HomeMy WebLinkAbout11/18/2008, B4 - CITY COUNCIL POLICIES AND PROCEDURES, ADVISORY BODY HANDBOOK, BYLAWS FOR THE TOURISM IMPROVEMENT DI council
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C I T Y OF SAN LUIS O B I S P O
FROM: Audrey Hooper, City Cleal
Jonathan Lowell, City Attorney
SUBJECT: CITY COUNCIL POLICIES AND PROCEDURES,ADVISORY
BODY HANDBOOK, BYLAWS FOR THE TOURISM
IMPROVEMENT DISTRICT BOARD,PROMOTIONAL
COORDINATING COMMITTEE BYLAWS, AND MASS
TRANSPORTATION COMMITTEE
CAO RECOMMENDATION
1. Adopt a resolution amending the City Council Policies and Procedures Manual and Advisory
Body Handbook, including clarification and strengthening of residency requirements.
2. Adopt a resolution approving the initial Tourism Business Improvement District Board
Bylaws.
3. Adopt a resolution amending the Promotional Coordinating Committee Bylaws to reflect the
addition of a Tourism Business Improvement District Board representative.
4. Direct staff to return to the Mass Transportation Committee to amend its Bylaws to conform
to amendments related to the Cal Poly employee and student representatives.
DISCUSSION
A comprehensive review of the Council Policies and Procedures and the Advisory Body
Handbook was conducted by staff and advisory body liaisons earlier this year. As a result, a
number of revisions were recommended to these documents. Passage of the Charter
Amendment, Measure E-08, by the voters on November 4, 2008 has also resulted in the need to
revise these documents to bring them into compliance with the amended Charter. These changes
include the addition of the Tourism Business Improvement District (TBID) Board which was
established in June 2008. The Bylaws of the TBID Board are being presented for approval at the
same time, as are the amended Bylaws for the Promotional Coordinating Committee, whose
membership changed with the establishment of the TBID Board.
Residency Requirement
During the election period, concerns were raised regarding the proposed revision to Charter
Section 1202, which provided Council with flexibility to appoint non-residents to certain
advisory bodies. As a result, at its meeting of October 7, Council directed staff to clarify and;
strengthen specific residency requirements in the Council Policies and Procedures Manual, the
Advisory Body Handbook, and the Bylaws for each of the advisory bodies. Pursuant to Council
direction, proposed revisions clarify that qualifications for membership on the following advisory
bodies will continue to re uire that applicants must be residents and registered voters at the time
of their appointment and throughout their terms of office:
r
• Architectural Review Commission
• Bicycle Advisory Committee
• Construction Board of Appeals
• Cultural Heritage Committee
• Human Relations Commission
• Jack House Committee
• Joint Use of Recreational Facilities Committee
• Parks and Recreation Commission
• Personnel Board
• Planning Commission
• Tree Committee
For the unique and limited reasons stated below, the Tourism Business Improvement District
(TBID) Board, one member of the Promotional Coordinating Committee appointed by the TBID
Board, the Mass Transportation Committee (MTC) and the Housing Authority should be
exempted from the residency requirement. The TBID Board representative to the Promotional
Coordinating Committee should, of necessity, also be exempted from the residency requirement.
Tourism Business Improvement District Board
The TBID Board is unique from all other advisory bodies in that its role is limited to advising
Council on how best to spend monies collected from an assessment upon hotels within the City
to market those same hotels. Assessment fees are collected from hoteliers who own hotels in San
Luis Obispo but who may not be residents. Limiting membership on this Board, or its
representative to the PCC, to residents would likely result in an inability to fill vacancies on this
Board.
Mass Transportation Committee
Membership on the MTC includes a Cal Poly employee and a student representative. The
employee representative is recommended by the University and is not subject to tern limits. In
addition, because they have been recommended by Cal Poly, Council has not required these
representatives to be residents. Student representatives have also been subject to residency
requirements. In order to better serve these Cal Poly constituencies, staff believes that these
positions should not be limited by the residency requirement. Staff further believes that the
student position should be designated by the Cal Poly Associated Students, Inc. (ASI) because of
ASI's ability to better network and recruit for this position.
Housing Authority
The only other advisory body that is exempt from the residency requirement is the Housing
Authority. Membership on the Housing Authority is dictated by State law. Additionally,
Council does not approve the Housing Authority Bylaws.
Bylaws: Further Strengthening of Advisory Body Requirements
Pursuant to policy set forth by Council in its Advisory Body Handbook, each advisory body must
conduct a full biennial review of its Bylaws. The last review was conducted in early 2007 and
Council Agenda Report—City Council Policies and Procedures and Related Documents
Page 3
Council adopted revised Bylaws for the various advisory bodies in June 2007. A full review is
scheduled to be conducted in early 2009. During their review, advisory bodies will be directed to
include language regarding residency requirements that corresponds to the language contained in
the Legislative Draft of the Advisory Body Handbook which Council is being asked to adopt at
this time. Once all advisory bodies have completed the full review of their respective Bylaws,
the amended Bylaws will be brought to Council for approval. With the exceptions noted above
all City advisory body members continue to be required to be residents and registered voters of
the City.
Proposed Revisions to Council Policies and Procedures (including strengthening residency
requirements)
The City Council adopted its "Council Policies and Procedures" Manual in 1993. This manual
contains procedural rules for the conduct of meetings as well as for the conduct of City business.
The manual was last updated in 2006. Following is a summary of revisions proposed in the
Legislative Draft(Attachment#4).
1. References to the "City Administrative Officer" have been changed to "City Manager"
throughout the document to conform it to the amended City Charter.
2. Subsection 1.3.6.1, under Voting Procedures, was clarified to indicate that Council Members
must vote except in the case of a recusal due to conflict of interest.
3. Subsection 1.4.7, Tips on the Dais, under Meeting Coverage, has been removed. This
information will be provided as a separate document to new Council members during
orientation.
4. Subsections 2.3.2, League of California Cities Conference, and 2.3.3, Channel Counties
Division Meeting, have been removed as inconsistent with existing City policy regarding
expense reimbursement in accordance with State law.
5. Subsection 3.3.5.7, Public Meeting, was revised for clarification.
6. Subsection 6.6.2, Council Subcommittee Liaisons, was relocated to become subsection 6.6.1..
7. Language specifying residency requirements has been added to subsection 6.7.1.1 (page 38 of
Attachment#4).
8. Subsection 6.7.3, Process, of Section 6, Advisory Body Procedures, has been revised to
delete processes that are no longer followed or added language to clarify processes that are in
place.
9. Several grammatical or formatting corrections and/or modifications have been made to
enhance the readability of the document.
Proposed Revisions to Advisory Body Handbook
The City's Advisory Body.Handbook was originally adopted in 1985. It was written to provide
interested persons with an understanding of how the City's advisory bodies were established,
how they function generally within the overall governmental framework of the City, and to
summarize the role and charge of each body. The Advisory Body Handbook was last revised in
January 6, 2008. Following is a summary of revisions proposed in the Legislative Draft
(Attachment#5).
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Council Agenda Report—City Council Policies and Procedures and Related Documents
Page 4
I. The references to the "City Administrative Officer" and "Assistant City Administrative
Officer" have been changed to "City Manager" or "Assistant City Manager" to conform to
the amended City Charter.
2. Language has been added under Membership Qualifications & Appointment Process, as well
as in the Advisory Body Summary, clarifying the residency requirement (page 3 and in the
written summary for each advisory body of Attachment #5). Language has also been added
in this section giving Council flexibility in some instances to waive the interview process
(page 4).
3. Several grammatical or formatting corrections and/or modifications have been made to
enhance the readability and uniformity of the document.
4. Information regarding City Departments has been updated.
5. Information regarding the individual advisory bodies has been updated.
Tourism Business Improvement District Board and Promotional Coordinating Committee
Bylaws
On June 17, 2008, Council adopted Ordinance No. 1517 establishing the Tourism Business
Improvement District (TBID). Following a recruitment period, Council appointed members to
the TBID Board on September 2. Bylaws were considered by the TBID Board at its first meeting
in September. However, staff subsequently recommended changes which will be acted on by the
Board on November 12, following the printing of this Agenda Report. The draft Bylaws which
will be considered by the Board are included as Attachment #3. Staff will provide Council with
a memo following the November 12 TBID Board meeting confirming the Board's action.
The TBID Board is made up of local hoteliers who advise the Council on how best to spend
monies collected from an assessment upon hotels within the City. The ordinance forming the
TBID does not require that hoteliers serving on the Board be residents or registered voters.
Rather, it requires that they own or be employees of hotels within the City limits. The fact that
they own or are employed by hotels in the City provides a clear nexus between them and the
community. Additionally, they are simply advising on the spending of assessment dollars for
marketing of hotels in San Luis Obispo. Further, there is no guarantee that applicants to the
TBID Board who are owners'or managers of hotels within the City reside within the City limits.
As a result, the Bylaws for the TBID Board do not contain a requirement that members be
residents and registered voters of the City.
With the formation of the TBID Board, Council directed that one member also serve as a
representative to the Promotional Coordinating Committee (PCC). This direction necessitated a
revision to the PCC Bylaws specifying that the TBID Board representative to the PCC is not
required to be a resident and registered voter of the City since its current Bylaws require all
members be residents. All other members of the PCC must meet these requirements. The PCC
will also be acting on its revised Bylaws at its meeting of November 12, following the printing of
this Agenda Report. A copy of the amended Bylaws being considered at that meeting is included
as an Exhibit to Attachment#2.
n C
Council Agenda Report—City Council Policies and Procedures and Related Documents
Page 5
SUMMARY
While the City Council has never appointed non-residents to most City advisory bodies, and has
never expressed an interest to open most advisory bodies to non-residents, the changes
recommended in this report will more deeply strengthen and ingrain residency requirements.
Thus, should some future Council wish to consider added flexibility regarding non-residents, a
substantial public process would be required. This process would include the amendment of
several documents, and thus multiple noticed public meetings by the affected advisory body(ies)
as well as by the City Council.
CONCURRENCES
Recommendations from Department Heads and advisory body liaisons have been incorporated
into the proposed amendments to the Council Policies and Procedures and Advisory Body
Handbook.
FISCAL IMPACT
No fiscal impact will result from the proposed actions.
ALTERNATIVE
Council may reject the recommended amendments to or provide further direction on these the
Council Policies and Procedures Manual, Advisory Body Handbook, Bylaws for the TBID Board,
or Bylaws for the PCC. Council may also choose not to direct the amendments proposed for
consideration by the MTC.
ATTACHMENTS
1. Resolution Adopting a Revised Council Policies and Procedures Manual and Advisory Body
Handbook
2. Resolution Approving TBID Board Bylaws (includes Bylaws as Exhibit)
3. Resolution Amending the PCC Bylaws (includes Legislative Draft of Amended Bylaws as
Exhibit)
4. Legislative Draft - Council Policies & Procedures
5. Legislative Draft—Advisory Body Handbook
G:\City Clerk Agenda Reports-General Correspondence\t 1-18-08 Agenda Report-Update of Council Documents.doc
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ATTACHMENT 1
RESOLUTION NO. (2008 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
ADOPTING A REVISED COUNCIL POLICIES AND PROCEDURES MANUAL
AND ADVISORY BODY HANDBOOK
WHEREAS, the City Council has adopted a certain manual entitled "Council Policies
and Procedures" and has adopted the "Advisory Body Handbook"to define and ensure the proper
conduct of the City's business by the City Council and its Advisory Bodies in compliance with
State law and the City's Charter and Ordinances; and
WHEREAS, the Council periodically revises its Council Policies and Procedures Manual
and the Advisory Body Handbook to ensure clarity, consistency with state law, and conformity
with the City Charter and Ordinances.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo:
SECTION 1. The Council hereby amends the Council Policies and Procedures Manual,
a copy of which is attached hereto marked Exhibit "A", and replaces all previous versions of the
Council Policies and Procedures Manual.
SECTION 2. A copy of the Council Policies and Procedures Manual shall be maintained
on file in the Office of the City Clerk, shall be distributed to all Council Members and
Department Heads, and shall be available to the public during reasonable business hours.
SECTION 3. That certain document attached hereto marked Exhibit `B" and
incorporated herein by reference is hereby adopted as the "Advisory Body Handbook" and
Resolution No. 9516 (2004 Series) adopting the prior manual is hereby rescinded..
SECTION 4. 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.
Upon motion of seconded by
and on the following roll call vote:
AYES:
NOES:
ABSENT:
ATTACHMENT I
The foregoing resolution was adopted this 18`h day of November 2008.
Mayor David F. Romero
ATTEST: .
Audrey Hooper
City Clerk
APPROVED AS TO FORM:
nathan . Lowell
Ci omey
(THE REVISED DOCUMENTS REFERENCED HEREIN WILL BE ATTACHED TO THIS
RESOLUTION FOLLOWING COUNCIL ACTION.)
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ATTACHMENT 2
RESOLUTION NO. (2008 Series)
A RESOLUTION OF THE COUNCIL OF THE
CITY OF SAN LUIS OBISPO APPROVING THE
TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD BYLAWS
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 are required to adopt Bylaws to aid them in
conducting their meetings fairly, smoothly, efficiently and in accordance with law; and
WHEREAS,the newly created Tourism Business Improvement District Board (TBID)
adopted the Bylaws attached hereto at its November 12, 2008, meeting; and
WHEREAS, Charter section 1204 and section 3 of the Advisory Body Handbook
requires that advisory body Bylaws be approved by the City Council;
NOW,THEREFORE,BE IT RESOLVED by the Council of the City of San Luis
Obispo that the Bylaws of the Tourism Business Improvement District Board are hereby
approved as adopted by the TBID Board, as set forth in Exhibit A hereto..
Upon motion of Council Member , seconded by and on the
following vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this 18th day of November 2008
Mayor David F. Romero
ATTEST:
Audrey Hooper
City Clerk
APPROVED AS TO FORM:
Jon owell
City Attorney
EXHIBIT
BYLAWS
TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD
CITY OF SAN LUIS OBISPO
ARTICLE 1
PURPOSE
The Tourism Business Improvement District Board (TBID Board) advises the Council in
the administration and use of the TBID assessment funds. The Board recommends
projects to promote tourism to the City of San Luis Obispo to directly benefit the City's
lodging industry.
ARTICLE 2
MEMBERSHIP
The TBID BOARD shall consist of five (5) members from the San Luis Obispo City
lodging industry as appointed by the Council. Because of the diversity among
assessment district members represented by the Board, including local,regional and
national lodging industry interests, it is neither practical nor advisable to limit Board
membership to City residents. Accordingly, membership on the TBID Board shall be
exempt from residency requirements otherwise applicable to City Advisory bodies.
Board members shall be appointed for a term of four(4) years, commencing on April 1st
or any other date as directed by the Council. No Board member shall serve more than two
(2)consecutive terms (eight years) on the TBID Board. Any Board 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.
One member of the TBID Board shall be appointed by the Board to the Promotional
Coordinating Committee for a term concurrent with his/her TBID Board term.
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 TBID Board. No Board member
shall serve more than two (2) consecutive one-year terms as Chairperson or Vice
Chairperson. Any Board member who has been appointed to fill a vacant seat as
1
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EXHIBIT
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 tern is less than six (6) months.
The Chairperson shall preside over all meetings of the TBID Board, prepare all meeting
agendas with staff, and otherwise perform such duties as directed by the TBID Board or
Council.
The Vice Chairperson shall serve in the absence or incapacity of the Chairperson.
ARTICLE 4
MEETINGS
A. The TBID BOARD shall hold a regular meeting each month and no 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
TBID BOARD.
E. All actions of the TBID BOARD shall be by a majority vote or consensus and shall be
directed through the Chairperson.
F. Minutes of each meeting shall be taken, shall be available as a public record and
forwarded to the Council if requested.
G. A special meeting may be called at any time by the Chairperson or by a majority of
the Board members currently serving on the TBID BOARD, 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 Board members present at a meeting shall vote on any motion or resolution brought
before the TBID BOARD, except when abstaining due to a conflict of interest.
J. Any Board 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.
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K. Any failure to attend three (3) consecutive meetings or a total of six (6) regular
meetings within any twelve-month period, that member shall automatically be considered
for replacement.
ARTICLE 5
FUNCTIONS AND DUTIES
The functions and duties of the TBID BOARD shall include, but not be limited to, the
following:
A. Planning a comprehensive program to promote tourism to the City of San Luis Obispo
and prepare an annual marketing program consistent with industry goals and objectives.
B. Develop advertising and promotional programs and projects to benefit the lodging
industry in San Luis Obispo.
C. Present an annual assessment report to the City Council regarding the implemented
promotional programs and projects.
D. Perform any other lawful tasks as directed by the Council.
ARTICLE 6
AMENDMENTS
These bylaws may be amended by the Council, upon the recommendations of two-thirds
of the members currently serving on the TBID BOARD, provided that the text of any
such proposed amendment shall have first been provided in writing to each Board
member.
G:G04 City Advisory Bodies\TBID\TBID Bylaws 2008 Draft for 11-18-08 CC Meeting.doc
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ATTACHMEK 3
RESOLUTION NO. (2008 Series)
A RESOLUTION OF THE COUNCIL OF THE
CITY OF SAN LUIS OBISPO AMENDING THE
PROMOTIONAL COORDINATING COMMITTEE BYLAWS
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, Charter section 1204 and section 3 of the Advisory Body Handbook require
that amendments to Bylaws be approved by the City Council; and
WHEREAS, City staff have recommended changes to the Bylaws of the Promotional
Coordinating Committee; and
WHEREAS,the Promotional Coordinating Committee has reviewed said changes and
concurs with the recommended amendments to its Bylaws;
NOW,THEREFORE, BE IT RESOLVED by the Council of the City of San Luis
Obispo that the Bylaws of the Promotional Coordinating Committee are hereby amended to read
as set forth in the attached Bylaws, incorporated herein as an Exhibit.
Upon motion of Council Member , seconded by , and on the
following vote:
AYES:
NOES:
ABSENT:
The foregoing resolution was adopted this 19`h day of June 2007
ATTEST: Mayor David F. Romero
Audrey Hooper
City Clerk
APPROVED AS TO FORM:
Johathau,K Lowell
City Attorney
EXHIBIT
Legislative Draft—PCC Bylaws
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
MEMBERSHIP
The PCC shall consist of seven (7) members appointed by the Council. Six of the
members shall be residents and registered voters of the City of San Luis Obispo. The
seventh member shall be a representative of the Tourism Improvement District (TBID)
Board as determined by the TBID Board. Committee members shall be appointed for a
term of four(4) years, commencing on April I" 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. The representative from the
TBID Board shall serve a term concurrent with his/her term on the TBID Board.
ARTICLE 3
OFFICERS
The officers shall be a Chairperson and a Vice Chairperson, each of whom shall be
elected fora 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.
11-13
EXH I bi
Legislative Draft—PCC Bylaws
The Chairperson shall preside over all 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.
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.
1. 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) consecutive regular meetings or a total of six (6) regular
meetings within any twelve-month period, that member shall automatically be considered
for replacement.
u�areee�e o
Legislative Draft—PCC Bylaws
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.
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.
ATTACHMENT 4
Legislative Draft—Council Policies and Procedures
COUNCIL POLICIES AND PROCEDURES
FOREWORD
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-City ManaaerAdpai istfat:.. Offieef form of government. The last charter revision
occurred on November 4. 20085-1996.
The word "charter" and the notation, e.g. (Charter § 503) used within this document refer to the
City Charter.
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No. 9554(2004 Series)
Updated 5/2/06 by Resolution No. 9794(2006 Series)
Updated 1 1/16/08 by Resolution No xx 0008 Series
Page 1 /G.e
ATTACHMENT 4
Legislative Draft—Council Policies and Procedures
CHAPTER ONE
MEETING GUIDELINES & PROCEDURES
1.1 MEETING SCHEDULE
1.1.1 MEETINGS OF COUNCIL
The Council shall provide by ordinance the time and place of holding meetings and the
manner in which special meetings may be called. Public interest and convenience shall be
primary considerations when decisions are made as to time, location and frequency.
Except as otherwise provided by law, all meetings of the Council shall be open to the
public. (Charter§ 502)
1.1.2 REGULAR MEETINGS
1.1.2.1 Regular meetings shall be held the first and third Tuesday of each month
beginning at 7:00 p.m. In the event that a regular meeting of the Council
shall fall on a legal holiday,that regular meeting shall be held at the same
place and time on the next succeeding working day. (Ord. 677)
1.1.2.2 Regular meetings shall be held in the Council Chambers, 990 Palm Street,
in the City of San Luis Obispo. (Ord. 677)
1.1.2.3 — 1.1.2.3 Regular meetings shall be between the
hours of 7:00 p.m. and 11:00 p.m. It shall be the policy of the City Council
to complete meetings, including closed sessions, by 11:00 p.m. unless a
majority of the Council elects to continue past the adjournment hour. If at
the hour of 11:00 p.m. the City Council has not concluded its business, the
Council will review the balance of the agenda and determine whether to
extend the meeting beyond the hour of 11:00 p.m., continue any remaining
items, or adjourn the meeting to another date and time.
1.1.2.4 A regular meeting may be cancelled by a majority vote of the Council
1.1.3 STUDY SESSIONS (Open to the public)
1.1.3.1 The purpose of these meetings shall be for informal discussions between
staff, advisory bodies or consultants,the public, and the City Council
regarding specific programs,projects or policies. Council may provide
direction. but no formal action will be taken durina a Study Session
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No. 9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated I (/16/08 by Resolution No ex (2008 Series
Page 2
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ATTACHMENT 4
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Study Sessions may be conducted in a variety of formats, including
Public Workshops.
1.1.3.2 Study Sessions will be held at a time and place within the City limits
and convenient to Council and advantageous for public participation.
1.1.3.3 Participation of the public shall be at the discretion of the Presiding
Officer, upon consensus of the Council.
1.1.4 SPECIAL MEETINGS
1.1.4.1 Special meetings may be called by the Mayor or three members of the
City Council. (GC§ 54956) Written notice of each special meeting must
be given not less than twenty-four(24)hours before such meeting to each
member of the City Council not joining the call. (Ord. 959)
1.1.4.2 Written notice must be given to the City Council (unless dispensed with
or waived pursuant to State law)and to the media twenty four hours prior
to each meeting. (GC § 54956)
1.1.4.3 A supplemental telephone call shall be made if necessary to notify each
Council Member.
1.1.4.4 No business other than that announced shall be discussed.
1.1.4.5 Any special meeting held at a place other than City Hall shall be open to
the public. Such meetings shall be held within the city limits. Notice
requirements of the Brown Act shall be complied with for any such
meetings; regular minutes shall be taken by the City Clerk and shall be
available for public inspection.
1.1.5 USE OF COUNCIL CHAMBERS
1.1.5.1 The Cit..Administrative rnaa..e City Manager(GAO),or designee, is
responsible for maintaining a calendar on the use of the Council Chamber
and all requests for reservations shall be cleared through the
administrative office.
1.1.5.2 When a question arises regarding permission for any group to use the
facility, the City ManagerEAO-Shall have authority to make the final
decision. The following rules are established as a guide:
Council Policies& Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Undated 11/16/08 by Resolution No. xx 2008 Series
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a. Use of the Council Chamber by City commissions, committees, and
other advisory bodies shall take precedence over any other group or
agency.
b. Favorable consideration shall be given to other governmental
agencies and non-profit groups during regular business hours only,
unless otherwise approved by the LA49City Manager(see exception
noted in Section 1.1.5.2.c). These groups will be charged for the use
of the Council Chamber at the same rate charged governmental
agencies and non-profit groups for use of the Community Room at
the City/County Library. No events of commercial nature shall be
allowed. The Council Chambers will not be available for use by any
non-City organizations during non-business hours, unless otherwise
approved by the Ck9City Manager(see exception noted in Section
1.1.5.2.c).
c. With the approval of the C.49City Manager, other local
governmental agencies may use the Council Chamber for the purpose
of live or video cablecasting public hearings and/or public meetings
during regular or non-business hours. The fee charged shall be the
same rate charged governmental agencies for use of the Community
Room at the City/County Library, in addition to the cost for services
provided by the City for cablecasting operations.
d. No admission shall be charged. No events featuring the service of
food or drink shall be allowed.
e. Regularly scheduled meetings by other agencies and groups shall be
discouraged.
f. Meetings being held to advocate the election or re-election of a
particular candidate for political office shall not be allowed.
However, the Council Chamber may be used for a Candidate Forum
where the public and all candidates for a particular public office have
been invited.
Council Policies& Procedures Manual 2007 Adopted 4/20/04 by Resolution No. 9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated IM 6/08 by Resolution No xe(2008 Series 'Z f 9
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1.2 AGENDA
1.2.1 ESTABLISHING THE COUNCIL AGENDA
The purpose of the agenda is to provide a framework within which Council meetings can be
conducted and to effectively implement the approved Council Goals,Financial Plan and
Budget,and also work programs, objectives, and business of the City as established by the
present or earlier City Councils. Agenda items also include recommendations to the City
Council from advisory bodies, land use and zoning actions or appeals, bid and purchasing
procedures, and mandates from other levels of government. Staff.shall work within the policy
context established by the Council and will not arbitrarily place matters on the agenda that are
outside the scope of existing work programs of the City,except as approved by the Mayor, and
permitted under the Charter sanctioned instructions for the CAOCity Managrer to inform and
advise the Council of matters necessary to the proper operation and well-being of the City.
The process for determining the format and order of the agenda is based primarily on the order
of business adopted by the City Council (See Section 1.2.8). The process for establishing the
order of specific business and public hearing items is a collaborative one determined largely by
anticipated public attendance(those matters involving greater audience attendance are usually
scheduled ahead of other items). On a rotating basis, individual members of the Council shall
attend agenda review meetings with the C— OCity Manager and department heads held on the
morning of the City Council meeting to discuss issues and to review upcoming agenda items.
In addition, the CAOCity Manaser, City Attorney and City Clerk review the agenda materials
with the Mayor. The final agenda is set subject to the approval of the Mayor, after
consultation with the CI4OCity Manager, City Attorney and City Clerk.
1.2.2 PLACING AN ITEM ON THE AGENDA(COUNCIL MEMBER)
Any Council Member may request an item be placed on a future agenda by submitting a
request,orally or in writing, to consider the matter and by discussing the request during the
Communications section of the regular agenda. Upon consensus of a majority of the Council,
staff will prepare a staff report if formal Council action is required. An individual Council
Member may place an urgency item on an agenda with a minimum of 72 hours legal notice
and a memorandum from the Council Member to the Council and staff setting forth the
substantive issues of the item. For the purpose of this paragraph, urgency shall arise in those
limited situations where an item requires immediate action,and the need to take immediate
action came to the attention of the Council Member subsequent to the distribution of the
agenda.
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Undated 11/16/08 by Resolution No xx(2008 Series D
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1.2.3 PLACING AN ITEM ON THE AGENDA(ADVISORY BODIES)
Recommendations made by advisory bodies,as part of their normal scope of duties and
responsibilities, shall be timely placed on the City Council agenda by staff, who shall comply
with the City's approved Council Agenda Preparation Policy. In the event that an advisory
body desires to bring a matter of special consideration to the City Council (new ideas or
concerns, for example), it may request that the item be placed on a future agenda by
submitting a written request to the Council approved by a majority of the advisory body
members and signed by the Chair. During Communications, any member of the Council may
ask for consideration of the request, and upon consensus of a majority of the Council, a staff
report will be prepared and approved by the FAOCity Manager or his/-her designee.
1.2.4 PLACING AN ITEM ON THE AGENDA (THE PUBLIC)
A member of the public may request-an item be placed on a future agenda during the Public
Comment period at the beginning of every Council meeting, or via other communication with
Council Members, and upon consensus of a majority of Council, a staff report will be prepared
and approved by the EAQC itv Manager or his/-her designee.
1.2.5 EMERGENCY ITEMS
Emergency items may be placed on the agenda only in accordance with state law. Generally,
only those matters affecting public health or safety may be considered emergency in nature. A
four-fifths vote of Council is necessary to add an emergency item.
1.2.6 RECONSIDERATION
Resubmittal of issues previously acted upon is discouraged„_Lihowever, in extraordinary
situations,a request to reconsider an action taken by the City Council may be considered. The
request must-be prev-ided it is presented by a Council Member who voted with the maiority
ffeV.�at the Council meeting at which u trete-the original vote was taken. The vote
may be reconsidered during that meeting but no later than the-ef at!he next Council meeting.
Debate is limited to the question of whether or not there is a majority of the Council interested
in reconsidering the matter. If a majority of the Council votes to reconsider an action, the
matter will be placed on the next or future agenda.
1.2.7 ORDER OF BUSINESS shall be as follows:
1.2.5.1 Call to Order
1.2.5.2 Pledge of Allegiance
1.2.5.3 Roll Call
1.2.5.4 Presentations
1.2.5.5 Appointments
Council Policies& Procedures Manual 2007 Adopted 4/20/04 by Resolution No. 9554(2004 Series)
Updated 5/2/06 by Resolution No. 9794(2006 Series)
Undated 11/16/08 by Resolution No xe(2008 Series
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1.2.5.64 Public Comment
1.2.5.76 Consent Agenda
1.2.5.7 Al a
1.2.5.8 Public Hearings
1.2.5.9 Business Items
1.2.5.10 Liaison Reports
1.2.5.11 Communications
1.2.8 NOTIFICATION AND ADVERTISING
The City will advertise all matters of significant neighborhood or community public
interest that appear on a City Council or Planning Commission agenda, as well as all
matters where advertising is required by law. Said advertisements shall include
location maps,project descriptions and posting of property, if required, written in
plain English in order to fully inform all interested individuals.
All advertising shall be accomplished in an economical manner. All affidavits of
publication shall be Feviewed by the City rl k- afid will be available to interested
members of the public.
13 MEETING PROCEDURES
13.1 PRESIDING OFFICER
1.3.1.1 The Mayor is the Presiding Officer and acts as Chair at Council meetings.
(Charter§407)
1.3.1.2 In the absence or incapacity of the Mayor, the Vice Mayor will serve as
Presiding Officer.
1.3.1.3 Seating arrangement of the Council:
1.3.1.3.1 The Vice Mayor shall always be seated immediately next to the
Mayor.
1.3.1.3.2 The Mayor, with the approval of individual Council Members,
shall establish other seating arrangements for regular Council
meetings.
1.3.1.4 Signing of City Documents
The Mayor,unless unavailable, shall sign all ordinances, resolutions,
contracts and other documents which have been adopted by the City
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No. 9794(2006 Series)
Undated 11/16/08 by Resolution No xx(2008 Series
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Council and require an official signature, except when the C
A,,millistF 4ive (A4k-e cih' Manager has been authorized by Council
action to sign documents. In the event the Mayor is unavailable,the Vice
Mayor signature may be used.
13.2 QUORUM
A majority of the Council Members shall constitute a quorum for the transaction of business.
(Charter§ 503)
1.3.3 DISCUSSION RULES
1.3.3.1 Obtaining the floor:
1.3.3.1.1 A member of the City Council or staff shall fust address the
Presiding Officer and gain recognition.
1.3.3.1.2 Comments and questions should be limited to the issue before
Council.
1.3.3.1.3 Cross-exchange between Council Members and public should
be avoided.
1.3.3.2 Questions to Sstaff
A Council Member shall, after recognition by the Presiding Officer,
address questions to the designated staff member.
1.3.3.3 Interruptions:
1.3.3.3.1 Once recognized, a Council Member shall not be interrupted
while speaking except to make a point of order or personal
privilege.
1.3.3.3.2 If a Council Member is called to order while speaking, the
individual shall cease speaking until the question of order is
determined.
Council Policies& Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated 11/16/08 by Resolution No. xx (2008 Series
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1.3.3.3.3 Upon being recognized by the Presiding Officer, members of staff
shall hold the floor until completion of their remarks or until
recognition is withdrawn by the Presiding Officer.
1.3.3.4 Limitation on Discussion:
No Council Member shall speak more than once on a particular subject
until every other Council Member has had the opportunity to speak.
Council Members are encouraged to discuss items during the
decision-making process.
1.3.3.5 Tabling Procedure:
If a motion is made to table a matter. discussion will stop inunediately
and a vote on the motion to table will be called forjmmeda te4y step-
diseassion and vete.
1.3.3.6 Right of Protest:
A Council Member is never required to state reasons for dissent.
1.3.3.7 Rules of Procedure:
The Council shall determine its own rules of procedure. (Charter§ 504)
1.3.3.8 Council Minutes:
If a Council Member wishes a stated opinion to be entered in the minutes,
he/she should precede the statement with "for the record," or request the
City Clerk to enter it into the record following the statement.
1.3.4 PARLIAMENTARY PROCEDURE
Those rules in effect according to the City Council policy(State law and Robert's Rules). The
following summarizes the most frequently used actions.
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No..9554(2004 Series)
Updated 5/2/06 by Resolution No. 9794(2006 Series)
Updated 11/16/08 by Resolution No xx (2008 Series
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1.3.5 PROTOCOL
1.3.5.1 Council Members and staff shall:
1.3.5.1.1 Work earnestly to preserve appropriate order and decorum
during all meetings.
1.3.5.1.2 Discouraee Sside conversations,disruptions, interruptions
or delaying efforts ^
1.3.5.1.3 Inform the Presiding Officer when departing from a
meeting.
1.3.5.2 Persons demonstrating rude, boisterous, or profane behavior will be called
to order by the Presiding Officer. If such conduct continues, the Presiding
Officer may call a recess,request the removal of such person(s)from the
Council Chamber, adjourn the meeting,or take such other appropriate
action as permitted by the Brown Act.
1.3.5.3 Only the City Council, staff,Advisory Body Chairs or designated
representatives, and those authorized by the Presiding Officer shall be
permitted to sit at the Council or staff tables.
1.3.5.4 Enforcement of order:
1.3.5.4.1 The Police Chief or his/-her designee shall act as the
Sergeant-at-Arms.
1.3.5.4.2 Any Council Member may request the Presiding Officer to
enforce the rules of protocol. Upon motion and majority
vote,the Presiding Officer shall be required to do so.
1.3.6 VOTING PROCEDURES
1.3.6.1 When present, all Council Members shall vote. except in the case of a
recusal due to a conflict of interest. Failure of a seated Council Member
to vote will be construed as an affirmative vote. (Charter§ 505)
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No. 9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated 11/16/08 by Resolution No. xx(2008 Series
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1.3.6.2 No ordinance, resolution or motion shall be passed or become effective
without receiving the affirmative vote of at least three members of the
Council. (Charter§ 506)
1.3.6.3 A conflict of interest shall be declared whenever appropriate and in
compliance with State law and the Council Member will step down and
not participate in the discussion or vote on the item.
1.3.6.4 A vote may be changed by a Council Member only immediately after the
vote has been announced anneuneeme^* by*lie City Glert and prior to the
introduction of the next agenda item.
1.3.6.5 The City Clerk shall restate the motion prior to the vote or request the
motion maker to restate the motion.if required for Council or public
clarification.
1.3.6.6 A roll call N-Voice]vote may be taken at the discretion of the Presiding
Offlce .
1.3.6.7 A Ggeneral consent vote may be taken at the discretion of the Presiding
Officer , if there are no negative votes or objections by Council
Members.
1.3.6.8 Upon the request of any member,the ayes and noes shall be taken and
recorded on any vote. (Charter§ 505)
1.3.6.9 The ayes and noes shall be taken upon the passage of all ordinances and
resolutions and entered upon the journal of the proceedings of the
Council. (Charter§505)
1.3.6.10 Following the vote the Mavot�'�,*�;t shall announce whether the
questions have been carried or defeated.
1.3.6.11 Tie votes: Should a tie vote occur,the Council is required to continue the
item by majority vote or make motions until an action receives three
affirmative votes.
1.3.6.12 The Presiding Officer may publicly explain the effect of the vote for the
audience or may direct a member of the staff to do so.
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated 11/16/08 by Resolution No. xx(2008 Series
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13.7 PUBLIC COMMENT (Written and Oral)
Members of the public may address the City Council in a variety of ways. Written comments
on agenda items are encouraged. As a courtesy to the Council, citizens are encouraged to
present written comments at least one day prior to the meeting. This provides the Council
with a greater opportunity to review and consider issues and/or concerns expressed in written
communications prior to a meeting. Written comments received before, at or during a Council
meeting are included in the public record. (GC § 54957.5)
The Mayor will invite comments from the public in support of, or in opposition to, specific
agenda items following the staff report. Oral communications on matters that are not on the
agenda may be provided during the Public Comment period at the beginning of every regular
meeting.
The following are guidelines for providing oral public comments:
1.3.7.1 Immediately prior to scheduled public hearings,members of the public
may address the City Council on items that are not on the printed agenda,
or items on the Consent Agenda. A time limit of three minutes is
provided. A speaker slip must be filed with the City Clerk prior to the
beginning of the meeting.
1.3.7.2 Pursuant to the Brown Act, action may not be taken on issues not listed
on the agenda. Staff may be asked to follow-up on such items.
1.3.7.3 Individuals desiring to speak shall:
1.3.7.3.1 Submit speaker slips to the City Clerk.
1.3.7.3.2 Address the Council from the podium after giving name and
city of residence. Speakers shall direct their comments to
the Council, not the audience.
1.3.7.3.3 Comment on the specific matter before the Council with
reasons for the position taken.
Council Policies& Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated 11/16/08 by Resolution No xx(2008 Series
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1.3.7.3.4 Limit comments to three (3) minutes until others have had
opportunity to address the Council. The Presiding Officer,
after all others have spoken, may allow additional brief
comment from speakers who have already commented on
the same agenda item.
1.3.7.3.5 Shall register as Municipal Advocates, if they are testifying
as paid representatives, as defined in the Municipal Code
(2.64.020) and shall preface their comments by identifying
themselves as municipal advocates(2.64.050&2.64.070).
1.3.7.4 Applicants or applicant representatives or appellants desiring to speak
shall:
1.3.7.4.1.1 Submit speaker slips to the City Clerk.
1.3.7.4.1.2 Shall be permitted to speak first during the public
comment portion of the public hearing for not more
than ten(10) minutes.
1.3.7.4.1.3 Address the Council from the podium after giving
their name and address, and/or the name and address
of the applicant/appellant they are representing. If the
applicant/appellant's representative is a paid
municipal advocate, they shall comply with Section
1.3.7.3.5 above.
1.3.7.5 After the comment period or public hearing is closed, no member of the
public shall be permitted to address the Council or the staff from the
audience,except at the discretion of the Presiding Officer.
1.3.8 CONSENT AGENDA
The Consent Agenda is generally first on the Council agenda and is provided to expedite
the meeting,:TEherefore, only items that are routine, relate to implementation of approved
budget items or to City operations, are second readings of ordinances, or are items to be
later set for public hearing are to be placed on the Consent Agenda. Items of significant
neighborhood or community public interest should be heard as a Public Hearing or
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated 11/16/08 by Resolution No. xx(2008 Series
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Business item, and not placed on the Consent Agenda.
1.3.8.1 Minor Questions. A Council Member may ask questions on any item
without it being pulled from the Consent Agenda. When a Council
Member has a minor question for clarification concerning a consent item
that will not involve extended discussion, the item may be pulled for
clarification at the beginning of the meeting and the questions will be
addressed along with the rest of the Consent Agenda. There should be no
objections at this time. Council Members are encouraged to seek
clarifications prior to the meeting(if at all possible).
1.3.8.2 No Vote. When a Council Member wishes to pull an item simply to
register a dissenting vote, a request should be made that the item be pulled
for separate vote without discussion. Such items will also be handled at
the beginning of the meeting along with the rest of the Consent Agenda.
1.3.8.3 Any item may be pulled by a Council Member for discussion. A member
of the public may request the Council to pull an item for discussion.
1.3.8.4 Pulled items shall be heard at the close of the Consent Agenda unless a
majority of the Council chooses another time.
1.3.9 COMMUNICATIONS
1.3.9.1 The purpose of this time is to allow staff and Council to provide an update
or share information regarding a particular matter. Examples of
appropriate communications would be information of general interest
received from outside agencies, and comments or inquiries received from
individuals or from the public, or requests to agendize future items..
1.3.9.2 If possible, written material connected with a particular communication
item should be provided to the GAOCity Manager sufficiently in advance
of the meeting to be distributed with the regular agenda materials.
1.3.9.3 State law provides that Council can take action only on such matters that
have been noticed.at least three days in advance of the meeting, unless
special circumstances are found to exist. Formal action or approval on
non-agendized items is not allowed, and such an item should be placed on
the agenda of the next regular meeting.
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No. 9794(2006 Series)
Updated 11/16/08 by Resolution No xz(2008 Series
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1.3.9.4 The communications period should not exceed 15 minutes and speaking
to a particular item should be limited to five minutes.
13.10 CLOSED SESSIONS (closed to the public)
1.3.10.1 Closed Sessions are regulated pursuant to the Brown Act.
1.3.10.2 No member of the Council, employee of the City, or anyone else present
shall disclose to any person the content or substance of any discussion
which takes place in a closed session unless authorized by a four-fifths
vote of the Council,or as otherwise required by law.
1.4 MEETING COVERAGE
The purpose of cablecasting meetings of the San Luis Obispo City Council is to enhance the
awareness and education of the general public regarding the actions and deliberations of the City
Council.
1.4.1 Coverage of City Council meetings shall be gavel-to-gavel; whether presented to
the public live or taped, Council coverage is not to be edited or subjected to
editorial comment.
1.4.2 All regular City Council meetings shall be cablecast, except for meetings or
portions of meetings which are closed to the public, or when the Council directs
otherwise.
1.4.3. Cameras used for the gavel-to-gavel coverage shall be owned by the City and
operated only by City employees or persons under contract with the City.
1.4.4 Cameras shall be operated so that they are focused only on the officially
recognized speaker, and on any visually displayed information they may be
showing.
1.4.5 "Reaction" shots will not be permitted.
1.4.67 The City Clerk's minutes shall remain the official record of Council proceedings.
1.4.f Tips an the Pais.
Council Policies& Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No. 9794(2006 Series)
Updated 11/16/08 by Resolution No xx(2008 Series
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t n, :a .thints neaf a micFophone you do . wish d
6ORifflents to the Council, not tke audienee. bSpeaking
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lighton television and PR;; Akt4 Pause tlaFe i3fableffis. C-10thing with rine pattem -L
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Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated I (/16/08 by Resolution No xx(2008 Series
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CHAPTER TWO
COUNCIL COMPENSATION
Council compensation and benefits are established every other year by Council action after the
Council Compensation Committee conducts a biennial review and makes a recommendation. See
Section 6 of this Chapter.
2.1 SALARIES FOR MAYOR AND COUNCIL MEMBERS
Effective January 1, 2007, compensation for services rendered in an official capacity shall be
provided as follows: Members of the City Council shall receive $1,000 per month; and the
Mayor shall receive a monthly salary of$1,200. (Res. 9794, 2006 series).
2.2 RETIREMENT,MEDICAL DENTAL,VISION AND LIFE INSURANCE
The Mayor and Council Members shall be entitled.to c-City-funded participation in P.E.R.S.
retirement. The City shall contribute an amount equivalent to that received by City department
heads monthly towards the Mayor and Council Members participation in PEMCHA, dental,vision
and life insurance. Any unexpended amount shall not be distributed to the Mayor and Council
Members in cash.
2.3 PROFESSIONAL DEVELOPMENT
Allowances shall be budgeted for the Mayor and each Council Member as follows:
23.1 PROFESSIONAL DEVELOPMENT
For costs of professional development and educational conferences designed to improve
understanding of and proficiency in municipal affairs. Said allowance shall be used for
out-of-county expenses only and shall be reimbursed in accordance with accepted City Travel
Guidelines:
Annual Allowance:
Council Member $1500
Mayor $1800
Council Policies& Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Undated 11/16/08 by Resolution No xx(2008 Series
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2.3.2 LEAGUE OF CALIFORNIA CCITrcc�, SCONFERENCE
C .. a ,"
ediSpousal
b
b
Travei expenses aRly ilZa bus, iraifi7 or plane must be used tuther-tli� a eity vehiele,
PFO'Vided. H4. 'the pla. -ee
2.Z.3 CHANNEL COUNTIES DIVISION MEETING
Counties Division af 0+e 1=ea"
gue, the meal expense ,.N,ill be paid by the Ciiywzith the authai-ization-
2.3.24 START-UP ALLOWANCE
An additional professional development allowance up to$1,000 shall be budgeted to each new
Mayor and Council Member to help accelerate his/her comprehension of municipal and
legislative operations during the first 12 months following the taking of office.
2.4 CITY BUSINESS AND MILEAGE REIMBURSEMENT
Quarterly allowances shall be budgeted for the Mayor and each Council Member as follows:
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No. 9794(2006 Series)
Updated I (/16/08 by Resolution No xz(2008 Series
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2.4.1 CITY BUSINESS
For costs incurred in connection with official City business. Said allowance shall be used for
in-county expenses and shall include all meals, tickets, periodicals, dues, subscriptions, and
similar miscellaneous expenses.
Quarterly Expense Allowance:
Council Member $300
Mayor $450
2.4.2 MILEAGE
For official travel within the County of San Luis Obispo, reimbursement shall be made upon
submittal of an official mileage expense form:
Quarterly Mileage Allowance:
Council Member $300
Mayor $450
2.5 GENERAL PROCEDURES AND LIMITATIONS
Appropriate budgetary practices and accounting controls shall be established to ensure that
expenditures and reimbursements are in compliance with approved budget allocations. The Mayor
and each Council Member is expected to plan business activities so as to stay within his/her budget.
When exceptional circumstances require that additional amounts be allocated to accounts,formal
Council action shall be required.
2.5.1 ACCOUNTING
An account shall be established in the name of each Council Member with all expenditures
charged to the individual Council Member or Mayor. If any account is depleted prior to the
end of the fiscal year, additional allocations shall require a specific action of the City Council.
Claims for reimbursement as specified in Section 2.4, above,may be submitted monthly but
the aggregate of three monthly claims may not exceed the quarterly maximum. Receipts shall
be submitted within the fiscal year. The Council budget shall be available for review in the
City Clerk's Office and the Mayor and Council Members shall receive periodic statements.
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No. 9554(2004 Series)
Updated 5/2/06 by Resolution No. 9794(2006 Series)
Updated 11/16/08 by Resolution No xx(2008 Series
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2.5.2 REIMBURSEMENT LIMITATION
The City's adopted Travel Guidelines shall govern all expenditures for non-local professional
development and conferences. These guidelines include all non-local official meals, tuition or
fees, transportation to meeting sites, materials and telephone usage.
2.5.3 SPECIAL EXPENSES
For occasions when the Mayor and/or a Council Member is designated by the City Council to
represent the City at special meetings,reimbursement shall be made from an unallocated
Travel Expense Account.
2.5.4 HONORARIUM
If the Mayor or a Council Member receives an honorarium as a result of his/her participation
in a meeting or conference,the amount of the honorarium shall be deducted from the amount
normally provided by the City for that meeting or conference if the City paid for the Council
Member's attendance at such meeting or conference.
2.5.5 OTHER GUIDELINES
I Any other travel-related issue not specifically governed in these Policies and Procedures 41is-
"�iian shall be adjudicated in accordance with the City of San Luis Obispo adopted Travel
Guidelines.
2.6 COUNCIL COMPENSATION COMMITTEE
A five-member review committee shall be appointed no later than the last City Council meeting in
k-,-January 3-1�7 in even-numbered years and shall bring its proposed recommendations in resolution
form to the City Council VithiB nn a Rr-no later than the tirst Cite Council meetimg
in May-1•sa.
2.6.1 MEMBERSHIP
The committee membership shall have as broad a representation as possible, including but not
limited to, one previously elected official, one Personnel Board member,and one
citizen-at-large.
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated 11/16/08 by Resolution No xx (2008 Series
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2.6.2 REVIEW RESPONSIBILITY
The committee shall review the full Council compensation package including salary, benefits,
expense reimbursement, professional development allowances and any other compensation
provided the City Council. Review should include, but shall not be limited to: 1)
compensation of Council and Mayors of cities of similar population/budget size; 2)
compensation practices of both Charter and General Law cities; 3) Government Code
provisions for General Law cities; and 4) Council and Mayor responsibilities in San Luis
Obispo at the time of the committee's review; and, 5) any structural changes that may have
occurred in municipal government either as a result of State legislation or by actions of the
local electorate that may have added to or deducted from the duties and responsibilities of the
Council Members and/or Mayor.
CHAPTER.3
COUNCIL POWERS & APPOINTMENTS
3.1 MAYOR-POWER AND DUTIES
3.1.1 The Mayor shall preside at all meetings of the City Council and perform such other duties
consistent with the office as may be imposed by the Council or by vote of the people.
The Mayor shall be entitled to, and must vote when present, but shall possess no veto
power. As presiding officer of the Council, the Mayor will faithfully communicate the
will of the Council majority to the kdFninistratiye 04k- FCity Manager in matters of
policy. (Charter §407)
3.1.2 The Mayor shall present an annual work program to the Council for its consideration at
the first meeting in May. The Mayor shall have the responsibility for forwarding the
work program approved by the Council. The Mayor should submit the annual work
program at the beginning of the budget process to allow incorporation into the Council
goal-setting process. (Charter§407)
The Mayor shall be recognized as the official head of the City for all ceremonial
purposes, and by the Governor for military purposes. In time of public danger or
calamity,the Mayor shall take command of the public forces, maintain order, and enforce
laws. (Charter§407)
Council Policies& Procedures Manual 2007 Adopted 4/20/04 by Resolution No. 9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Undated 11/16/08 by Resolution No. xx(2008 Series
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3.1.4 The Mayor may order flags flown on City property to be lowered to half-staff in
mourning for any member of the community designated to have made significant
contributions to the City of San Luis Obispo, in accordance with recognized customs or
practices not inconsistent with State and Federal law.
3.1.5 The Mayor shall exercise such other powers and perform such other duties as may be
prescribed by law or ordinance or by resolution of the Council, except as limited by this
Charter. (Charter§407)
3.2 APPOINTMENT OF VICE MAYOR,
The appointment of the Vice Mayor shall be for a one-year term and is made on a rotational basis,
the appointment going to the next senior member. The Vice Mayor shall be appointed at the fust
meeting in December.
33 FILLING COUNCIL VACANCIES
3.3.1 APPOINTMENT OR SPECIAL ELECTION
Per City Charter Section 406, the Council shall by a majority vote of the remaining Council
members, appoint a replacement member to the Council within 30 days of the occurrence of
the vacancy. If the Council fails to fill the vacancy within thirty(30)days of its occurrence, it
shall call a special municipal election to fill the vacancy,to be held not sooner than ninety(90)
days or not later than one hundred and fifty(15 0)days following the occurrence of the
vacancy.
33.2 PUBLIC APPOINTMENT
In order that the public may know how its business is being conducted, all phases of the
Council process to appoint a replacement member to a vacancy shall be conducted in public.
3.3.3 ADVERTISE FOR APPLICANTS
At least ten days before Council meets the first time to select a replacement member for a
vacancy,the City shall advertise in a local newspaper of general circulation describing the
vacancy and term thereof,requesting applications from those persons interested in being
appointed.
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No. 9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated 11/16/08 by Resolution No xx(2005 Series
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3.3.4 QUALIFICATIONS
Although the only two established minimum qualifications for appointment are (1)residency
in the City for at least 30 days prior to appointment, and(2)elector status at the time of
appointment(Charter§ 403), each applicant shall be encouraged to submit a written statement
of 200 words or less covering at least the following areas:
3.3.4.1 The amount of time available each week to devote to the Council.
3.3.4.2 Reasons for wanting to be appointed.
3.3.4.3 Involvement in community affairs and organizations,especially in the
preceding 23-month period.
3.3.4.4 Personal qualifications for the position.
3.3.4.5 Prior experience in government, or areas associated with or doing
business with government.
3.3.5 PUBLIC MEETING
3.3.5.1 At a time(s) selected by the Council, a meeting open to the public shall be
held by the Council to consider the selection of an applicant to fill the
vacancy.
3.3.5.2 The applications shall be given to the Council and be available to the
public at least four days before the opening of the meeting.
3.3.5.3 Members of the public may submit written comments regarding an
application at any time up to 24 hours before the meeting begins.
3.3.5.4 At the meeting each applicant wishing to serve should be present to verify
that he/shet#ey would be willing to serve if appointed, and that he/shethey-
are is a residents of the City. Each candidate will be given five minutes to
make a presentation to Council.
3.3.5.5 Thereafter, all discussion shall be confined to the Council except for
questions directed by the Council to staff or to members of the public.
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated I (/16/08 by Resolution No er(2008 Series
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3.3.5.6 Upon the conclusion of such discussion, the Mayor shall open the floor to
nominations by the remaining Council Members. All nominations,
seconding, and voting, shall be done audibly in public.
3.3.5.7 If Council is unable to reach consensus on the appointment and further
consideration is required. Council tnay adjourn the initial meeting to a l€
g subsequent
meetin<_ within 30 days of the occurrence of the vacancv fi-am
t+t to attempt to reach a decision at any tiiiie within3 n days 4t
of!he .
3.4 GENERAL POWERS OF THE COUNCIL
Subject to the provisions and restrictions contained in theis Charter and the delegation of power, if
any,to any person, officer,Board,or Commission, the Council shall have the power in the name of
the City, to do and perform all acts and things appropriate to a municipal corporation and the
general welfare of its inhabitants and that are not specifically forbidden by the Constitution and
laws of the State of California, or which now or hereafter would be competent for th6s Charter to
specifically enumerate.
No enumeration or specific statement herein of any particular powers shall be held to be exclusive
of,or a limitation of,the foregoing general grant of powers. (Charter Section 501)
3.5 ADMINISTERING OATHS: SUBPOENAS
Each member of the Council shall have the power to administer oaths and affirmations in any
investigation or proceeding pending before the Council. The Council shall have the power and
authority to compel the attendance of witnesses, to examine them under oath and compel the
production of evidence before it. Subpoenas may be issued in the name of the City and be attested
by the City Clerk. Disobedience of such subpoena or the refusal to testify(upon other than
constitutional grounds), shall be deemed contempt and shall be punishable as provided by the
general laws of the State. (Charter§ 507)
3.6 LIMITATIONS
No member of the Council shall be appointed to or serve as a voting member of any City
BeaFd Calf,, i4ee ar,dkutityLdvisory body, whether composed of citizen volunteers, City
employees, or a combination of both. This is not to be construed as prohibiting members of the
Council from serving on Committees or Subcommittees of the Council itself,or of agencies
representing other levels of government. (Charter§ 508)
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No. 9554(2004 Series)
Updated 5/2/06 by Resolution No. 9794(2006 Series)
Undated I (/16/08 by Resolution No rt (2008 Series
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3.7 METHOD OF ACTION BY COUNCIL
All action by the Council shall be taken only by means of ordinance, resolution, or oral motion duly
made and passed.
Ordinances that prescribe rules applicable generally within the jurisdiction shall become a part of
the Municipal Code and so remain until amended or voided. All municipal laws relating to taxation
or to possible criminal action against an offender shall be in the form of ordinances.
Resolutions shall be serially numbered and filed sequentially in the Office of the City Clerk.
Oral motions shall be recorded only in the minutes of any regular or special meeting of the Council.
(Charter§ 601)
3.8 ORDINANCES
The consideration and adoption of ordinances shall be in accordance with the Charter and relevant
state law. Ordinances not legally required to have a public hearing shall be set for a public hearing
if the subject matter is controversial or of a special nature. Any Council Member,prior to the time
required for notice and publication,may request the GAOCity Manager to set a public hearing on
an ordinance..
No ordinance, resolution or other motion shall be passed or become effective without receiving the
affirmative vote of at least three members of the Council. (Charter§ 506)
3.9 ACCEPTANCE OF GRANTS OR DEEDS
The Mayor and Vice Mayor of the City of San Luis Obispo are hereby authorized to accept and
consent to the recording of any deed or grant conveying any interest in or easement upon real
property to the City of San Luis Obispo.
3.10 LEGISLATIVE ACTION PROGRAM
The City has adopted an aggressive legislative program to strengthen local government, promote
City goals, and defend the City against legislative actions by state and federal governments that
would weaken local government or take away traditional revenue sources. In order to respond
promptly and proactively to fast-paced legislative changes, the City Council has authorized City
staff to take positions on legislation provided the positions are consistent with the Legislative
Action Priorities established annually by the City Council, and/or resolutions or
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No. 9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated I I/16/08 by Resolution No rx(2008 Series
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recommendations of the League of California Cities. '
3.11 AMICUS CURIAE PARTICIPATION
The City is frequently requested to join as amicus curiae (friend of court) in cases of statewide
significance to cities. Because of the often short time limits for filing amicus curiae briefs, the
City Council has authorized the City Attorney to participate in such briefs, at no cost to the City,
if the Legal Advisory Committee of the League of California Cities has urged participation.
(Resolution No. 8443)
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated I I/I6/08 by Resolution No. xx(2008 Series
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CHAPTER FOUR
THE BROWN ACT
4.1 APPLICABILITY AND PENALTIES
The entire City organization conducts its business in compliance with the Ralph M. Brown Act,
State Government Code Sections 54950. The intent of the Act is to ensure that deliberations and
actions of local public agencies are conducted in open and public meetings. The law provides for
misdemeanor penalties for members of a body who violate the Act(GC § 54959). In addition,
violations are subject to civil action(GC § 54960). A current copy of the Act will be provided to
all Council Members assuming office, but the provisions that most directly affect the Council are
summarized in this Chapter.
4.2 MAJOR PROVISIONS
4.2.1 APPLICABILITY
The Act applies to Council, City staff and all bodies that advise Council. (GC § 54952.2)
4.2.2 MEETINGS
All meetings shall be open and public.
4.2.2.1 A meeting takes place whenever a quorum(three or more)membersl isafe
present and information about the business of the body is received;
discussions qualify for a meeting.
4.2.2.2 Serial meetings take place when any member of Council or City staff
contact.more than two Council Members for the purpose of deliberating
or acting upon an item pending before the City Council (does not apply to
the public or media).
4.2.2.3 Correspondence that merely takes a position on an issue is acceptable.
(GC § 54953)_
4.23 AGENDAS
Agendas for regular meetings must be posted 72 hours in advance of the meeting and must
meet various requirements. (GC § 54954.2)
Council Policies& Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No. 9794(2006 Series)
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4.2.4 ACTIONS
No action shall be taken on any item not appearing on the posted agenda. Exceptions:
4.2.4.1 An emergency situation exists:(determined by a majority of the Council).
4.2.4.2 =FIS-Tthe need to take action came to the attention of the City subsequent
to the agenda being posted(determined by 2/3 vote, i.e. 4 votes, of the
Council; or if less than 2/3 are present, by unanimous vote).
4.2.4.3 The item was continued to another meeting that was scheduled and posted
within five days of the original agenda. (GC § 54954.2)
4.2.5 PUBLIC INPUT
The public has an opportunity to address the Council on any item of interest to the public that
is within the jurisdiction of the Council. The City has the right to establish time limits on
speakers and the total time allocated for a particular issue. (GC § 54954.3)
4.2.6 PUBLIC DISRUPTIONS
The Presiding Officer may call a recess if a speaker or group of speakers become unruly and/or
interferes with the orderly conduct of the meeting.
A portion or all of the public may be removed if willful disruption makes conducting the
meeting "unfeasible"; the press may remain unless they participate in the disruption. (GC §
54957.9)
4.2.7 CORRESPONDENCE
All writings received and/or distributed for discussion or consideration at a public meeting are
public records. (GC § 54957.5)
4.2.8 CLOSED SESSIONS MAY BE HELD TO DISCUSS:
4.2.8.1 Real Property. The purchase, sale,exchange or lease of real property with
the City's negotiator; the real property and the person(s)with whom the
City may negotiate must be announced in open session prior to the closed
session. (GC § 54956.8)
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated 1 1/16/08 by Resolution No xx f2008 Series
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4.2.8.2 Litigation pending or a significant exposure to litigation,or the decision to
initiate litigation_-.4The litigation or title must be identified in open
session prior to the closed session unless the Council states that to do so
would jeopardize its ability to conclude existing settlement negotiation or
effectuate service of process. A confidential memorandum from the City
Attorney must be submitted to Council within one week of the closed
session. (GC § 54956.9)
4.2.8.3 Compensation(salaries and benefits)of employees_4To review its
position and instruct designated representatives. (GC § 54957.6)
4.2.8.4 Personnel. The appointment, employment, evaluation of performance, or
dismissal,of a public employee,or to hear complaint against the
employee, unless the employee requests apublic hearing. (GC § 549576)
4.3 SPECIAL MEETINGS
Special Meetings may be called by the Mayor or a majority of the Council, with strict notification
requirements delivered to the media and Council 24 hours before the time of the meeting. (GC §
54956)
4.4 EMERGENCY MEETINGS
Emergency meetings may be called without the normal 24 hour notice and posting requirements
if prompt action is required due to the disruption or threatened disruption of public facilities.
Only work stoppages, crippling disasters or other activities that severely impair the public health
and/or safety qualify for emergency meetings. (GC § 54956.5.)
4.5 ELECTRONIC MAIL (EMAIL),THE PUBLIC RECORDS ACT AND THE BROWN
ACT
City email is no less a part of"official city business"than any other written correspondence, and
there is no expectation of privacy for eCity email messages. Good judgment and commonsense
should therefore prevail at all times regarding its appropriate use. For further detail,please see the
City's"Electronic Mail Policy"and Chapter 5 of this manual.
City email is subject to disclosure under the Public Records Act and is subject to the requirements
of the Brown Act. While the Brown Act does not prohibit the use of email to make individual
contacts between members of the Council, or the public or staff, great care should be taken to avoid
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated 11/16/08 by Resolution No xx(2008 Series
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the use of email to contact a majority of the Council,either individually or serially, "in a connected
plan to engage in collective deliberation on public business."
4.6 OTHER PROVISIONS
The Brown Act provides for many other restrictions and requirements;this chapter is intended
merely as a Council summary and overview of the Act,and nothing in this Chapter supersedes the
provisions of the Brown Act. Since State law constantly changes; it is important to ensure Council
haste the latest information. Additional information may be obtained from-Please ekeeIf
rthe City Attorney and/or the City Clerk { ^ A-re in ••I-.-Ilan.
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No. 9554(2004 Series)
Updated 5/2/06 by Resolution No. 9794(2006 Series)
Updated 11/16/08 by Resolution No ex(2008 Series
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CHAPTER FIVE
COUNCIL/STAFF RELATIONSHIPS AND CONDUCT
5.1 INTENT
The City Council as a whole retains full power to accept, reject, amend, influence, or
otherwise guide and direct staff actions, decisions, recommendations,workloads and
schedules, departmental priorities, and the conduct of City business.
This chapter addresses the relationship and conduct between Council Members and staff with
the intent of the Council to: 1) affirm that governing shall be by will of the collective Council,
and 2)establish guidelines for Council and staff to ensure orderly, consistent and open City
government.
5.2 GUIDELINES FOR COUNCIL MEMBERS
The Council shall recognize that the primary functions of staff are to execute Council policy
and actions taken by the Council,and to keep the Council informed.
5.2.1 REQUESTS FOR INFORMATION
Individual Council Members as well as the Council as a whole shall be permitted complete
freedom of access to any information requested of staff, and shall receive the full cooperation
and candor of staff in being provided with any requested information.
Council Members shall make routine requests for information through the appropriate
department head. Complex or comprehensive requests for information shall be made through
the C-A9City Manager.
5.2.2 DIRECTION TO STAFF
Generally, Council Members shall make requests for work to be done through the C-49City
Mana.(4er. Individual members of the Council shall make no attempt to pressure or influence
staff decisions, recommendations, workloads,andschedules, orapd departmental priorities
without the prior knowledge and approval of the Council as a whole.
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Updated 5/2/06 by Resolution No. 9794(2006 Series)
Updated 11/16/08 by Resolution No cx(2008 Series
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53 GUIDELINES FOR STAFF
Staff shall recognize that its primary function is to execute Council policy and to keep the
Council informed. Staff shall present the Council with all relevant information, as well as
alternatives, in an objective, succinct manner. The C kOC itv Manager and staff are committed
to treating each Council Member equally.
53.1 TIMELY RESPONSE
City staff will make every effort to respond in a timely and professional manner to all requests
made by individual Council Members for information or assistance,provided that, in the
judgment of the C-i! ^4FAinistFa;ive OrP City Manager the request is not of a magnitude,
either in terms of workload or policy,which would require that it more appropriately be
assigned to staff through the collective direction of the City Council. In terms of making this
judgment, the following guidelines.should be considered: The request should be specific and
limited in scope so that staff can respond without altering other priorities and with only
minimal delay to other assignments;the request should only impose a 'one-time" work
requirement, as opposed to an on-going work requirement; the response to the request should
not require a significant allocation of staff resources (generally defined as consisting of more
than one staff person,or a.single staff person working on the issue in excess of 1-2 hours).
5.3.2 DIRECTION FROM COUNCIL
Staff is obligated to take guidance and direction only from the Council as a whole or from the
appropriate management superiors as may be the case. Staff is directed to reject any attempts
by individual members of the Council to unduly influence or otherwise pressure them into
making, changing or otherwise suppressing staff decisions or recommendations,or changing
departmental work schedules and priorities. Staff shall report such attempts to.influence them
in confidence to the Qt - Administrative Offiee City Manager, who may inform the Council as
a whole of such attempts.
5.3.3 STAFF SUPPORT TO INDIVIDUAL COUNCIL MEMBERS
An exception to the above guidelines may be staff work required in support of a Council
Member designated by the City Council to represent the City in an intergovernmental role
(e.g., membership on Joint Powers Authority), or relative to a special assignment(e.g., a
special task force).
53.4 INFORMATION DISTRIBUTION
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
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In cases where a staff response to an individual Council Member request involves written
material that may be of interest to other Council Members,the C-AO1City Manager will provide
copies of the material to all other Council Members. In making this judgment,the CIAOCity
Manaeer will consider whether the information is significant or new or otherwise not available
to the Council or of interest to the Council.
5.3.5 SIGNIFICANT INFORMATION
Any information, service-related needs, or policy positions perceived as necessary by
individual Council Members,which cannot be fulfilled per the above guidelines, should be
raised by the individual Council Member under the "Communications" category of a regularly
scheduled City Council meeting. If so directed by the collective action of the Council,then
staff will proceed to complete the work within Council established deadlines.
5.4 ACCESS TO TELECOMMUNICATIONS AND INFORMATION TECHNOLOGY
SYSTEMS
5.4.1 TELEPHONES
The City will provide each Council Member with direct access to the City's telephone system
from their homes. Information Technology(IT) staff will coordinate installation of
telephone line and a telephone with voice mail and fax capability for Council Member use at
home while in office. The City's Telephone Use Policy applies to Council Member use of
these telephones.
5.4.2 COMPUTER WORKSTATIONS& REMOTE ACCESS POLICY
The City will provide each Council Member with a complete computer workstation and
related City-standard software for their home use while in office. These computers and
software will be upgraded or replaced pursuant to the City's computer replacement policy.
Council Member access and use of the City's IT is subject to all City guidelines concerning
the use of its information technology resources. The most important of these are:
• The City information systems exist solely for the purpose of conducting City
business, not intended for personal use.
• All data (including electronic mail messages) is owned by the City and subject to
public disclosure---
•
isclosure,;• All software and hardware installations should be made by IT staff. Except for
screensavers, personal software is not allowed on City workstations; and all
application software must be owned by the City and used in compliance with all
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Updated 5/2/06 by Resolution No. 9794(2006 Series)
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software licensing agreements.
All City information technology policies are included in the Information Technology
Policies and Procedures Manual, which is available for Council Member review upon
request.
5.4.3 SECURITY
Each Council Member shall have a uniquely assigned user name and password for security
purposes. While this cannot guarantee privacy, confidentiality or data security, it is an
important component of the City's overall system protection. Passwords should never be
shared with others.
5.4.4 INTERNET ACCESS
Council Members are authorized to use the City Internet connection,which includes electronic
mail, for the purpose of conducting City business and communicating with the public. The
City Internet Access and Use Policy is applicable to Council Members.
5.4.5 ELECTRONIC MAIL (EMAIL)
Council Members will have access to the City electronic mail (Email) system that will allow
Email communication internal to the City and with others via the Internet. Email
correspondence sent and received by members of the City Council via the City website are
public records and subject to disclosure. The City Electronic Mail Policy is applicable to
Council Members.
5.4.6 SUPPORT RESPONSIBILITIES
5.4.6.1 IT staff is responsible for installing all remote access hardware and software,
including computer workstations,printers, telephones and fax machines, and
for removing them at the end of the Council Member's term of office.
5.4.6.2 Administration will coordinate training on standard City application software,
technical support and service, and provide related office supplies.
5.4.7 COUNCIL MEMBER RESPONSIBILITIES
Council Members are responsible for using City information technology resources in
accordance with the City's normal polices,procedures, and guidelines.
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated I (/16/08 by Resolution No. xx(2008 Series
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CHAPTER SIX
ADVISORY BODY PROCEDURES
6.1 ROL&O LCOUNCIL LIAISON SUBCOMMITTEE MEMBERS
6.6.1 APPOINTMENTS TO COUNCIL SUBCOMMITTEES
Subcommittee liaisons to advisory bodies are selected annually by the full Council. usuallv in
December. The Mavor and Vice Mavor shall submit recommenclations to the hill Council
rotatin_ nominations for Council Member Subcommittees therebv ensurin , an opportunity for
each member to serve as 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.
6.6.2 ROLE
Council liaisons do not serve as ex-officio members of the advisory bodies, but rather as a
conduit to express the position of the Council and to gain a better understanding of the issues
considered by the advisory body.
6.1.34 —COMMUNICATION
The purpose of the liaison assignment is to facilitate communication between the Council and
advisory body.
6.1.42 EDUCATION
Increase the Council's familiarity with the membership,programs and issues of the advisory
body.
6.1.53 APPOINTMENT RECOMMENDATION
Interview applicants and make recommendations for appointments to the full Council.
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No. 9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated 11/16'08 by Resolution No xe(2008 Series
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6.1.64 ATTENDANCE
From time to time, attend advisory body eoRm;ssie*-meetings for observation purposes only.
( Rte_ '�TLiaison members should be sensitive to the fact that they are not participating
members of the advisory body,but are there rather to create a linkage between the City
Council and advisory body. In interacting with advisory bodies, Council Members are to
reflect the majority view of the Council as a whole,rather than their own personal opinions.
6.2 COUNTY OR REGIONAL REPRESENTATION
Annually, the Mayor shall make appointments to a variety of County and/or regional
committees and boards. One member of the Council shall serve as a voting representative and
one member shall serve as alternate. (See 6.6.2 for appointment procedures} Voting
delegates shall reflect the majority view of the Council as a whole,rather than their own
personal opinions.
63 OTHER COUNCIL SUBCOMMITTEES
Council may establish subcommittees of no more than two members to address areas of
concern and/or study.
6.4 ROLE OF ADVISORY BODY MEMBERS AT COUNCIL MEETINGS
6.4.1 INTENT
To honor advisory body deliberations, views and positions on issues before Council; enhance
communications between Council and their advisory bodies; and allow participation and input
by advisory body members.
6.4.2 COUNCIL AGENDA REPORTS
6.4.2.1 Recommendation Differences. For those rare occasions when the
GA-QCity Manager recommendation differs from an advisory body
recommendation,the difference should be clearly noted in a separate
paragraph following the GAOCity Manager recommendation. The
Discussion section contains information relating to the advisory body
recommendation.
6.4.2.2 The minutes of the advisory body item are included as an attachment to
the Agenda Report.
Council Policies& Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated 11/16/08 by Resolution No xx(2008 Series
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6.4.3 COUNCIL MEETINGS
6.4.3.1 On appeals or items brought by or through the advisory body, the Chair
(or Vice Chair, when the Chair is not available)may be seated next to the
department head. The department head makes the introduction,then the
Chair of the advisory body makes a brief presentation, representing the
position of the advisory body.
6.4.3.2 Other members of the advisory body are free to appear and give testimony
before Council using the public microphone, after identifying whether
they are speaking as a representative of the advisory body or as a private
citizen. (A BI-I § 111 n , g)
6.4.4 RECOMMENDATIONS
Recommendations or Reports to Council must be in written form. (A n u § 11143.' b
6.5 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 GAQCit/
Manager and Council. The members are responsible for the functions of the advisory body and the
chairperson is responsible for committee compliance with the policies outlined in the Advisory
Body Handbook. r A Rte-',n�
Staff support includes preparation of a summary agenda after 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, if necessary. Members of advisory bodies are
volunteers and should be treated with respect and courtesy. Advisory body members should have
sufficient information to reach decisions based upon a clear explanation of the issues. The assigned
staff person or designee serves as Secretary, taking minutes as needed. (A91-1§ '
It is important that advisory bodies wishing to communicate recommendations to the City Council
do so 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 in
compliance. 'A r'���
Council Policies& Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No. 9794(2006 Series)
Updated 11/16/08 by Resolution No xx(2008 Series
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6.7.1.3 No member of the Council may be appointed to any office created by or
the compensation of which is increased by the Council, while a member
thereof, until one year after the expiration of the term for which elected.
(Charter§409)-
6.7.2 TERMS
6.7.2.1 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 shall expire
each year. (^nT l-§ lll-P)
6.7.2.2 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. SomeEexceptions include_
the T� Housing Authority,Jack House Committee and Construction
Board of Appeals. which do not have term limits and TF . Gem "*
/ARL
6.7.2.3 After a one-year interval,persons may reapply to serve on the same
advisory body.
6.7.2.4 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 year. (ABW
6.7.2.5 Other Advisory Bodies. As ageneral policy, an applicant shall not be
appointed to serve on more than one advisory body, except that a member
may also serve on one technical or special-purposed committee at the
same time he or she is serving on a non-technical or non-special-purpose
committee. Except as noted, ifaff ta to ailetheFa
member 4e44e-will be expected to resign from one body upon being
appointed to another. (A13I1 § 111.C.5)
6.73 PROCESS
6.7.3.1 Applications are obtained and filed with the City Clerk's Office. (ABH
-
` Technical and special purpose committees are formed to address defined subjects and frequently require members
with specific areas of expertise
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No. 9554(2004 Series)
Updated 5/2/06 by Resolution No. 9794(2006 Series)
Updated 11/16/08 by Resolution No xx (2008 Series
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§ l3
6.7.3.2 In December Pebpdafy of each year, the City Clerk shall advise the City
Council of the terms that are due to expire on each advisory body. The
City Clerk shall also notify each advisory member whose term is due to
expire. Each of these members shall be given the opportunity to apply for
reappointment unless the member has then served a total of eight(8)years
on that advisory body.
6.7.3.3. The E91nE1[ Liaison Deh e$iimi•,tcci�"ccPS-th�ccicia-applie ct'ro=s-enca
WhelheF 18
b .
§iii,c.3)ii the tE?0igieai Of special pufpase-E9t E2
(Board e f A.peals Tack Lleuse Committee,
ai t Dee-eati. Use nal .e e l
Committee,
Sehael Distfiet PrapeFty N4ass T...,,.,S,.,).tati.,,l
44ee (`...,.,.. ittee\ the (':t..stag id (`haiF a invited to
pea czciT-,la "'t.
6.7.3.4. The City Clerk shall then-post/publishadvertisements and takeother
recruitment stens in accordance with statutory requirements and as
appropriateplaee..�� �, inviting citizens to apply
for vacant positions and provide eansidefation• ^ ^*to ali
advisoi:y body, instructions regarding the application process.
6.7.3.5 T4:ie-Aapplicants will be encoura =ed to reads the Advisory Body
Handbook and attends at least one meeting prior to the interview with the
Council Liaison Subcommittee.
6.7.3.6 The subcommittee shall interview qualified applicants, inviting the
advisory body Chair to attend(if the Chair is being considered for
reappointment, the Council Liaison Subcommittee shall designate another
representative). (AP14 § 1114;.0 1Fthe , , is f e teeh..iea! ,
special ittee (Board of Appeals, T. k 44euse ! 'tr
trot neefeat:, nal t rse 4&he„1 Distfiet o..,,,.., Fty reHi :tt nn
JV,,,I lt�rL.l�rUl.Vl1U, VJGass
T-F .Ration Ga Y,:ttee .-T-Fee Committee).the City staP:
llua .�i�w,�uuw. �.viiii rtlrcc _
Fepres
.,nta4iye will he : .:teal
6.7.3.7 The Council Liaison Subcommittee shall submit recommendations for
appointment to the entire Council. If a unanimous decision for
recommendation to the full Council cannot be reached,the Council shall
take a separate motion for each candidate proposed by each member of
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Undated 11/16/08 by Resolution No. xx(2008 Series
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the Council Liaison Subcommittee. (AB14 § 111,E.3;
6.7.3.8 Applicants not appointed will be so advised and their applications held for
consideration in the event of a future vacancy for no less than one year.
Should_a vacancy occur on the committee to which they applied the Citv
Clerk's office will contact qualified applicants to detennine whether they
want to be reconsidered for the vacancy However advertisement of the
vacancy_must be made in accordance with statutory requirements and all
applicants will be considered for the vacancy. (A91-1 -;}
SLich list shall be tiled With the Gilit,QeFk and may be used
GOUReil r r h'
G:\301-07 Council Policies and Procedures\2008 Council Policies and Procedues\CP&P 2008 Legislative Draft.doc
Council Policies& Procedures Manual 2007 Adopted 4/20/04 by Resolution No.9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated 11/16/08 by Resolution No xx(2008 Series
Page 41
Attachment 5
Legislative Draft —Advisory Body Handbook
Welcome to San Luis Obispo City Government!
The Citv Council and staff hone that this Advisory Body Handbook will answer manv ol'vour questions
and provide you with fundamental infonnation related to the responsibilities of the City's various
advisory bodies.
Than4i you fbF your- interest in
1-fle and slid isle help tis impfove oureemmunity,
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.
Fespensibilities.
Much of the information in this#Handbook comes from a variety of City policy documents, such as the
City's Charter, ri��_Municipal Code, *'�y:—TFinancial Plan (or budget) and Council Policies
and Procedures. In addition, State Law governs certain responsibilities of advisory body members. The
material presented is intended to: 1)-Ggive interested persons an understanding of why the City's
advisory bodies have been established and how they function within the overall governmental
framework; and, 21-$summarize the roles,relationships and responsibilities of each advisory body
member. The hHandbook is divided into six sections:
1. Advisory Body Basics
2. How City Government Works
3. Advisory Body Policies
4. The Brown Act
5. Advisory Body Summary
6. Tips for bBeing an eEffective(Member and eChair of an aAdvisory bBody:
c
Thank you for vour interest in semina on one of our citizen advisory bodies and volunteering vour time
and skills to enhance our community
Attachment 5
Legislative Draft—Advisory Body Handbook
A. BACKGROUND
The Couneil encourages and values active .-H in the business . gaveFameni. San
Luis Obispo has a long history of involving its citizens in the business of their 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
deserve. Other benefits of advisory bodies eemmil4ees and e^m missiens 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. Others have been created by the City Council to serve San Luis Obispo's unique needs.
However. tThe 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. ' i:, Ddecisions made by an
advisory body may be appealed 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.
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: Lastly. tThere should be two-way
communication so that commissions are aware of the long-term goals Council has adopted, and the
advisory body is able to present new ideas to the Council. Commission members are encouraged to
attend Council meetings.
B. OPPORTUNITIES FOR SERVICE
Interested individuals may apply for appointment to any of the following City advisory bodies:
• Advisory Committee on Joint Use of Recreational Facilities
• Architectural Review Commission
• Bicycle Advisory Committee
Attachment 5
Legislative Draft— Advisory Body Handbook
• Construction Board of Appeals
• Cultural Heritage Committee
T
• Housing Authority
• Human Relations Commission
• Jack House Committee
• Mass Transportation Committee
• Parks & Recreation Commission
• Personnel Board
• Planning Commission
• Promotional Coordinating Committee
• Tourism Business Improvement District Board
• Tree Committee
For specific information about each advisory body, see Section 5 of this handbook.
C. MEMBERSHIP QUALIFICATIONS & 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.
With the following exceptions. only residents who are registered voters within the City limits are eligible
to apply to an advisory body. Exceptions include the Tourism Business Improvement District (TBID)
Board. one representative from the TBID Board serving on the Promotional Coordinating Committee
the Cal Poly employee and student representatives serving on the MTC and members of the Housing
Authoritv. In addition, part- or full-time City officials and management emplovees are not eligible to
b
be at least 18 yeaFs of
be at the tifne of appointment.
Note: Former members of the City Council may not be appointed to serve on an advisory body until one
year after the expiration of theirh7�term of office. (Charter §409)
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 that currently
exists or which may occur in the future.
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Legislative Draft— Advisory Body Handbook
2. Applicant should &had 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. Applieations fe will be 1-eviewed by the Council Liaison
S++ em+nittee�E1 S}. �eleete�#�t3ali#+ef# Aapplicants shall be interviewed by gthe Council Liaison
Subcommittee fCLS) consisting of two Council Members. At the discretion of the CLS, interviews
may be waived for those applicants designated by another a2encv or for applicants who have been
interviewed previously for a vacancy on the same advisory body to which thev've applied within the
past year. 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 recommendations for appointment to the entire Council F@eOffiffleRdatiORS feF
app^••�,taie;i. If a unanimous decision by the Subcommittee for recommendation to the full Council
cannot be reached, the Council shall take a separate motion for each candidate proposed by each
member of the CLS.
4. Applicants not appointed will be so advised and their applications held for no less than one year for
consideration in the event of a future vacancy.
5. As a general policy, an applicant shall not be appointed to serve on more than one advisory body
except that a member may also serve on one technical or; special-purpose,eF a!'�committee at the
same time. Unless excepted as previously stated if an applicant is 4-appointed to another advisory
body, he/she must immediately resign from one body upon being appointed to another. (Technical
and special purpose committees are formed to address defined subjects Thev frequently require
members with specific areas of expertise.)
6. Liaisons to advisory bodies (i.e.. the CLS) gftlieil L»i•on Sube^vi iBittee AppaintmentS lviaiSens-
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
Liaisor'��er- 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.
D. 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
Office of the City Clerk.
The Office of the City Clerk will facilitate the issuance of+ss+te identification cards to new appointees, as
needed, identifying them as members of the advisory body.
s4 4
Attachment 5
Legislative Draft— Advisory Body Handbook
E. ORIENTATION
After the appointments are made by the Council, the City Clerk Will 3-E..:ae each new appointees will be
given wig+-a resource manual including a variety of introductory references to assist theme
in becoming more fully knowledgeable about� 4fft,-' ,.,;*" "� Citygoovernnient.4Safl Lais 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.
F. 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 I", 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
Board of Appeals, Housing Authority, and Jack House 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:: Tthey either expire at the end of the term or an "unscheduled"
vacancy occurs when a member resigns during a term. The Cite Clerk's Office of the City«�-ity QeFk-will
advertise in accordance with statutory requirements pest and publish a natiee 4vaeaae y and a
subsequentthe appointment shall be made consistent with the provisions set forth in Section C, above.
I. COMPENSATION
The City Council has 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])
5
Attachment 5
Legislative Draft— Advisory Body Handbook
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.
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. Potential conflicts of interest may arise when an advisory body member serves on another board
within the community and there is a clash of duties between the two positions, e.g. when one board
exercises supervisory, auditory or removal powers over the other.
5. The Political Reform Act of 1974, as amended (Government Code sections 81000-91014) and the
City's Conflict of Interest Code; (Resolution No. 9393 [2002 Series]) require certain elected and
appointed officials and designated employees to disclose certain personal financial holdings. 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 Form 700 with the Office of the City Clerk.
• Architectural Review Commission
• Cultural Heritage Committee
• Housing Authority
I • Planning Commission
• Promotional Coordinating Committee
Filing dates for Form 700 are as follows:
Assuming Office Statement—Must be filed within 30 days of taking office
Annual Statements—Must be filed by April 1 of each year
Leaving Office Statement—Must be filed within 30 days of leaving office.
a
6
Attachment 5
Legislative Draft—Advisory Body Handbook
6. 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.
7. Questions regarding possible ethical issues or conflicts of interest should be reviewed with the
Chairperson, City Attorney, or City Clerk, as appropriate under the circumstances, in advance of the
subject meeting or discussion.
K. AWARDS AND RECOGNITION
The City Council values and appreciates each citizen who volunteers his/her time and energy to serving
the City on an advisory body. An annual appreciation event hosted by the City Council is one way in
which appreciation is expressed for allne , On going and aepa4: g 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
Attachment 5
Legislative Draft— Advisory Body Handbook
2. Hew erg Liu
"VERNMENT wORIQ5
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 subsequent occasions yuusequenrly. In 1955,the Charter was amended to approve a Council-
Mayor-City Manager^,,_.+ * *' • �form of government. The City's organizational structure is
outlined in the chart on the following page.
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 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 policies including the General Plan and land use
issues, and other matters are made by the City Council.
y�. 8
Attachment 5
Legislative Draft—Advisory Body Handbook
CITY ORGANIZATION
CITIZENS
MAYOR AND
CITY COUNCIL
ADVISORY
BODIES
CITY CITY
ATTORNEY MANAGER JI
-WorksPublic Community
Development
Patrol Emergency Response: Engineering Water 7Hn
nge Planning
Traffic Safety Fire,Medical&Haz Mat Transportation Sewer ment Review
Investigations Hazard Prevention GIS Management Utilities Resource 8 Safety
Neighborhood Services Disaster Planning Maintenance Services Conservation
Parks & Human
Assistant
Recreation Resources Finance &IT City manager City Clerk
Recreation Programs Recruitment Accounting Natural Resources Records Management
Ranger Services Labor Relations Revenue Management Economic Development Agenda&Minutes
Park Planning Fair Employment Information Technology Cultural Activities Elections
Golf Course Risk Management Support Services General Administration Disclosure Filings
Appointed by the City Council Appointed by the City Manager
y-� 9
Attachment 5
Legislative Draft— Advisory Body Handbook
As shown on the Organizational 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:
1. The administrative skills of City Administfaiive Offiee City Manager
2. The legal advice of a City Attorney
3. The citizen advice rendered by advisory commission, committees,and boards.
C. COUNCIL-APPOINTED OFFICERS
ri'" 'a ' ` Offs City Manager- The City Charter requires the Council to appoint an
executive to run the City's day-to-day operations. The Cit Administrative ti OffieerCitv Manager (GAO)
is appointed by and directly responsible to the Council for all City activities. The nine operational
departments, through their directors or chiefs, are responsible to the CAOCity, Manager.
City Attorney - The City Attorney provides legal services and advice to the Council, the GAGCity
Manager, 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 GiP ^dminisl;:a4ive Of4eeFCitv Mang er-
Administration - The Administration Department is responsible for providing information and
recommendations to the Council, implementing Council policies, and guiding the day-to-day operations
of the City. In addition, the City's economic development, open space and cultural arts programs are
managed by staff,under the supervision of the Assistant ^ ,.,,:..; ,.: Office City Manager.
City Clerk- The City Clerk facilitates the preparation of and provides public access to pares--Council
agenda packets.e-aPA-records the minutes, conducts City elections, maintains City records,administers
the advisory body appointment process, codifies ordinances, receives claims against the City,
coordinates legal publications posting and advertising, administers oaths, an -oversees the management
of the Government Access station and oversees the administration of PEG (Public Education
Government) Access Funds.sefves as seeFetaf_' 40 ik@ Couni The City Clerk is appointed by, and is
responsible to, the CA9City Manager.
Finance& Information Technologv - The Finance & Information Technology Department is
responsible for collecting money paving bills and employees managing the Citv's investments
Providing, centralized accounting preparing financial reports coordinating budget preparation and
developing long-term financial plans The Department also bills and collects charges for water and
sewer. business licenses. and transient occupancy taxes levied on hotel/motel room rentals Under the
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Charter provision that allows for combining positions. it is the City's longstanding policy that whoever
the City Manager appoints as the Director of Finance & Information Technology also serves as Citv
Treasurer. The Department is also responsible for managing inPonnation technology operations. such as
the City's fiber optic network. file servers. computer workstations. telephones and radio system. The
Department's Goals are: developing and implementing efficient and effective financial policies. plans and
reporting systems that help the operating departments achieve their objectives and assure the City's long-
temi fiscal health: protecting the Citv's assets from unauthorized use: effectively using the City's
information technologv resources in improving productivity, customer service and public access to City
information: and providing quality service to all of the department's customers—both external and intemal
to the organization.
c
tion.and is responsible to, the CAQ. with Council eanfiFTnatieiq of the 4"Fe.... .
Human Resources -The 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 Rfules and Regulations and Work Force Diversity
Program^F t:m- tive aeti n pFegF^m, and directing the City's Rr-isk M+tanagement Pprogram. The
Director of Human Resources is appointed by, and is responsible to, the C-49City Manager.
Community Develoument- The Community Development Department has three divisions, all under
the direction of the Community Development Director who is appointed by, and is responsible to, the
CAOC , Manager.
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. The Development Review
Division assists the community with land use issues, evaluates all types of development 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 oversees a number of differenti*g areas. lx-tThe
transportation Divisionary includes the Transit Ddivision which 44es manages the Citv bus service,
known as SLO Transit. The Parking Ddivision keeps the threetwe Ci , parking structures rages
operating, assures turnover of meter spaces around the downtown and enforces the provisions of
neighborhood parking districts. Traffic Engineering^R +ansj� personnel provide traffic
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management services to the City's neighborhoods tfi4le ,...'ming seR-iees and each year evaluates
maniter trafficaeeident collisionhisteries patterns in order to make improvements to the road network.-
sa€et The Citv Traffic Engineer times and programs the City's network of traffic signals in order to help
traffic flow more smoothly. Private development proiect4
strze`s and jqarbare processed by the Development Review Division, ensuring compliance with the
Citv's engineering and subdivision standards. The Citv's Engineering Division has the
responsibility of desiuning and managing the construction ofthe Capital Improvement Program
approved by the City Council. and impiemen4ed bV theGOAStMetiOR "" ' P On-going
day-to-day maintenance of the City's streets, signals. street lights, parks, landscape areas, vehicles and
buildings is provided by individual Public Works MiRaintenance Ddivisions. The Stonmyater Division
is responsible for ensuring the City's compliance with the provisions ol'the Clean Water Act and the
State regulations included in the Stormwater Management Plan The Geographic Information Systems
(GIS) Division develops and maintains numerous software programs that allow staff and the public easy
and quick access to maps and geographic data. Finally, the Administration Division provides support
staff for all divisions. The department is managed by All he divisionsafe ..ndef the a' 4'the
Public Works Director. who is appointed byz and responsible to;the C-AoCity Manager.
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 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 C kOCity Manaser.
Parks &.Recreation- The Parks & Recreation Department plans and manages recreational activities
and rentals at City parks, recreational facilities and open space. It consists of eight divisions. including
Aquatics. Children's Services:_.Facilities, Golf• Ranger Service; Recreational Sports: Special Events and
Skate Park: and Teens: Seniors. Boomers and Classes The department also coordinates the Cit 's
Public Art and Community Garden programs The department missiongea4 is a diverse program of
leisure activities that enhance and promote Personal well-being and sense of community. 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 EAOCity Manager.
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 GAOCity Manager.
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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, and to respond to
medical emergencies. 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. This department is under the direction of the Fire Chief who is
appointed by, and is responsible to, the CAOCity Manager.
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4w eaves 44" vas4
A. 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.
B. BYLAWS AND PROCEDURES
1. Bylaws - Each advisory body has approved bylaws:that 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 through the City Clerk 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 (Resolution No.
8313 [1994 Series]).
4. Parliamentary Procedures -All advisory body meetings shall be conducted in accordance with City
I practices and;policies_-ate Robert's Rules of Order.Newly Revised shall also be used as a guide in
conductinu meetings. 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 K).
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.
New members to advisory bodies are expected to familiarize themselves with the workload.
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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 members can be helpful with questions.
2. New Ideas-Advisory body members should view themselves as an 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, as most of
the resource decisions are made at that time.
D. COMMUNICATIONS
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 to reach a final decision on
important issues.
a. 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.
b. 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.
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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 in a
manner established by the CAOCity Manager. The advisory body chairperson will be responsible for
speaking to this proposal when the Council conducts its goal setting in study session. The GA-0-.City
Manager 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 capacityother 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. Ouarterly Meetings- The Mayor shall meet quarterly with the chairpersons of all advisory
bodies. The purpose shall be for informational 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 I"
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.
E. ROLE OF CITY STAFF PERSONS AND ADVISORY BODY MEMBERS
Staff support and assistance is provided, 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 CA0 City Manager and Council.
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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. Staff will assist advisory bodies in the
conduct of public meetings and ensuring that the business listed on the agenda is addressed 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
advisorvint- body chair to insure appropriate legal review or City and state legislation is complied with.
F. ABSENCES, LEAVES OF ABSENCE AND 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. throuch the Citv Clerk, of such a situation, explaining any speeialextenuating
circumstances resulting in the absences.
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 stating the effective date of the resignation shall be immediately directed to the Council
through the City Clerk, with a copy forwarded to the chairperson of the advisory body.
G. 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 if noted elsewhere under specific boards and
commissions.
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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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The State Legislature has declared that the actions of public bodies be taken openly and that their
deliberations be conducted openly. 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.
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 a public hearing or other business). A special notice is required and should
be posted within 24 hours of adjournment.
BROWN ACT PROVIDES FOR PUBLIC COMMENTS
The Brown Act mandates that regular meeting agendas allow for two types of public comment periods.
The first is a general audience comment period, where the public can comment on any item of interest
that is within subject matter jurisdiction of the local agency and that is not listed on the posted agenda.
This general audience comment period may come at any time during a meeting (§54954.3).
The second type of public comment period is the specific comment period pertaining to items on the
advisory body's agenda. The Brown Act requires that the advisory body allow these specific comment
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periods on agenda items to occur prior to or during the advisory body's consideration of that item
(§54954.3), including consent calendar items.
Public Comments at Special Meetings. The Brown Act requires that agendas for special meetings
provide an opportunity for members of the public to speak about any item listed on the agenda prior to
the advisory body's consideration of that item (§54954.3). Therefore, for special meetings, advisory
bodies must allow public comments for items on the agenda, however(unlike regular meetings), a public
comment period for items not on the agenda is not required.
Limitations on Length and Content of Public's Comments. The Brown Act allows a legislative body to
adopt reasonable regulations limiting total amount of time allocated for public testimony. In San Luis
Obispo, the typical time limit for speakers is three (3) minutes.
It is not permissible to prohibit public criticism of policies, procedures,programs, or services of the City
or acts or omissions of the City(§54954.3(c)). This does not mean that a member of the public may
speak on "anything." If the topic is not within the subject matter jurisdiction of the advisory body, the
Chair should remind the speaker to direct his/her comments to only those subjects within the advisory
body's purview.
COMMON QUESTIONS ABOUT THE BROWN ACT'
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?
A serial meeting is any direct communication amongst a maiority of the members, outside of
meeting,to develop a collective concurrence as to action to be taken on an item by the members.
Serial meetings are strictly prohibited by the Brown Act.
_Even though a majority of members never gather in a room at the same time, a Brown Act violation
may occur if ideas are exchanged among the majority by going through any person acting as an
intermediary(including staff), and/or through the use of a technological devices, e.g. telephone
answering machine, computer email_ or voice mail.
2. What are some examples of serial meetings?
_The most common example of a serial meeting is when"Member A"calls '`Member B"and then
"Member B" calls "Member C," and so on to share ideas among a majority of the advisory body.
_Another example: A member of a five-member advisory body receives a letter regarding City
business and writes a note on that letter that says "I agree," and then provides a copy of the letter to
two other members.
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_Email can also be troublesome. Here's an example of how easy it can be to unintentionally conduct
a serial meeting: A staff member sends out via email a document in draft form for review by the
advisory body prior to a meeting. "Member A" recommends to staff a revision and copies fellow
advisory body members. "Member B" disagrees with the proposed change and others begin to
"weigh in"on the subject.
3. This seems restrictive. . . aren't there any exceptions?
_Of course, prohibition against serial meetings does not prohibit all communication between
individuals regarding City business. The Brown Act only prohibits use of serial meetings for the
purpose of"developing a collective concurrence" concerning an issue. This does not prohibit a staff
person from "briefing" members provided that the briefing is limited to furnishing information, and
the staff person does not solicit opinions concerning an appropriate course of action for City and then
share them among the members.
4. What's a Quorum?
_A quorum is the majority(more than half) of the total number of established members of the
committee. A quorum must be present for any business discussion or action to take place. A
quorum must be present for the duration of a meeting. If a member leaves during the meeting,
resulting in the lack of a quorum, no further business may be conducted and the meeting must be
adjourned.
_If vacancies exist on the advisory body, those vacant positions still count towards the quorum. For
example, if one seat is vacant on a five-member body, and two members are absent there is not a
quorum.
5. If a member is absent, can he/she still vote?
_No, only members physically present at a meeting may participate and vote when a quorum is
present. Voting shall not occur by proxy or by telephone.
6. What are some 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.
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7. Can an advisory body conduct a retreat?
"Team building"or"goal setting" retreats may be held, but they must be held within the City, be
properly noticed. and be open to the public.
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ocvott S. T7>> 1. la4i.
Permanent 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.
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 Advisory Bodies are denoted in the Summary with an asterisk(*).
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ADVISORY COMMITTEE ON JOINT USE OF
RECREATIONAL FACILITIES
PURPOSE
The Advisory Committee on Joint Use of Recreational Facilities advises Council and the San Luis
Coastal Unified School District Board regarding policies for operations of Citv/School District joint use
recreational facilities. faeil-itiespriorities for granting use of those facilities and plans for balanced
integration of school district property being: developed that have be designatedasjofacilities
establishes pf:iaFities !;Br these facilities and deN�ejepi:nefit . , . . it •. The
Committee also advises Council on potential joint use agreements with other agencies pr-&�
recafniiiendati Of's to Council en jain� use agreenients between the City and. other ageneies aFtEl prevides
(SLOMC Chapter 2.52, Ordinance No. 1379 [2000 Series])
STATUS
The Committee was established in 1981, and is supported by staffed inby the Parks& Recreation
Department, the Public Works Department, and as well as a staff member of the San Luis Coastal
Unified School District. (SLOMC Chapter 2.52, Ordinance No. 906 [1981 Series])
MEMBERS
The Committee consists of seven members, one of whom is a representative of the Parks and Recreation
Commission. Members of the Committee appointed by the City Council must be residents and
registered voters of the City and will serve a term of four years
TERMS/LIMITS
Members of the Committee serve a term of four years. Members are eligible for re-appointment for an
additional four years. Members are subject to a term limit of eight years, or two consecutive four-year
terms.
MEETINGS
The Committee meets the fourth Tuesday of every month, except July and December, at 12:00 noon at
the Re Fe tie- Pepa,4- ent at 13 41 Nipe.v_ Stfee! Ludwick Community Center at 864 Santa Rosa
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 (ARC)has a vital role in the preservation and
enhancement of the beauty and visual character of the City.
FUNCTIONS
The primary goals of the City's design review process are to:
• Maintain the community's quality of life for residents;
• Maintain property values;
• Attract growth in the local economy; and
• Preserve the City's natural beauty and distinct visual character.
The Commission is responsible for establishing (with Council approval) guidelines for determining what
is "good design." These Community Design 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 for private and City
projects after visiting project sites. They work with applicants and their designers to ensure that projects
are consistent with required ordinances and standards as well as the Community Design Guidelines.
Although Commissioners do consider the rights and desires of property owners/developers, they must
make their decisions pursuant to the General Plan, Community Design Guidelines,.ordinances, and other
standards and procedures set forth in State and City law. When the ARC is the final reviewing body, the
Commission may be responsible for environment determinations pursuant to the California
Environmental Quality Act (CEQA).
Good design, obviously, is a subjective matter. For this reason, the guidelines state generalized
preferences for different types of projects and components of design, but also provide for flexibility to
encourage creative designs. To allow for flexibility and to encourage excellence, the Commission may
add to and modify project conditions at the public hearing where projects are considered. This "give and
take"discussion with designers helps create projects that are not only designed technically well, but
enhance and are 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.
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SCOPE OF AUTHORITY
Most building projects in the City, including exterior remodeling, require ARC approval before a
building permit can be issued. The only types of projects that do not require ARC approval are:
1. Individually built houses, with a few exceptions, as determined by the Community Development
Director.
2. Small projects, such as minor sign exceptions, building additions or remodels, or a new or small
structure that is minor, or incidental to a larger, previously approved project (known as minor or
incidental projects—require planning application and fee, but don't involve a hearing).
3. Very minor changes or additions to an existing building, or other site feature (known as aesthetically
insignificant projects—no separate planning application is required).
4. 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 looks at all of the project components that affect its exterior
appearance and site design. Plans need to include complete information on site planning, grading,
building design, colors, materials, signage, and lighting. Given the range of projects reviewed by the
ARC, additional information or presentation products are sometimes requested to help the Commission
and interested public better understand the project. 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 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 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 the Community Design Guidelines, which are available at the Community
Development Department.
STATUS
The ARCCompaissi .,aall ' � • d . ., A R
• •� ..,,u �� ���G was established by City ordinance in November,
1973. It is supnorted staged-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. (SLOMC Chapter 2.48, Ordinance. No. 600 [1973 Series]; Guidelines
amended by Resolution No. 5086 [1983 Series]; Ordinance No. 1138 [1989 Series]; Ordinance No. 1417
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[2002 Series]). Commissioners are compensated at $50.00 per meeting with a monthly maximum of
$200.00. (Resolution No. 9189 [2001 Series]).
MEMBERS
The ARC has seven eitii6en members a..,POiated b�, the Gamicii. Members must be residents and
registered voters of the City. 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.
TERMS/LIMITS
Members of the Commission serve a term of four years. Members are eligible for re-appointment for an
additional four years. Members are subject to a term limit of eight years, or two consecutive four-year
terms.
MEETINGS
The ARC meets at 5:00 p.m. on the first and third Monday of each month in the Council Hearing Room,
City Hall.
u
27
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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 the implementation of the City's Bicycle
Transportation Plan. which includes information on the network of 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 January of 1994. (Resolution No. 8280 [1994
Series])
MEMBERS
The BAC has seven members. Members must be residents and registered voters of the City.
TERMS/LIMITS
Members of the Committee serve a term of four years. Members are eligible for re-appointment for an
additional four years. Members are subject to a term limit of eight years, or two consecutive four-year
terms.
MEETINGS
Generally meets bimonthly on the third Thursday of the month • Januarv. March, May,. June,
September and November) at 7:00 p.m. in the Council Hearing Room, City Hall.
28
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CONSTRUCTION BOARD OF APPEALS
PURPOSE
The Constriction Board of Appeals meets as necessary in order to hear and decide appeals of orders,
decisions or determinations made by the building official relative to the application and interpretations
of various technical codes. In addition, the Board of Appeals may meet as the Appeals Board for
Disabled Access for the purpose of considering appeals to the standards contained in the California
Building Standards Code regarding accommodations for persons with physical disabilities.
STATUS
The Construction Board of Appeals was established in 1979 and is required under provisions of the
City's Building Code. The Board is staffed by the Chief Building Official. (SLOMC Chapter 15,
Section 204.1, Resolution No. 4017 [1979 Series])
MEMBERS
The Board consists of seven members. Members must be residents and registered voters of the Citv.
Five of the seven members shall be qualified by experience and training to pass on matters pertaining to
building construction and building service equipment, and who are not employees of the City. Two
members of the Board shall be physically handicapped, as defined by the California Building Code,
TERMS/LIMITS
Members of the Board serve a term of four years. Members are eligible for re-appointment for an
additional four years. Members are not subject to term limits.
MEETINGS - Held on call.
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CULTURAL HERITAGE COMMITTEE
PURPOSE
The Cultural Heritage Committee (CHC)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 that 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.
FUNCTIONS
11. 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.
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. Provide direction on the application of the California Environmental Quality Act (CEQA) on specific
development proposals where possible impacts of development on historic resources are uncertain.
10. Function within the guidelines and policies of the Advisory Bodies Handbook and perform other
duties as assigned by the Council.
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STATUS
The CHC was established in 1981 as a technical committee and is staffed by a Planner from the
Community Development Department. This committee became permanent in February 1987 when
Council adopted Resolution No. 6158 (1987 Series)that establishes CHC functions and duties. (Bylaws
amended by Resolution No. 9468 [2003 Series]). See also SLOMC Chapter 17.54, Ordinance No. 1086
(1987 Series) establishing Historical Preservation Districts, and Resolution No. 8002 (1992 Series)
allowing members to reside outside the three Historical Preservation Districts.
MEMBERS
The CHC is a seven-member committee. Members must be residents and registered voters of die City
When possible. mMembership 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.
TERMS/LIMITS
Members of the Committee serve a term of four years. Members are eligible for re-appointment for an
additional four years. Members are subject to a term limit of eight years, or two consecutive
four-year terms.
MEETINGS
Meets the fourth Monday of the month at 5:30 p.m. in the Council Hearing Room at City Hall.
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11l11A11 T-03RIN A CCOCt A 'lf`Hl1N
PURPOSE
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Association
7
rive., 1..t:on .'th' 1. b.
GeReral PFE)fROtiOR Of trade ac-leNcity in t,�e area ind pi-eiiia4jan e4:-Public events tllat take plaee
ill Public
laees in the afea-:
r
4. Peveieptnent and
STATUS
4efH this assessment are used e�,elusiueiy fef the activities eendueied tE) eaFF�' Out 4,he purpose 4 the
a' _.
Highways Gede Seetiafi 96000--et. seq. Pyla-,vs amended by Resoju
1999 Series)-
AMEAMBE RS
bfReflibeFs are
cp". 1 for t
y �, 32
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Legislative Draft— Advisory Body Handbook
eligible
teF+RS.
MEETINGS
y- 00
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HOUSING AUTHORITY
PURPOSE
The Housing Authority Commission advises the Council on housing issues and needs of the low- and
moderate-income households in the City.
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.
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, under
state and federal law, is responsible for implementing programs which assist families or elderly persons
who lack the income necessary 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. Its bylaws are not
approved by the City Council. (Authorized by City Election held 6/4/68)
MEMBERS
Terms of office, qualifications for appointment and grounds for removal from office are defined by state
law. Appointments to the Housing, Authoritv are not subject to residency requirements The
Commission has seven members. Five of the members are at-large 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.
TERMS/LIMITS
The at-large members serve four-year terms. The tenant members serve two-year terms. Members of
the Commission are not subject to term limits.
MEETINGS
Meets the third Thursday of the month at noon in the Housing Authority offices located at 487 Leff
Street.
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HUMAN RELATIONS COMMISSION
PURPOSE
The Human Relations Commission (HRC) 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 CAQ City Manager 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.
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 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;
5. To review, evaluate. and make recommendations on all City funding requests from groups that
provide human services and Community Development Block Grants (CDBG);to provide liaison to
recipients of grants-in-aid monies, 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 help foster good relations between the Homeless Shelter and surrounding neighborhood and the
integration of homeless services.
STATUS
The Commission was established by the Council in 1964. (Established by motion 1/6/64, SLOW
Chapter 2.56, amended by Ordinance No. 1150 [1989 Series]; Bylaws amended by Resolution No. 9057
[2000 Series]). 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. The HRC is staffed by the Human Resources Department
y �Cyo 35
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MEMBERS
The HRC has seven members . Members must be
residents and re<(yistered voters of the Cite While there are no special qualifications for applicants, the
Council usually seeks individuals with experience, or a demonstrated interest in community social
issues.
MEETINGS
Monthly— First Wednesday of the Month at 5:00 p.m., in the Council Hearing Room, City Hall.
TERMS/LIMITS
Members of the Commission serve a term of four years. Members are eligible for re-appointment for an
additional four years. Members are subject to a term limit of eight years, or two consecutive four-year
terms.
/� / �J 36
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JACK HOUSE COMMITTEE
PURPOSE
The Jack House Committee assists the Council and 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 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 and Recreation
Department staff. (Resolution No. 2761 [1975 Series])
MEMBERS
The Committee has seven members who are required to be Cy-residents_and registered voters of the
City. Membership is spelled Otit iii the ",FaBt deed i onsists of one person each from the County
Historical Society, Cal Poly School of Architecture faculty, Cal Poly Department of Ornamental
Horticulture faculty, and City Parks& Recreation Commission. (Retired Cat Poly faculty members
qualifi, for these positions ) Additionally, there are three members-at-large appointed for four-year terms
by the Council.
TERMS/LIMITS
I -1'here are no term limits for members
serving on the Jack House Committee.
MEETINGS
Meetings are held on the second Wednesday of the month at the Parks and Recreation Department_
Office, 1341 Nipomo Street, at 5:30 p.m.
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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 recommendations 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.
(SLOMC Chapter 2.20; Bylaws last amended by Resolution No. 9435 [2003 Series])
MEMBERS
The Committee has seven voting members, consisting of one person f�em Cal Poly employee designated
by Cal Polv and one Cal Polv student representative designated by Associated Students Inc. (AS1)(�
permanent pesition); one senior citizen (62 years of age or olden; one person from the business
community; one person with technical transportation planning experience; one disabled person; one
member-at-large, and one student. In addition, when possible. the NeITC has two Alternate members
selected from the general public will be appointed. The Cal Poly representatives are exempt from the
residencv requirements. All other members must be residents and registered voters of the City.
TERMS/LIMITS
Members of the Committee serve a term of four years. Members are eligible for re-appointment for an
additional four years. Members are subject to a term limit of eight years, or two consecutive four-year
terms.
MEETINGS
Meetings are held quarterly. The Committee establishes in June annually a regular meeting schedule for
the period from July 1 through June 30. The annual meeting schedule includes date, time,and location.
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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 works closely with the Recreation Director and staff, and with the Parks Maintenance
Division of the Public Works Department.
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 parks that will be needed in
the future as the City grows.
4. Advise the Parks and Recreation Director, as requested, on department administration.
STATUS
The Commission was originally created in 1941 by Charter. In 1978 the Charter was revised and the
Parks and Recreation Commission was re-established by ordinance (SLOMC 16) The Commission is
staffed by the Parks and Recreation Department
MEMBERS
The Parks and Recreation Commission consists of seven members. Members must be residents and
registered voters of the Citv.
TERMS/LIMITS
Members of the Commission serve a term of four years. Members are eligible for re-appointment for an
additional four years. Members are subject to a term limit of eight years, or two consecutive four-year
terms.
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MEETINGS
Meetings are held the first Wednesday of the month at 7:00 p.m. in the C4) Ceun*y T ibf !seated t
> ..�T=vc�aca-ar
995 oalffi StTeet COL11161 Chamber located at Ciry Hall 990 Palm Street
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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 an opportunity 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 best use the skills and talents of the Board members.
STATUS
1R june 1978 Q.� �'ed an amendment to the Ghai4er that required the Gouneil to set up an
�.36.540n-din ee Ne. 908 r 1979 c j)
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 City Manager an advisory opinion, based on
either the written record alone, or on the written record plus sworn testimony taken at a hearing.
For a disciplinary case; the Board always holds a hearing—open or closed, according to the employee's
wishes. The Board then forwards its findings and recommendations to the Council.
The Board has the power to subpoena witnesses and documents for its hearing. If either party asks for a
subpoena before the hearing, the Board must issue it. After the hearing begins, subpoenas may be issued
at the Board's discretion.
Three members constitute a quorum. A member may vote on a recommendation only if he/she is present
for the entire hearing, or if the member certifies he/she has listened to a recording, or read the transcript
of that portion of the hearing that he/she missed.
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 Julv_
y-94 41
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1979. The Human Resources Department provides staff support to the Board (Sl OMC Chapter
2.36.540. Ordinance No. 808 [1979 Series])
MEMBERS
The Personnel Board has five members. Members must be residents and reloistered voters of the City.
Although there are no special qualifications for appointment, some knowledge or background in
personnel matters is helpful.
MEETINGS
The Board meets when a personnel matter requires it. The meetings are held at a time mutually
convenient to Board members, staff and other involved persons.
TERMS/LIMITS
Members of the Board serve a term of four years. Members are eligible for re-appointment for an
additional four years. Members are subject to a term limit of eight years, or two consecutive four-year
terms.
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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.
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, or development
of Specific Plans or Area Plans. 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.
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.
When Planning Commission decisions are final, the Commission also takes final action on
environmental determinations pursuant to the California Environmental Quality Act (CEQA). 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.
2/— Yr
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STATUS
The Commission was established in the 1940s. It is staffed by planners in the Community Development
Department who prepare meeting agendas, meet with developers, and handle other functions for the
Commission. The Commission is responsible to the Council. (SLOMC Chapter 2.12, Ordinance No.
254N [1944 Series], Ordinance No. 1139 [1989 Series] Bylaws amended by Resolution No. 9467 [2003
Series]) Commissioners are compensated $50.00 per meeting with a monthly maximum of$200.00.
(Resolution No. 9189 [2001 Series])
MEMBERS
The Planning Commission has seven members who are not necessarily planning professionals. _
Members must be residents and registered voters of the City. No special training is required for
appointment. Members occasionally may be requested to attend seminars and workshops to enhance
skills in planning.
TERMS/LIMITS
Members of the Commission serve a term of four years. Members are eligible for re-appointment for an
additional four years. Members are subject to a term limit of eight years, or two consecutive four-year
terms.
MEETINGS
Meetings are held on the second and fourth Wednesday of the month at 7:00 p.m. in the Council
Chamber, City Hall.
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PROMOTIONAL COORDINATING COMMITTEE
PURPOSE
The Promotional Coordinating Committee's (PCC) goals are to: 1) improve the assists the Gauneil :;
..ei-king to miff^.. 4it quality of life available to €mall City residents of and eur-visitors to San LLIis
Obipso: and 2) promote. in a manner consistent with lone-range community tloals the development of
San Luis Obispo as a re«ionai and tourist center..
b b b
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.
3. Developing City advertising and promotional programs and projects.
4. Hearing requests from cultural and promotional groups seeking City grants; recommending groups to
the Council for funding.
5. Initiating and supporting community cultural activities that are meaningful to residents and visitors
alike.
6. 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.
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. (Council Minutes dated 6/23/70 and Resolution No. 4948 [1982
Series] establishing Bylaws, Bylaws amended by Resolution No. 6592 [1989 Series]) The PCC is
staffed by an Administration emplovee.
The PCC has two standing subcommittees. The Grants-in-Aid Committee meets from January to Mav to
evaluate Brant applications and make preliminary recommendations to the PCC
The Marketin_ Subcommittee is responsible for preliminary contract evaluations and the City's
Marketin_ Plan for meliminary recommendations to the PCC
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MEMBERS
The PCC has seven members. Six of the seven members must be residents of the Citv of San Luis
Obispo. The seventh member is a representative from the Tourism Business Inprovement District
Board. who is exempt from the residency requirement. The Council usually seeks appointees with
experience in some aspect of promotion, advertising and tourism or in community cultural activities.
TERMS/LIMITS
Members of the Committee serve a term of four years. Members are eligible for re-appointment for an
additional four years. Members are subject to a term limit of eight years, or two consecutive four-year
terms.
MEETINGS
Meetings are held the second Wednesday of the month at 5:30 p.m. in the Council Hearing Room, City
Hall.
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x.
TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD
PURPOSE
The Tourism Business Improvement District Board (TBID Board) advises the Council in the
administration and use of the TBID assessmeni funds. The Board recommends projects to promote
tourism to the City of San Luis Obispo to benefit directly the Citv's lod<Jing industry
FUNCTIONS
1. Develops a comprehensive program to promote tourism to the City of San Luis Obispo and prepares
an annual marketing procram consistent with industry goals and objectives.
2. Develops advertising and promotional programs and proiects to benefit the lodging industry in the
City.
3. Presents an annual assessment report to the Citv Council regardinu promotional programs and
proiects that have been implemented.
4. Performs anv other lawful tasks as directed by the Council.
STATUS
The Tourism Business Improvement District Board was established in 2008 (Ordinance No 1517) It is
staffed by an Administration employee.
MEMBERS
The Board consists of five members from the San Luis Obispo City lodging industry. One of those
members serves as a representative to the Promotional Coordinatin(T Committee
TERMS/LIMITS
Members of the Board serve a tenn of four vears. Members are eliglible for re-appointment for an
additional four vears. Members are subject to a term limit of eightyears or two consecutive four-year
temis.
MEETINGS
The TBID Board meets at 11:00 on the second Wednesdav of each month at Citv Hall. 990 Palm Street.
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TREE COMMITTEE
PURPOSE
The Tree Committee makes recommendations to the Council and staff on tree policies and regulations.
FUNCTIONS
1. The Committee considers tree removal requests.
2. Working with staff, the Committee prepares and maintains a Master Tree List and a Tree Planting
Plan, as provided in the Tree Regulations. (SLOMC 12.24 et. al.)
STATUS
The Tree Committee was established in 1977, is staffed by 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 of which is a
Irepresentative of the Architectural Review Commission. Members must be residents and registered
voters of the Citv.
TERMS/LIMITS
Members of the Committee serve a term of four years. Members are eligible for re-appointment for an
additional four years. Members are subject to a term limit of eight years, or two consecutive four-year
terms.
MEETINGS
The Tree Committee meets at 5:00 p.m. on the fourth Monday of the month at the City's Corporation
Yard located at 25 Prado Road.
48
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T;14 P4 &Lf� " qp4VVt 41'%� 444 6"
A. UNDERSTANDING YOUR ROLE AND SCOPE OF
RESPONSIBILITY
After appointment by the Council, the City Clerk will present new advisory body members with a useful
binder of information about the City, which includes this handbook. In addition, the City staff member
designated to serve in support of your advisory body will schedule an orientation appointment with you.
This is your chance to learn more about City government and the scope of responsibility of the advisory
body to which you have been appointed. In addition to reading this Handbook (which will answer many
of your questions), start preparing for your new role by:
1. Reviewing the City's Mission Statement, Organizational Values,and your advisory body by-laws.
2. Reading the other information provided to you in your orientation binder about the City and your
specific advisory body. Keep the binder handy for easy reference and review.
3. Getting to know fellow advisory body members and staff. Learn the history and "language" of your
advisory body. Ask about upcoming issues.
4. Considering meeting with the Chair of your advisory body and/or a Council Liaison to learn more
about your role and to understand expectations. This will help you focus in on the "big picture" and
how you fit in.
5. Becoming familiar with basic meeting management and diplomatic decision-making procedures.
6. Attending training programs and workshops offered to you by the City.
B. PREPARE AHEAD FOR MEETINGS
Most citizens understand when they apply to serve on an advisory body that they will be making a
commitment of time to attend meetings, but many are often surprised by the amount of time it takes to
prepare pLqperlv for a meeting. Being prepared is key to making good decisions and will
strengthen the value of your advisory body's recommendations.
1. Do your homework! This involves setting enough time aside to *review ihorouuhly and
consider the entire agenda packet.
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2. When you receive your agenda packet, read it carefully. Be prepared to 44k-discuss fully, evaluate
and act on all matters scheduled for consideration. Think about:
a. The number of items.
b. Those items that may be controversial.
c. Difficult procedural items.
d. Issues you know little about.
3. Visit any sites or facilities that will help you understand the issues.
4. Start a list of questions for staff.
5. Call or meet with staff before the meeting to learn more, if need be. Getting more information ahead
of time may make your decision-making easier and help move the meeting. Your questions may also
alert staff to issues that others may also be pondering. Advance knowledge assists staff with
preparing oral reports and adequately addressing the issues during the meeting.
6. Show up on time and be ready to work. (It's also helpful to be well rested!)
C. DEVELOP POSITIVE RELATIONSHIPS
Being selected by the City Council to serve on an advisory body is a high honor and provides a unique
opportunity for genuine public service. Open, honest and supportive relationships with the City Council,
with City staff and fellow members of your advisory body will ensure your success and effectiveness.
1. The proper channel to contact City staff on items of consideration is through the designated City staff
person providing support to your advisory body.
2. Demonstrate respect to your fellow advisory body members by being a good listener, by
communicating honestly. and by being dependable.
3. Adopt a positive attitude and become a problem-solver.
4. If you have a new idea, propose it to the group as a whole. (See also Section 3.C.2, Continuity of
Work and New Ideas.)
5. If friction develops, individuals should make every attempt to clarify differences and make certain
that clear communication is taking place. The public meeting should not be used to express anger or
disagreement.
6. If differences cannot be resolved, consider consulting with the appropriate individual/s next in line in
the "chain of command": 1) Staff Liaison or Chair, 2)the Department Head, 3) Citv Manaaer
Administrative inistrati OfP or Council Liaison.
y_ 165. so
Attachment 5
Legislative Draft—Advisory Body Handbook
D. FULLY PARTICIPATE
To get the most out of your experience and to tube truly effective as a member of an advisory body, it
is strongly suggested you participate as fully as possible.
1. Your attendance at meetings is vital. Recognizing that a scheduling conflict may come up from time
to time, commit to attending all the meetings of your advisory body. If you are unable to attend,
contact the Chair and/or staff liaison as soon as possible prior to the meeting. Advance notice of
your absence will prevent an unexpected lack of a quorum and may also avoid delays in project or
program approvals.
2. Take an active role. Be an enthusiastic member of the team.
3. If time permits, attend meetings of other advisory bodies or the City Council to stay abreast of
current City issues.
4. Volunteer to chair the group or serve on a sub-committee.
5. The City Council looks to its advisory bodies to be their"eyes and ears" of San Luis Obispo. Talk to
members of the community about your role, get their input and invite public participation. (See also
this section, G-6, Communicate Effectively.)
E. ENCOURAGE AND HONOR PUBLIC PARTICIPATION
Some advisory body meetings are well attended by the public and others are not. Nevertheless, it's
important to remember that everyone is entitled to his or her own opinions.
Some members of the public are quite used to speaking before a public body, but most are not.
Individuals may address the advisory body to either present an issue or concern, or to speak for or
against an item. This may be the first time they have ever done this before and they may find the
experience intimidating. Anxiety can be expressed in a variety of ways, including aggressiveness or
forgetfulness, so be patient and remember to:
1. Be fair and consistent
2. Pay attention to all speakers and actively listen to what they are saying
3. Ask questions for clarification, but avoid debate or"cross-examining"
4. Be sure that your body language is not sending mixed or negative messages
5. See also this section H: Special Tips for the Chairperson.
�- 51
i
I
Attachment 5
Legislative Draft— Advisory Body Handbook
F. RESPECT INDIVIDUAL VIEWPOINTS
Although it may seem like this tip could simply go unsaid, it is important to remember it(especially
when you feel very strongly about a matter): Treat fellow members of your advisory body, staff_and the
public with respect and courtesy at all times.
1. Allow others time to present their views fully
2. Actively listen and seek to understand
3. Avoid interrupting others
4. Be open to new ideas
5. Explore alternatives
6. When necessary, agree to disagree.
G. COMMUNICATE EFFECTIVELY
Advisory body members serve as a communications link between the community, staff and City
Council. You provide a channel for citizen expression. Not only is it important for you to listen
carefully to others, but you also need to be able to communicate effectively what you are hearing and
thinking.
1. Take notes to remind yourself of questions you want to ask or important comments you wish to make
2. Be direct, open,and forthright
3. Provide rationale for opinions or recommendations
4. Stay on topic
5. Take your charge seriously, but maintain composure and keep your sense of humor
6. When speaking to the public and/or press, be sure you are representing the majority views of your
individual advisory body. Personal opinions should be clearly identifed as such.
7. Speak clearly and be sure people can hear you.
8. If you wish to communicate using electronic mail (Email), use the tool wisely. It is easy to
unintentionally violate the Brown Act, so certain caution must be exercised when using Email. (See
Section 4, Common Questions about the Brown Act.)
y /�/ 52
Attachment 5
Legislative Draft— Advisory Body Handbook
H. SPECIAL TIPS FOR THE CHAIRPERSON
The Chairperson's main role is to provide the advisory body with group direction and to set the tone for
meetings. The Chair must balance being strong enough to move the meeting along and democratic
enough to involve all members in the meeting. The effective chairperson:
1. Remembers to explain the public participation process to the audience. (For example: "The
commission will hear first from staff who will present the staff report. Commission questions to
staff will follow and then the floor will be open to the public, who may comment on the matter.
Following public comment, the matter will come back to the commission for our deliberation and
action.")
2. Announces each item before discussion begins.
3. Is even-handed and fair to all participants.
4. Observes specified time limits.
5. Protects commissioners and staff from verbal attacks.
6. Solicits opinions, feelings. and positions from all members.
7. Encourages the generation of alternative solutions.
8. Protects new thoughts from being rejected prior to fair evaluation.
9. Discourages finger pointing and blame-orientated statements or questions.
10. Keeps the discussion focused on the issue.
11. Delays evaluation and analysis of alternatives until all are on the table.
12. Guides the process of screening alternatives and selecting the solution.
13. Attempts to obtain consensus.
14. Moves the meeting along and does not let the advisory body drift off the subject at hand.
I. MANAGING DIFFICULT MEETINGS
Here are some additional tips for managing any meeting, but particularly the difficult ones:
1. Encourage the designation of a spokesperson for any groups
53
Attachment 5
Legislative Draft—Advisory Body Handbook
2. Ask staff to make sure there are plenty of extra agendas and staff reports
3. Establish and announce rules before the meeting begins
4. Introduce each item and possible actions
5. Try not to waste time on routine items
6. Encourage speakers to address the advisory body and not the audience
7. Discourage clapping and shouting
8. Use recesses to help diffuse hostility
9. Adhere to speaker time limits
10. If you don't already, use speaker slips/cards
11. Make sure that all advisory body members are addressing each other, through you, and not the
audience
12. Consider continuing an item for further discussion if it appears consensus may not be reached.
54
Attachment 5
Legislative Draft—Advisory Body Handbook
U_,j� 55
Attachment 5
Legislative Draft— Advisory Body Handbook
MISSION STATEMENT
SAN LUIS OBISPO STYLE
Quality with Vision
WHO ARE WE? WHERE ARE WE GOING?
People Serving People Into the Future with a Design
■ A team that puts high value on each citizen it ■ Planning and managing for levels of service
serves. consistent with the needs of the citizens.
■ A team that puts high value on each citizen it ■ 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 will
• result in fiscal independence and flexibility in the
WHAT DO WE STAND FOR9 delivery of City Services.
Quality in all Endeavors—Pride in Results ■ Providing the residents of the City with accurate
and timely information on issues which affect
■ Service to the community—the best—at all 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, recreational
and tourist center and improving the quality of life
■ Value—ensuring delivery of service with value for for residents and visitors.
cost.
■ Community involvement—the opportunity to
participate in attaining the goals of the City.
�_ /// 56
J
Attachment 5
Legislative Draft—Advisory Body Handbook
ORGANIZATIONAL VALUES
We, as an organization, embrace opportunities to improve our services and the quality and effectiveness of our
relationships with the community and our teams. The following values guide and inspire our efforts.
Shared Vision,Mission and Goals Honesty,Respect and Trust
We have a sense of common purpose and direction We honor commitments, acknowledge legitimate
pursued with passion and translated into concrete differences of opinion and accept decisions reached
actions. with integrity.
Service Initiative and Accountability
We are dedicated to the best use of resources to fulfill We take personal responsibility to do what needs to be
identified community goals and needs. done and report the results in a straightforward manner.
Leadership and Support Innovation and Flexibility
We recognize that the ability to lead can be found at all We are open to change and willing to try new ways to
levels and that to create an environment to succeed fulfill the organization's vision, mission, and goals
requires leading by example. more effectively.
Communication Employee Development and Recognition
We foster open and clear discussion that encourages We encourage and support each employee to improve
the willingness to speak up and to listen, within a relevant job skills and celebrate personal and team
framework of respect and understanding. accomplishments.
Team Players Stewards/rip and Ethics
We encourage effective working relationships within We promote public trust by using City resources
and between departments and the public to address wisely, and through consistent fulfrllment of these
issues and achieve valuable results. values.
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����������iiii�lllllllll11° IIIIIII
G�,,� MEMD�NI�UM
lCity of San Luis Obispo
November 18, 2008
TO: Mayor Romero & Members of the City Council
FROM: Audrey Hooper, City Cierlc��
VIA: Ken Hampian, CAO I /�
SUBJECT: Missing Page Item B4— Council Policies and Procedures Manual
In reviewing the agenda packet this morning, I found that one page of the agenda report for
Item B4, Council Policies and Procedures Manual, was missing, page 38 of the Manual (page
4-52B of the Agenda Report). This page is critical as it contains the language that was added
to the Manual regarding residency requirements.
A copy is attached.
h'k' 'D Co E-rnPr�L
COUNCIL CDD DIR
OCAO p'FIN DIR
ETACAO Zr-FIRE CHIEF
RED FILE ErATTORNEY E1'PW DIR
MEETING AGENDA 2tLERK/ORIG L'rPCLICE CHF
❑ DEPT HEADS Z REC Di
DATE /! 8 i'g ITEM # a-0- 15-61TIL-DIR
�Cbu NC i L
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G:\City Clerk Agenda Reports-General Correspondence\I 1-18-08 Red File-Missing Page 134.doc
ATTACHMENT 4
Legislative Draft—Council Policies and Procedures
6.6 APPOINTMENT PROCEDURES
The following procedures shall be the policy of the City Council in regard to appointment of
volunteer citizens to the various advisory bodies of the City.
6.6.1 PURPOSE
The establishment of these procedures shall insure that well-qualified,responsible and willing
citizens are given the opportunity to serve the City and participate in the governing of their
community. These procedures will apply to all appointments and reappointments to standing
advisory bodies.
6.6.2 COUNCIL S1_711COMMITTEE LIAISONS
,
FOAmg _ .., 5
♦ leasiende an edellJ. wiiefl ♦♦
members
ith
, D
have F,,...* .....ht of sole.tier (AB H C 111 !` 6) '
6.7 PROCESS
6.7.1 QUALIFICATIONS
6.7.1.1 With the following exceptions, only residents who are registered voters
within the City limits are eligible to apply to an advisory body.
Exceptions include the Tourism Business Improvement District(TBID)
Board,one representative from the TBID Board serving on the
Promotional Coordinating Committee, the Cal Poly employee and
student representatives serving on the MTC, and members of the
Housing Authority. In addition, part- or full-.time Citv officials and
management employees are not elis4ble to apply. The .,,.Bean. must be
eOial
�!A RI-1 f: til �•.` .
6.7.1.2 The applicant must be at least 18 years of age at the time of appointment.
Council Policies&Procedures Manual 2007 Adopted 4/20/04 by Resolution No. 9554(2004 Series)
Updated 5/2/06 by Resolution No.9794(2006 Series)
Updated 11/16/08 by Resolution No. xx(2008 Series
Page 38
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EVERY MONTH
By Jessica Ford
A
Patrick
BRINGING CENTRAL
You would never know Patrick Ger- lieve that it can be done" only way we are going to save the world is to
many is an ex-felon.This progressive Through Germany's dedication to bringing cul- engage.
thinker has put his past behind him to tural awareness to the Central Coast, San Luis Germany's upbeat attitude can make anyone
become a cultural leader on the Central Coast. Obispo began celebrating Black History Month believe in change on the Central Coast. He
Originally from Northern California,Germany for the first time in 2005. simply states,"I*m just trying to make a differ-
came to the Central Coast not knowing any- "One of the things I saw that was not happen- ence."
one,and looking for a"fair shake in the town' ing here was the cultural awareness. ... There -Unless I become physically ill or mentally ill
and a fresh start.He has since created a life for was really no attention to many African Ameri- in a way that I can't do it.I think this is some-
himself and his family that includes a strong in- cans in the area and people of color — no real thing 1'11 always feel all my life.l think if there's
volvement in the community. programs going on here,no activities,no enter- a champion needed for the people. I think 1'11
"I saw that I had to start making people believe tainment,"Germany says. always be a champion for the underdog:' Ger-
in a person like me—that I could have these is- With help from the members of the Cultural many says."I think I'll always be a champion
sues but I could come back and be a betterment Collective Group and constant promoting, the for the same people going through the same
to the community;'Germany says. city's Chamber of Commerce has embraced stuff I've been through,whether it be crime or
Germany is working to bring diversity and an the group's cultural events which has helped drugs or whatever.... I'm willing to share about
understanding of all with the con- that negative to try to make a positive:'
cultures to the forefront tinuation of This mindset seems to be why so many people
of the minds of Central - , Black History are drawn to Germany and his message of hope.
Coast residents. To Month events He is following his goal of turning life's nega-
achieve this goal, he a in San Luis tives into positives,and is making a life for him-
created the Cultural - e - Obispo. self. his wife Brandi, and their three children.
Collective Group, a "It's great to Breonna,Frankie,and Malik.
non-profit organization have people When asked if he has seen change on the Cen-
that helps bring cul- that believe in tral Coast.Germany responded,"It is changing.
tures together through music and art events,plus what you're doing when a lot of other people It may not change within my time fast enough,
much more. Germany believes that music and may not even believe in it;' Germany says in but I'm on the fast track.-O
art are two of the best outlets for people from all regards to those support and volunteer with the
backgrounds to relate to each other. Cultural Collective Group.
r
"My vision of the Cultural Collective was actu- Germany furthers his mission through his in- z sl
ally to go out and do everyone's event — every volvement with public access television. He
culture there was. ... We would be the one in a hosts two shows that bring attention to cultural
city that doesn't really go out and embrace cul- awareness and social issues facing people in the
ture or help really sponsor it,we would be that area.
organization that would be able to help those Constantly facing resistance from those who
people that want to celebrate their heritage:' believe that change is impossible and that the
Germany says. "That's what I want. I still be- world can't be saved,Germany believes,"The —
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