HomeMy WebLinkAbout07/03/2007, C3 - BIENNIAL REVIEW OF ADVISORY BODY BYLAWS \ I 11
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CITY OF SAN LUIS OBISPO
FROM: Audrey Hooper,City ClerW�
Jonathan Lowell,City Attorney ORW
SUBJECT: BIENNIAL REVIEW OF ADVISORY BODY BYLAWS
CAO RECOMMENDATION
Adopt a resolution amending various City advisory body bylaws incorporating amendments
recommended by the respective advisory body, as well as by staff, with the exception of
amendments by the PCC to Article 4, section K.regarding attendance.
REPORT IN BRIEF
Each of the City's advisory bodies conducted a review of its bylaws, following which the City
Clerk's and City Attorney's offices conducted an additional review to ensure that the bylaws
comport with various laws and regulations. With one exception, staff concurred with the
recommendations made by the advisory bodies,and also made a number of minor amendments to
ensure consistency among the bylaws.
Staff did not concur with the PCC's recommendation to amend its bylaws related to attendance
because it does not coincide with direction Council has given in its Advisory Body Handbook
regarding attendance.
DISCUSSION
In accordance with Council direction, as set forth in its Advisory Body Handbook, Section 3.B.,
2, a review by each advisory body of its bylaws is to be conducted on a biennial basis. Further,
amendments are to be submitted to Council for approval. If no amendments are proposed,
Council is to be provided with a report to that effect. As of June 2007, each of the City's
advisory bodies has completed the required review.
To ensure that advisory bodies' bylaws comport with various laws and regulations, and to ensure
consistency in the bylaws, the City Attorney and City Clerk also conducted a review of all of the
bylaws.
Suggested revisions to the bylaws of each advisory body arc presented below. Additions are
shown in bold italics and deletions are indicated by sWAEeetext Section and subsection
numbers and letters refer to which specific section or subsection of a particular set of bylaws is
being recommended for revision, therefore you will find the numbering in this report is not
sequential.
Council Agenda Report—Appointments to City Advisory Bodies
Page 2
Architectural Review Commission(ARC)
The ARC did not recommend changes. Staffs recommendations are highlighted below.
1. D. In the event that the Architectural Review Commission desires to hold all or any
portion of a regular meeting at a place other than the City Hall, then the place of
such meeting shall be posted on the doors of the Council Hearing Room prior to
the time designated for the meeting in accordance with law.
4. A. Four members of the commission constitutes a quorum for the transaction of
business W a lesser- number- may adjeum frem time to time and sefffiaw
Bicycle Advisory Committee(BAC)
The BAC did not.recommend changes. Staffs recommendations are highlighted below.
4. A. The Committee will hold a regular meeting at least quarterly. The meetings are
generally held the third Thursday of every other month (January, March, May, July,
September and November) at 7:00 p.m. in the Council Hearing Room, City HaIL All
meetings will be open to the public.
C. A quorum will consist of a majority of established Committee members.
6. The Committee adopts and incorporates by reference all policies as stated in the City of
San Luis Obispo Advisory Body Handboolq, ' that are not
in conflict with these bylaws.
Building Construction Board of Appeals(BofA)
The BofA recommended deletion of reference to code sections that were inadvertently included.
(This clerical correction is not set forth here, and will simply be incorporated into the updated
bylaws.) Staffs recommendations are highlighted below.
II_ C. In the event the Board desires to hold all or any portion of a meeting at a place
other than the City Hall, then the place of such meeting shall be posted on the
bulletin Board located at the entrance to City Council Chamber prior to the time
herein designated for such meetings in accordance with law.
III. C. Election of officers shall be held annually at the first meeting held after Ady-4
April 1.
be Seemtoy to the Beafd.
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Council Agenda Report—Appointments to City Advisory Bodies
Page 3
VIII. A majority of the number of appekAed established Board shall constitute a quorum for
the transaction of business-,
Board; the Bewd may adjeum the meeting and "one eensideratien of pending
mess.
X. In order for items and materials to be included on an agenda or to be acted upon by the
committee, they must be submitted to the Secretary of the Board at least#.l ee(3)ten(10)
days prior to the date on which said request will be considered by the Board.
Cultural Heritage Committee(CHC)
The CHC recommends that Article 3 (Membership) part B, be changed to reflect the five
historical districts as opposed to the three referenced in the bylaws and the Advisory Body
Handbook. (Council will be presented with recommended amendments to the Advisory Body
Handbook at a future meeting.) Staffs recommendations are highlighted below.
4. Members shall be appointed by the City Council for an initial term of a maximum of
four-years terms and may be reappointed for
tetsli8g-ei&yearn additional terms,not exceedimg eight years
6. B. A quorum shall consist of a majority of the seated established members.
F. All committee meetings shall be conducted according to City Practices, customs,
and policies Robert's Rules of Order, Newly Revised, may be used as a
guideline-
Downtown Association
No amendments are recommended. The Downtown Association recommended no changes to its
bylaws. The City Attorney believes that while modifications to the bylaws may be wan-anted,
additional revisions may become evident after the San Luis Obispo Downtown Association's
Strategic Business Plan is presented to Council later this year and suggests waiting until after
then to consider any amendments to the bylaws.
Housing Authority
While the Council has appointing authority over the Housing Authority, it does not have
jurisdiction over its bylaws. Therefore, no recommendation for revision of the Housing
Authority's bylaws is being submitted
Haman Relations Commission(HRC)
The HRC did not recommend changes. Staffs recommendations are highlighted below.
Council Agenda Report—Appointments to City Advisory Bodies
Page 4
3. D. A quorum shall consist of a majority of the established Commissioners stafend
Jack House Committee(JHC)
The JHC recommended a change to reflect its correct meeting time (5:30 p.m. instead of 7:00
p.m.). Staffs recommendations are highlighted below.
2. Subsections 5, 6 and 7 should be clarified to indicated that members at large must reapply
when their terms expire. In addition, language should be added to clarify that the docent
chair, serving as an ex officio(non-voting)member,does not count toward a quorum.
3_ D. A quorum shall consist of a majority of the established Committee members
ewmady .
H. All committee meetings shall be conducted according to City practices, customs,
and policies. Robert's Rules of Order, Newly Revised may be used as a
guideline.
Joint Use of Recreational Facilities Committee(JUC)
The JUC recommended that the following sentence in section IV be deleted as it is referenced in
section lI and that Section V be modified as indicated
IV. . [Remainder of Section IV to
remain]
V. [Revision to 4th paragraph of Section V only] A quorum shall consist of a majority of the
established members seFA ft All meetings shall be conducted according to
parliamentary procedure and shall be governed in accordance with city practices,customs
and policies. Robert's Rules of Order, Newly Revised,may be used as a guideline-
Mass
uideline.Mass Transportation Committee(MTC)
The MTC did not recommend changes. Staffs recommendations are highlighted below.
4. D. A quorum will consist of a majority of the established Committee members.
F. Minutes of each meeting will be vailable as a
public record in the Public Works Department
H. All meetings will be conducted in accordance with City practices, customs, and
policies.Robert's Rules of Order, Newly Revised,may be used as a guideline-
Parks
uideline.Parks and Recreation Commission(PRC) �/
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Council Agenda Report--Appointments to City Advisory Bodies
Page S
The PRC did not recommend any changes. Staffs recommendations are highlighted below.
V. All meetings wUl be conducted in accordance with City practices, customs, and
policies. Robert's Rules of Order, Newly Revised shall be utilized as a guide in the
conduct of meetings.
VI. .
VII. A. Except as otherwise provided in the San Luis Obispo Municipal Code and state
law, no resolution, motion or other action shall be passed or become effective
without receiving the affirmative vote of at least a majority of the members
present,
Personnel Board (PB)
Because the PB does not meet on a regular basis,the bylaws were not reviewed by the Board as a
whole. Chairperson Ellis, however, did review the bylaws and recommended a couple of non-
substantive, clerical changes, which will simply be incorporated into the next version of those
bylaws. Staff does not recommend additional revisions to the PB bylaws.
Planning Commission(PC)
The PC did not recommend any changes. Staffs recommendations are highlighted below.
I. D. In the event that the Planning Commission desires to hold all or any portion of a
regular meeting at a place other than the City Hall,then the place of such meeting
shall be posted on the bulletin board located at the entrance to City Council
Chambers prior to the time herein designated for such regular meetings in
accordance with law.
IV. A. Four members of the Planning Commission constitutes a quorum for transacting
business
eemideffifien of pending bus:
Promotional Coordinating Committee(PCC)
The PCC recommended the changes highlighted below. Staff does not concur with the changes
recommended in Article 4, section K. The proposed change does not coincide with direction
Council has given in its Advisory Body Handbook and staff is concerned that for a volunteer
committee that meets on a regular basis,this standard may be too harsh.
Council Agenda Report—Appointments to City Advisory Bodies
Page 6
1. This article was rewritten to'better reflect its current objectives: The Promotional
Coordinating Committee (PCC) advises 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
community goals.
4. K Any failure to attend three (3) eeaseetfi*e regular meetings ^ -A .e-Wal e f si-
regular-ffieet}ap-within any twelve-month period, that member shall automatically be
considered for replacement.
5. Subcommittees shall be appointed, as needed, by the Chairperson. Standing
subcommittees are the Grants-in-Aid and 14fiwketft Promotional Contracts
subcommittees. The subcommittee members will serve for a two(2)year term.After two
years they will automatically rotate to the other standing subcommittee.
6. Sections A and B of this article were combined into section A and rewritten to
incorporate language from the marketing plan.
A. Planning a comprehensive program to promote the City of San Luis Obispo and
prepare an annual marketing program consistent with City goals and
objective
B. This section was formerly Section C. No other changes were made.
C. Section D became section C and was changed as indicated: Hear Reki requests
for financial aid from cultural and promotional groups seeking grants from the
City of San Luis Obispo and make recommendations to the Council thereon.
D. Section E became section D and was changed as indicated: Present an annual
assessment report to the City Council regarding the Promotional Coordinating
Committee's Grants-in-Aid program and other programs as appropriate.
E. Section F became section E. No other changes were made.
F. Section G became section F and was changed as indicated: Provide a liaison with
t recipients tlm who work
to promote the quality of life for residents and visitors of the City of San Luis
Obispo-
G. Section H became section G. No other changes were made.
Staffs recommendation is highlighted below.
7. These bylaws may be amended by the Council, upon the recommendations of two-thirds
of the committee members currently serving on the PCC, provided that the text of any
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Council Agenda ReportAppointments to City Advisory Bodies
Page 7
such proposed amendment shall have first been provided in writing to each committee
member
Tree Committee(TC)
The TC recommended that the regular meetings be corrected to reflect that it meets on the fourth
Monday of each month instead of the thud Monday. Staffs recommendations are highlighted
below.
4. D. A quorum will consist of a majority of the established committee members.
F. Minutes of each meeting will be feFwaged to the City Clerk e available as a
public record in the Public Works Department.
H. All Committee meetings will be conducted in accordance with City Practices,
customs, and policies. Robert's Rules of Order, Newly Revised shall be utilized
as a guide in the conduct of meetings.
FISCAL IMPACT
There is no fiscal impact as a result of these revisions.
ALTERNATIVES
Council could choose to not adopt the proposed revisions. The revisions are suggested to aid
advisory bodies in ensuring they carry out their functions fairly, smoothly, efficiently, and in
accordance with law.
ATTACHMENTS
Resolution Amending Bylaws
QVUendaOrdinances.ResoMgenda Report 07-03-07 Bylaws Review.doc
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ATTACHMENT
RESOLUTION NO. (2007 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
AMENDING THE BY LAWS OF CERTAIN OF ITS ADVISORY BODIES
WHEREAS, in accordance with the Charter of the City of San Luis Obispo, the San Luis
Obispo Municipal Code, and its own resolutions, the City Council of the City of San Luis Obispo
appoints individuals to serve on its advisory bodies; and
WHEREAS, those advisory bodies have adopted bylaws to aid them in conducting their
meetings fairly, smoothly, efficiently and in accordance with law; and
WHEREAS, pursuant to Charter section 1204 and the Advisory Body Handbook, last
adopted by the City Council in January 2004, the City Council biennially, following
recommendations from its advisory bodies, is to review any proposed recommended changes to
the bylaws of the advisory bodies and then adopt them; and
WHEREAS, the City's advisory bodies have reviewed their bylaws and.some of those
bodies have recommended revision of their bylaws; and
WHEREAS, City staff have also reviewed said bylaws and have made suggestions for
their revision; and
WHEREAS, at its regular meeting of June 19, 2007, the City Council reviewed proposed
changes to advisory body bylaws as recommended by its advisory bodies and staff.
NOW THEREFORE BE IT RESOLVED by the Council of the City of San Luis
Obispo that the bylaws of the following advisory bodies are hereby amended to read as set forth
in the attached revised bylaws, attached and incorporated herein as an Exhibit. The bylaws of
these advisory bodies are amended by this action:
Architectural Review Commission
Bicycle Advisory Committee
Building Construction Board of Appeals
Cultural Heritage Committee
Human Relations Commission
Jack House Committee
Joint Use of Recreational Facilities Committee
Mass Transportation Committee
Parks and Recreation Commission
Personnel Board
Planning Commission
Promotional Coordinating Committee
Tree Committee
R 9698
ATTACHMENT
Resolution Number 9698 (2005 Series)
Page 2
Upon motion of Council Member seconded by,and on the following vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this 19th day of June 2007
Mayor David F. Romero
ATTEST:
Audrey Hooper
City Clerk
APPROVED AS TO FORM:
Jo P. Lowell
qty Attorney
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EXHIBIT
Architectural Review Commission By-laws
Amended by Resolution No. xxxx (2007 Series)
1. Meetings
A. Regular meetings shall be held at 5:00 p.m. on the first and third Monday
of each month.
B. Agenda items shall be completed by 9:00 p.m. unless the consent of a
majority of commissioners agree to extend the meeting.
C. Regular meetings shall be held in the Council Hearing Room, City Hall,
990 Palm Street, San Luis Obispo, California.
D. In the event that the Architectural Review Commission desires to hold all
or any portion of a regular meeting at a place other than the City Hall, then
the place of such meeting shall be posted on at the doors of the Council
Hearing Room prior to the time designated for the meeting in accordance
with law.
2. Election of Officers
A. The commission shall select a Chairperson and Vice-Chairperson from
among its members to serve for a one-year term beginning April 1st of
each year.
B. Commissioners shall serve as Chairperson or Vice-Chairperson at the
discretion of the Commission.
C. The Chairperson shall preside at all meetings of the commission. The
Vice-Chairperson is Chairperson in the absence of the Chairperson or in
case of inability of the Chairperson to act.
3. Conduct of Meetings
A. Commissioners should address questions through the chairperson.
B. Members of the audience should address commissioners or other persons
present through the chairperson.
C. Procedure for reviewing public hearing items:
After roll call the Chairperson shall announce to the public the procedures
to be followed to consider the public hearing items and then proceed as
follows:
1. The Chairperson shall introduce the items.and ask for oral staff
reports.
2. The staff report previously submitted to the Architectural Review
Commission shall be placed into the record with all
communications received regarding the proposal. Staff reports
shall be submitted for all public hearing items in a form
acceptable to the Commission.
3. The applicant shall be invited to make a presentation on behalf of
the request.
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1 EXHIBIT
4. Members of the public wishing to speak in favor or in opposition
of the application shall be invited to make a presentation.
5. The public hearing shall be closed to the public and discussion
confined to members of the commission; provided that the
commission may reopen the public hearing at any time prior to a
decision on an item on an affirmative vote if the majority of
those members present.
6. The Commission, upon formal motion, shall take action on the
proposal. The Chairperson shall inform the applicant and public
of the right of appeal and procedures for filing such an appeal.
4. Quorum
A. Four members of the commission constitutes a quorum for the transaction
of business.
B. No approval or other action of the commission shall become effective
without receiving the affirmative vote of a majority of the members
present.
5. Voting
A. Except as otherwise provided in the San Luis Obispo Municipal Code and
state law, no motion or any other action shall be passed or become
effective without receiving the affirmative vote of at least a majority of
members present.
B. Failure to receive such an affirmative vote shall result in failure or denial,
as appropriate, of the motion or other action.
C. Except as allowed under the Political Reform Action of 1974, any member
abstaining due to a declared conflict of interest shall not participate in the
discussion of the items or otherwise influence or attempt to influence in
any manner the decision on the item.
D. All members, when present, must vote except when refraining from
participating due to a potential conflict of interest.
6. Public Records
A. Records of all public hearings shall be made available to the public in the
office of the Community Development Department.
B. Secretary—Duties: The secretary shall be a representative of the
community development department, and shall keep minutes of each
meeting and shall record the official action taken. The records of all
proceedings and the basis for all findings shall be available to the council
and to the public.
7. Attendance
A. Any member of the Architectural Review Commission who fails, for any
reason, to attend three (3) consecutive regular, adjourned regular, or
specially-scheduled (excluding Commission site visits) meetings, or a total
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EXHIBIT
B. of six (6) such Commission meetings within any 12 month period, shall be
reviewed by the Chairperson for possible referral to the City Council.
8. Filling vacancies and removal of members.
A. Vacancies shall be filled for unexpired terms. The council, by majority
action, may remove any commissioner as provided in the City Charter.
9. Rules, regulations and procedures.
A. The commission may adopt rules, regulations and procedures as required
for the transaction of its business. These rules shall become effective upon
approval of the council.
Updated 7/3/2007 �` /Z
EXHIBIT
BYLAWS
SAN LUIS OBISPO BICYCLE ADVISORY COMMITTEE
(July 2007)
ARTICLE 1. PURPOSE
The purpose of the Bicycle Advisory Committee 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.
ARTICLE 2. COMMITTEE MEMBERSHIP AND TERMS OF OFFICE
The Bicycle Advisory Committee shall have seven members appointed by the City
Council to staggered terms of four years. Committee members will serve at the
pleasure of the City Council. Any Committee member may be reappointed,
provided no appointee serves more than two consecutive terms (8 years). A member
who has served eight years can be reappointed after a one year absence from the
Committee.
ARTICLE 3. OFFICERS
The officers will consist of a Chairperson and Vice-Chairperson who will be elected
at the first regular Committee meeting in each calendar year. The Chairperson will
preside over all meeting of the*Committee and perform such duties as directed by
the Committee. The Vice-Chairperson will serve in the absence or incapacity of the
Chairperson.
ARTICLE 4. MEETINGS
A. The Committee will hold a regular meeting at least quarterly. The meetings
are generally held the third Thursday of every other month (January, March,
May, July, September and November) at 7:00 p.m. in the Council Hearing
Room, City Hall. All meetings will be open to the public.
B. The Chairperson or any four members of the Committee may call a special
meeting, provided that a week's prior notice is given in writing to each
member.
C. A quorum will consist of a majority of established Committee members.
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EXHIBIT
D. All actions of the Committee will be decided by a majority vote or consensus
and will be directed through the Committee chair.
E. All members present must vote, except when abstaining due to a declared
conflict of interest. A failure or refusal to vote when present (except for a
declared conflict or interest) will be construed as an affirmative vote.
F. Any member with a declared conflict of interest will not vote or participate in
any discussion of any item or in any manner attempt to influence the decision
on that item.
ARTICLE 5. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Committee can be appointed
as needed by the Chairperson.
ARTICLE 6. ADVISORY BODY POLICIES
The Committee adopts and incorporates by reference all policies as stated in the City
of San Luis Obispo Advisory Body Handbook, that are not in conflict with these
bylaws.
Updated 7/3/2007
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EXHIBIT
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BUILDING CONSTRUCTION BOARD OF APPEALS BYLAWS
I. FUNCTIONS
The Construction Board of Appeals is established as a forum for those
seeking relief from the strict application of the provisions of the
City's adopted Uniform Code, as follows:
A. To determine the suitability of alternate materials, methods of
construction, and other specifications set out in the City's adopted
Uniform Codes.
B. To interpret reasonably the provisions of the City's adopted Uniform
Codes.
II. MEETINGS
A. Meetings shall be on call of the Chief Building Official on at least
three days public notice given in a form acceptable to the City Clerk.
B. Meetings shall be held in the City Hall, 990 Palm Street, San Luis
Obispo, California.
C. In the event the Board desires to hold all or any portion of a meeting
at a place other than the City Hall, then the place of such meeting
shall be posted on the bulletin board located at the entrance to City
Council Chambers prior to the time herein designated for such meetings
in accordance with law.
III. OFFICERS
A. Officers of the Board shall be a Chairperson and a Vice Chairperson.
B. Offices shall be filled from appointed members by written ballot of the
voting membership.
C. Election of officers shall be held annually at the first meeting held
after April 1.
IV. DUTIES OF THE CHAIRPERSON
The Chairperson shall preside at all meetings of the Board. The
Chairperson shall preserve order and decorum at all meetings, shall
vote on all questions and announce the Board's decisions on all
subjects.
V. DUTIES OF VICE CHAIRPERSON
The Vice Chairperson shall act as Chairperson during the temporary
absence or disability of the Chairperson.
VI. DUTIES OF THE SECRETARY
A. In the event the Chairperson and Vice Chairperson are absent, the
Secretary shall call the meeting to order and the Board shall elect one
of its members to act as Chairperson pro tempore.
B. It shall be the duty of the Secretary to keep full, true and correct
records of the action of the Board and provide each member of the Board
with minutes of each meeting.
C. The Secretary shall transmit copies of decisions and written findings
to the City Council.
D. Minutes will be submitted to the Board for approval at the next
meeting.
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EXHIBIT
E. The Secretary shall prepare an agenda for each meeting.
VII. CONDUCT OF MEETINGS
A. Board members should address questions through the Chairperson.
B. Members of the audience should address Board members or other persons
present through the Chairperson.
VIII. QUORUM
A majority of the number of established Board shall constitute a quorum
for the transaction of business.
IX. VOTING
A. The vote on all motions making recommendation to the City Council shall
be by resolution, and a roll call vote shall be taken for the ayes and
noes prior to the consideration of the next order of business. All
other motions may be by voice vote.
B. Failure of any motion resolution or other action to receive three
affirmative votes shall result in failure or denial of the motion,
resolution or other action.
X. AGENDA
In order for items and materials to be included on an agenda or to be
acted upon by the committee, they must be submitted to the Secretary of
the Board at least ten (10) days prior to the date on which said
request will be considered by the Board. Such request must be made in
writing setting forth the following:
A. The applicable Code provision.
B. The nature of the requested change or interpretation.
C. The reasons for the change or interpretation.
XI. REFERRAL TO CITY COUNCIL
After the conclusion of the hearing on the request, all decisions and
findings shall be made in writing to the City Council with a duplicate
copy to the appellant. The Board may recommend such new legislation as
may be necessary.
Updated 7/3/2007 �`�
EXHIBIT
Cultural Heritage Committee Bylaws
Adopted July 3, 2007
Article 1. 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.
d. Helping with the administration of City-sponsored benefit programs.
Article 2. Compliance with Other Requirements
The functioning of the Cultural Heritage Committee and all of its actions and decisions
shall be in compliance with the provisions of the Advisory Body Handbook and with the
provisions of City Resolution 6593 (1989 Series).
Article 3. Membership
A. The CHC will have seven members appointed by the City Council. If possible,
membership of the committee should include a person knowledgeable in local
history, a person with training or experience in structural rehabilitation, a person
knowledgeable on local archaeology, and a person with knowledge of architecture.
B. If possible, the committee should include one resident from each of the five
Historical Preservation Districts created but the Council is not limited to this district
residency requirement when making appointments.
Article 4. Terms of Appointment
A. Members shall be appointed by the City Council for an initial term of a maximum of
four-years and may be reappointed for additional terms, not exceeding eight years.
Article 5. Officers
A. A Chairperson and Vice-Chairperson shall be elected by the committee at its first
meeting in April for one-year terms. No person may serve in the office of
Chairperson or Vice-Chairperson for more than two consecutive terms.
B. The Chairperson shall preside over all committee meetings, vote on all matters,
appoint all subcommittees, call special meetings, and submit an annual report and
budget to the committee for approval and presentation to the City Council.
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UHIBIT
CHC Bylaws, July 2007
Page 2
C. The Vice-Chairperson shall serve in the absence or incapacity of the Chairperson
and perform such other duties as requested by the Chair.
Article 6. Meetings
A. The committee shall hold a regular meeting each month. All meetings shall be open
to the public. Regular meetings shall be held at 5:30 p.m. on the fourth Monday of
each month in the City Council Hearing Room, City Hall, 990 Palm Street, San Luis
Obispo, California.
B. A quorum shall consist of a majority of the established members.
C. All action of the committee shall be decided by a majority vote or consensus of the
quorum directed through the Chairperson.
D. Minutes of each meeting shall be forwarded to the City Council and be available as a
public record.
E. The Chairperson or any three members of the committee may call a special meeting,
provided that all public notice requirements are met.
F. All committee meetings shall be conducted according to City practices, customs, and
policies. Robert's Rules of Order, Newly Revised, may be used as a guideline.
G. All members present must vote, except when a member declares a conflict of
interest. Any member declaring a conflict of interest shall not vote or participate in
any related deliberations or action of the committee.
Article 7. Absences and Resignations
A. If a member fails to attend three consecutive regular meetings or a total of six
regular meetings within any 12 months, the member shall automatically be
considered for replacement. The Chairperson of the committee shall inform the
Council of such a situation and explain any special circumstances.
B. Committee members are responsible for notifying the Chairperson or the Secretary
in advance when an absence is anticipated.
C. If a member needs to resign from the committee, the member shall immediately
direct a letter to the City Council with copies forwarded to the committee
Chairperson and City Clerk.
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CHC Bylaws, July 2007
Page 3
Article 8. Subcommittees
A. Subcommittees shall be appointed, as needed, by the Chairperson. Subcommittees
may include non-committee members who shall have no voting power.
Article 9. Amendments
Bylaw amendments shall be submitted for Council approval by an affirmative vote of the
members present at a regular meeting of the committee, provided that such
amendments shall have been discussed by the Committee on the agenda of at least
two meetings prior to the vote. The members shall receive the proposed amendments
at least 10 days prior to the first meeting.
Updated 7/3/2007 �� !!
UHIB'T
BYLAWS
HUMAN RELATIONS COMMISSION
CITY OF SAN LUIS OBISPO
ARTICLE 1. PURPOSE
It is the purpose of the Human Relations Commission to advise the Council in its actions to
create an environment within the City in which all persons can enjoy equal rights and
opportunities regardless of race, religion, sex, sexual orientation, national origin, age, physical,
mental or economic status. The Human Relations Commission shall make recommendations to
the City Council or the City Administrative Officer on how these social concerns and human
needs can best be addressed.
ARTICLE 2. TERMS OF OFFICE
Commissioners shall be appointed by the City Council for terms of four (4) years, commencing
on April 1st. Commissioners shall serve at the pleasure of the City Council. Any Commissioner
may be reappointed, provided that no appointee shall serve more than two (2) consecutive terms
(8 years).
ARTICLE 3. MEETINGS
A The Commission shall hold a regular meeting each month but not less than ten (10) times a
year.
B Regular meetings will be held generally on the first Wednesday of the month at a specified
time and place.
C The Commission meetings shall be open to the public and shall be held at City Hall in the
Council Hearing Room or other previously announced locations at specific times as required
by California law.
D A quorum shall consist of a majority of the established Commissioners.
E All actions of the Commission shall be decided by a majority vote or consensus and shall be
directed through the Commission Chair.
F Minutes of each meeting shall be forwarded to the City Council and be available as a public
record.
G The Chairperson or any three members of the Commission may call a special meeting
providing a week's prior notice is given in writing to each member.
EXHIBIT
H All Commission meetings shall be conducted according to Robert's Rules of Order.
I All members present must vote, except when abstaining due to a declared conflict of interest.
J Any member with a declared conflict of interest shall not vote on or participate in any
discussion of any item or in any manner attempt to influence the decision on that item.
ARTICLE 4. SUBCONUVMEES
Subcommittees consisting of less than a quorum of the Commission shall be appointed, as
needed, by the Chairperson. Study committees may include non-commission members who shall
have no voting power.
ARTICLE 5. OFFICERS
A The officers shall be a Chairperson and a Vice-Chairperson who shall be elected at the
Commission meeting in April for one-year terms.
B The Chairperson shall preside over all meetings of the Commission, prepare all meeting
agendas and perform such duties as directed by the Commission.
C The Vice-Chairperson shall serve in the absence or incapacity of the Chairperson.
ARTICLE 6. WORKPLAN
The Commission shall develop a workplan on an annual basis. The workplan shall be a
description of the activities that will be undertaken in order to meet the goals and objectives of
the Commission.
ARTICLE 7. AMENDMENTS
By law amendments shall be submitted for Council approval by an affirmative vote of the
members present at a regular meeting of the Commission, provided that such amendments shall
have been discussed by the Commission on the agenda of at least two meetings prior to the vote.
The members shall receive the proposed amendments in writing at least ten (10) days prior to the
first reading.
GAHuman Relations Commission\Bylaws\2005 by-lawrev.6-05.doc
Updated 7/3/2007
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- EXHIBIT
BY-LAWS
JACK HOUSE COMMITTEE
CITY OF SAN LUIS OBISPO
JULY 2007
ARTICLE 1. PURPOSE
The Jack House and Grounds were deeded to the City of San Luis Obispo on March 10, 1975. In
accepting the deed the City agreed to appoint a committee of seven members to advise the
Council on the House and Grounds. The Jack House Committee is charged with the
responsibility to advise the City Council on matters concerning: Facility use, fees and charges,
capital improvements, and any other item affecting the House and Grounds.
ARTICLE 2. COMMITTEE MEMBERSHIP
The grant deed requires that persons with special expertise fill four of the seven seats on the Jack
House Committee. The City Council has resolved that due to these special conditions and
requirements, members may serve terns of undetermined length, the choice being left to
individual committee members. Committee membership shall be as follows:
1. A member of the San Luis Obispo County Historical Society.
2. One member of the faculty, current or retired, of California Polytechnic State
University College of Architecture and Environmental Design, preferably an
architectural historian.
3. One member of the faculty, current or retired, of California Polytechnic State
University College of Agriculture, preferably a horticulturist.
4. A member of the San Luis Obispo Parks and Recreation Commission.
5. A member at large (must reapply when tern expires).
6. A member at large (must reapply when term expires).
7. A member at large (must reapply when term expires).
The docent chair shall serve as an ex-officio (non-voting) member and shall not count toward a
quorum.
ARTICLE 3. MEETINGS
A. The Committee shall hold a regular meeting each month but not less than ten
(10) times a year.
B. Meetings will be held at 5:30 P.M. the second Wednesday of each month.
C. The Committee meetings shall be open to the public and shall be held at the
Parks and Recreation Department Office, the Jack House or any other
previously announced locations at specific times as required by California law.
D. A quorum shall consist of a majority of the established Committee members.
E. All actions of the Committee shall be decided by a majority vote or consensus
and shall be directed through the Committee Chair.
F. Minutes of each meeting shall be forwarded to the City Council and be
available as a public record.
G. The Chairperson or any three members of the Committee may call a special
meeting providing a week's prior notice is given in writing to each member.
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H. All Committee meetings shall be conducted according to City practices,
customs, and policies. Robert's Rules of Order,Newly Revised, may be used
as a guideline.
I. All members shall vote. Any member with a declared conflict of interest shall
not vote on or participate in any discussion of any item or in any manner
attempt to influence the decision on that item.
ARTICLE 4. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Committee shall be appointed, as needed,
by the Chairperson. Study committees may include non-committee members who shall have no
voting power.
ARTICLE 5. OFFICERS
A. The officers shall be a Chairperson and a Vice-Chairperson who shall be
elected at the Committee meeting in April for one-year terms.
B. The Chairperson shall preside over all meetings of the Committee, assist in
preparing all meeting agendas and perform such duties as directed by the
Committee.
C. The Vice-Chairperson shall serve in the absence or incapacity of the
Chairperson.
ARTICLE 6. STAFF
The Director of Parks and Recreation or designate is the staff liaison to the Jack House
Committee. The Director may designate such other staff as is necessary to provide support to the
Committee. Public Works staff shall give assistance to the Committee on a regular basis.
ARTICLE 7. WORK PLAN
The Committee shall develop a work plan on an annual basis. The work plan shall be a
description of the activities that will be undertaken in order to meet the goals and objectives of
the Committee.
ARTICLE S. AMENDMENTS
Prior to May 1, in each odd number year, these by-laws shall be reviewed by the Committee. By-
law amendments shall be submitted for Council approval by an affirmative vote of the members
present at a regular meeting of the Committee, provided that such amendments shall have been
discussed by the Committee on the agenda of at least two meetings prior to the vote. The
members shall receive the proposed amendments in writing at least ten (10) days prior to the first
meeting.
Updated 7/3/2007 C�
EXHIBIT
RESTATED BYLAWS
OF THE
ADVISORY COMMITTEE
ON
JOINT USE OF RECREATIONAL FACILITIES
I. PURPOSE
The Advisory Committee on Joint Use of Recreational Facilities [The Committee] provides
recommendations to the City Council of the City of San Luis Obispo and the San Luis Coastal
Unified School District Board of Trustees regarding those facilities that have been mutually
designated as Joint Use Facilities; and for the operation of the recreational facilities, priority for
use of the facilities, and development of new recreational facilities in Sinsheimer Park.
The Committee provides recommendations to the City Council on Joint Use Agreements
between the City and other appropriate agencies for the Joint Use of Facilities.
The Committee provides recommendations for the expenditure of those funds designated by the
City Council for the improvement of joint use recreational facilities.
II. STAFF
The Committee is staffed by the Director of Parks & Recreation, the Recreation Manager,
a minute taker designated by the Manager, and the Parks Maintenance Supervisor. A staff
member from the San Luis Coastal Unified School District shall serve as a liaison to the
Committee.
III. MEMBERSHIP
Membership in the committee consists of seven (7) members appointed by majority vote
of the City Council. Terms are for four years. One member shall be a representative of the Parks
and Recreation Commission. The terms shall commence on April 1 of each year. No appointee
shall serve on the joint use committee for more than two (2)consecutive, full terms (8 years).
A mid-term appointment to a vacant seat shall not preclude the appointee from serving
two additional consecutive full terms, provided that the initial, partial term served is less than one
(1)year.
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EXHIBIT
IV. OFFICERS
In April, at its regular meeting, the membership shall elect a chairperson, vice chairperson
and such other officers as may be needed.
The term of office of the chairperson and vice chairperson shall be one (1) year,
commencing upon election. No person shall serve in the office of chairperson or vice
chairperson for more than two (2)consecutive terms.
For the purposes of this section, completion of a partial term of office as chairperson or
vice chairperson shall not preclude an advisory body member from serving two (2) additional
consecutive full terms, provided that the partial term served is less than six (6) months.
The chairperson shall preside over all meetings of the committee, approve meeting
agendas, attend the Mayor's Quarterly Meetings, and perform such other duties as directed by the
committee.
V. MEETINGS
Unless otherwise designated, regular meetings of the committee shall be held monthly on
the fourth (4th)Tuesday of each month at twelve o'clock (12:00) noon at the Ludwick
Community Center and shall be open to the public.
Special meetings may be called by the chairperson or any three (3) members of the
committee, provided that seven (7) days prior notice is given to each member.
In any event, meetings shall always be held within the jurisdictional limits of the City of
San Luis Obispo, shall be open and public meetings and notice shall be given of the meetings to
any requesting party at least twenty-four(24) hours prior to the meeting.
A quorum shall consist of a majority of the established members. All meetings shall be
conducted according to parliamentary procedure and shall be governed in accordance with city
practices, customs, and policies. Roberts Rules of Order, Newly Revised, may be used as a
guideline.
VI. COMMITTEES
A Subcommittee may be appointed, as needed, by the chairperson. A quorum of a
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subcommittee shall consist of a majority membership of that subcommittee.
VII. AMENDMENTS
Prior to May 1 in each odd numbered year-these bylaws shall be reviewed by the
Committee. Any proposed changes shall be submitted to the City Council and the School Board
for approval. If no changes are proposed, a report of the review shall be submitted.
These bylaws may be amended by the majority vote of the committee members present at
a regular meeting, provided that a quorum is present. Members shall receive the proposed
amendments at least ten (10) days prior to the meeting in which amendment is proposed.
IN WITNESS WHEREOF, we, the undersigned, being the Chairperson and Vice Chair
of the Advisory Committee on Joint Use of Recreational Facilities, do certify that the Restated
Bylaws set forth above constitute the bylaws of the said committee adopted on February 27,
2007.
DATED:
ATTEST:
Nancy Cochran, Chair
Terry Conner, Vice Chair
g:\juc\revised bylaws 022707.doc
Updated 7/3/2007
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ENAHIIBIT
BYLAWS
MASS TRANSPORTATION COMMITTEE
CITY OF SAN LUIS OBISPO
(Revised 7-3-07 Per Resolution No. xxxx 2007 Series)
ARTICLE 1. PURPOSE
The purpose of the Mass Transportation Committee is to advise City staff and the City Council
on all matters related to public transportation in San Luis Obispo (buses, trolley, and taxi).
ARTICLE 2. COMMITTEE MEMBERSHIP
The Mass Transportation Committee shall have seven members and shall consist of one person
from California Polytechnic State University, San Luis Obispo; one senior citizen; one student
representative; one person from the business community; one person with technical
transportation planning experience; one disabled person; and one person from the general public.
In addition to the above seven voting member representatives, the MTC shall have two alternate
members selected from the general public.
ARTICLE 3. TERMS OF OFFICE
Committee members will be appointed by the City Council to staggered terms of four years.
Committee members will serve at the pleasure of the City Council. Any Committee member may
be reappointed, providing no appointee serves more than two consecutive terms (8 years). A
member who has served 8 years can be reappointed after a one year absence from the
Committee.
ARTICLE 4. MEETINGS
A. The Committee will hold a regular meeting at least quarterly.
B. The Committee will approve an annual regular meeting schedule by June of each
year.
C. The Committee meetings will be open to the public and held at the Community
Development Conference Room, downstairs of City Hall, or other previously
announced locations.
D. A quorum will consist of a majority of the established Committee members.
E. All actions of the Committee will be decided by a majority vote or consensus and will
be directed through the committee chair.
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EXHIBIT
F. Minutes of each meeting will be available as a public record in the Public Works
Department.
G. The Chairperson or any four members of the Committee may call a special meeting,
provided that a week's prior notice is given in writing to each member.
H. All Committee meetings will be conducted in accordance with City practices,
customs, and policies. Roberts Rules of Order, Newly Revised, may be used as a
guideline.
I. All members present must vote, except when abstaining due to a declared conflict of
interest. A failure or refusal to vote when present (except for a declared conflict of
interest) will be construed as an affirmative vote.
J. Any member with a declared conflict of interest will not vote or participate in any
discussion of any item or in any manner attempt to influence the decision on that
item.
K. If, or when a voting member of the MTC is absent from an MTC meeting, one of the
Alternate members shall take the place of the voting member in order to maintain as
many voting members as possible. If only one voting member of the MTC is absent,
choice between the two alternates will be decided by a fair game of chance such as a
coin flip or role of the die performed by the Chairperson of the MTC.
ARTICLE 5. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Committee can be appointed as
needed by the Chairperson.
ARTICLE 6. OFFICERS
A. The officers will consist of a Chairperson and Vice-Chairperson who will be elected
at the Committee meeting in June for one year terms.
B. The Chairperson will preside over all meetings of the Committee, prepare (with the
assistance of staff) all meeting agendas and perform such duties as directed by the
Committee.
C. The Vice-Chairperson will serve in the absence or incapacity of the Chairperson.
ARTICLE 7. POLICIES
The Committee adopts policies as stated in the City of San Luis Obispo Advisory Body
Handbook, incorporated herein by reference.
Updated 7/3/2007 —.�-0
EXHIBIT
City of San Luis Obispo
Parks & Recreation Commission Bylaws
I. PURPOSE
The Parks &Recreation Commission is a body of citizens appointed to advise the
City's Parks &Recreation Department and the City Council on the development and
operation of recreation programs and parks, and on the implementation of the Parks and
Recreation Element of the City's General Plan.
II. MEMBERSHIP
A. The Parks and Recreation Commission shall consist of 7 members
B. Members are appointed by the City Council for a term of four years.
Members are eligible for reappointment for an additional four year term.
Members are subject to a term limit of consecutive eight years.
III MEETINGS
A. Regular meetings of the Parks &Recreation Commission shall be held on
the first Wednesday of each month at 7:00pm, except for the month of
July when the Commission will participate in an annual tour of the City's
parks and facilities.
B. Meetings will be held in the City Council Chambers, 990 Palm Street. In
the event that the Parks &Recreation Commission chooses to hold all or
any portion of a regular meeting other than at City Hall, then the place of
such meeting shall be posted at least 72 hours in advance at the Parks &
Recreation Department office, 1341 Nipomo and on the bulletin board
located at the entrance to the City Council Chambers prior to the
established meeting time.
IV ELECTION OF OFFICERS
A. In April of each year, the Parks &Recreation Commission shall select a
Chair and Vice Chair from among its members to serve a one year term.
B. Commissioners shall serve as Chair or Vice Chair at the discretion of the
Commission.
C. The Chair shall preside at all meetings of the Parks &Recreation
Commission. The Vice Chair will act as the Chair in the absence of the
Chair or in case of the inability of the Chair to act.
D. In the event that the Chair and Vice Chair are unavailable to attend to their
duties, the assembled members shall determine a Temporary Chair.
E. No person shall serve as Chair or Vice Chair for more than three
consecutive terms.
V. CONDUCT OF MEETINGS
All meetings will be conducted in accordance with City practices, customs, and
policies. Robert's Rules of Order, Newly Revised shall be utilized as a guide in
the conduct of meetings.
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VI. QUORUM
Four members of the Parks & Recreation Commission shall constitute a quorum
for the purposes of conducting business.
VII. VOTING
A. Except as otherwise provided in the San Luis Obispo Municipal Code and
state law, no resolution, motion or other action shall be passed or become
effective without receiving the affirmative vote of at least a majority of the
members present.
B. Failure to receive such an affirmative vote shall result in failure or denial,
as appropriate, of the motion, resolution or other action.
C. Except as allowed under the Political Reform Act of 1974, as amended,
any member abstaining due to a declared conflict of interest shall not
participate in the discussion of the items or otherwise influence or attempt
to influence in any manner the decision on the item.
D. All members, when present, must vote except when abstaining due to a
declared conflict of interest.
E. Failure or refusal to vote when present—except for a declared conflict of
interest—shall be counted as an affirmative vote.
VIII. PUBLIC RECORDS
Records of all public hearings shall be made available to the public in the offices
of the Parks & Recreation Department.
IX. ATTENDANCE
Any member of the Parks &Recreation Commission who fails, for any reason, to
attend three (3) consecutive regular meetings or a total of six (6) regular meetings
within any 12 month period shall be automatically considered for replacement by
the City Council. The Chairperson of the Parks &Recreation Commission shall
inform the Council of such a situation, explaining any special circumstances.
X. COMMITTEES
A. A member of the Parks &Recreation Commission shall represent the
Commission and sit as a voting member on the following City advisory
bodies: Advisory Committee on Joint Use of Recreational Property, Jack
House Committee and Tree Committee.
B. Additional committee assignments shall be made as deemed necessary by
the Chair.
C. Committee assignments will be made in April of each year.
XI. AMENDMENTS
A. These bylaws may be recommended for amendment by the majority vote
of the Commission members present at a regular meeting, provided that a
quorum is present. Members shall receive the proposed amendments at
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EXHIBIT
least seven (7) days prior to the meeting in which the amendment is proposed.
B. Prior to May 1 in each odd numbered year, these bylaws shall be reviewed
by the Commission. Any proposed changes shall be submitted to the City
Council for approval. If no changes are proposed, a report of the review
shall be submitted.
IN WITNESS THEREOF, we, the undersigned, being the Chair and Vice
Chair of the Parks & Recreation Commission; do certify that the Bylaws set forth above
constitute the bylaws of the said commission adopted on , 2007.
Date:
Attest:
Chair, Parks &Recreation Commission
Vice Chair,Parks & Recreation Commission
Updated 7/3/2007 —°3/
EXHIBIT
Planning Commission Bylaws
Amended by Resolution No. xxxx (2007 Series)
1. Meetings
A. Regular meetings shall be held at 7:00 p.m. on the second and fourth
Wednesday of each month.
B. No agenda item shall be introduced after 11:00 p.m. without the consent of a
majority of commissioners present.
C. Regular meetings shall be held in the City Council Chambers, City Hall, 990
Palm Street, San Luis Obispo, California.
D. In the event the Planning Commission desires to hold all or any portion of a
regular meeting at a place other than the City Hall, then the place of such
meeting shall be posted on the bulletin board located at the entrance to City
Council Chambers prior to the time herein designated for such regular meetings
in accordance with law.
II. Election of Officers
A. The Commission shall select a Chairperson and Vice-Chairperson from among
its members to serve for a one year term beginning April 1 st of each year.
B. Commissioners shall serve as Chairperson or Vice-Chairperson at the discretion
of the Commission.
C. The Chairperson shall preside at all meetings of the Commission. The Vice-
Chairperson is Chairperson in the absence of the Chairperson or in case of
inability of the Chairperson to act.
D. No person shall serve as Chairperson or Vice-Chairperson for more than two
consecutive terms.
Ill. Conduct of Meetings
A. Commissioners should address questions through the Chairperson.
B. Members of the audience should address commissioners or other persons
present through the Chairperson.
C. Procedure for reviewing public hearing items:
Planning Commission Bylaws EXHIBIT
Page 2
After roll call the Chairperson shall announce to the public the procedures to be
followed to consider the public hearing items and then proceed as follows:
1. The Chairperson shall introduce the items and ask for oral staff reports.
2. The staff report precisely submitted to the Planning Commission shall be
placed into the record with all communications received regarding the
proposal. Staff reports shall be submitted for all public hearing items in a
form acceptable to the commission.
3. The applicant shall be invited to make a presentation on behalf of the
request.
4. Members of the public wishing to speak in favor or in opposition of the
application shall be invited to make a presentation.
5. The applicant shall have the opportunity at the end of the public hearing to
address comments made by the public and address any further commission
questions.
6. The public hearing shall be closed to the public and discussion confined to
members of the commission; provided that the commission may reopen the
public hearing at any time prior to a decision on an item on an affirmative
vote of the majority of those members present.
7. The commission, upon formal motion, shall take action to dispose of the
proposal. The Chairperson shall announce the vote and thereafter, inform
the applicant and public of the right of appeal and procedures for filing such
appeal.
IV. Quorum
Four members of the Planning Commission constitute a quorum for transacting
business.
V. Voting
A. Except as otherwise provided in the San Luis Obispo Municipal Code and state
law, no resolution, motion or any other action shall be passed or become
effective without receiving the affirmative vote of at least a majority of members
present.
B. Failure to receive such an affirmative vote shall result in failure or denial, as
appropriate, of the motion, resolution or other action.
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C. Except as allowed under the Political Reform Action of 1974, any member
abstaining due to a declared conflict of interest shall not participate in the
discussion of the items or otherwise influence or attempt to influence in any
manner the decision on the item.
D. All members, when present, must vote except when abstaining due to a
declared conflict of interest.
E. Failure or refusal to vote when present - except for a declared conflict of
interest—shall be counted as an affirmative vote.
VI. Public Records
Records of all public hearings shall be made available to the public in the office
of the Community Development Department.
VII. Attendance
A. Any member of the Planning Commission who fails, for any reason, to attend
three (3) consecutive regular meetings, or a total of six (6) regular meetings
within any 12-month period, shall be automatically considered by the City
Council for replacement. The chairperson of the Planning Commission shall
inform the Council of such a situation, explaining any special circumstances.
B. Any member of the Planning Commission who fails, for any reason, to attend
three (3) consecutive regular, adjourned regular, or specially-scheduled
(excluding Commission site visits) meetings, or a total of six (6) such
commission meetings within any 12-month period, shall be reviewed by the
Chairperson for possible referral to the City Council.
VIII. Policy
All matters of policy not covered by law may be adopted as a "Resolution of
Policy' and when so adopted shall be considered the official policy of the
Planning Commission subject to ratification of the City Council.
Updated 7/3/2007 C _�
EXHIBIT
BYLAWS
PROMOTIONAL COORDINATING COMMITTEE
CITY OF SAN LUIS OBISPO
ARTICLE 1
PURPOSE
The Promotional Coordinating Committee (PCC) advises 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 community goals.
ARTICLE 2
TERMS OF OFFICE
The PCC shall consist of seven (7) members appointed by the Council. Committee
members shall be appointed for a term of four (4) years, commencing on April ls`or
other date as directed by the Council. No committee member shall serve more than two
(2) consecutive terms (eight years) on the PCC. Any committee member who has been
appointed to fill a vacant seat in mid-term shall not be precluded from thereafter serving
two (2) four-year terms (eight years), so long as the initial, partial term is less than one
(1) year.
ARTICLE 3
OFFICERS
The officers shall be a Chairperson and a Vice Chairperson, each of whom shall be
elected for a one-year term at the April meeting of the PCC. No committee member shall
serve more than two (2) consecutive one-year terms as Chairperson or Vice Chairperson.
Any committee member who has been appointed to fill a vacant seat as Chairperson or
Vice Chairperson in mid-term shall not be precluded from thereafter serving as
Chairperson or Vice Chairperson for two (2) consecutive one-year terms, so long as the
initial, partial term is less than six (6) months.
The Chairperson shall preside overall meetings of the PCC, prepare all meeting agendas
with staff, and otherwise perform such duties as directed by the PCC or Council.
The Vice Chairperson shall serve in the absence or incapacity of the Chairperson.
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ARTICLE 4
MEETINGS
A. The PCC shall hold a regular meeting each month, but not less than ten (10) times per
year.
B. The meetings are to be held at City Hall, the second Wednesday of each month, unless
another location and/or time has been announced as required by California law.
C. The meetings shall be open to the public.
D. A quorum shall consist of a majority of the commissioners currently serving on the
PCC.
E. All actions of the PCC shall be by a majority vote or consensus and shall be directed
through the Chairperson.
F. Minutes of each meeting shall be taken and forwarded to the Council and shall be
available as a public record.
G. A special meeting may be called at any time by the Chairperson or by a majority of
the committee members currently serving on the PCC, provided each member is given
written notice of the special meeting at least 24 hours prior to the meeting, and the time
and place of the special meeting is announced as required by California Law.
H. All meetings shall be conducted in general accordance with Robert's Rule of Order,
newly revised edition, subject to minor variation by the Chair as appropriate to the needs
of the advisory body.
I. All committee members present at a meeting shall vote on any motion or resolution
brought before the PCC, except when abstaining due to a conflict of interest.
J. Any committee member with a conflict of interest shall not vote on or participate in
any discussion of an item or in any way attempt to influence the decision on such item.
K. Any failure to attend three (3) regular meetings within any twelve-month period, that
member shall automatically be considered for replacement.
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EXHIBIT
ARTICLE 5
SUBCOMMITTEES
Subcommittees shall be appointed, as needed, by the Chairperson. Standing
subcommittees are the Grants-in-Aid and Promotional Contracts subcommittees. The
subcommittee members will serve for a two (2) year term. After two years they will
automatically rotate to the other standing subcommittee.
ARTICLE 6
FUNCTIONS AND DUTIES
The functions and duties of the PCC shall include, but not be limited to, the following:
A. Planning a comprehensive program to promote the City of San Luis Obispo and
prepare an annual marketing program consistent with City goals and objectives.
B. Develop advertising and promotional programs and projects for the City of San Luis
Obispo.
l
C. Hear requests for financial aid from cultural and promotional groups seeking grants
from the City of San Luis Obispo and make recommendations to the Council thereon.
D. Present an annual assessment report to the City Council regarding the Promotional
Coordinating Committee's Grants-in-Aid program and other programs as appropriate.
E. Initiate and support community activities that are meaningful to residents and visitors
of the City of San Luis Obispo.
F. Provide a liaison with grant recipients who work to promote the quality of life for
residents and visitors of the City of San Luis Obispo.
G. Perform any other lawful tasks as directed by the Council.
ARTICLE 7
AMENDMENTS
These bylaws may be amended by the Council, upon the recommendations of two-thirds
of the committee members currently serving on the PCC, provided that the text of any
such proposed amendment shall have first been provided in writing to each committee
member.
Updated 7/3/2007
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BYLAWS H I B I T
TREE COMMITTEE
CITY OF SAN LUIS OBISPO
ARTICLE 1. PURPOSE
The purpose of the Tree Committee is to advise City staff and the City Council on all
matters related to trees in San Luis Obispo.
ARTICLE 2. COMMITTEE MEMBERSHIP
The Tree Committee shall have five members and shall consist of one (1)representative
from the Parks and Recreation Commission, one (1) representative from the Architectural
Review Commission, and three (3) members from the general public (one of whom shall
be a horticultural expert).
ARTICLE 3. TERMS OF OFFICE
Committee members will be appointed by the City Council to staggered terms of four
years, commencing April 1. Committee members will serve at the pleasure of the City
Council. Any Committee member may be reappointed, provided no appointee serves
more than two consecutive terms (8 years).
ARTICLE 4. MEETINGS
A. The Committee will hold a regular meeting each month.
B. Regular meetings will be held at 5:00 ym the fourth Monday of each month.
C. The Committee meetings will be duly advertised according to the Ralph M.
Brown Act, and open to the public and held at the City's Corporation Yard,
located at 25 Prado Road in Conference Room A, or other previously announced
locations at specific times as required by California law.
D. A quorum will consist of a majority of the established Committee members.
E. All actions of the Committee will be decided by a majority vote or consensus and
will be directed through the Committee Chair.
F. Minutes of each meeting will be available as a public record in the Public Works
Department.
- EXHIBIT
Tree Committee Bylaws
page 2
G. The Chairperson or any three members of the Committee may call a special
meeting provided that a week's prior notice is given in writing to each member
and the meeting is otherwise properly noticed pursuant to the Brown Act.
H. All Committee meetings will be conducted in accordance with City Practices,
customs, and policies. Roberts Rules of Order, Newly Revised, shall be utilized
as a guide in the conduct of meetings.
I. All members present must vote, except when abstaining due to a declared conflict
of interest. A failure or refusal to vote when present (except for a declared
conflict of interest) will be construed as an affirmative vote.
J. Any member with a declared conflict of interest will not vote or participate in any
discussion of any item or in any manner attempt to influence the decision on that
item.
ARTICLE 5. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Committee can be appointed as
needed by the Chairperson.
ARTICLE 6. OFFICERS
A. The officers will consist of a Chairperson and Vice-Chairperson who will be
elected at the Committee meeting in April for one year terms.
B. The Chairperson will preside over all meetings of the Committee, prepare (with
the assistance of staff) all meeting agendas and perform such duties as directed by
the Committee.
C. The Vice-Chairperson will serve in the absence or incapacity of the Chairperson.
ARTICLE 7. POLICIES
The Committee adopts policies as stated in the City of San Luis Obispo Advisory Body
Handbook, incorporated herein by reference.
G:\Asset-Management\Trees\By-laws\BYLA W S.doc
Updated 7/3/2007
RED FILE
MEETING AGENDA RECEIVED��
���IIIIIIIIIIIIIII�IIIiO��IpIIIIII
DATIEZ4 aZ ITEM #-U-- JUL 0 2 2001
Cot,#4ej H&HORANBUM SLO CITY CLERK
lCity of San Luis Obispo
June 5, 2007 Avul
E .r�C
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CIL �CDDDIR
r FIN DIR
'r FIRE CHIEF
TO: Mayor Romero & Members othe City Council NEY ii PW DIR
/1+ R CLERK/ORIG iF, POLICE CHF
FROM: Audrey Hooper, City Cle a DE,,,PT HEADS F REC DIR
Jonathan Lowell, City Attorney i40 'k UTIL DIR
HR DIR
VIA: Ken Hampian, CAO 'iao '
C
SUBJECT: C3 BIENNIAL REVIEW OF ADVISORY BODY BYLAWS
Vice Mayor Mulholland has requested that the following additional changes (underlined) be
made to the Advisory Body Bylaws:
Cultural Heritage Committee (CHC)
Section 4—The words "a total of" should be added as follows:
Members shall be appointed by the City Council for an initial term of a maximum of four-
years tertms and may be reappointed for not
eight-yeais-additional terms, not exceeding a total of eight years.
Joint Use of Recreational Facilities Committee(JUC)
V. (Revision to 4th paragraph of Section V only) A quorum shall consist of a majority
of the established members sUFrently sePA . All committee meetings shall be
conducted according
w City practices, customs and policies_ Robert's Rules of Order, Newly Revised,
may be used as a guideline.
G1301-03 AGENDAMed File Correspondence%Red File 07-03.07 C3 AB Bylaws.doc