HomeMy WebLinkAboutItem 5c - Amend CP&P Manual and Advisory Body Handbook to Adjust the Annual Advisory Body Recruitment Process Item 5c
Department: Administration
Cost Center: 1021
For Agenda of: 2/3/2026
Placement: Consent
Estimated Time: N/A
FROM: Greg Hermann, Deputy City Manager
Prepared By: Teresa Purrington, City Clerk
Sara Armas, Deputy City Clerk
SUBJECT: AMEND THE COUNCIL POLICIES AND PROCEDURES MANUAL AND
THE ADVISORY BODY HANDBOOK TO ADJUST THE ANNUAL
ADVISORY BODY RECRUITMENT PROCESS
RECOMMENDATION
1. Adopt a draft Resolution entitled, “A Resolution of the City Council of the City of San
Luis Obispo, California, amending its Council Policies and Procedures Manual,” to
account for the change in time of annual recruitment for City Advisory Bodies; and
2. Adopt a draft Resolution entitled “A Resolution of the City Council of the City of San
Luis Obispo, California, amending the Advisory Body Handbook to adjust the annual
recruitment, oaths of office, and election of chair and vice chair deadlines”; and
3. Extend the Advisory Body Members’ terms and the elected Chair/Vice Chair terms
that expire on March 31, 2026, to expire on June 30, 2026 .
POLICY CONTEXT
City Council has adopted a manual entitled “Council Policies and Procedures” to define
and ensure the proper conduct of the City’s business by the City Council. The Council
Policies and Procedures Manual (“CP&P”) is periodically updated to ensure clarity of City
processes, consistency with State law, and conformity with the City Charter and
Ordinances. Section 6.7.1 of the CP&P establishes the process for annual recruitment of
the City’s Advisory Body Members whose terms expire.
The Advisory Body Handbook (“Handbook”) also outlines recruitment procedures,
membership requirements, and term limits for City advisory bodies. Section 1.G specifies
the dates of when annual appointments and chairperson/vice chairperson elections must
be made.
DISCUSSION
On April 4, 2025, the City Council held a Special Meeting (Retreat) that included a
discussion of the onboarding process for new Council Members. The purpose of the
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Item 5c
discussion was to review the Council Member onboarding experience, identify what works
well, and consider improvements. One topic raised was the Advisory Body recruitment
process. Conducting interviews within the first three months of a Council Membe r’s term
was noted as challenging, given the number of meetings, briefings, and trainings required
for new Council Members to get up to speed. Additionally, holding the recruitment during
the holiday season was considered less than ideal due to competing demands on the
community’s time to complete an application. Council directed staff to develop a revised
process that begins in February and concludes with Council appointments in June, along
with amendments to the CP&P and Handbook to implement this change for the 2026
annual advisory body recruitment cycle.
Council Policies and Procedures Manual
The draft Resolution (Attachment A) amends Section 6.7 .3 of the CP&P “PROCESS” as
follows:
6.7.3 PROCESS
6.7.3.1 In December February of each year, the City Clerk shall advise
the City Council of the terms that are due to expire on each
advisory body. The City Clerk shall also notify each advisory
member whose term is due to expire. Each of these members
shall be given the opportunity to apply for reappointment unless
that member has already served two consecutive, full terms on
that advisory body.
The Resolution (Attachment A) also extends the terms of all current Advisory Body
Members from March 31 to the June 30.
Advisory Body Handbook
The draft Resolution (Attachment B) amends Section 1.G “Term of Office – Advisory Body
Members” and 1.H “Officer Election and Officer Terms” as follows:
G. Term of Office – Advisory Body Members
Unless otherwise noted in the Advisory Body Bylaws, the full term of office will be
four years unless dictated otherwise by an alternate authority as reflected in the
specific body bylaws. The length of a term is dictated by the principle that no more
than two terms on any committee will expire each year. This rule ensures continuity
for all committees. Annual appointments commence on April 1st July 1st for all
bodies except the Area Agency on Aging, the Citizens’ Revenue Enhancement
Oversight Commission, and the ASI representative for the Mass Transportation
Committee (see specific body bylaws for details). Appointments to unexpired terms
begin the day following the appointment confirmation date by City Council action.
No appointee shall serve on the same advisory body for more than two consecutive
full terms but may subsequently serve on another advisory body unless noted
otherwise. Exceptions to the consecutive terms rule include the Construction
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Item 5c
Board of Appeals, Citizen Transportation Committee, Housing Authority Board,
Jack House Committee, and Zone 9. The Council may also determine that a
subsequent consecutive term may be held if no additional qualified candidates are
available.
A mid-term appointment to a vacant seat on an advisory body shall not pr eclude
the appointee from serving two additional consecutive full terms, provided that the
initial, partial term served is less than half of a full term. Appointments made with
less than one-year left in the term may be considered for re-appointment without
a new application and interview, at the discretion of the City Council sub -committee
members assigned to the advisory body.
H. Officer Election and Officer Terms
1. Election: When possible, in April July, each advisory body, at its regular
meeting, shall elect a chairperson and a vice chairperson.
2. Terms of Office: The term of office of a chairperson or vice chairperson shall
be one year and no person shall serve as chairperson or vice chairperson for more
than two consecutive terms, except if noted elsewhere under specific boards and
commissions.
Completion of a partial term of office as chairperson or vice chairperson shall not
preclude an advisory body member from serving two additional consecutive full
terms, provided that the partial term served is less than one year.
An additional clerical amendment to remove the Jack House Committee from the list of
consecutive terms rule exceptions has also been included.
Public Engagement
Current advisory body members were informed in early January of the proposed
amendment to the annual advisory body recruitment process and extension of expiring
terms. The public will also have an opportunity to provide public comment before or at the
City Council meeting on February 3, 2026.
ENVIRONMENTAL REVIEW
The California Environmental Quality Act (CEQA) does not apply to the recommended
action in this report, as the action does not constitute a “Project” under CEQA Guidelines
Section 15378.
FISCAL IMPACT
Budgeted: No Budget Year: 2025-26
Funding Identified: No
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Item 5c
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $N/A $ $ $
State
Federal
Fees
Other:
Total $N/A $ $ $
There is no fiscal impact associated with this action.
ALTERNATIVES
Council could decide not to amend the Council Policies and Procedures to change the
annual advisory body recruitment process. Staff would need to immediately begin
recruitment for the terms expiring on March 31, 2026.
ATTACHMENTS
A - Draft Resolution amending the Council Policies and Procedures Manual
B - Draft Resolution amending the Advisory Body Handbook
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R ______
RESOLUTION NO. _____ (2026 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AMENDING THE COUNCIL POLICIES AND
PROCEDURES MANUAL TO ADJUST THE ANNUAL ADVISORY BODY
RECRUITMENT PROCESS
WHEREAS, the City Council has adopted a certain manual entitled “Council
Policies and Procedures” to define and ensure the proper conduct of the City’s business
by the City Council and in compliance with State law and th e City’s Charter and
Ordinances; and
WHEREAS, the Council periodically revises its Council Policies and Procedures
Manual to ensure clarity, consistency with State law, and conformity with the City Charter
and Ordinances; and
WHEREAS, Section 6.7.3 of the Council Policies and Procedures Manual
establishes the process for annual recruitment of the City’s advisory body members
whose terms expire.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo as follows:
SECTION 1. Section 6.7.3 of Council Policies and Procedures Manual
“PROCESS” shall be amended to read as follows:
6.7.3.1 PROCESS
6.7.3.2 In February of each year, the City Clerk shall advise the City
Council of the terms that are due to expire on each advisory
body. The City Clerk shall also notify each advisory member
whose term is due to expire. Each of these members shall be
given the opportunity to apply for reappointment unless that
member has already served two consecutive, full terms on that
advisory body.
SECTION 2. All advisory body members whose terms expire on March 31 will
have their terms extended to expire on June 30, to align with the a djusted annual
recruitment time period.
SECTION 3. Resolution Number 11520 (2024 Series) is hereby amended and
superseded to the extent inconsistent herewith.
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Resolution No. _____ (2026 Series) Page 2
R ______
Upon motion of Council Member ___________, seconded by Council Member
___________, and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _______________ 20 26.
___________________________
Mayor Erica A. Stewart
ATTEST:
______________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
______________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the
City of San Luis Obispo, California, on ______________________.
___________________________
Teresa Purrington
City Clerk
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R ______
RESOLUTION NO. (2026 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS
OBISPO, CALIFORNIA, AMENDING THE ADVISORY BODY
HANDBOOK TO ADJUST THE ANNUAL RECRUITMENT AND
ELECTION OF CHAIR AND VICE CHAIR DEADLINES
WHEREAS, in accordance with the Charter of the City of San Luis Obispo, the
San Luis Obispo Municipal Code, and its own resolutions, the City Council of the City of
San Luis Obispo appoints individuals to serve o n its advisory bodies; and
WHEREAS, Section 1.G and 1.H of the Advisory Body Handbook references the
processes for annual recruitment of the City’s advisory body members and annual
election of advisory body chairs and vice chairs;
WHEREAS, at its Regular Meeting of February 3, 2026, the City Council reviewed
proposed changes to the annual recruitment process and annual election of advisory
body chairs and vice chairs.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo that Section G and H.1 of the Advisory Body Handbook shall be amended to read
as follows:
G. Term of Office – Advisory Body Members
Unless otherwise noted in the Advisory Body Bylaws, the full term of office will be
four years unless dictated otherwise by an alternate authority as reflected in the
specific body bylaws. The length of a term is dictated by the principle that no more
than two terms on any committee will expire each year. This rule ensures continuity
for all committees. Annual appointments commence on July 1st for all bodies
except the ASI representative for the Mass Transportation Committee (see specific
body bylaws for details). Appointments to unexpired terms begin the day following
the appointment confirmation date by City Council action. No appointee shall serve
on the same advisory body for more than two consecutive full terms but may
subsequently serve on another advisory body unless noted otherwise. Exceptions
to the consecutive terms rule include the Construction Board of Appeals, Citizen
Transportation Committee, Housing Authority Board, and Zone 9. The Council may
also determine that a subsequent consecutive term m ay be held if no additional
qualified candidates are available.
A mid-term appointment to a vacant seat on an advisory body shall not preclude
the appointee from serving two additional consecutive full terms, provided that the
initial, partial term served is less than half of a full term. Appointments made with
less than one-year left in the term may be considered for re-appointment without
a new application and interview, at the discretion of the City Council sub -committee
members assigned to the advisory body.
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Resolution No. _____ (2026 Series) Page 2
R ______
H. Officer Election and Officer Terms
1. Election: When possible, in July, each advisory body, at its regular meeting,
shall elect a chairperson and a vice chairperson.
2. Terms of Office: The term of office of a chairperson or vice chairperson sh all
be one year and no person shall serve as chairperson or vice chairperson for
more than two consecutive terms, except if noted elsewhere under specific
boards and commissions.
Completion of a partial term of office as chairperson or vice chairperson s hall not
preclude an advisory body member from serving two additional consecutive full
terms, provided that the partial term served is less than one year.
Upon motion of Council Member ___________, seconded by Council Member
___________, and on the following roll call vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this _____ day of _______________ 20 26.
___________________________
Mayor Erica A. Stewart
ATTEST:
______________________
Teresa Purrington
City Clerk
APPROVED AS TO FORM:
______________________
J. Christine Dietrick
City Attorney
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the
City of San Luis Obispo, California, on ______________________.
___________________________
Teresa Purrington
City Clerk
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