HomeMy WebLinkAboutPRR26439 Walker - Records & correspondence related to Neighborhood Relations Leadership Meeting
To:CityClerk
Subject:Records Request: “Neighborhood Relations Leadership Meeting” between the City of
San Luis Obispo and Cal Poly held on July 23, 2026
City Clerk,
I request all records relating to the “Neighborhood Relations Leadership Meeting” between the City of
San Luis Obispo and Cal Poly held on July 23, 2026, from 10:30 to 11:30 a.m. at City Hall.
The meeting agenda identified the following City participants: Mayor Erica Stewart, City Manager Whitney
McDonald, Assistant City Manager Scott Collins, Police Chief Rick Scott, and Community Development
Director Timmi Tway.
Please provide the following:
1. All notes created, received, or maintained by any City official or employee during or concerning
the meeting, including handwritten notes, typed notes, electronic notes, summaries, annotations,
talking points, and notes made on copies of the agenda or other meeting materials.
2. All agendas, draft agendas, attachments, presentations, reports, research, spreadsheets, maps,
proposals, memoranda, background materials, handouts, and other materials prepared for,
provided at, displayed during, referenced, or discussed during the meeting.
3. All calendar invitations, calendar entries, updates, acceptances, declines, attendee information,
location information, descriptions, attachments, and meeting links associated with the meeting.
4. All emails, text messages, Teams messages, chats, direct messages, or other communications
concerning the scheduling, purpose, agenda, preparation, substance, attendees, or follow-up for
the meeting. This includes communications among City officials and employees and
communications between City representatives and Cal Poly representatives.
5. All records reflecting the “progress on actions and initiatives since the previous meeting”
referenced in the agenda, including the actions and initiatives being discussed, their status, the
persons responsible for them, and any work product created.
6. All records concerning the “potential strategies and solutions” explored or discussed at the
meeting, including but not limited to any discussion of fraternity or sorority housing, Greek row,
overlay zones, changes to Greek-house zoning regulations, changes to conditional use permits,
permitted locations for fraternity or sorority activities, enforcement practices, event locations,
neighborhood impacts, or accommodations for Cal Poly fraternities and sororities in residential
neighborhoods.
7. All records identifying or discussing the action items, assignments, decisions, understandings,
shared goals, desired outcomes, next steps, or future meeting dates resulting from the meeting.
8. All follow-up communications, notes, reports, or other records memorializing or discussing what
occurred during the meeting.
9. All records, regardless of date, concerning the decision to add Mayor Erica Stewart and Police
Chief Rick Scott to the City’s participating group, including records showing when or by whom
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their participation was requested, proposed, approved, or communicated, and the purpose of
expanding the City’s group.
10. Any audio or video recordings, transcripts, photographs, whiteboard images, screenshots, or
other recordings or documentation of the meeting.
For meeting-related communications, please search records created, sent, or received from March 1,
2026, through the date of production. For materials used, referenced, or discussed during the meeting,
please include responsive records created before March 1 if they were circulated, referenced, relied
upon, or discussed in connection with the July 23 meeting.
Please search all locations reasonably likely to contain responsive records, including City email
accounts, calendars, shared drives, local files, Microsoft Teams or other collaboration platforms, City-
issued phones and devices, and personal accounts or devices used to conduct City business.
Please produce electronic records in their native electronic format with attachments and associated
metadata preserved. For text messages and chats, please provide a native or complete chronological
export where available rather than reconstructed summaries or individual screenshots.
If any responsive record is withheld or redacted, please identify the record by date, author, recipients,
general subject matter, and the specific statutory basis asserted for withholding it. Please produce all
reasonably segregable nonexempt portions.
Please also preserve all potentially responsive electronic and paper records while this request is
pending.
Under Government Code section 7922.535, please provide the City’s determination within 10 days and
state the estimated date and time when responsive records will be made available.
Thank you,
Kathie Walker
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