HomeMy WebLinkAbout1998 ADVISORY BODY HANDBOOK�iG ♦n , S
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AbVISORY, goat'
hAnbBook
Prepared by the Office of the City Clerk
Adopted by Resolution No. 8759 on February 3, 1998
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tasLE of contents
lntuoauction............. ...._............................... ........................................... ..................... i
1. how city coveunment wouks.......................................................................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
Im. aavlsouy Boaies..............................................:..............................................................5;
A. Background..............................................................................................................5
B. Policies...............................................................................................•.....................5
1. Communications..........................................................................................5
2. Absences, Leaves of Absence, and Resignations........................................6
3. Bylaws and Procedures................................................................................7
4. Functional Review.......................................................................................7
C. Membership Qualification & Appointment Process................................................8
D. Term of Office.........................................................................................................9
E. Ethics and Conflict of Interest...............................................................................10
F. Removal from Office.............................................................................................10
G. Awards and Recognition........................................................................................10
tv. peumanent commmees.............................................................................. . _....11
Architectural Review Commission....................................................................................1 l
Cultural Heritage Committee.............................................................................................13
Human Relations Commission..........................................................................................15
Parks and Recreation Commission....................................................................................17
PersonnelBoard.................................................................................................................18
PlanningCommission........................................................................................................19
Promotional Coordinating Committee...............................................................................21
v. -technical ana special puupose committees .................. ................ :.:............... 22
Bicycle Advisory Committee.............................................................................................23
Boardof Appeals..............................................................................................................23
JackHouse Committee......................................................................................................24
Joint Recreational Use of School District Property Committee........................................25
Mass Transportation Committee........................................................................................25
Business Improvement Association Advisory Board........................................................26
HousingAuthority.............................................................................................................27
TreeCommittee.................................................................................................................28
!VL the Biuown act............................................................................................................29
Summaryof Advisory Bodies............................................................................................30
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Welcome to San Luis Obispo City Government!
1 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.
1 Serving on one of the City commissions, committees, or boards can be a fascinating and
rewarding experience. - These advisory bodies are charged with formulating new ideas, information
1 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.
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As you may realize, it isn't always easy. Issues are often more complex than anticipated, public
1 opinion can be sharply divided, questions may overlap, and sometimes the province of one body may
also be the territory of another.
1 This handbook serves a twofold purpose: (1) To 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) to summarize the role and charge of each body.
1 This is a basic handbook, designed to explain:
1 • What each advisory body is trying to accomplish;
• How one advisory body relates to others;
1 • Procedures for effectively conducting business
• Each advisory body's place in the overall system of City government; and
• The responsibilities. of an advisory body member.
1 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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». how city coveRnment woRks
IA. 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 theif
Charter.
;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 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 policy, and general plan and land use.
issues, policies, and matters are made by the City Council.
C. ROLE OF COUNCIL LIAISON MEMBERS
The Council Liaison Subcommittee, comprised of two Council Members, 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 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.
t 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 alteratives,
recommendations and appropriate backup material, as necessary. Advisory body members should have
' sufficient information to reach decisions based upon a clear explanation of the issues involved. The
assigned staff person serves as Secretary, insuring that minutes are taken as needed
' 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 advising body chair to insure appropriate legal review or city and state legislation is complied with.
' E. COUNCIL -APPOINTED OFFICERS
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City Administrative Officer - The City Charter requires the Council to appoint an executive to
run the City's day -today 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. The City Administrator also oversees Economic Development, the Natural Resources
Program, and special projects.
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.
F. OPERATIONAL DEPARTMEN'T'S
City Clerk - The City Clerk prepares Council agendas and records the minutes, conducts city
elections, maintains city records, administers the advisory body appointment process, codification of
ordinances, claims against the city, legal publications, posting, and advertising, administers oaths, and
serves as secretary to the Council.
' 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, administers business 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.
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 directing the City's risk management
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.
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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 Zoning Regulations)
which implement: general plan policies, and (3) Reviewing development projects.
The Building and Safety Division administers state and local building codes and is responsible
for ensuring safe and sound public and private construction, enforcing zoning requirements and
providing neighborhood services. Its staff issues building permits, checks building plans, and inspects
code -regulated work at construction sites, and coordinates neighborhood services and code
enforcement.
Public Works - The Public Works Department consists of Administration, Transit, Parking,
Streets, Buildings and Parks Maintenance, Geodata Services, and the Engineering Division, all under
the direction of the Public Works Director who is appointed by, and responsible to, the CAO.
Utilities - The Utilities Department is responsible for securing adequate water supplies and
providing safe and aesthetically pleasing drinking water in accordance with State Health Services
requirements through the operation and maintenance of the city's water supply, treatment and
distribution systems. The Utilities Department also provides full wastewater services, to meet.state and
federal requirements, through the operation and maintenance of the city's wastewater collection and
water reclamation facilities. An Industrial Pretreatment program ensures that no hazardous materials
are discharged to the city's wastewater collection system. Solid waste services, provided under
franchise by San Luis Garbage Company, are also monitored and managed by the Utilities Department.
The Utilities Director is appointed by, and is responsible to, the CAO.
Parks & Recreation - The Parks & Recreation Department plans and manages recreational
activities at city parks and recreational facilities. The department 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 Parks & 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.
Fire - The Fire Department does more than fight fires. Its basic purpose is to protect people
and property, not just from fire, but also from floods, earthquakes, and other disasters. It promotes
public safety by educating the public about fire hazards, by inspecting commercial, industrial and
public buildings, and by inspecting private property for weeds and debris that could be a fire hazard or
public nuisance. Fire personnel also respond to medical emergencies. This department is under the
direction of the Fire Chief who is appointed by, and is responsible to, the CAO.
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In* abvisolzy BONES
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
they 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 more citizen involvement in city government.
There is considerable variety in the purpose or charge of these bodies. Some are required by
1 State law or the Charter and directed to guide certain city activities such as planning or personnel.
The authority of an advisory body will depend upon its specific purpose. Some have been
1 oelegated 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
1 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.
1 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 the long-term goals the Council has adopted, and
the advisory body is able to present new ideas to the Council. 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.
I B. POLICIES
1. Communications
a. Annual Report - Each advisory body is required by the Charter to submit to the
' Council by May Is' 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 Committees submit reports at the Mayor/Advisory Body Chairs
' Quarterly Meetings throughout the year, thereby fulfilling the Charter requirement.
' b. Written Reports - Advisory bodies are occasionally requested to make special reports
or recommendations to the Council on specific subjects. The Council will make this
request in writing, with specific direction as to the approach, scope, and schedule for the
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study desired. 'These recommendations often play a major role in assisting the Council
to reach a final decision on important -issues.
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.
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.
c. Minutes - To keep current on advisory body activities, minutes of all advisory body
meetings shall be forwarded to the Council in a timely manner.
d. Goals/Budget.- Each advisory body shall prepare proposed major City Goals and
Objectives in February, in a manner established by the CAO. The advisory body
chairperson will be responsible for speaking to this proposal when the Council conducts
its goal setting in study session. The CAO 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.
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, it shall be submitted to and receive approval of the Council.
L 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.
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 the 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 as soon as possible.
L Ouarterly Meetings - The Mayor shall meet quarterly with the chairpersons of all
commissions. The purpose shall be for information updates and to encourage
communication. Quarterly written reports shall be submitted at this meeting. The
chairperson shall report back to the full committee at the next regular meeting.
2. Absences, Leaves of Absence, and Resignations
a. 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
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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 shall present bylaws to the Council for approval, which
bylaws shall set forth procedures, purpose, specific functions, meetings, officers,
budget, etc. (Charter, Article XII, Section 1204.)
By May ? 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 for
approval. If no changes are proposed, a report of the review shall be submitted.
' b. Code of Ethics -Each body shall be governed by the City's adopted Code of Ethics
(Res. 8313).
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c. Parliamentary Procedures - All advisory body meetings shall be conducted in
accordance with City practices, policies and Robert's Rules of Order, Newly Revised.
Questions should be directed to the appropriate city. staff. A quorum of the Committee
shall be asstated in individually adopted advisory body bylaws or procedures.
d. Meetings & Events - Each advisory body may hold an annual dinner meeting for
installation of new members and recognition of outgoing members. All regular
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 10, Section G.)
4. Functional Review
a. Election - When possible, in April, each advisory body, at its regular meeting, shall
elect a chairperson and a vice chairperson.
b. Terms of Office - 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
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vice chairperson for more than two consecutive terms except as may be noted elsewhere
under specific boards and commissions.
.Completion of a partial tern of office as chairperson.or vice chairperson shallnot
precludean advisory body member from serving two additional consecutive full terms,
provided that the partial tern served is less than one year.
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..
Applicant must be at least 18 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 an application 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
should have attended at least one meeting of the advisory body prior to interviewing
with the Council Liaison Subcommittee.
3. Applications for appointment or reappointment will be reviewed by the Council Liaison
Subcommittee (CLS). Selected qualified applicants shall be interviewed by the CLS
consisting of two Council Members. The Chair of the advisory body is will be invited
to participate in the interviews. The CLS will independently make the final nominee
selection. If the Chair is unable to participate or is being considered for reappointment,
the CLS may designate another representative to attend. The CLS shall submit to the
entire Council recommendations for appointment. 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. 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. 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 advisory body, he/she must
immediately resign from one body upon being appointed to another.
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' 6. Council Liaison Subcommittee 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 Council
t Member Subcommittees to provide an opportunity for each member to serve as a liaison
at least once on each advisory body when possible. When terns 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. TERM OF OFFICE
The term of office for each appointee to an advisory body shall be from one year to a maximum
of four years. 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 1'. appointments to unexpired terms begin the day the appointment
is made by the Council. 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. Exceptions include: the Housing Authority, Jack 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.
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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 in order to avoid duplication of awards. (See also Page 7, Section 3d.)
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E. ETHICS AND CONFLICT OF INTEREST
1. The duties of an advisory body member shall be performed in good faith and in a
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manner which the member believes to be in the best interest of the City.
2. It is improper for any member of an advisory body to utilize, for personal pecuniary
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gain or in an otherwise self-dealing manner, any information which is received by
reasons of said membership and is not a matter of public record.
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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
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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.
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4. All members of the Planning Commission, Architectural Review Commission and
Housing Authority are required to file Statements of Economic Interest (Form
700) under the Political Reform Act of 1974 as amended. The City Clerk will
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supply such forms and their completion and timely submittal.
5. If any advisory body or member has a concern with a Council action or policy, the
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Chairperson or member of the committee shall discuss the issue with a Council Member
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.
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T. REMOVAL FROM OFFICE
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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.
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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 in order to avoid duplication of awards. (See also Page 7, Section 3d.)
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rv, peRmanent committees
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. 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 30.
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The primary function of the ARC is to develop and maintain a pleasant and harmonious
1 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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Because of the 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 these requirements are:
1. Individually built houses, with a few exceptions, as determined by the Community
Development Director;
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 the ARC, such as site layout and parking, may-
overlap
ayoverlap 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 action.
ARC approval by itself does not entitle a developer to building 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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PURPOSE
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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 in February
1987 when Council adopted Resolution No. 6158 that establishes CHC functions and duties. (Ref-
Bylaws
RefBylaws amended by Res. 6593 [1989 series].) See also SLO M.C., Chapter 17.54, Ordinance No. 1086
(1987 series) establishing Historical Preservation Districts, and Res. 8002 allowing members to reside
outside the three Historical Preservation Districts.
MEMBERS
The CHC is a seven member committee. Membership includes a person knowledgeable in
local history, a person with training or experience in structural rehabilitation, a person with knowledge
of architecture, and when possible, a person knowledgeable in local archaeology. The membership
also includes a resident from each of the City's three Historical Preservation Districts, when possible.
MEETINGS - Monthly - Refer to chart on page 30.
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.
5. Help to administer benefit programs approved by the Council that are directed at preserving
historical resources or resources within Historical Preservation Districts.
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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
preservations.
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.
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-PURPOSE
The Human Relations Commission advises the Council in creating 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.
1 STATUS
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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], Bylaws amended by Res. 6329.) 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.
lul ul: 7.y
The HRC has seven members and is staffed by the Parks & Recreation Department. 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 30.
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
' discrimination, 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;
' 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;
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6. Such duties, including studies and research, as the Council deems necessary and appropriate
and assigns to the Commission.
7. To oversee Homeless Shelter operations and help foster good relations between the Shelter
and surrounding neighborhood.
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' 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. 2.16, Ordinance No. 215N ( 1940 Series), Ord. #113711989 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.
1 MEETINGS - Monthly; refer to chart on page 30.
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
tresidents 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 Parks & Recreation Director, as requested, on department administration.
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PURPOSE
The Personnel Board exists to provide a forum for hearing both sides of unresolved employee
grievances and disciplinary matters. The Board's goal is to bring out all information pertinent to a case
and give all interested parties a chance to state their views. The Board can then make
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. Although there are no special qualifications for
appointment, some knowledge or background in personnel matters is helpful.
MEETINGS
The Board meets whenever a personnel matter requires it. The meetings are 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/her, 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.
For a disciplinary case, the Board always holds a hearing—open or closed, 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.
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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 1940s. It is staffed by planners in the Community
Development Department who prepare meeting agendas, meet with developers, and handle other
functions for the Commission. The Commission is responsible to the Council. (Ref SLO M.C.
Chapter 2.12, Ordinance No. 254N.. 1944 [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 who are not necessarily planning professionals.
No special training is required for appointment. Members occasionally may be requested to attend
seminars and workshops to improve skills in planning.
MEETINGS - Semi-monthly; refer to chart on page 30.
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. Zonis - 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
1 subdivision of land.
4. Capital- Improvement Prosram - The City's long-range financial plan for major
municipal construction projects, equipment purchases and planning studies is reviewed for General
Plan conformance by the Commission, and its recommendations are forwarded to the Council.
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PURPOSE
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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 1940s. It is staffed by planners in the Community
Development Department who prepare meeting agendas, meet with developers, and handle other
functions for the Commission. The Commission is responsible to the Council. (Ref SLO M.C.
Chapter 2.12, Ordinance No. 254N.. 1944 [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 who are not necessarily planning professionals.
No special training is required for appointment. Members occasionally may be requested to attend
seminars and workshops to improve skills in planning.
MEETINGS - Semi-monthly; refer to chart on page 30.
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. Zonis - 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
1 subdivision of land.
4. Capital- Improvement Prosram - The City's long-range financial plan for major
municipal construction projects, equipment purchases and planning studies is reviewed for General
Plan conformance by the Commission, and its recommendations are forwarded to the Council.
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5. City Services and Resources - The Commission reviews the adequacy of 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. -
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PURPOSE
The Promotional Coordinating Commission (PCC) 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.
1 STATUS
' The PCC was established in 1970 as a permanent body responsible to the Council. This
Committee is unusual in that it has an annual budget which, while originally developed by formula
based on transient occupancy tax and business tax receipts; is no longer formula -funded, but based on
annual cost -of -living increases to the prior year's budget. (Ref: Council Minutes dated 6/23/70 and R-
4948 establishing Bylaws, Bylaws amended by Resolution 6592 ([1989 series].)
MEMBERS
The PCC has seven members. 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 30.
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 June.
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. Presents monthly informal written reports 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.
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.
171,
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v. technical ana special puaposE 1
Bicycle Advisory Committee
Board of Appeals
Jack House
Joint Recreational Use of School District Property Committee '
Mass Transportation Committee
Tree Committee
These permanent advisory bodies are appointed by the Council. They 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, disabled, student); or (3) from a broad representation of community
interest and expertise. These committees work closely with city staff and report to the Council through
city staff. '
AD HOC OR TEMPORARY CON MTTEES
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 city staff or Council, and the committee sunsets when a final '
report is filed in the CAO's office or presented to Council. 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.
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BICYCLE ADVISORY COM TTEE
' PURPOSE
' The purpose of the Bicycle Advisory Committee (BAC) is to provide oversight and policy
direction on matters related to bicycle transportation in San Luis Obispo and its relationship to
bicycling outside the City.
' STATUS
' The BAC was established as a permanent committee in October 1993.
MEMBERS
' The BAC has seven members.
' MEETINGS - Quarterly; refer to chart on page 30.
BOARD OF APPEALS
' PURPOSE
The 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 Official. (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. When appeal
' issues involve persons with disabilities, the Board expands to seven members, two of whom are
disabled.
MEETINGS - Held on call.
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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
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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 Parks & 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, and 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. The Committee is exempt from the two term (8 year) limit.
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n� JOINT RECREATIONAL USE OF SCHOOL DISTRICT
PROPERTY COMMITTEE
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 & Recreation Department,
the Public Works Department, and a staff member 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 30.
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 in the Public Works
Department. (Ref: Chapter 2.20, Ord. 1140 { 1989 series), R2382, adopted 10/14/72, Bylaws amended
by Ord. 1140 [1989 series].)
MEMBERS
' The Committee has seven members, consisting of (1) one person from Cal Poly (a permanent
position); (2) one senior citizen; (3) one person from the business community; (4) one person with
technical transportation planning experience; (5) one disabled person; (6) one member -at -large, and (7)
' a representative from the Human Relations Commission.
MEETINGS - Held on call, generally on a quarterly basis.
' 25
BUSINESS MROVEMENT ASSOCIATION
_ 1
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].)
1LKV1Lan1Vne
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 by the BIA members and then confirmed by
appointment by the Council for two-year terms.
MEETINGS - Monthly. '
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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,
understate 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. 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; refer to chart on page 30.
FUNCTIONS
The Commission is responsible for developing, maintaining and managing the City's low -rent
housing and rental subsidy programs. It has direct legal responsibility for policy, staff and
management of the Authority's multi-million dollar annual operating budget.
27
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 al).
STATUS
The Tree Committee was established in 1977, is staffed the City Arborist, and meets on the
fourth Monday of the month to consider tree removal requests and other issues.
MEMBERS
The Committee has five members who have an interest or expertise in horticulture; one is a
representative of the Architectural Review Commission.
MEETINGS - Monthly; refer to chart on page 30.
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V,. the Bnown act
California's Ralph M. Brown Act (Goverment Code Section 54950 through 54961), known as the
"secret meeting" law, applies to all advisory bodies, and requires that they:
1. Meet within the jurisdictional limits of the city;
2. Post the agenda 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; and
5. Provide in bylaws or rules for time and place of regular meetings, if regular meetings
are to be held.
The meaning of the Brown Act 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. The Brown Act exempts ad hoc
committees—as distinguished from standing committees—made up solely of less than a quorum of a
legislative body. 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.
1 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.
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