures . . . . . . . . . . . . . . . 8
4. Functional Review . . . . . . . . . . . . . . . . . 9
5. Officers . . . . . . . . . . . . . . . . . . . . . 9
C. Membership Qualifications and Appointment Process . . . . . . 10
D. Term of Office . . . . . . . . . . . . . . . . . . . . 11
E. Ethics and Conflicts of Interest . . . . . . . . . . . . . . 11
F. Removal From Office . . . . . . . . . . . . . . . . . . 12
G. Awards and Recognition . . . . . . . . . . . . . . . . 12
IV. Architectural Review Commission . . . . . . . . . . . . . . . 13
V. Cultural Heritage Committee . . . . . . . . . . . . . . . . . 15
VI. Human Relations Commission . . . . . . . . . . . . . . . 17
VII. Parks and Recreation Commission . . . . . . . . . . . . . . . 19
VIII. Personnel Board . . . . . . . . . . . . . . 0 . . . 0 . . 20
IX. Planning Commission . . . . . . . . . . . . . . . . . . . 22
X. Promotional Coordinating Committee . . . . . . . . . . . . . . . 24
XI. Technical and Special Purpose Advisory Bodies . . . . . . . . . 26
.. Summary Description of Special Purpose Bodies . . . . . . . . 27
XII. Business Improvement Association Advisory Board . . . . . . . . . 32
XIII. Housing Authority Board of Commissioners . . . . . • • . • • . 26
XIV. Appendices . . . . . . . . . . . . . . . . . . . . . . . 34
Application of the Brown Act to City Boards and Commissions . . . 34
Summary Description of Advisory Bodies . . . . . . . . . . . 35
SAN LUIS OSISPO 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 and 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 services 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.
I. INTRODUCTION
Welcome to San Luis Obispo City Government!
Thank you for your interest in serving on one of our citizen advisory bodies, and
congratulations for volunteering your time and skills to help us improve our community.
Serving on one of the City commissions, committees, or boards can be a
fascinating and rewarding experience. These citizen bodies are charged with formulating
new ideas, gathering crucial information, receiving public testimony and comments,
analyzing complex issues, and making recommendations on specific projects and broad
policy—all toward helping the City government make better4riformed decisions.
As you may realize, it isn't always easy. Issues are often more complex than
anticipated, public opinion can be sharply divided, questions may overlap, and sometimes
the province of one body may also be the territory of another. Rarely are answers easy.
This handbook serves a twofold purpose: (1) to give interested persons an
understanding of how the City's advisory bodies have been established and how they
function generally within the overall governmental framework, and (2) to summarize the
role and charge of each body.
This is a basic handbook, designed to explain:
1. What each advisory body is trying to accomplish;
2. How one advisory body relates to others;
3. Procedures;
4. Each advisory body's place in the overall system of city government; and
5. The responsibilities of an advisory body member.
We hope this information will answer many of your questions, get you off to a
good start, and contribute to your satisfaction in serving the citizens of the City of San
Luis Obispo.
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11. HOW OUR CITY GOVERNMENT WORKS
A. CITY CHARTER
The basic framework for San Luis Obispo's municipal government is the City
Charter, originally adopted in 1876. The Council of a chartered city is given more
legislative flexibility and authority than a general law city. Council and the citizens of San
Luis Obispo may vote to amend their Charter. A major revision was adopted in 1978.
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 odd -numbered years. Regular Council
meetings are held on the first and third Tuesdays of each month in the Council Chamber
of City Hall. In addition, special or additional regular meetings and study sessions are
held from time to time as the need arises.
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.
Most final decisions on city taxes and fees, budgets, city policy, and general plan
and land use issues, policies, and matters are made by the City Council.
C. ROLE OF COUNCIL LIAISON MEMBERS
The Liaison Council is designed to:
Facilitate communication between the Council and the advisory body;
Increase the Council's familiarity with the membership, programs and issues
of the advisory body;
• Interview applicants and make recommendations for appointments to the
full Council; and
• From time to time attend commission meetings for observation purposes
only.
D. ROLE OF CITY STAFF PERSONS
Staff support and assistance may be provided or made available, but advisory
bodies do not have supervisory authority over city employees. While they may work
closely with advisory bodies, staff members remain responsible to their immediate
supervisors and ultimately to the CAO and Council. The members are responsible for
the functions of the advisory body and the chairperson is responsible for committee
compliance with the policies outlined in this handbook.
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Staff support includes preparation of a summary agenda after 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, if
necessary. Advisory body members should have sufficient information to reach decisions
based upon a clear explanation of the issues. The assigned staff person serves as
Secretary, taking minutes as needed.
It is important that recommendations advisory bodies wish to communicate to the
City Council are made through adopted or approved Council agenda procedures. Staff
members shall assist the advising body chair to insure appropriate legal review or city
and state legislation is complied with.
E. COUNCIL -APPOINTED OFFICERS
City Administrative Officer - The City Charter requires the Council to appoint an
executive to run the City's day-to-day operations. The City Administrative Officer (CAO)
is directly responsible to the Council for all City activities. The operational departments,
through their directors, are responsible to the CAO.
City Attorney - The City Attorney provides legal services and advice to the Council,
the CAO, 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.
Cft Jerk - The City Clerk prepares Council agendas and records the minutes,
conducts city elections, maintains city records, administers certain insurance programs,
formal bids, appointment process of advisory bodies, codification of ordinances, claims
against the city, legal publications, posting, and advertising, administers oaths, and serves
as secretary to the Council. The City Clerk is appointed by and is directly responsible to
the Council
F. OPERATIONAL DEPARTMENTS
Finance - The Finance Director/City Treasurer is the City's fiscal agent who
collects money, pays bills, controls assets and financial operations, supervises cash
management, provides centralized accounting, and provides the framework for financial
planning. The Finance Department does the billing and collection of charges for water,
sewer and garbage and administers business licenses, bicycle licenses, and the transient -
occupancy tax levied on hotel/motel room rentals. The Finance Director/City Treasurer
is appointed by and is responsible to the CAO, with Council confirmation of the Treasurer
designation.
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Personnel - The Personnel Department conducts a comprehensive personnel
management program to attract and retain competent city employees. The Director is
responsible for recruiting, testing, classifying, evaluating and training employees,
evaluating employee salaries, administering the City's personnel rules and affirmative
action program and monitoring the City's self-insuring program. The Personnel Director
is appointed by and is responsible to the CAO.
Community Development - The Community Development Department has two
divisions, both under the direction of the Community Development Director who is
appointed by and is responsible to the CAO.
The Planning Division of this department is responsible for: (1) Drafting the City's
general plan and its various elements, (2) Developing programs and ordinances (such
as the Zoning Regulations) which implement general-plan policies, (3) Reviewing
development projects, and (4) Enforcing zoning and other planning requirements.
The Construction Regulation Division ("Building Division"} administers state and
local building codes and is responsible for ensuring safe and sound public and private
construction. Its staff issues building permits, checks building plans, and inspects code-
regulated work at construction sites.
Public Works - The Public Works Department is a large one and consists of the
Administration, Transportation, Buildings and Parks Maintenance, and Engineering
Divisions, all under the direction of the Public Works Director who is appointed by and
is responsible to the CAO.
This department has numerous and varied responsibilities_ related to the design,
operation, and maintenance of city facilities. These include the sewer and water lines,
streets and sidewalks, traffic controls, city parking lots and meters, waterways, municipal
buildings, and parks and public-area landscaping.
.Mlities - The Utilities Department is responsible for providing safe and aesthetically
pleasing drinking water in accordance with State Health Services requirements.
Wastewater collection and treatment to meet state and federal requirements is also
provided. The Utilities Director is appointed by and is responsible to the CAO.
Recreation - The Recreation Department plans and manages recreational activities
at city parks and recreational facilities. The °Ree department's goal is a diverse program
of leisure activities. With the assistance of the Parks and Recreation Commission, the
department plans the development of parks and recreational facilities and actively seeks
state and federal grants to help pay for park projects, consistent with the Parks and
Recreation Element of the General Plan. The department is headed by the Recreation
Director who is appointed by and is responsible to the CAO.
Police - In addition to the traditional activities of enforcing traffic and other laws,
helping citizens in all types of situations, and investigating crimes, the Police Department
promotes community safety. It conducts crime-prevention programs and is responsible
for various other programs such as school-safety patrols. This department is under the
direction of the Chief of Police who is appointed by and is responsible to the CAO.
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Fire - The Fre Department does more than fight fires. Its basic purpose is to
protect people and property, not just from fire, but also from floods, earthquakes,
transportation accidents, and other disasters. It promotes public safety by educating the
public about fire hazards, by inspecting commercial, industrial and public buildings, and
by inspecting private property for weeds and debris that could be a fire hazard or public
nuisance. Fre personnel also respond to medical emergencies. This department is under
the direction of the Fre Chief who is appointed by and is responsible to the CAO.
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III. ADVISORY BODIES
A. BACKGROUND
The Council encourages active citizen participation in the business of city
government. Advisory committees and commissions provide an opportunity for interested
residents to participate in the governing of their community under guidelines and
procedures established by the 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 and
service deserved. Other benefits of committees and commissions include improvement
in the lines of communication between the public and the Council, greater opportunities
for discussion of public issues, and involvement of more people in city government.
There is considerable variety in the purpose or charge of these bodies. Some are
required by State law or the Charter and directed to guide certain city activities such as
planning or personnel. Others function to give new ideas, a variety of views, additional
expertise, or the opportunity to test recommendations.
The authority of an advisory body will depend upon its specific purpose. Some
have been delegated specific authority to approve or deny projects. For example, the
Architectural Review Commission is empowered to make final decisions on sign permits
and some building projects; the Planning Commission makes recommendations on certain
types of land -use applications and makes final decisions on other matters such as use
permits and certain variances. Generally, decisions made by an advisory body may be
appealed to the Council.
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. There should be a two-way communication, so commissions are aware of
long-term goals the Council has adopted, and the Council is receptive to new ideas
presented by the advisory bodies. The Council may not always accept the
recommendation of an advisory body because of additional information available or a
need to balance the recommendation with policy or community priorities. Commission
members are encouraged to attend Council meetings.
Some of the bodies report directly to the Council; some make their
recommendations to or through specific departments. Some bodies have no connection
with any specific department, but may be assisted by staff members from various
departments.
C
B. POLICIES
1. Communications
a. Annual Rem - Each advisory body is required by the Charter to
submit to the Council by May 1 an annual report describing its
activities and evaluating its progress for the year (Charter, Article )UI,
Section 1205). The report should be complete and comprehensive.
b. Written Reports - Advisory bodies are occasionally requested to
make special reports or recommendations to the Council of specific
subjects. The Council will make this request in writing, with specific
direction as to the approach, scope, and schedule for the study
desired. These recommendations often play a major role in assisting
the Council to reach a final decision on important issues.
For this reason, any recommendation or report from an advisory
body is required to be in written form. If the matter is to appear on
the 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 of the pertinent subject.
Some advisory bodies may receive study or action requests from
citizens or groups. These requests should also be made in writing
to the advisory body which will then determine whether or not the
body wishes to pursue that particular issue. The advisory body shall
advise the Council of the request and the body's determination for
action.
C. Minutes - All minutes of advisory -body meetings shall be forwarded-
to
orwardedto the Council in a timely manner.
d. Budget - Each advisory body shall prepare its budget request and
its proposed goals and objectives in February, in a manner as
directed by the CAO. The advisory body chairperson will be
responsible for speaking to this request when the Council reviews
the budget in study session. The CAO will notify the chairperson of
time and place of such Council review. Out of state travel approved
by Council or CAO.
e. Statements - An advisory body does not have authority to speak
for the City. If the body wishes to recommend that a statement be
made, such as a letter written to state a position, then it shall first
receive approval of the Council.
f. Public Forums and Surveys - An advisory body shall not sponsor
or co-sponsor a public forum, meeting or survey without the prior
approval of the Council.
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g. 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 his advisory body.
h. Changes - Changes in a member's address or telephone number,
and the names of new officers, shall be submitted to the City Clerk
or the Council's secretary as soon as possible.
i. Quarterly Meetings - The Mayor shall meet quarterly with the
chairpersons from all commissions. The purpose shall be for
information updates and to encourage communication. The
chairperson shall report back to the full commission at the next
regular meeting.
j. Study Sessions - The Council shall attempt to hold at least one
study session with each commission on an annual basis.
2. Absences, Leaves of Absence, and Resignations
a. Attendance - If a member of an advisory body 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 of such a situation,
explaining any special circumstances.
b. Absences There shall be no °excused° absences. Because of
quorum requirements, when an absence is anticipated, the individual
advisory body member is responsible for notifying the chairperson
or the secretary in advance and the absence shall be counted in that
member's attendance record.
C. Leaves of Absence - Leaves of absence are not granted to advisory
body members except under very unusual circumstances and when
authorized in advance by the Council.
d. Resignation - In the event a member finds it necessary to resign
from an advisory body, a letter of resignation shall be immediately
directed to the Council through the City Clerk, with a copy forwarded
to the chairperson of the advisory body.
3. Bylaws and Procedures
a. bylaws - Each advisory body established by ordinance shall present
to the Council, for its approval, bylaws for procedure, purpose,
specific functions, meetings, officers, budget, etc. (Charter, Article
XII, Section 1204.)
El
By May 1 st in each odd -numbered year, the bylaws of each advisory
body shall be reviewed by that body. Any proposed changes shall
be submitted to the Council for approval. If no changes are
proposed, a report of the review shall be submitted. Should this
review not be accomplished by May 1 st, the Council may direct staff
or a Council -appointed subcommittee to do the review.
b. Code of Ethics - Each body shall develop its own code of ethics
or conduct for review and approval by the Council. The advisory
body shall biennially review its code and submit to the Council a
report of that review, including any proposed revisions.
C. Parliamentary Procedure - Parliamentary procedure for all advisory
body meetings shall be governed in accordance with City practices,
customs, policies and Robert's Rules of Order, Newly Revised.
Questions should be directed to the appropriate city staff, including
the City Attorney. A quorum of the Committee shall be as stated in
individual adopted advisory body bylaws or procedures.
d. Annual Dinner - Each advisory body may hold an annual dinner
meeting for installation of new members and recognition of outgoing
members. All other meetings shall be held at the established time
and place set for that body, unless a change is approved by Council.
Council may hold an event from time to time to recognize advisory
body members. (See also Page 12, Section G.)
4. Functional Review
Every five years, the activities of each advisory body shall be reviewed by
a citizens ad-hoc committee which shall make recommendations to the
Council for modification, continuation or termination of each advisory body.
(Charter, Article XII, Section 1206.)
5. Officers
a. Election - In April, each advisory body, at its regular meeting, shall
elect a chairperson and a vice chairperson.
b. Terms of Officers - The term of office of a chairperson or vice
chairperson shall be one year, commencing upon election. No
person shall serve in the office of chairperson or vice chairperson
for more than two consecutive terms except as may be noted
elsewhere under specific boards and commissions.
0
For the purpose of this section, completion of a partial term of office
as chairperson or vice chairperson shall not preclude an advisory
body members from serving two additional consecutive full terms,
provided that the partial term served is less than six months.
C. MEMBERSHIP QUALIFICATION AND APPOINTMENT PROCESS
The City of San Luis Obispo encourages participation of a wide variety of its
citizens through service on an advisory body. Unless specified, there is no special
education, training or background required for appointment.
The following minimum criteria shall be met by any person wishing to be
considered for appointment to an advisory body:
Applicant must be a resident and registered voter of the city at the time,
and during the entire term of appointment unless excepted by state law or
special circumstances such as deed restrictions.
a Applicant must be at least eighteen years of age at the time of appointment.
Basic elements of the appointment process are as follows:
1. Each person seeking appointment or reappointment to an advisory body
shall obtain. and file and application form in the Office of the City Clerk.
Application may be made for a vacancy which currently exists or which may
occur in the future.
2. Applicant shall have read and become familiar with the contents of this
handbook, and shall have attended at least one meeting prior to interview
with the Council Screening Committee.
3. Applications for appointment or reappointment will be reviewed by the
Council Liaison Subcommittee. Selected qualified applicants shall be
interviewed by the Council Liaison Subcommittee consisting of two
Councilmembers, and the Chair of the advisory body is invited to attend.
(If the Chair is being considered for reappointment the Council Liaison
Subcommittee shall designate another representative.) The Council Liaison
Subcommittee shall submit to the entire Council recommendations for
appointment. If a unanimous decision 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 Council Liaison Subcommittee.
4. Applicants not. appointed will be so advised and their applications held for
consideration in the event of a future vacancy for no less than one year.
5. 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 time. If appointed to
another committee, he/she will be expected to resign from one body upon
being appointed to another.
R11]
6. Council Subcommittees Appointments: (Liaisons to advisory bodies are
selected annually by the full council - usually in December). The Mayor
and Vice -Mayor shall submit recommendations to the full Council and rotate
nominations for Councilmember 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.
D. TERM OF OFFICE
The term of office for each appointee to an advisory body shall be four years and
shall commence on April 1. No appointee shall serve on the same advisory body for
more than two consecutive, full terms (eight years), but may subsequently serve on
another advisory body unless noted otherwise. Some exceptions include: the Housing
Authority, Jade House Committee and Tree Committee.
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 one year.
E. ETHICS AND CONFLICT OF INTEREST
1. The duties of an advisory body member shall be performed in good faith
and in a manner which the member believes to be in the best interest of
the City.
2. ft 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.
4. All members of the Planning Commission and Architectural Review
Commission and Housing Authority are required to file Statements of
Economic Interest (form 721 or 730) under the Political Reform Act of 1974
as amended. The City Clerk will supply such forms and assist in their
completion.
5. If any advisory body or member has a concern with a Council action or
policy, the Chairperson or member of the committee shall discuss the issue
with a Councilmember before making a public statement.
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6. Questions regarding possible ethical issues or conflicts of interest should
be reviewed with the Chairperson, City Attorney, or the City Clerk, as
appropriate under the circumstances, in advance of the subject meeting or
discussion.
F. REMOVAL FROM OFFICE
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.
G. AWARDS AND RECOGNITION
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 or Council Secretary in order to avoid
duplication of awards. (See also Page 9, Section 3d.)
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IV: ARCHITECTURAL REVIEW COMMISSION
PURPOSE
The City of San Luis Obispo has a number of unique characteristics, including
ideal climate, spectacular natural vistas and an outstanding man-made environment that
has evolved from historic traditions of the community. The Architectural Review
Commission has a vital role in the preservation and enhancement of the beauty and
visual character of the City.
STATUS
The Commission, usually referred to as the ARC, was established by city ordinance
in November 1973. It is staffed by planners in the Community Development Department.
who do initial evaluation of development plans, confer with designers, prepare meeting
agendas and assist the commission in its duties. The Commission is responsible directly
to the Council, which hears all appeals of ARC decisions. (Ref: SLO M.C. Chapter 2..48.
Ord. No. 600, 1973 Series; Guidelines amended 4/5/83, Res. 5086; Ord. 1138, 1989
Series;) Commissioners are compensated at $25.00 per meeting with a monthly
maximum of $100.00. (Ref: Res. 6805, 1990 Series.)
MEMBERS
The ARC has seven citizen members, appointed by the Council to four-year terms.
The only special qualifications for membership are a proven interest in the city's physical
environment and the ability to make positive and fair aesthetic evaluations.
MEETINGS - Semi-monthly: Refer to chart on page 35.
FUNCTIONS
The primary function of the ARC is to develop and maintain a pleasant and
harmonious environment, maintain property values, conserve the city's natural beauty,
encourage public art, preserve and enhance its distinct visual character and ensure the
orderly and harmonious development of the city with attention to site planning and exterior
appearance of public and private structures. In addition, the commission is responsible
for establishing (with Council approval) guidelines for determining what is "good design."
These guidelines are published in the form of a booklet with pictorial illustrations to help
applicants understand the Commission's goal of maintaining a high level of architectural
excellence in the City.
The Commission spends the majority of its time reviewing development plans,
visiting project sites, and working with designers to ensure that projects follow the
established city guidelines. Good design, obviously, is a subjective matter, and, for this
reason, the guidelines emphasize flexibility to encourage creative designs and
the innovative use of materials, methods and techniques.
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a
Because of this emphasis on flexibility and excellence, the Commission generally
prefers not to give a proposal a strict 'yes" or "no." Instead, the Commissioners often
engage in a °give and take" discussion with designers to help create a project that is not
only designed technically, but which enhances and is compatible with the character of the
immediate neighborhood and the city at large. It is important to understand that the
Commission does not seek to dictate any particular style of architecture, but instead
seeks a harmonious variety of compatible building styles.
SCOPE OF AUTHORITY
Most building projects in the City, including exterior remodeling, require ARC
approval before a building permit can be issued. The only three types that do not have
this requirement are:
1. Individually built houses, with a few exceptions, as determined by the
Community Development Director according to ordinance;
2 Minor proposals and minor construction which are incidental to a larger
project; and
3. Signs that meet the minimum standards of the sign ordinance (and are not
part of a larger project that does require ARC approval).
In reviewing a specific project, the ARC prefers to review the complete architectural
posture—that is, all factors involving the project's exterior appearance and site design.
While the ARC is primarily concerned with the surface appearance of a structure, it may
also review related factors, such as site layout and parking. The ARC is not concerned
with interior function and design, except where it may impact the exterior appearance.
Occasionally, some of the factors considered by ARC, such as site layout and
parking, may overlap with the jurisdiction of the Planning Commission. This overlap is
to be expected and does not necessarily mean that the two committees are duplicating
work. The ARC is not concerned with appropriate use of property, and the Planning
Commission primarily concerns itself with general site design only in connection with
land -use decisions, leaving the details to the ARC. However, when a specific site layout
is approved by the Planning Commission, the ARC is expected to work with the general
layout established by the Planning Commission's action..
ARC approval by itself does not entitle a developer to build anything. It does not
take the place of a building permit or other special approvals that might be required for
a new project. Complete architectural review guidelines and more information about the
ARC are contained in Architectural Review in San Luis Obispo, a booklet available at the
Community Development Department.
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V. CULTURAL HERITAGE COMMITTEE
PURPOSE
The Cultural Heritage Committee promotes the preservation of architectural,
archaeological, historical and cultural resources in San Luis Obispo by: (a) helping the
public pursue cultural resource preservation projects; (b) sponsoring educational
programs and research which improves our understanding of the community's history
and archaeology; (c) on request, commenting on the effects of public and private actions
on community cultural resources; and (d) helping with the administration of city -
sponsored benefit programs.
STATUS
The Committee was established in 1981 as a technical committee and is staffed
by a Planner from the Community Development Department. This committee became a
permanent committee in February 1987 when the Council approved Resolution No. 6157
that establishes the CHC's functions and duties. (Ref: Bylaws amended by Res. 6593
[1989 series].) See also SLO M.C., Chapter 17.54 and 15.36, Ordinance No. 1086 (1987
Series) establishing Historical Preservation Districts.
MEMBERS
The CHC is a seven member committee appointed by the Council for four-year
terms and may be reappointed for not more than two consecutive full terms totaling eight
years. Membership of the Committee shall include a person knowledgeable in local
history, a person with training or experience in structural rehabilitation, and a person with
knowledge of architecture. The committee shall include a city resident from each of the
three Historical Preservation Districts..
MEETINGS - Monthly: refer to chart on page 35.
FUNCTIONS
1. Collect, consolidate and make available information about historical
resources and historical resource sites, and promote, participate in, or
sponsor educational and interpretive programs.
2.. Provide advice and guidance for the restoration, alteration, decoration,
landscaping or maintenance of historical resources or properties within
Historical Preservation Districts.
3. Review the Inventory of Historical Resources and recommend to the Council
any amendments.
4. Assist property owners with the preparation of National Register applications
for historical resource sites.
15
5. Help to administer benefit programs approved by the Council that are
directed at preserving historical resources or resources within Historical
Preservation Districts.
6. Publish and maintain Historical Preservation Program Guidelines which
present (a) benefit programs sponsored by the City; (b) procedures for
adding properties to the Inventory of Historical Resources or for establishing
a historical district; and (c) other information concerning historical
preservation.
7. Review actions proposed by public agencies and provide information on
how such actions may affect designated or eligible properties within or
adjacent to historical districts.
8. Cooperate with local, state and federal agencies in the pursuit of historical
preservation.
9. Function within the guidelines and policies of the Advisory Bodies Handbook.
and perform other duties as assigned by the Council.
iI
VI. HUMAN RELATIONS COMMISSION
PURPOSE
The Human Relations Commission advises 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, national origin, age, physical, mental or economic status.
The Commission makes recommendations to the Council or the CAO on how these social
concerns and human needs can best be addressed. It is desired and expected that
specific functions of the HRC will change as solutions are found to specific problems or
as times change and the needs and priorities of the community in this field evolve.
STATUS
The Commission was established by the Council in 1964. (Ref: established by
motion 1/6/64, SLO M.C. Chapter 2.56, amended by Ord. 1150 [1989 series].) The
Commission oversees city -approved programs such as a referral service for those
members of the community in need. The HRC staff is in contact with other human service
agencies throughout the city, county and state.
MEMBERS
The HRC has seven members appointed by the Council to four-year terms. While
there are no special qualifications for appointees, the Council usually seeks individuals
with experience, or a demonstrated interest in community social issues.
MEETINGS - Monthly: refer to chart on page 35.
FUNCTIONS
1. To promote mutual understanding and foster harmonious relations between
persons and groups within the community, and provide a forum for residents
to discuss problems relating to human rights and relations;
2. To receive and investigate complaints concerning community tensions and
acts of discriminations, and cooperate with and assist other human services
groups which have similar purposes;
3. To make recommendations to the Council when action is proposed as a
means to insuring community cooperation and understanding;
4. To evaluate perceived inadequacies in human rights and services and to
recommend possible action;
17
5. To review and evaluate all City funding requests from groups which provide
human services; to provide liaison to recipients of grants-in-aid moneys,
through personal contact and required activity and budget reports;
6. Such duties, including studies and research, as the Council deems
necessary and appropriate and assigns to the Commission.
18
VII. PARKS AND RECREATION COMMISSION
PURPOSE
The Parks and Recreation Commission is a body of citizens appointed to advise
the City's Parks and Recreation Department and the Council on the development and
operation of recreation programs and parks, and on the implementation of the Parks and
Recreation element of the General Plan.
The Commission was created originally by the voters in 1941, and until 1978 was
one of only two commissions mandated in the Charter. The 1978 Charter revision
droPPed reference to this commission and authorized the Council to establish individual
commissions by separate ordinances. (Ref: SLO M.C. Chapter 2.16, Ordinance No.
215N 11940 Series}, Ord. #1137 [1989 series]).
The Commission works closely with the Recreation Director and his staff and with
the Parks Maintenance Division of the Public Works Department.
MEMBERS
The Parks and Recreation Commission has seven members, appointed by the
Council to four-year terms.
MEETINGS - Monthly: refer to chart on page 35.
FUNCTIONS
The Commission advises and makes recommendations on all aspects of the City's
parks and recreation programs. The Commission is expected to:
1. Provide leadership in developing a comprehensive recreational program
for city residents of all ages.
2. Be familiar with the types of recreation programs and parks that residents
need and want.
3. Plan, through implementation of the Parks and Recreation Element, for the
parks that will be needed in the future as the City grows.
4. Advise the Recreation Director, as requested, on department administration.
19
VIII. PERSONNEL BOARD
PURPOSE
The Personnel Board e)asts to provide a forum for hearing both sides of unresolved
employee grievances and disciplinary matters. The Board's goal is to bring out all
information pertinent to a case and give all interested parties a chance to state their views.
The Board can then make recommendations to the Council based on complete
information, thus relieving the Council of what can be a very time-consuming process.
The Board may perform other advisory roles as directed from time to time which are
consistent with the Charter and which best use the skills and talents of the Board
members.
STATUS
In June 1978 city voters approved an amendment to the Charter that required the
Council to set up an advisory board for personnel matters. The Board, responsible to the
Council, began operating in July 1979. The Personnel Department provides whatever staff
support the Board requires. (Ref: SLO M.C. Chapter 2.36, Ordinance 808, 1979 Series.)
MEMBERS
The Personnel Board has five members, appointed by Council to four-year terms.
Although there are no special qualifications for appointment, some knowledge or
background in personnel matters is very helpful.
MEETINGS
The Board meets whenever a personnel matter requires it The meetings are held
at City Hall at a time mutually convenient to Board members, staff and other involved
persons.
FUNCTIONS
The Board makes recommendations in two general areas: (1) when an employee
appeals a disciplinary action taken against him; and (2) when an employee files a
grievance that cannot be settled at an administrative level.
In the case of a grievance, the Board will give the CAO an advisory opinion, based
on either the written record alone or on the written record plus sworn testimony taken at
a hearing. The Board decides whether a hearing is warranted.
For a disciplinary case, the Board always holds a hearing --open or dosed hearing,
according to the employee's wishes. The Board then forwards its findings and
recommendations to the Council.
The Board has the power to subpoena witnesses and documents for its hearing.
If either party asks for a subpoena before the hearing, the Board must issue it. After the
hearing begins, subpoenas may be issued at the Board's discretion.
Three members constitute a quorum. A member may vote on a recommendation
only if he/she is present for the entire hearing, or if the member certifies he/she has
listened to a recording, or read the transcript of that portion of the hearing that he/she
missed.
21
IX. PLANNING COMMISSION
PURPOSE
The Planning Commission must regularly make decisions regarding land use
policies and specific development applications. Some are recommendations to the
Council and some are final, subject to appeal to the Council. The Commission also
reviews and recommends long-range plans for the City's growth and development.
STATUS
The Commission was established in the 1940's. It is staffed by planners in the
Community Development Department who prepare meeting agendas, meet with
developers, and handle other functions for the Commission. The Commission is
responsible to the Council. (Ref: SLO M.C. Chapter 2.12, Ordinance No. 154N, 1944
Series, Ordinance 1139 [1989 series]. Commissioners are compensated at $25.00 per
meeting with a monthly maximum of $100.00. Resolution 6805 [1990 series].)
MEMBERS
The Planning Commission has seven members, appointed by the Council to four-
year terms. Members are not necessarily planning professionals and no special training
is required for appointment. Members occasionally may be requested to attend seminars
and workshops to improve skills in planning.
MEETINGS - Monthly; refer to chart on page 35.
FUNCTIONS
The Planning Commission makes recommendations to the Council in five areas:
1. General Plan - The Commission reviews proposals on long-range planning
policies. These may be in the form of new sections for the General Plan
or amendments to the existing plan, and are brought to the Commission
by city planning staff, consultants, and private applicants.
2. Zoning - The Commission reviews proposals for changes in the zoning of
land, or in the zoning regulations, and makes recommendations to the
Council. In some matters, such as use permits, the Commission's decision
is final, unless appealed to the Council.
3. Subdivisions - The Commission makes recommendations to the Council
on the subdivision of land.
4. Capital Improvement Program - The City's long-range financial plan for
major municipal construction projects, equipment purchases, and planning
studies is reviewed by the Commission, and its recommendations are
forwarded to the Council.
22
5. City Servlces and Resources - The Commission reviews the adequacy
of the city services and resources needed for proposed development.
When city facilities or resources are in danger of being overburdened, the
Commission offers recommendations to the Council on possible remedies.
in weighing decisions on the growth and development. of the City of San Luis
Obispo, the Commission provides a sounding board for public opinion. Although
commissioners do consider the rights and desires of property owners/developers and
the general public, they must make their decisions pursuant to the General Plan,
ordinances, and other standards and procedures set forth in state and city law.
X. PROMOTIONAL COORDINATING COMMITTEE
PURPOSE
The Promotional Coordinating Committee assists 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 long-range community goals.
STATUS
The Committee was established in 1970 as a permanent body responsible to the
Council. This committee is unusual in that it has an annual budget derived from an
established formula allocating certain tax receipts including the transient occupancy tax
and the business license tax. (Ref: Council Minutes dated 6/23/70 and R-4948
establishing Bylaws, Bylaws amended by Resolution 6592 [1989 series].)
MEMBERS
The Committee has seven members appointed by the Council to four-year terms.
The Council usually seeks appointees with experience in some aspect of promotion,
advertising, tourism or in community cultural activities.
MEETINGS - Monthly; refer to chart on page 35.
FUNCTIONS
1. Planning a comprehensive, long-range program to promote the City.
2. Preparing an annual program consistent with the long-range program. The
Committee's recommendation for the annual program is presented to the
Council for approval at the first regular Council meeting in May.
3. Developing city advertising and promotional programs and projects.
4. Hearing requests from cultural and promotional groups seeking city grants;
recommending groups to the Council for funding.
5. Present an annual assessment and report to the City Council regarding the
Promotional Coordinating Committee's Grants -in -Aid, Advertising, and other
promotional programs.
6. Initiating and supporting community activities that are meaningful to residents
and visitors alike.
24
7. Providing a liaison between city committees and civic organizations outside
of government that work to promote the quality of life for residents and
visitors of the City of San Luis Obispo.
8. Perform any other lawful task as directed by the Council.
25
XI. TECHNICAL AND SPECIAL-PURPOSE ADVISORY BODIES
CONTINUING BOARDS AND COMMITTEES
Citizens' Advisory Committee
Construction Board of Appeals
Handicapped Board of Appeals
Jack House Committee
Joint Recreational Use of School District Property Committee
Mass Transportation Committee
Parking Management Committee
Tree Committee
These advisory bodies are appointed by the Council or the CAO as provided in
its enabling legislation. They are considered permanent and may meet regularly or only
when projects or proposals require their attention. Membership eligibility is defined in
each body's enabling legislation, and members are selected, (1) on the basis of
experience and knowledge in the special field pertinent to the committee; (2) because
representation from a particular segment of the community is desired (i.e., elderly,
handicapped, student); or (3) from a broad representation of community interest and
expertise. These committees work closely with city staff and report to the CAO and the
Council through the city staff.
AD-HOC OR TEMPORARY COMMITTEES
An ad-hoc or temporary committee is appointed by the CAO and/or the Council
to address specific subjects which require a degree of technical expertise. The
committee's purpose is to provide advice and possible recommendations to the city staff,
and it ceases to exist when its report is filed in the CAO's office. The only prerequisites
for appointment are interest, expertise or as otherwise determined by the CAO or the
Council when the committee is established. The CAO shall keep the Council informed
regarding the existence and actions of all such committees.
0
SUMMARY DESCRIPTION OF SPECIAL-PURPOSE ADVISORY BODIES
CITIZENS' ADVISORY COMMITTEE
PURPOSE
The Citizens' Advisory Committee conducts surveys, issues reports and informs
the CAO on many varied matters of community concern.
STATUS
The Committee was established in 1982 and works with and under the direction
of the CAO to develop and cant' out an annual work program for the Committee. (Ref:
R-4891, adopted 7/6/82.)
MEMBERS
The Committee has seven members, some of whom need not be city residents.
MEETINGS - Held on call.
CONSTRUCTION :BOARD OF APPEALS
PURPOSE
The Construction Board of Appeals holds hearings on requests for relief from the
strict application of the provisions of the City Building Code, or other specifications in
any uniform code, to determine suitability of alternate materials or methods of
construction.
STATUS
The Board was established in 1979 and is required under provisions of the City
Building Code. The Board is staffed by the Chief Building Inspector. (Ref: R-4017,
adopted 11 /29/79.)
MEMBERS
The Board consists of five members who are qualified by experience and training
to pass on matters pertaining to building construction. Members need not be residents
of the city.
MEETINGS - Held on call.
27
HANDICAPPED BOARD OF APPEALS
PURPOSE
The handicapped Board of Appeals conducts hearings on appeals of City Building
Division actions implementing the building codes in subdivisions.
STATUS
The Board was established in 1983 as a permanent technical committee, pursuant
to the State Health and Safety code, and is staffed by the Chief Building Inspector.
Meetings are held only when required by an appeal. (Ref: Council Minutes dated 5/4/83.)
The Board has five members with qualifications specified in the code: two
handicapped persons, two persons experienced in construction and one person from
the general public. Members need not be residents of the city.
MEETINGS - Held on call.
JACK HOUSE COMMITTEE
PURPOSE
The Jack House Committee assists the Council and the Parks and Recreation
Department in the administration and restoration of the historic Jack Residence at 536
Marsh Street The Committee makes recommendations for basic rules and regulations
which will allow for the greatest possible public use and enjoyment of the house and
grounds while protecting and preserving the history and integrity of this cultural and
recreational facility.
STATUS
The Committee was established in 1975 as a condition of a deed granting the
former residence of the Jack family to the City of San Luis Obispo. The Committee is
staffed by the Recreation Director and members of his staff. (Ref: R-2761, adopted
4/7/75.)
MEMBERS
The Committee has seven members who are required to be city residents, except
for the heir to the Jack family. Membership is spelled out in the grant deed and consists
of one person each from the County Historical Society, Cal Poly School of Architecture
faculty, Cal Poly Department of Ornamental Horticulture faculty, the City Parks &
Recreation Commission and the heirs of Robert and Nellie Jack. Additionally, there are
two members -at -large appointed for four-year terms by the Council.
MEETINGS - Monthly; refer to chart on page 35.
28
• -;77311101 • a0•_
PROPERTY • u
PURPOSE
The Joint Recreational Use Committee advises the Council and the San Luis
Coastal Unified School District Board regarding policy for operation of school district joint
use recreational facilities and priorities for granting use of those facilities, and plans for
balanced integration of school district property being developed.
STATUS
The Committee was established in 1981, and is staffed by the Parks Maintenance
Supervisor, a Recreation Supervisor and two members of the staff of the Unified School
District. (Ref: SLO M.C. Chapter 2.52, Ordinance No. 906, adopted 10/27/81.)
The Joint Use Committee consists of seven members, one of whom is a
representative of the Parks & Recreation Commission.
MEETINGS - Monthly; refer to chart on page 35.
MASS TRANSPORTATION COMMITTEE
PURPOSE
The Mass Transportation Committee assists with an ongoing program of public
transit in the City and Cal Poly. The Committee makes recommendations to the Council
regarding routes, schedules, capital projects, fares, marketing and additional services.
STATUS
The Committee was established in 1972 to study the feasibility of a public mass
transit system to serve city residents and visitors. It is staffed by the Transit Manager
who is under the supervision of the CAO. (Ref: Chapter 2.20; Ord. 1140 11989 series},
R2382, adopted 10/14/72, Bylaws amended by Ord. 1140 11989 series].)
MEMBERS
The Committee has seven members, who serve four year terms, and consists of
(a) one person from Cal Poly; (b) one senior citizen; (c) one person from the business
community; (d) one person with technical transportation planning experience; (e) one
handicapped person; (f) one person from the general public; and (g) a representative
from the HRC.
MEETINGS - Held on call, generally on a quarterly basis.
0
PARKING MANAGEMENT COMMITTEE
PURPOSE
The Parking Management Committee provides advice and assistance in the
implementation of the City's Downtown Parking Program. The Committee was established
to assist with the comprehensive and effective management of the quantity, location, cost
efficiency and availability of parking in the Central Business District.
STATUS
The Committee was established July 15, 1986 to assist in the implementation of
the City's Downtown Parking Program. The Committee meets prior to the review of
parking -related matters to be reviewed by Council and as determined necessary by
committee members and city staff. (Ref: R-6052 superceded by R-6457, Res. 6574
[1989 series].)
MEMBERS
The Committee has seven members and consists of: (a) two representatives from
the BIA; (b) one representative from the Chamber of Commerce; (c) one downtown
property owner; (d) one representative from the County of San Luis Obispo; and (e) two
citizens at large.
FUNCTIONS
1. Provide advice and serve as a community public information link as the City
increases its parking inventory through the development of the parking
decks, surface lots and private expansion.
2. Advise on the management of the location, cost and availability of parking
in the Central Business District. Programs to be administered include:
a. Improving the effectiveness of parking supply;
b. Providing accessible, inexpensive parking for shoppers;
C. Discouraging employees from using parking intended for shoppers;
d. Examining and introducing measures to reduce employee parking
demand; and
e. Protecting residential neighborhoods.
f. Encouraging ridesharing and other alternatives to use of the private
automobile.
Ell
4 • 1
PURPOSE
The Committee makes recommendations to the Council and staff on tree policies
and regulations. Working with staff, the Committee prepares and maintains a Master
Tree List and a Tree Planting Plan, as provided in the Municipal Code (Tree Regulations
(Ref: M.C. 12.24 et aq.
STATUS
The Tree Committee was established in 1977, is staffed by the Parks Maintenance
Supervisor and the City Arborist, and meets only on staff request for advice or to hear a
citizen appeal of a staff decision.
MEMBERS
The Committee has five members who have interest or expertise in horticulture.
MEETINGS - Held on call.
31
XII. BUSINESS IMPROVEMENT ASSOCIATION AREA
ADVISORY BOARD
PURPOSE
1. Study and recommendation of solutions to problems relevant to parking
and traffic circulation within the area;
2. General promotion of trade activity in the area and promotion of public
events which take place in public places in the area;
3. Development and implementation of beautification programs for the area.
STATUS
The Downtown Parking and Business Improvement Area was established by the
Council in 1973, with boundaries approximating the major retail and professional area of
the downtown. Each business or professional office in this area is required to pay an
additional sum equal to 100 percent of its business license fee; the revenues derived
from this assessment are used exclusively for the activities conducted to carry out the
purpose of the organization. (Ref: SLO M.C. Chapter 12.36, Res. 2510, 1973 Series.
See also Streets and Highways Code Section 36000 et seq., Bylaws amended by Res.
6630 [1989 series].)
MEMBERS
The Advisory Board of the BIA is composed of 11 members who each have a
business in the area. The Board members are first elected by ballot of the BIA members
and then confirmed by appointment by the Council for two-year terms.
MEETINGS - Monthly; refer to chart on page 35.
32
XIII. HOUSING AUTHORITY
PURPOSE
The Housing Authority Commission advises the Council on the housing issues
and needs of the low- and moderate -income households in the city.
STATUS
The Commission was established by the Council in 1968 to fulfill the responsibilities
related to the creation of the Housing Authority. The Housing Authority is a separate
public corporation which, under state and federal law, is responsible for implementing
programs which assist families or elderly persons who lack the income necessary to
enable them to obtain housing that is decent, safe and sanitary. The legal authority,
powers, duties and responsibilities of the Commission are defined by the California Health
and Safety Code (Housing Authorities Law) and the corporation bylaws of' the
Commission. (Ref: Authorized by City Election held 6/4/68.)
MEMBERS
The Commission has seven members, appointed by the Council. Terms of office,
qualifications for appointment and grounds for removal from office are defined by state
law. Five of the members serve four-year terms and are appointed by the Mayor subject
to confirmation by the Council. The other two members are appointed by the Mayor from
the Housing Authority's tenant population and each serves a two-year term. At least one
of the tenant members must be 62 years of age or older.
MEETINGS - Monthly; see chart on page 35.
FUNCTIONS
The Commission is responsible for developing, maintaining and managing the
City's low -rent housing and rental subsidy programs. It has direct legal responsibility for
policy, staff and management of the Authority's multi --million dollar annual operating
budget.
33
XIV. APPENDICES
The question often arises as to whether the Ralph M. Brown Act (Government
Code Section 54950 through 54961) applies to some or all of the city advisory bodies.
The Brown Act is California's °secret meeting" law. This law, which prohibits secret
meetings is applicable to cities and other local agencies. Originally, this law had very
limited application to advisory bodies and was directed toward city councils (governing
bodies). However, these statutes have been amended to include all commissions, either
Linder the definition of legislative body or separately as advisory bodies.
The combined effect of Sections 54952.3 and 54952.5 is to include, within the
definition of legislative body," such commissions as planning commissions and recreation
commissions. In the case of these commissions, their notice and meeting requirements
are the same as those of the City Council..
With regard to other advisory commissions, their meetings and notice requirements
are set forth in Section 54952.3, which states in relevant part that they must!
1. Meet within the jurisdictional limits of the city;
2. Hold open and public meetings;
3. Give notice of the meetings to any requesting party at least 24 hours prior
to the meeting; and
4. Provide in bylaws or rules for time and place of regular meetings, if regular
meetings are to be held.
The meaning of these statutes is simply that no advisory body may meet secretly
in order to conduct business. A meeting is defined as a gathering of a majority (quorum)
of the advisory body -for the purpose of discussing items before the body or conducting
other business of the body. An advisory body is not prohibited from establishing a
subcommittee, consisting of less than a majority of its membership, which may meet to
study a particular issue which has been brought to the attention of the advisory group.
The Council and City Attorney shall be apprised of the existence of such subcommittees.
Also, purely social gatherings are not subject to the Brown Act, but care should be taken
to ensure that a social event, in effect, does not become a "meeting" because advisory
body business is discussed.
From time to time questions arise as to whether a particular action, if taken, would
constitute a violation of the Brown Act. These questions should be referred to the Office
of the City Attorney for an opinion as to the correct procedure.
34
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