HomeMy WebLinkAbout01/08/2002, C1 - RESOLUTION REVISING THE ADVISORY BODY HANDBOOK council
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CITY OF SAN LUIS OBISPO
FROM: Lee Price, City Cler
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SUBJECT: RESOLUTION REVISING THE ADVISORY BODY HANDBOOK
CAO RECOMMENDATION
Adopt a Resolution revising the Advisory Body Handbook.
DISCUSSION
Background:
The first Advisory Body Handbook was adopted by Council on June 16, 1981. It has been
modified several times since that time to incorporate new City and State legislative amendments,
to add or delete advisory bodies and to amend the function and objectives of advisory bodies
revised annual through the budgetary process.
The Handbook needs updating again for two reasons:
1. There have been some changes to some advisory bodies, including the change in the
name of what was formerly the Joint Use Committee (now the Advisory Committee on
Joint Recreational Uses), a change in the membership structure of the Mass
Transportation Committee and other minor changes, such as meeting dates and/or
locations.
2. In June of 2001, a training workshop was conducted for advisory body members. This
was the first of this type in a number of years and staff noted, among other things, that the
Handbook could be expanded to provide more information on the City and the Brown
Act.
The legislative draft of the proposed revisions is attached (Attachment #1, Exhibit A) and the
proposed modifications are summarized as follows:
1. The Handbook has been reorganized into five sections:
a) Advisory Body Basics
b) How City Government Works
c) Advisory Body Policies
d) The Brown Act
e) Advisory Body Summary
Council Agenda Report—Resolution Revising Advisory Body Handbook
Page 2
2. The City's organizational chart, Mission Statement and Organizational Values have been
included.
3. New information has been added in the "Advisory Body Basics" section.
4. The section on the Brown Act has been expanded.
CONCURRENCES
The City Attorney, Assistant CAO and advisory body support staff have reviewed the proposed
revisions and provided input.
FISCAL IMPACT
There is no significant fiscal impact anticipated by the adoption of this revised Handbook. Costs
to reprint the Handbook will be covered out of existing resources.
ALTERNATIVES
1. Provide alternative language for consideration and acceptance by a majority of the members
of the City Council.
ATTACHMENTS
1. Resolution Adopting the Revised Advisory Body Handbook, with Exhibit A - Draft
Legislative draft of the Revised Advisory Body Handbook. Italicized language denotes
new language. Language recommended to be deleted is denoted bystike dweuglh.
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U Attachment #1
RESOLUTION NO. (2002 SERIES)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN LUIS OBISPO
ADOPTING THE REVISED HANDBOOK FOR ADVISORY BODIES AND
RESCINDING RESOLUTION NO. 8759 (1998 SERIES)
BE IT RESOLVED by the City Council of the City of San Luis Obispo as follows:
SECTION 1. That certain document attached hereto marked Exhibit"A" and
incorporated herein by reference is hereby adopted as the "Advisory Body Handbook" and
Resolution No. 8759 is hereby rescinded.
SECTION 2. The City Clerk shall furnish a copy of this resolution and a copy of the
"Advisory Body Handbook" to all department heads, support staff, and advisory body
members.
On motion of seconded by and on the following roll
call vote:
AYES:
NOES:
ABSENT:
the foregoing resolution was passed and adopted this 8h day of January, 2002.
Allen K. Settle,Mayor
ATTEST:
Lee Price, City Clerk
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APPROVED AS TO FORM:
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EXHIBIT A
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Architectural Review Commission ■ SicrJe Advisory
Committee a Board of Appeals a Cultural Heritage
Committee a Downtown Association ■ Human Relations
Commission a Housing Authority R jack House
Committee ■ joint Use of Recreational Fac ilid
Committee ■ Mass'1`ransportation Committee ■ Parka
and Recreation Commission a Personnel Board a
Planning Commission a Promotional Coordinating i
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Committee a Tree Committee a
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AC)VISOIZYBock
hAnbBook
Prepared by the Office of the City Clerk
Adopted by Resolution No. 2002 Series, on January 8, 2002
tABIC of contents
mtuoouction ..............................................................................................................................1
section i. acwisouy Body Basics.........................................................................................3
A. Background..............................................................................................................3
B. Opportunities for Service.........................................................................................4
C. Membership Qualifications and Appointment Process............................................4
D. Oath of Office and Identification Cards...................................................................5
E. Orientation...............................................................................................................5
F. Term of Office .........................................................................................................6
G. Removal from Office...............................................................................................6
H. Vacancies.................................................................................................................6
I. Compensation ..........................................................................................................6
J. Ethics and Conflict of Interest .................................................................................6
K. Awards and Recognition..........................................................................................7
section 2. how city cjoveRnment wouks......................................................................9
OrganizationalChart............................................................................................................8
A. City Charter..............................................................................................................9
B. City Council.............................................................................................................9
C. Role of Council Liaison Members.........................................................................10
D. Role of City Staff Persons......................................................................................10
E. Council-Appointed Officers...................................................................................10
F. Operational Departments.......................................................................................11
section 3. ao visouy Body poLicIes.................................................................................13
A. Communications....................................................................................................13
B. Absences, Leaves of Absence, and Resignations ..................................................14
C. Bylaws and Procedures..........................................................................................14
D. Functional Review.................................................................................................15
section4. the BRown act.................................................................................................16
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section 5. Aavisouy soay SUMMARY.............................................................................18
Advisory Committee on Joint Recreational Uses..............................................................19
Architectural Review Commission....................................................................................20
Bicycle Advisory Committee.............................................................................................22
Boardof Appeals ...............................................................................................................23
Cultural Heritage Committee.............................................................................................24
DowntownAssociation......................................................................................................26
HousingAuthority .............................................................................................................27
Human Relations Commission..........................................................................................28
JackHouse Committee .....................................................................................................30
Mass Transportation Committee........................................................................................31
Parks and Recreation Commission....................................................................................32
PersonnelBoard.................................................................................................................33
PlanningCommission........................................................................................................35
Promotional Coordinating Committee...............................................................................37
TreeCommittee .................................................................................................................38
Appenaices................................................................................................................................39
City of San Luis Obispo Mission Statement......................................................................40
City of San Luis Obispo Organizational Values................................................................41
AdvisoryBodies In-Brief..................................................................................................42
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intwouction
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 advisory bodies are charged with formulating new ideas, information
gathering, receiving public testimony and comments, analyzing complex issues, and making
recommendations on specific projects and broad policy — all toward helping the City Council make
better-informed decisions.
As you may realize, it isn't always easy. Issues are often more complex than anticipated, public
opinion can be sharply divided, questions may overlap, and sometimes the province of one body may
also be the territory of another. This handbook is provided to assist you with some of the fundamental
aspects of your new responsibility.
Much of the information in this handbook comes from a variety of City policy documents, such as
the City's Charter, the City's Municipal Code, the City's Financial Plan (or budget) and Council
Policies and Procedures. In addition, Sate Law governs certain responsibilities of advisory body
members. The material in this presented is intended to: serves—a twafeld: (1) Give interested
persons an understanding of why the City's advisory bodies have been established and how they
function within the overall governmental framework and, (2) te-Summarize the roles, relationships and
responsibilities ehefgeof each advisory body member. The handbook is divided into five sections:
1. Advisory Body Basics
2. How City Government Works
3. Advisory Body Policies
4. The Brown Act
S. Advisory Body Summary
The City Council and staff hope this infenna€iert handbook 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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section 1. AOVIsoRy BoOy BASICS
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
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
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 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.
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B. OPPORTUNITIES FOR SERVICE
Interested individuals may apply for appointment to any of the following City advisory bodies:
➢ Architectural Review commission
➢ Bicycle Advisory Committee
➢ Cultural Heritage Committee
➢ Housing Authority
9 Human Relations Commission
➢ Jack House Committee
➢ Advisory Committee on Joint Use of Recreational Facilities
➢ Mass Transportation Committee
➢ Parks & Recreation Commission
➢ Personnel Board
➢ Planning Commission
➢ Promotional Coordinating Committee
➢ Tree Committee
For specific information about each advisory body, see Section S of this handbook.
C. MEMBERSHIP QUALIFICATON & 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. 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 invited to participate in the
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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, ep-special-purpose, or ad hoc committee
at the same time. If appointed to another advisory body, he/she must-immediately resign from
one body upon being appointed to another.
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 Member Subcommittees
to provide an opportunity for each member to serve as a liaison at least once on each advisory
body when possible. When terms of office do not allow each member to serve once, members
with greatest seniority shall have first right of selection. Automatic rotation for the technical and
regional committees is not always followed, allowing Council Members to develop a higher level
of expertise for some of the more complex committees, as well as continuity where appropriate.
A OATH OF OFFICE& IDENTIFICATION CARDS
Following appointment and usually at the next meeting of the advisory body, the City Clerk will
administer the Oath of Office pursuant to the City Charter. The Oath may also be administered in the
City Clerk's Off ce.
The City Clerk's Office will issue identification cards to new appointees, as needed, identifying
them as members of the advisory body.
E. ORIENTATION
After the appointments are made by the Council, the City Clerk will provide each new appointee
with a resource manual including a variety of introductory references to assist new members in
becoming more acquainted with the City of San Luis Obispo. The department serving as staff support to
a particular advisory body will coordinate and conduct an orientation with new appointees. Before or
during that orientation, support staff will provide relevant documentation and background information
about the specific advisory body upon which the new appointee shall serve.
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OF. 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 151, 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.
G. 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.
H. VACANCIES
Seats become vacant in two ways: They either expire at the end of the term or an "unscheduled"
vacancy occurs when a member resigns during a term. The City Clerk's Office will post and publish a
notice of vacancy and the appointment shall be made consistent with the provisions set forth in Section
C, above.
I COMPENSATION
The City Council sets compensation for members of the Planning Commission and Architectural
Review Commission, as follows:
• $50.00 per meeting, not to exceed$200.00 monthly. (Resolution No. 9189, 2001 Series).
E.I. 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. It is improper for any member of an advisory body to utilize, for personal pecuniary gain or in an
otherwise self-dealing manner, any information which is received by 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 such interest in
any proposed activity of the advisory body and shall not participate in any related deliberations
or actions of that body,nor vote on the matter.
4. The Political Reform Act of 1974, as amended(Government Code sections 81000-91014) and the
City's Conflict oflnterest Code); Resolution No. 9119 (2000 Series) require certain elected and
appointed officials and designated employees to disclose certain personal financial holdings.
AtitherRy are Fequifed to file Most of the City's advisory bodies are solely advisory, meaning
that final decisions are made by the City Council, and therefore are not required to file
Statements of Economic Interest (form 700). However, because the following advisory bodies
have limited decision making authority, they are required to file Statements of Eeenefnie t_.,._
(Form 700)-. in the Office of the City Clerk: u .t... the "elit=eal Refemi "et e"97 as ended
• Architectural Review Commission
• Cultural Heritage Committee
■ Housing Authority
■ Planning Commission
Filing dates for Form 700 are as follows:
■ Assuming Office Statement—Must be filed within 30 days of taking office
• Annual Statements—Must e filed by April 1 of each year
■ Leaving Ot7ice Statement—Must be filed within 30 days of leaving office
The City Clerk will supply such forms and their eempletien and tintely stibminal and is
responsible for retaining the statements for seven years, after which time they may be properly
destroyed.
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 Council Member before making a
public statement.
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.
G.g AWARDS AND RECOGNITION
The City Council values and appreciates each citizen who volunteers his/her time and energy to
serving the City on a advisory body. An annual appreciation event hosted by the City Council is one
way in which appreciation is expressed for new, on-going and departing advisory body members. When
a member terminates service on an advisory body, the Council will recognize that member's
contribution to the City through an appropriate expression of appreciation. If that advisory body wishes
to make its own presentation to an outgoing member, the chairperson shall communicate with the City
Clerk in order to avoid duplication of awards.
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ouGanization of the city of San Luis OBISp0
w
CITIZENS
MAYOR AND
CITY COUNCIL
ADVISORY
BODIES
CITY CITY ADMINISTRATIVE
ATTORNEY OFFlCER(CAO)
wim Elio •
Patrol Fire,Medical and Engineering Water Long Range Planning
Traffic Safety •Haz Mar Emergencies Transportation Sewer Development Review
Investigations Hazard Prevention GIS Management Llfilities Resource Building&Safety
Neighborhood Services Disaster Planning Maintenance Services Conservation CDBG Administration
RECREATIONPARKS& HUMAN ASSISTANT
a
Receation Programs Recruitment Accounting Natural Resources Recort)s Management
Ranger Services Labor Relations Revenue Management Economic Development Agenda&Minutes
Pads Planning Fair Employment Information Systems Cultural Activities Elections
GoH Course Risk Management Support Services General Adrtiinistulion Disclosure Filings
I Appointed by the City Coundi Appointed by the CAO
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section 2. how city coveRnment
woizks
A. CITY CHARTER
San Luis Obispo is a "charter"City as contrasted to a "general law"City. Under California
law, the authority of a general law City is derived only from the powers granted to it by the general laws
adopted by the State Legislature pertaining to the organization and operation of a municipality, and
from the police power granted to it by the State Constitution. On the other hand, a charter City's power
is not defined or limited by the State's general laws. Instead, with respect to municipal affairs, a charter
City's powers are defined by the City's own charter, subject only to the limitations of the State
Constitution. As a result, charter cities usually have more operational latitude than do the more
prevalent general law cities.
A charter serves as the City's "constitution"and may only be amended by a vote of the people.
San Luis Obispo's Charter was f rst adopted on May 1, 1876 and has been amended by popular
vote on several occasions subsequently. In 1955, the Charter was amended to approve a Council-
Mayor-Administrative Officer form ofgovernment. The City's organizational structure is outlined in the
chart on the opposite page.
adopted in 18 76. The Geuneil of a e1twiered Gity is given mem legislative flexibility and authefity than
a genefal law Gity. Getmeil and the eitizens of San Luis Obispo may vote to mend the Ghaften
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.
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C. ROLE OF COUNCIL LIAISON MEMBERS
Council Liaison Subcommittees, comprised of two Council Members, are 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 eemmissien advisory body 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.
Staff support includes preparation of a summary agenda subject to approval by the Chairperson,
and preparation of agenda reports providing a brief background of the issue, a list of alternatives,
recommendations and appropriate backup material, as necessary. 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
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. 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.
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F. OPERATIONAL DEPARTMENTS
01y Clerk - The City Clerk prepares Council agendas and records the minutes, conducts City
elections, maintains City records, administers the advisory body appointment process, eadifieation e
codifies ordinances, receives claims against the City, coordinates 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.
Persennel Human Resources - The Personnel Human Resources Department conducts a
comprehensive personnel management program to attract and retain competent City employees. The
Director is responsible for recruiting, testing, classifying, evaluating and training employees, evaluating
employee salaries, administering the City's personnel rules and affirmative action program, and
directing the City's risk management program. The PerseftnDirector of Human Resources is
appointed by, and is responsible to, the CAO.
Community Development- The Community Development Department has two three divisions,
beds--all under the direction of the Community Development Director who is appointed by, and is
responsible to,the CAO.
The Long Range Planning Division of this department is responsible for: the
preparation, maintenance and implementation of the City's General Plan and its various elements aftd
pelieies. , and-{3)- The Development Review Division assists the community with land use issues,
evaluates all types of Rz�development projeets applications and maintains the City's
development regulations.
The Building and Safety Division administers state and local building codes and is responsible
for ensuring safe and sound public and private construction, 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
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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. This
department also coordinates a variety of resource conservation, re-use and recycling programs. 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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section 3. Abv,sORy Boby potICIEs
A. COMMUNICATIONS
1. Annual Report - Each advisory body is required by the Charter to submit to the Council by May
ls` 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.
2. 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 study desired.
These recommendations often play a major role in assisting the Council reach a final decision on
important issues.
i. 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.
ii. 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.
3. Minutes - To keep current on advisory body activities, minutes of all advisory body meetings
shall be forwarded to the Council in a timely manner.
4. Goals/Budget - Each advisory body shall prepare proposed major City Goals and Objectives int
Febmaff-; 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.
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6. 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.
7. 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.
8. 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.
9. Quarterly 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.
B. ABSENCES, LEAVES OF ABSENCE, & RESIGNATIONS
1. Attendance - If an advisory body member fails, for any reason, to attend three consecutive
regular meetings or a total of six regular meetings within any twelve-month period, that member
shall automatically be considered for replacement. The chairperson of the advisory body shall
inform the Council of such a situation, explaining any special circumstances.
2. Absences - There shall be no "excused" absences. Because of quorum requirements, when an
absence is anticipated, the individual advisory body member is responsible for notifying the
chairperson or the secretary in advance and the absence shall be counted in that member's
attendance record.
3. Leaves of Absence - Leaves of absence are not granted to advisory body members except under
very unusual circumstances and when authorized in advance by the Council.
• 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.
C. BYLAWS AND PROCEDURES
1. 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.)
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2. By May I" 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.
3. Code of Ethics - Each body shall be governed by the City's adopted Code of Ethics (Res. 8313).
4. 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 as stated in
individually adopted advisory body bylaws or procedures.
5. 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 8,
Section I.)
D. FUNCTIONAL REVIEW
1. Election - When possible, in April, 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,
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.
Completion of a partial term of office as chairperson or vice chairperson shall not preclude an
advisory body member from serving two additional consecutive full terms, provided that the
partial term served is less than one year.
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section 4. the BRown act
�-'seer-et fneeting" law, applies to a4l advisefy bodies, and Fequir-es that they;
The State Legislature has concluded more is to be gained than lost by the public meeting
process. California's Ralph M. Brown Act (found in the Government Code Section 54950 through
54961), also known as the "open meeting law", applies to all advisory bodies, and requires that they:
1. Meet within the jurisdictional limits of the City;
2. Post the agenda 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.
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. It is important to understand
that the Brown Act generally prohibits any action or discussion of items not on the posted agenda.
There are special posting requirements for advisory body agendas:
- Regular Meetings— 72 hours in advance
- Special Meetings—24 hours in advance
- Adjourned Meetings—a regular or special meeting may be adjourned to a specific time and
place (usually to continue an public hearing or other business). A special notice is required
and should be posted within 24 hours of adjournment.
COMMON QUESTIONS ABOUT THE BR0WNACT
The following is intended to give advisory body members a broad understanding of the Brown Act.
Please consult with the staff liaison, the City Clerk or the City Attorney for more specifics.
1. What are serial meetings?
Any direct communication between a maiorio�of the membersoutside of a meeting, to develop a
collective concurrence as to action to be taken on an item by the members is prohibited. Serial
meetings are strictly prohibited by the Brown Act.
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2. What are some of the exceptions to the Brown Act?
Advisory body members may attend and/or participate in the following as long as a majority of
the members do not discuss amongst themselves matters that are within the subject jurisdiction
of the advisory body:
• Informational or educational workshops or conferences
• Community meetings, such as town hall meetings, workshops,forums, etc not sponsored by
the advisory body
• A meeting of another body of the local agency
• Social or ceremonial events
3. Can an advisory body conduct a retreat?
"Team building" or"goal setting"retreats outside the City are not permitted. They may be held,
but they must be within the jurisdiction,properly noticed and open to the public.
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section 5. AbVISORy Body SUMMARY
PERMANENT COMMITTEES
Standing advisory bodies are established by the City Council by either
ordinance or resolution. Membership is defined in the enabling legislation and all members are
appointed by the Council. GenwMttees meet regularly at established time Members are selected:
• On the basis of interest, experience and knowledge in the field pertinent to the committee
• To represent a particular segment of the community (student, elderly, disabled)
• From a broad representation of community interest and expertise
Most advisory bodies meet regularly at established times. Some advisory bodies are defined as
technical or special-purpose. They may meet regularly or only when projects or proposals require their
attention. Technical and/or Special Purpose Gen -�esAdvisory Bodies are denoted in the Summary
with an asterisk (*).
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PROPERTY CON0411TWER
ADVISORY COMMITTEE ON JOINT USE OF
RECREATIONAL FACILITIES
PURPOSE
The T,.:.,. neereationeA Use Qv Scheel DistAe' D'^^ ' G,,nuiaktee Advisory Committee on Joint
Use of Recreational Facilities (FUC4 advises Council and the San Luis Coastal Unified School District
Board regarding peliey—policies for operations of facilities that have been designated as joint use
facilities, establishes priorities for gFmfifig use e those facilities,
and development of new facilities in Sinsheimer Park The J4X
Committee also provides recommendations to Council on joint use agreements between the City and
other agencies and provides recommendations for expenditure of funds designated by Council for
improvement of joint use facilities. (Ordinance No. 1379 2000 Series.
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 R;G Committee consists of seven members, one of whom is a representative of the Parks &
Recreation Commission.
MEETINGS
The PUIC Committee meets the fourth Tuesday of every month, except July and December, at
12:00 noon at the Recreation Department 1344 Nipomo Street.
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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
$50.00 per meeting with a monthly maximum of$100.00 $200.00. (Ref: Res. 6805, 1990 9189, 2001
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 at end.
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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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 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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BICYCLE ADVISORY COMMITTEE
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. The BAC makes recommendations regarding bike lanes and bike paths, as well as a
variety of programs to promote and support bicycle transportation.
STATUS
The BAC was established as a permanent committee in "-`gin January of 1994. Res.
8280, 1994 series.
MEMBERS
The BAC has seven members.
MEETINGS - Quarterly; refer to chart in the Appendix.
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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, and te-determines
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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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 in February 1987
when Council adopted Resolution No. 6158 that establishes CHC functions and duties. (Ref: Bylaws
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 in the Appendix.
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 perforin other
duties as assigned by the Council.
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DOWNTOWN ASSOCIATION
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 whieh that
take place in public places in the area;
3. Development and implementation of beautification programs for the area.
STATUS
The Downtown Association 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 cant' 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. 6 . 8773,
1998 Series).
MEMBERS
The Advisory Board of the Downtown Association is composed of 11 members Wke each of
whom have a business in the area. The Board members are first elected by ballot by the Downtown
Association members and then confirmed by appointment by the Council for two-year terms.
MEETINGS -Monthly.
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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 that
whiek, 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. 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 in the Appendix.
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.
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HUMAN RELATIONS COMMISSION
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, sexual orientation 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], 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.
MEMBERS
The HRC has seven members and is staffed by the Palk. °- neerea err Human Resources
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—Re&r to ehfff en page 30. First Wednesday of the Month at 5:30 P.M. in City
Hall
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 whieh that 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;
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5. To review and evaluate all City funding requests from groups whieh that provide human
services and California Development Block Grants (CDBG); 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.
7. To oversee Hemeless Sheltef eperetions and help foster good relations between the Shelter
and surrounding neighborhood and the integration of homeless services.
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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 wMek that 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 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. Membership is
spelled out in the grant deed and consists of one person from the County Historical Society, Cal Poly
School of Architecture faculty, Cal Poly Department of Ornamental Horticulture faculty, and City Parks
&Recreation Commission. Additionally, there are three members-at-large appointed for four-year terms
by the Council. The Committee is exempt from the two-tern (8 year) limit.
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MASS TRANSPORTATION COMMITTEE
PURPOSE
The Mass Transportation Committee assists with an ongoing program of public transit in the City
and Cal Poly. As requested, the Committee provides advisory makes recommendation's and input 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]. Membership revised by Res. 9123, (2000 Series).
MEMBERS
The Committee has seven voting 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. In addition, the MTC has two Alternate
members selected from the general public.
MEETINGS - Held on call, generally on a quarterly basis.
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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. 2.16, Ordinance No. 215N f194 Series}, Ord. #1137 11989 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.
MEETINGS - Monthly; refer to chart in the Appendix.
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 Parks and Recreation Director, as requested, on department administration.
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PERSONNEL BOARD
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 Persefel Human Resources 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.
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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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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 1940s. It is staffed by planners in the Community Development
Department who prepare meeting agendas, meet with developers, and handle other functions for the
Commissionm
. 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 $25.00
$50.00 per meeting with a monthly maximum of$190.00 $200.00. (Ref: Res. 6805, 1999 9189, 2001
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 in the Appendix.
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
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.
36
b-L114
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PROMOTIONAL COORDINATING COMMITTEE
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.
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 in the Appendix.
FUNCTIONS
1. Planning a comprehensive, long-range program to promote tourism in 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;
G recommending groups to the Council for funding.
Presems ywritten repet" y regarding
65. Initiating and supporting community cultural activities that are meaningful to residents
and visitors alike.
-76. 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.
37.
cJ-y5
TREE COMMITTEE
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 36.
38
LI-L4
MISSION STATEMENT
SAN LUIS OBISPO STYLE
Quality With Vision
WHO ARE WE? WHERE ARE WE GOING?
People ServingPeople Into the Future with a Design
■ A team that puts high value on each citizen it 0 Planning and managing for levels of service
serves. consistent with the needs of the citizens.
■ Providers of programs that meet basic service ■ Offering skills development and organizational
needs of each citizen. direction for employees in order to improve the
delivery of municipal services.
■ Enhancers of the quality of life for the
community as a whole. ® Developing sources of funding and establishing
a sound financial management program which
WHAT DO WE STAND FOR? will result in fiscal independence and flexibility
Quality in all Endeavors—Pride in Results in the delivery of City Services.
® Providing the residents of the City with accurate
■ Service to the community — the best — at all and timely information on issues which affect
times. them, and encouraging the full utilization of
City services.
■ Respect—for each other and for those we serve. ® Promoting the City as a regional trade,
■ Value —ensuring delivery of service with value recreational and tourist center and improving
for cost. the quality of life for residents and visitors.
■ Community involvement — the opportunity to
participate in attaining the goals of the City.
40
ORGANIZATIONAL VALUES
We, as an organization, embrace opportunities to Honesty, Respect and Trust
improve our services and the quality and
effectiveness of our relationships with the We honor commitments, acknowledge legitimate
community and our teams. The following values differences of opinion and accept decisions reached
guide and inspire our efforts. with integrity.
Initiative and Accountability
Shared Vision,Mission and Goals We take personal responsibility to do what needs to
be done and report the results in a straightforward
We have.a sense of common purpose and direction manner.
pursued with passion and translated into concrete
actions. Innovation and Flexibility
Service We are open to change and willing to try new ways
to fulfill the organization's vision, mission, and
We are dedicated to the best use of resources to goals more effectively.
fulfill identified community goals and needs.
Employee Development and Recognition
Leadership and Support
We encourage and support each employee to
We recognize that the ability to lead can be found at improve relevant job skills and celebrate personal
all levels and that to create an environment to and team accomplishments.
succeed requires leading by example.
Stew__ar_d_ship and Ethics
Communication
We promote public trust by using City resources
We foster open and clear discussion that encourages wisely, and through consistent fulfillment of these
the willingness to speak up and to listen, within a values.
framework of respect and understanding.
Team Players
We encourage effective working relationships
within and between departments and the public to
address issues and achieve valuable results.
41
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42
1NG AGENDA
DA_Y I S-02 ITEM #
council mEmoaandum
Ci of Ban Luis Obis
DATE: January 7, 2002 � /UNCIL DD DIR
Er ElFIN DIR
M FIRE CHIEF
TO: Mayor&Members of the City Council ORNEY ❑ PW DIR
RCLERK/0RI4 Cl PACE CHF
VIA: Ken Hampian, CAO � T E4D8 ®�E1C din
ErliA DIM
FROM: Lee Price, City Clerk
SUBJECT: Council Meeting 1/8/02, Item#C-1: Resolution Amending the Advisory Body
Handbook
Council Member Schwartz requests that the above item be pulled from the Consent Calendar so that
the Council may consider some revisions he is proposing to the document. Attached for the Council's
review is a revised version of the draft. The changes proposed by Council Member Schwartz are
denoted by bold foruew language and
The following summarizes the amendments he is proposing:
Page 3: The first sentence of the introduction to the background has been changed and
additional language changes are proposed for the second and third paragraphs.
Page 7: Paragraph#5 (under Ethics and Conflict of Interest)has been rewritten.
Pages 9-10: Subsection B (City Council) includes new language. Subsections C (Role of Council
Liaison Members) and D (Role of City Staff Persons) have been moved to Section 3
(How Advisory Bodies Work). An introductory statement has been added to
Subsection D (Operational Departments)..
Page 13: Subsection A(Role of Council Liaison Members)has been rewritten. Paragraph 1 of
Subsection B (Bylaws and Procedures) has been modified.
Page 14: Section 3 (How Advisory Bodies Work)has been enhanced by adding a new subsection
entitled "Continuity of Work and New Ideas'.
Page 16: Subsection E (Role of City Staff Persons) has been modified.
Note: Council Member Mulholland has pointed out a few minor, clerical corrections. Those changes
are included in this revised draft.
RECEIVED
MN 0 2C-02
SLO CITY COUNCIL C..dlMono VDdwn ro AB Handbook
intnobuction
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 advisory bodies are charged with formulating new ideas, information
gathering, receiving public testimony and comments, analyzing complex issues, and making
recommendations on specific projects and broad policy — all toward helping the City Council make
better-informed decisions.
As you may realize, it isn't always easy. Issues are often more complex than anticipated, public
opinion can be sharply divided, questions may overlap, and sometimes the province of one body may
also be the territory of another. This handbook is provided to assist you with some of the fundamental
aspects of your new responsibility.
Much of the information in this handbook comes from a variety of City policy documents, such as
the City's Charter, the City's Municipal Code, the City's Financial Plan (or budget) and Council
Policies and Procedures. In addition, Sate Law governs certain responsibilities of advisory body
members. The material in this presented is intended to: sem: (1) T,&-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) te-summarize the roles, relationships and responsibilities
elof each advisory body member. The handbook is divided into five sections:
What , _t a&i-„_.,l edy is,-..ying to ee plish;
e and
The respensibilifies of an advisefy body memben
1. Advisory Body Basics
2. How City Government Works
3. Advisory Body Policies
4. The Brown Act
S. Advisory Body Summary
The City Council and staff hope this tnfermatie handbook 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.
1
section 1. Abv,soRy Body BASICS
A. BACKGROUND
San Luis Obispo has a
long history of involving its citizens in the business of their City government. Thirteen established
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
State law or the Charter and are directed to guide certain City activities such as community planning or
personnel affairs.
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. It should be
remembered, however, that decisions made by an advisory body are never, per se, `-`final', but may
be appealed to the Council—in other words, in matters of extended controversy, the Council has the
final say.
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 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.
3
y.
B. OPPORTUNITIES FOR SERVICE
Interested individuals may apply for appointment to any of the following City advisory bodies:
➢ Architectural Review commission
➢ Bicycle.Advisory Committee
➢ Cultural Heritage Committee
➢ Housing Authority
➢ Human Relations Commission
➢ Jack House Committee
➢ Advisory Committee on Joint Use of Recreational Facilities
➢ Mass Transportation Committee
➢ Parks & Recreation Commission
➢ Personnel Board
➢ Planning Commission
➢ Promotional Coordinating Committee
i Tree Committee
For specific information about each advisory body, see Section S of this handbook.
C. MEMBERSHIP QUALIFICATON & 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:.
(Strike bullet)
a) 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.
b) Applicant shall pledge to meet the minimum attendance requirements.
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.
4
�1
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 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, especial-purpose, or ad hoc committee
at the same time. If appointed to another advisory body, he/she must-immediately resign from
one body upon being appointed to another.
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 Member Subcommittees
to provide an opportunity for each member to serve as a liaison at least once on each advisory
body when possible. When terms of office do not allow each member to serve once, members
with greatest seniority shall have first right of selection. Automatic rotation for the technical and
regional committees is not always followed, allowing Council Members to develop a higher level
of expertise for some of the more complex committees, as well as continuity where appropriate.
A OATH OF OFFICE & IDENTIFICATION CARDS
Following appointment and usually at the next meeting of the advisory body, the City Clerk will
administer the Oath of Office pursuant to the City Charter. The Oath may also be administered in the
City Clerk's Office.
The City Clerk's Office will issue identification cards to new appointees, as needed, identifying
them as members of the advisory body.
E. ORIENTATION
After the appointments are made by the Council, the City Clerk will provide each new appointee
with a resource manual including a variety of introductory references to assist new members in
becoming more acquainted with the City of San Luis Obispo. The department serving as staff support to
a particular advisory body will coordinate and conduct an orientation with new appointees. Before or
during that orientation, support staff will provide relevant documentation and background information
about the specific advisory body upon which the new appointee shall serve.
5
DF. 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 151, 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.
G 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.
H. VACANCIES
Seats become vacant in two ways: They either expire at the end of the term or an "unscheduled"
vacancy occurs when a member resigns during a term. The City Clerk's Office will post and publish a
notice of vacancy and the appointment shall be made consistent with the provisions set forth in Section
C, above.
L COMPENSATION
The City Council sets compensation for members of the Planning Commission and Architectural
Review Commission, as follows:
• $50.00 per meeting, not to exceed$200.00 monthly. (Resolution No. 9189, 2001 Series).
E-J. 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. It is improper for any member of an advisory body to utilize, for personal pecuniary gain or in an
otherwise self-dealing manner, any information which is received by reasons 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
6
i
any proposed activity of the advisory body and shall not participate in any related deliberations
or actions of that body,nor vote on the matter.
4. The Political Reform Act of 1974, as amended(Government Code sections 81000-91014) and the
City's Conflict of Interest Code); Resolution No. 9119 (2000 Series) require certain elected and
appointed officials and designated employees to disclose certain personal financial holdings.
All mefiLers f t Plan.Ang n......._...:....:,.. � n ehiteetuf i Review r........:....:.... nd liettsing
b
Most of the City's advisory bodies are solely advisory, meaning
that final decisions are made by the City Council, and therefore are not required to file
Statements of Economic Interest (form 700). However, because the following advisory bodies
have limited decision-making authority, they are required to file r.,..,....,Rts a fEe,...,..tie T...,._est
(Form 700}with the Office of the City Clerk.under the
Pelifieal Refen" n . r 1974 as amended.
Architectural Review Commission
Cultural Heritage Committee
Housing Authority
Planning Commission
Filing dates for Form 700 areas follows:
Assuming Office Statement—Must be filed within 30 days of taking office
Annual Statements—Must e filed by April I of each year
Leaving Office Statement—Must be filed within 30 days of leaving office
The City Clerk will supply such forms and is responsible
for retaining the statements for seven years, after which time they may be properly destroyed.
5'.
r
Individual advisory body members should avoid making public comments on
Council actions or public policies that might appear to represent the official position of
their advisory body. Advisory body actions, with the voting of each member, are conveyed
to the Council in the form of official minutes or by resolution. The chairperson of an
advisory body is the spokesperson for the advisory body.
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.
GX AWARDS AND RECOGNITION
The City Council values and appreciates each citizen who volunteers his/her time and energy to
serving the City on a advisory body. An annual appreciation event hosted by the City Council is one
way in which appreciation is expressed for new, on-going and departing advisory body members. When
a member terminates service on an advisory body, the Council will recognize that member's
contribution to the City through an appropriate expression of appreciation. If that advisory body wishes
to make its own presentation to an outgoing member, the chairperson shall communicate with the City
Clerk in order to avoid duplication of awards.
7
place org chart here—immediately on the opposite page of the beginning of Section 2
8
I �
section 2. how city coveRnment
woRks
A. CITY CHARTER
San Luis Obispo is a "charter"City as contrasted to a "general law"City. Under California
law, the authority of a general law City is derived only from the powers granted to it by the general laws
adopted by the State Legislature pertaining to the organization and operation of a municipality, and
from the police power granted to it by the State Constitution. On the other hand, a charter City's power
is not defined or limited by the State's general laws. Instead, with respect to municipal affairs, a charter
City's powers are defined by the City's own charter, subject only to the limitations of the State
Constitution. As a result, charter cities usually have more operational latitude than do the more
prevalent general law cities.
A charter serves as the City's "constitution"and may only be amended by a vote of the people.
San Luis Obispo's Charter was first adopted on May 1, 1876 and has been amended by popular
vote on several occasions subsequently. In 1955, the Charter was amended to approve a Council-
Mayor-Administrative Offzcerform ofgovernment. The City's organizational structure is outlined in the
chart on the opposite page.
adopted in 1876. The Getmeil of a ehaftefed Gity is given fiter-e legislative flexibility emd atither-ity than
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. As noted earlier, the Mayor is the official spokesperson for
the Council.
The Council has the power to make and enforce all laws and regulations relating to municipal
affairs, subject to the limitations of the City Charter, the United States and California Constitutions, and
certain state statutes.
Final decisions on City taxes and fees; budgets, City policy, and general plan and land use issues,
policies, and matters are made by the City Council.
9
As shown on the Organization Chart, the City Council is directly responsible to the citizens
for the operation and well being of the City. To carry out these responsibilities, the Council relies
on:
a) The administrative skills of a"City Administrative Officer"
b) The legal advice of a City Attorney
C) The citizen advice rendered by 15.advisory commission, committees and boards
Notes:
Move C. Role of Council Liaision Members to Section 3 as Item A. (as revised). See Page 13.
Move D. Role of City Staff Persons to Section 3 as Item E. (as revised). See Page 16.
C 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 nine operational departments, through their directors or chiefs,
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.
D. OPERATIONAL DEPARTMENTS
The following departments are directly responsible to the.City Administrative Officer (CAO).
City Clerk - The City Clerk prepares Council agendas and records the minutes, conducts City
elections, maintains City records, administers the advisory body appointment process, ,., difie
codifies ordinances, receives claims against the City, coordinates 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 Human Resources - The Pe-steel Human Resources Department conducts a
comprehensive personnel management program to attract and retain competent City employees. The
10
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 xPerrsvimei—Director of Human Resources is
appointed by, and is responsible to, the CAO.
Community Development - The Community Development Department has twe three divisions,
beth—all under the direction of the Community Development Director who is appointed by, and is
responsible to, the CAO.
The Long Range Planning Division of this department is responsible for: the
preparation, maintenance and implementation of the City's General Plan and its various elements. and
(2) Developing programs and eFdinanees (stieh as Zoning Regulations) whieh implement general pl—an
p The Development Review Division assists the community with land use issues,
evaluates all types of Review-development pfa}eets applications and maintains the City's
development regulations.
The Building and Safety Division administers state and local building codes and is responsible
for ensuring safe and sound public and private construction, 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. This
department also coordinates a variety of resource conservation, re-use and recycling programs. 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.
11
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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section 3. how acwIsoRY 130016s
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A. G. COUNCIL LIAISON MEMBERS
Each year the Council selects two of its members to be "Liaison Members" to each Advisory Body.
The primary responsibility of these subcommittees is to review applications of citizens who would
like to serve on a particular Advisory Body and thereafter hold interview sessions and make
recommendations to the full Council for final appointment.
These Council Liaison members can be called upon to facilitate the flow of information between
the Council and that Advisory Body. From time to time they may attend advisory body meetings
for observation purposes only.
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B. C== BYLAWS AND PROCEDURES
1. Bylaws - Each advisory body has approved bylaws ,
which set forth procedures, purpose, specific functions, meetings, officers, budget,
etc. (Charter, Article XII, Section 1204.)
2. By May I' 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.
3. Code of Ethics - Each body shall be governed by the City's adopted Code of Ethics (Res. 8313).
4. 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 as stated in
individually adopted advisory body bylaws or procedures.
S. 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
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may hold an event from time to time to recognize advisory body members. (See also Page 7,
Section K).
The following section is NEW.
C. CONTINUITY OF WORK AND NEW IDEAS
1. Continuity—There exists a pattern of continuing work for every advisory body in order that
the needs of the community are served in a thoughtful yet expeditious manner. Advisory body
chairpersons and the assigned professional staff are the responsible parties for establishing an
even flow of work. A new members to advisory bodies are expected to familiarize themselves
with the workload. Normally, it will take new members a bit of time to develop a full
understanding of their new work and confidence in their decision making abilities. Staff
member can be helpful with questions..
2. New Ideas—Advisory body members should view themselves as extension of the abilities of the
Council and staff to see and hear matters of importance in our community. Sometimes old
policies and established ways of doing things need to be changed. Sometimes fresh ideas need
to be given a trial. How does the process of developing a new"idea"work?
a. Test the idea on friends; are reactions favorable?
b. Bring the idea to your advisory body under the portion of your agenda where
individual member comments on items not on the agenda are entertained. If
fellow members react favorably; the idea should be formalized in written form.
c. At this point,the "cost"of the idea in terms of staff time and dollars must be
evaluated. If staff sees the cost to be minor and the impact on City operations to
be negligible, the idea can be agendized, discussed publicly and a final decision
can be made for a recommendation to the City Council.
d. Should the"cost" in staff time and money be deemed high,then the Council
should be properly informed and budgeting and staff time approved before
further action is taken by the advisory body.
A good time for advancing new ideas is during the Financial Plan and City Goal Setting
process,when advisory bodies are actively encouraged to offer such suggestions to the
Council, and when resource decisions are made.
D. A. COMMUNICATIONS
RENUMBER AS FOLLOWS:
1. 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 study desired.
These recommendations often play a major role in assisting the Council reach a final decision on
important issues.
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i. 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.
ii. Some advisory bodies may receive study or action requests from citizens or
groups. These requests should also be presented in writing to the advisory body
which will then determine if the committee wishes to pursue that particular issue.
The committee shall advise the Council of the request and the body's
determination for action.
2. Minutes - To keep current on advisory body activities, minutes of all advisory body meetings
shall be forwarded to the Council in a timely manner.
3. Goals/Budget - Each advisory body shall prepare proposed major City Goals and Objectives ift
Febfttary; 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.
4. 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.
5. 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.
6. 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.
7. 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.
8. Quarterly 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 and are shared with all Council Members. The
chairperson shall report back to the full committee at the next regular meeting.
9. Annual Report - Each advisory body is required by the Charter to submit to the Council by May
151 an annual report describing its activities and evaluating its progress for the year (Charter,
Article XII, Section 1205). To provide more timely information to the Council, most
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Committees submit reports at the Mayor/Advisory Body Chairs Quarterly Meetings throughout
the year, thereby fulfilling the Charter requirement.
E.D= ROLE OF CITY STAFF PERSONS
Staff support and assistance ® is provided le gwailable, 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.
Staff support includes preparation of a summary agenda subject to approval by the Chairperson,
and preparation of agenda reports providing a brief background of the issue, a list of alternatives,
recommendations and appropriate backup material, as necessary. 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.
F. E=. ABSENCES, LEAVES OF ABSENCE, & RESIGNATIONS
1. Attendance - If an advisory body member fails, for any reason, to attend three consecutive
regular meetings or a total of six regular meetings within any twelve-month period, that member
shall automatically be considered for replacement. The chairperson of the advisory body shall
inform the Council of such a situation, explaining any special circumstances.
2. Absences - There shall be no "excused" absences. Because of quorum requirements, when an
absence is anticipated, the individual advisory body member is responsible for notifying the
chairperson or the secretary in advance and the absence shall be counted in that member's
attendance record.
3. Leaves of Absence - Leaves of absence are not granted to advisory body members except under
very unusual circumstances and when authorized in advance by the Council.
4. 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.
G. D FUNCTIONAL REVIEW
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1. Election - When possible, in April, 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,
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.
Completion of a partial term of office as chairperson or vice chairperson shall not preclude an
advisory body member from serving two additional consecutive full terms, provided that the
partial term served is less than one year.
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