HomeMy WebLinkAboutr 10450 Amending Bylaws of ARC, JHC, PRC, PB, PCC, TBID & Adopting Revised Advisory Body HandbookRESOLUTION NO. 10450 (2013 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
AMENDING THE BY LA\ilS OF CERTAIN OF ITS ADVISORY BODIES AND
ADOPTING A REVISED ADVISORY BODY HANDBOOK
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
ryHEREAS, the City's advisory bodies have reviewed their bylaws and some of those
bodies have recommended revision of their bylaws; and
WHEREAS, City staff have also reviewed said bylaws and have made suggestions for
their revision; and
ryHEREAS, the Council periodically revises its Advisory Body Handbook to ensure
clanty, consistency with state law, and conformity with the City Charter and Ordinances; and
WHEREAS, the Advisory Body Handbook was last adopted by the City Council in
November 2008 through Resolution No. 10041 (2008 Series), and modifications to the bylaws
have been adopted by the City Council biennially in2009 and20I1; and
NO\il THEREFORE BE IT RESOLVED by the Council of the City of San Luis
Obispo that the bylaws of the following advisory bodies are hereby amended to read as set forth
in the attached revised bylaws, attached and incorporated herein in the amended Advisory Body
Handbook marked Exhibit "4".
SECTION 1: The bylaws of these advisorybodies are amended by this action
Architectural Review Commission
Jack House Committee
Parks and Recreation Commission
Personnel Board
Promotional Coordinating Committee
Tourism Business Improvement District
SECTION 2: The Council hereby adopts the Advisory Body Handbook, a copy of which
is attached hereto marked Exhibit "4", and replaces all previous versions of the Advisory Body
Handbook previously adopted; and Resolution No. 10041 (Series 2008), Section 3, is hereby
rescinded.
SECTION 3: 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.
R 10450
Resolution Number 10450 (2013 Series)
Page 2
Upon motion of Vice Mayor Smith, seconded by Council Member Christianson, and on the
following vote:
AYES Council Members John Ashbaugh, Carlyn Christianson,
Vice Mayor Katþ Smith, and Mayor Jan Marx
Council Member Dan Carpenter
None
The foregoing resolution was adopted this l6th day of July 2013.
flnø^*
an Marx
ATTEST
Maeve
City Clerk
AS TO FORM:
Andrea Visveshwara
Assistant City Attorney
NOES:
ABSENT:
Exhibit A
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INTRODUCTION
SECTION 1. ADVISORY BODY BASICS.....
BACKGROUND.
OPPORTUN ITIES FOR SERVICE........
M EM BERSH I P QUALI FICATIONS & APPOI NTM ENT PROCESS
OATH OF OFFICE
ORIENTATION
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TERM OF OFFICE
REMOVAL FROM OFFICE
VACANCIES..
COMPENSATION
ETHICS AND CONFLICT OF INTEREST.
AWARDS AND RECOGNITION
SECTION 2. HOW CITY GOVERNMENT WORKS
A.
B.
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D.
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CIry CHARTER
CITY COUNCIL
ctTY ORGAN|ZAT|ON. .....10
COU NCIL-APPOINTED OFFICERS...
OPERATIONAL DEPARTM ENTS .....
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SECTION 3. HOW ADVISORY BODIES WORK.
A. COUNCIL LIAISON MEMBERS
BYLAWS AND PROCEDURES........
CONTINUITY OF WORK AND NEW IDEAS
COMMUNICATIONS
ROLE OF CITY STAFF PERSONS AND ADVISORY BODY MEMBERS
ABSENCES, LEAVES OF ABSENCE AND RESIGNATIONS........
FUNCTIONAL REVIEW
SECTION 4. THE BROWN 4CT..........
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OVERVIEW
BROWN ACT PROVIDES FOR PUBLIC COMMENTS
COMMON QUESTIONS ABOUT THE BROWN ACT..
SECTION 5. ADVISORY BODY SUMMARY
ARCH ITECTU RAL REVI EW COM M ISSION ...............
BICYCLE ADVISORY COM M ITTEE
CONSTRUCTION BOARD OF APPEA1S...............
CULTURAL HERITAGE COM MITTEE.............
HOUSING AUTHORITY.....
HUMAN RELATIONS COMMISSION .............
JACK HOUSE COMMITTEE........
MASS TRANSPORTATION COMMITTEE .
PARKS AND RECREATION COMMISSION
PERSONNEL BOARD
PLANNING COMMISSION
PROMOTIONAL COORDINATING COM M ITTEE....
TOURISM BUSINESS IMPROVEMENT DISTRICT BOARD
TREE COMMITTEE
SECTION 6. TIPS FOR BEING AN EFFECTIVE MEMBER AN ADVISORY BODY....... ........47
UNDERSTANDING YOUR ROLE AND SCOPE OF RESPONSIBILITY .47
PREPARE AHEAD FOR MEETINGS
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FU LLY PARTICI PATE............
DEVELOP POSITIVE RELATIONSH I PS
ENCOURAGE AND HONOR PUBLIC PARTICIPATION
RESPECT INDIVIDUAL VIEWPOINTS .........
COM M U N ICATE EFFECT]VELY........
SPECIAL TIPS FOR THE CHAIRPERSON
MANAGING DIFFICULT MEETINGS
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53APPEND|CES............
MISSION STATEMENT......
ADVISORY BODIES IN-BRIEF
ORGAN IZATIONAL VALU ES ...
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tntRoÒuctlon
Welcome to San Luis Obispo City Government!
The City Council and staff hope that this Advisory Body Handbook will answer many of your questions
and provide you with fundamental information related to the responsibilities of the City's various
advisorybodies.
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.
Much of the information in this Handbook comes from a variety of Citypolicy documents, such as the
City's Charter, Municipal Code, Financial 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: I ) give interested persons an understanding of why the City' s advisory bodies have been
established and how they function within the overall governmental framework; and, 2) summarizethe
roles, relationships and responsibilities of each advisory body member. The Handbook is divided into
six sections:
Section 1:
Section 2:
Section 3:
Section 4:
Section 5:
Section 6:
Advisory Body Basics
How City Govemment Works
How Advisory Bodies Work
The Brown Act
Advisory Body Summary
Tips for Being an Effective Member and Chair of an Advisory Body
Thank you for your interest in serving on one of our citizen advisory bodies and volunteering your time
and skills to enhance our community.
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A. BACKGROUND
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 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 communityplanning or personnel
affairs. Others have been created by the City Council to serve San Luis Obispo's unique needs.
However, the authority of an advisory body will depend upon its specific purpose. Some have been
delegated specific authority to approve or deny projects. Decisions 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 authonzed by law or Council to do otherwise. Lastly, there 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
o Architectural Review Commission
Bicycle Advisory Committee
o Construction Board of Appeals
o Cultural Heritage Committee
o Housing Authority
o Human Relations Commission
o Jack House Committee
o Mass Transportation Committee
o Parks & Recreation Commission
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o Personnel Board
o Planning Commission
o Promotional Coordinating Committee
o Tourism Business Improvement District Board
o 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
Authority. In addition,part- or full-time City officials and management employees are not eligible to
apply.
Note: Former members of the City Council may not be appointed to serve on an advisory body until one
year after the expiration of their term of office. (Charter $a09)
Basic elements of the appointment process are as follows:
1. Each person seeking appointment or reappointment to an advisory body shall obtain and f,rle 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.
2. Applicants should have read and become familiar with the contents of this handbook.
3. Applicants shall be interviewed by a Council Liaison Subcommittee (CLS) consisting of two
Council Members. At the discretion of the CLS, interviews may be waived for those applicants
designated by another agency or for applicants who have been interviewed previously for a vacancy
on the same advisorybody to which they'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. 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.
2. 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.
3. 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 committee at the same
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time. Unless excepted as previously stated, if an applicant is 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. They frequently require
members with specific areas of expertise.)
4. Liaisons to advisory bodies (i.e., the CLS) 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 Liaison 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 serye once, members with greatest seniority shall have frrst 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
Following appointment and usually at the next meeting of the advisory body, the City Clerk, or her
designee, will administer the Oath of Office pursuant to the City Charter. The Oath may also be
administered in the Office of the City Clerk.
E. ORIENTATION
After the appointments are made by the Council, new appointees will be given a resource manual
including a variety of introductory references to assist them in becoming more fully knowledgeable
about City government. 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 ofhce for each appointee to an advisorybody 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 conìmence
on April I't, 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.
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G. REMOVAL FROM OFFICE
Members of advisory bodies serve at the pleasure of the Council and may be removed without cause by
Council action in an open public meeting.
H. VACANCIES
Seats become vacant in two ways; they either expire at the end of the term or an "unscheduled" vacancy
occurs when a member resigns during a term. The City Clerk's Office will advertise in accordance with
statutory requirements and a subsequent appointment shall be made consistent with the provisions set
forth in Section C, above.
I. COMPENSATION
The City Council has set compensation for members of the Planning Commission and Architectural
Review Commission, as follows:
Planning Commission:$50.00 per meeting, not to exceed $200.00 monthly. (Resolution No
9189 [200] Series])
Architectural Review Commission: $50.00 per meeting, not to exceed $200.00 monthly.
Ordinance No. 1417, 2002)
J. ETHICS AND CONFLICT OF INTEREST
1. The duties of an advisory body member shall be performed in good faith and in a manner which the
member believes to be in the best interest of the City.
2. It is improper for any member of an advisory body to utilize, for personal pecuniary gain or in an
otherwise self-dealing manner, any information which is received by reason of said membership and
is not amatter 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 lnterest Code; (Resolution No. 10392 (Series 2012) 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).
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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.
o Architectural Review Commission
o Cultural Heritage Committee
o Housing Authority
o Planning Commission
Promotional Coordinating Committee
Filing dates for Form 700 are as follows:
o Assumins Office Statement - Must be filed within 30 days of taking office
o Annual Statements - Must be filed by April l't of each year
o Leaving Office Statement - Must be frled within 30 days of leaving office.
6. In addition to Conflict of Interest filing requirement, the following advisory board members are
required to complete two hours of ethics training. For newly elected and appointed officials, the
requirement is to receive this training within one year of assuming office and renew this training
within two years of receiving the first training. The original proof of participation certificate,
awarded after completion of the training, must be sent to the City Clerk.
o Architectural Review Commission
o Housing Authority
o Planning Commission
o Tourism Business Improvement District
7 . 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.
8. 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 hislher 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 all advisory body members. When a member terminates service on
an advisory body, the Council will recognize that member's contribution to the City through an
appropriate expression of appreciation. If that advisory body wishes to make its own presentation to an
outgoing member, the chairperson shall communicate with the City Clerk in order to avoid duplication
of awards.
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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. lnstead, 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 l, 1876, and has been amended by popular vote on
several subsequent occasions. In 1955, the Charter was amended to approve a Council-Mayor-City
Manager form of govemment. 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 goveming 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 Califomia 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.
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C. CITY ORGANIZATION
ctTtzENs
MAYOR AND
CITY COUNCIL
ADVISORY
BODIES
CITY
ATTORNEY
CITY
MANAGER
Patrol
Traffic Safety
lnvestigations
Neighborhood Services
Engineering
Transportation
GIS Management
Maintenance Services
Water
Sewer
Utilities Resource
Conservation
Long Range Planning
Development Review
Building & Safety
Housing
Recreation Programs
Ranger Services
Park Planning
Golf Course
Recruitment
Labor Relations
Fair Employment
Risk Management
Accounting
Revenue Management
lnformation Technology
Support Services
Natural Resources
Economic Development
Cultural Activities
City Clerk
General Adminiskation
AdministrationFinance & lT
Police Utilities
Human
Resources
Parks &
Recreation
Community
Development
Public
Works
Emergency Response:
Fire, Medical & Haz Mat
Hazard Prevention
Disaster Planning
Appointed by the City Council Appointed by the City Managet
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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 a City Manager
2. The legal advice of a CityAttomey
3. The citizen advice rendered by advisory commission, committees, and boards.
D. COUNCIL-APPOINTED OFFICERS
Citv Manaeer - The City Charter requires the Council to appoint an executive to run the City's day-to-
day operations. The City Manager 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 City
Manager.
Citv Attornev - The City Attorney provides legal services and advice to the Council, the City 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.
E. OPERATIONAL DEPARTMENTS
The following departments are directly responsible to the City Manager.
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 Clerk, Economic Development, Natural Resources and Cultural
Activities programs are carried out by staff in the Administration Department, under the supervision of
the Assistant City Manager. The City Clerk provides a full range of services for the City Council,
including preparation of the minutes, codiffing ordinances, and conducting elections. The City Clerk
also administers the advisory body appointment process. Economic Development provides staff support
for two City advisorybodies, including the Promotional Coordinating Committee and the Tourism
Business Improvement Board. The Natural Resources Program frequently makes presentations and seeks
concurrence and recommendations from the Parks and Recreation Commission and the Planning
Commission regarding conservation plans for City-owned open space areas.
Finance & Information Technolosv - The Finance & Information Technology Department is
responsible for billing and collecting all monies owed to the city which includes water and wastewater
charges, business license fees and transient occupancy taxes. The department also processes payroll bi-
weekly for all city employees and processes weekly payrnents to its vendors. The department also
manages the City's investments, provides cenlralizedaccounting, prepares all financial reports and
develops the city's short and long-term financial plans. Under the Charter provision that allows for
combining positions, it is the City's longstanding policy that whomever the City Manager appoints as the
Director of Finance & lnformation Technology also serves as City Treasurer. The Department is also
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responsible for managing information technology operations such as the City's fiber optic network, data
file servers, hxed and mobile computer workstations, fixed and mobile telephones along with multiple
radio systems. An extensive Geographic Information System (GIS) is also provided and maintained by
the department. 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-term fiscal health; protecting the City's assets from unauthoized use; effectively
using the City's information technology resources in improving productivity, customer service and public
access to City information; and providing quality service to all of the department's customers-both extemal
and internal to the organization.
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, classiffing, evaluating and training employees, evaluating employee salaries,
administering the City's Personnel Rules and Regulations and Work Force Diversity Program, and
directing the City's Risk Management Program. The Director of Human Resources is appointed by, and
is responsible to, the City Manager.
Community Development - The Community Development Department has four divisions, all under the
direction of the Community Development Director who is appointed by, and is responsible to, the City
Manager. The Long Range Planning Division 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. The
Division is responsible for the enforcement of municipal,-zoning and property maintenance
requirements, State Housing and Building Codes, and State and Federal regulations pertaining to
disabled accessibility. The Division issues building permits, reviews and approves building plans, and
performs inspections of construction projects to insure code conformity. The Administration Division
provides management and support for the three other divisions and is responsible for database and records
management, orgarization development, human resource management, budgeting and resource allocation,
contract and securities management, citywide addressing, committee and commission support, public
Information and support services.
Public Works - The Public Works Department is responsible for two primary areas, Managing the
Transportation Network and Building and Maintaining Public Infrastructure. Managing the
Transportation Network, the Department is responsible for several elements which include: traffic
signals and signage, trafhc safety, traffic studies, traffic calming, street construction and maintenance,
sidewalk maintenance, transportation and bike planning, bike facility development, bike parking,
parking meters on-street, in public surface lots, and in three current structures, neighborhood parking
districts, SLO Transit system, including buses, shelters and other transit facilities and bridges.
Building and Maintaining Public Infrastructure includes; parks, street lights, urban forest, landscaped
areas, storm water and flood control facilities, private development review and inspection, City buildings
and facilities and City fleet. Several programs carry out the work of the Department, and the department
is managed by the Public Works Director, who is appointed by, and is responsible to, the City Manager.
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Utilities - The Utilities Department provides essential services that support the community's health,
well-being, and quality of life. With an ethic of being efficient stewards of the community's resources
and environment, the department treats and distributes the community's potable water and then collects,
treats, and recycles the wastewater for beneficial uses. It believes in a culture of employee development,
empowerment, innovation, and creativity. Its goal is to be a valued partner in ensuring the public health
and safety of our community. The Utilities Department also manages the solid waste service franchise
provided by San Luis Garbage Company.
Parks & Recreation - The Parks & Recreation Department programs recreational activities in City
parks, facilities and open space. It consists of the following divisions: Administration,
Facilities/Aquatics; the Laguna Lake Golf Course; Ranger Services; Recreational Sports; Community
Services and Events and Youth Services. The Department seryes all ages and abilities from young
children to teens to Boomers and Seniors. Recreational activities range from after school childcare at
local schools to the use of the Damon Garcia Sports fields to a range of activities at the Senior Center.
The department facilitates contract classes, special events, the City's Public Art and Community Garden
programs and the Santa Rosa Skate Park for local residents use and enjoyment. The department mission
is to enhance and promote personal well-being and a sense of community. V/ith the assistance of the
Parks and Recreation Commission the Department evaluates the City's policies for open space, parks
and recreational facilities and actively seeks state and federal grants to help pay for projects consistent
with the Parks and Recreation Element of the General Plan.
Police - The Police Department has primary jurisdiction for the enforcement of state law within City of
San Luis Obispo as well as certain ordinances included in the City's municipal code. Additionally, the
Police Department implements and manages programs designed to reduce crime, and partners with other
City departments, government entities, stakeholder groups, and individual citizens to protect the quality
of life in San Luis Obispo. This department is under the direction of the Chief of Police who is appointed
by, and is responsible to, the City Manager.
Fire - The San Luis Obispo City Fire Department is a progressive all-hazards, community-focused
organization. Operating from four fire stations located throughout the City to decrease response times,
highly trained fire companies respond rapidly and with compassion to help citizens, visitors, and
business owners in need. While running in to burning buildings to save lives and property is a vital part
of our tradition that lives on today, San Luis Obispo City responders are cross trained as paramedic to
provide advanced life support; as hazardous materials technicians to mitigate dangerous leaks and spills;
as urban search and rescue technicians to rescue people from trails, peaks, waterways, and industrial
accidents; and as wild land firefighting experts to protect our coÍrmunity and preserve our beautiful
coastal environment. These same responders partner with the department's Fire Prevention staff to
ensure buildings are constructed and maintained with citizen safety in mind and that fires are
investigated to determine cause and prevent further loss. Fire Department members are also active in the
community in an education role, regularly interacting with business owners and managers, children, and
at-risk populations.
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A. COUNCIL LIAISON MEMBERS
Each year the Council selects two of its members to be "Liaison Members" to each advisorybody. 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). By May l't 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.
2. Code of Ethics - Each body shall be govemed by the City's adopted Code of Ethics (Resolution No.
8313 U994 Seriesl).
3. Parliamentary Procedures - All advisory body meetings shall be conducted in accordance with City
practices and policies. Robert's Rules of Order. Newly Revised, shall also be used as a guide in
conducting 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.
4. Meetings & Events - 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 Section I K).
C. CONTII\UITY OF WORI( 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 advisorybodies are expected to familiarize themselves with the workload.
Normally, it will take new members a bit of time to develop a full understanding of their new work
and confidence in their decision-making abilities. Staff 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
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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. COMMUI\ICATIONS
l. Written Reports - Advisory bodies are occasionally requested to make special reports or
recommendations to the Council on specific subjects. The Council may 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. Anyrecommendation or report from an advisorybody 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.
2. Goals/Budget - Each advisorybody shall prepare proposed major City Goals and Objectives in a
manner established by the City Manager. The advisory body chairperson will be responsible for
speaking to this proposal when the Council conducts its goal setting in study session. The 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.
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3. Statements - An advisory body does not have authority to speak for the City. If the body wishes to
recoÍrmend 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.
4. Public Forums and Survevs - An advisory body shall not sponsor or co-sponsor a public forum,
meeting or survey without the prior approval of the Council.
5. Personal Testimony - If a member of an advisory body appears before the Council (or another
advisory body) in a capacity other than as representative of his/her body, it should be explained in
advance that any statements made are not to be construed as representing the opinions or
recommendations of the advisory body.
6. Changes - Changes in a member's address or telephone number, and the names of new officers, shall
be submitted to the City Clerk and advisory body staff liaison as soon as possible.
7. 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.
8. Annual Report - Each advisory body is required by the Charter to submit to the Council by May l't
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 City Manager and Council. The advisory body
members are responsible for the functions of the advisory body and the chairperson is responsible for
committee compliance with the policies outlined in this handbook.
Staff support includes preparation of a summary agenda subject to approval by the Chairperson, and
preparation of agenda reports providing a brief background of the issue, a list of alternatives,
recommendations and appropriate backup material, as necessary. Staff will assist advisory bodies in the
conduct of public meetings and ensure 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 advisory
body chair to insure appropriate legal review or City and state legislation is complied with.
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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, through the City Clerk, of such a situation, explaining any extenuating 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 notifuing 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 - Úr the event a member hnds 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 offrce of a chairperson or vice chairperson shall be one year,
commencing upon election. No person shall serve as chairperson or vice chairperson for more than
two consecutive terms except if noted elsewhere under specific boards and commissions.
Completion of a partial term of ofhce as chairperson or vice chairperson shall not preclude an
advisory body member from serving two additional consecutive fulI terms, provided that the partial
term served is less than one year.
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secÚon 4, the BRown âct
OVERVIE\ry
The State Legislature has declared that the actions of public bodies be taken openly and that their
deliberations be conducted openly. Califomia's Ralph M. Brown Act (found in the Govemment Code
Section 54950 through 54961), also known as the "open meeting law," applies to all advisory bodies,
and requires that they:
l. 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
ofbusiness to be transacted or discussed.
3. Hold open and public meetings.
4. Give notice of the meetings to any requesting party atleast24 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 meetins 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 postÍnq requirements for advisory body agendas:
o Regular Meetings - 72 hours in advance
Special Meetings - 24 hours in advance
o 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.
BRO\ilN 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 coÍìment 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 tpe 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
periods on agenda items to occur prior to or during the advisory body's consideration of that item
5 4954. 3), including consent calendar items.
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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 advisorybody'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 tlpical 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 ($5a95a.3(c)). This does not mean that amember of the public may
speak on "anfhing." 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 QITESTTONS 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 majorit)¡ of the members, outside of a
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.
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
advisorybodyprior to a meeting. "Member A" recommends to staff a revision and copies fellow
20
advisory body members. "Member B" disagrees with the proposed change and others begin to
weigh in" on the subject.
3. This seems restrictÍve . . . 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 fumishing information, and
the staff person does not solicit opinions conceming 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. 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:
o Informational or educational workshops or conferences
o Community meetings, such as town hall meetings, workshops, forums, etc. not sponsored by the
advisorybody
o A meeting of another body of the local agency
o Social or ceremonial events.
6. 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.
2t
22
s€cÚon 5, aòvrsoRy noòy summâRy
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:
o On the basis of interest, experience and knowledge in the field pertinent to the committee
o To represent apafücular segment of the community (student, elderly, disabled)
o 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-pulpose. They may meet regularly or only when projects or proposals require their attention.
23
ARCHITECTURAL REVIE\M 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:
o Maintain the community's quality of life for residents;
o Maintain property values;
o Attract growth in the local economy; and
o 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 modiff 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:
l. 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).
Úr 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 concemed 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 ARC was established by City ordinance in November, 1973. lt is supported 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 11973 Seriesl; Guidelines amended by Resolution No. 5086 [983 Series];
Ordinance No. 1138 [989 Series]; Ordinance No. 1417 12002 Seriesl). Commissioners are
compensated at $50.00 per meeting with a monthly maximum of $200.00. (Ordinance No. 1417, fSeries
20021).
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MEMBERS
The ARC has seven members. 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.
Architectural Review Commission members are designated as Conflict of Interest filers under the City's
Conflict of Úrterest Code. Newly appointed members must file an "Assuming Office Statement" within
30 days of assuming office, and will be required to file an annual statement which will be due no later
than April lst of each year. Upon leaving their appointment, each member will be required to file a
Leaving Off,rce Statement" within 30 days of leaving. The original statements are filed with the City
Clerk.
In addition to this requirement, ARC members are required to complete two hours of ethics training. For
newly elected and appointed officials, the requirement is to receive this training within one year of
assuming office and renew this training within two years of receiving the first training. The original
proof of participation certificate, awarded after completion of the training, must be sent to the City
Clerk.
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.
26
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
avanety of programs to promote and support bicycle transportation.
STATUS
The BAC was established as an ad hoc committee June 24,I99I.
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 (January, March, May, July, September
and November) at 7:00 p.m. in the Council Hearing Room, City Hall.
27
CONSTRUCTION BOARD OF APPEALS
PURPOSE
The Construction 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 11979 Seriesl)
MEMBERS
The Board consists of seven members. Members must be residents and registered voters of the City.
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.
28
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
1. Collect, consolidate, and make available information about historical resources and historical
resource sites, and promote, participate in, or sponsor educational and interpretive programs.
2. Provide advice and guidance for the restoration, alteration, decoration, landscaping, or maintenance
of historical resources or properties within Historical Preservation Districts.
3. Review the Inventory of Historical Resources and recommend to the Council any amendments.
4. Assist property owners with the preparation of National Register applications for historical resource
sites.
5. Help to administer benefit programs approved by the Council that are directed at preserving
historical resources or resources within Historical Preservation Districts.
6. Publish and maintain Historical Preservation Program Guidelines which present, a) benef,rt programs
sponsored by the City; b) procedures for adding properties to the lnventory 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. 8004 (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 the City.
When possible, membership includes a person knowledgeable in local history, a person with training or
experience in structural rehabilitation, a person with knowledge of architecture, and, when possible, a
person knowledgeable in local archaeology. The membership also includes a resident from each of the
City's three Historical Preservation Districts, when possible.
Cultural Heritage Committee members are designated as Conflict of Interest filers under the City's
Conflict of Interest Code. Newly appointed members must file an "Assuming Office Statement" within
30 days of assuming office, and will be required to file an annual statement which will be due no later
than April lst of each year. Upon leaving their appointment, each member will be required to file a
Leaving Ofhce Statement" within 30 days of leaving. The original statements are filed with the City
Clerk.
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.
30
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. (Authorizedby City Election held 614168)
MEMBERS
Terms of office, qualifications for appointment and grounds for removal from ofhce are defined by state
law. Appointments to the Housing Authority 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.
Housing Authority members are designated as Conflict of Úrterest filers under the City's Conflict of
lnterest Code. Newly appointed members must file an "Assuming Office Statement" within 30 days of
assuming office, and will be required to file an annual statement which will be due no later than April
lst of each year. Upon leaving their appointment, each member will be required to file a"Leaving
Office Statement" within 30 days of leaving. The original statements are filed with the City Clerk.
In addition to this requirement, Housing Authoritymembers are required to complete two hours of ethics
training. For newly elected and appointed officials, the requirement is to receive this training within one
year of assuming office and renew this training within two years of receiving the first training. The
original proof of participation certificate, awarded after completion of the training, must be sent to the
City Clerk.
TERMS/LIMITS
3l
The atJarge 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.
32
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 City Manager on how these social concems 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 pu{poses;
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 116164, SLOMC
Chapter2.56,amendedbyOrdinanceNo. 1150[1989Series]. TheCommissionoverseesCity-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.
JJ
MEMBERS
The HRC has seven members. Members must be residents and registered voters of the City. While
there are no special qualifications for applicants, the Council usually seeks individuals with experience,
or a demonstrated interest in community social issues.
MEETINGS
Meets monthly on the first W'ednesday 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.
34
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 I975 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 11915 Seriesl)
MEMBERS
The Committee has seven members. The grant deed requires that persons with special expertise f,rll four
of the seven seats on the Jack House Committee. Membership consists of one person from the County
Historical Society, Cal Poly School of Architecture faculty, Cal Poly Department of Ornamental
Horticulture faculty, and City Parks & Recreation Commission. (Retired Cal Poly faculty members
qualiff for these positions.) Additionally, there are three members-at-Iarge, who are required to be
residents and registered voters of the City, appointed for four-year terms by the Council.
TERMS/LIMITS
There are no term limits for members serving on the Jack House Committee appointed by Council
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.
35
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.
MEMBERS
The Committee has seven voting members, consisting of one Cal Poly employee designated by Cal Poly
and one Cal Poly student representative designated by Associated Students, Inc. (ASI); one senior citizen
62years of age or older); one person from the business community; one person with technical
transportation planning experience; one disabled person; one member-at-large, and one student. [n
addition, when possible, two Altemate members selected from the general public will be appointed. The
Cal Poly representatives are exempt from the residency 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 I through June 30. The annual meeting schedule includes date, time, and location.
36
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 2.16) 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 City.
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
Regular meetings of the Parks & Recreation Commission are held the first Wednesday of each month
at 5:30 p.m in the Council Chamber located at City Hall, 990 Palm Street, except during the month of
the annual tour of the City's parks and facilities
37
PERSONNEL BOARI)
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.
FUNCTIONS
The Board makes recommendations in two general areas: l) When an employee appeals a disciplinary
action taken against him/her; and2) 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 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 recoÍìmendations to the Council.
The Board has the po\¡/er 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 July
1979. The Human Resources Department provides staff support to the Board. (SLOMC Chapter
2.36.540, Ordinance No. 808 11979 Seriesl)
MEMBERS
The Personnel Board has five members. Members must be residents and registered voters of the City.
Although there are no special qualifications for appointment, some knowledge or background in
personnel matters is helpful.
38
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.
39
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:
l. General Plan - The Commission reviews proposals on long-range planning policies. These maybe
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. Zonins. - 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 recoÍrmendations to the Council on the subdivision of land.
4. Capital Improvement Prosram - 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. CiW 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 recoÍlmendations to the Council on possible remedies.
When Planning Commission decisions are frnal, 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.
STATUS
The Commission was established in the 1940s. It is staffed byplanners 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.I2,Ordinance No.
40
254N 11944 Seriesl, Ordinance No. I 139 [ 1989 Series] Commrssroners 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.
Planning Commission members are designated as Conflict of Interest filers under the City's Conflict of
Interest Code. Newly appointed members must file an "Assuming Office Statement" within 30 days of
assuming office, and will be required to file an annual statement which will be due no later than April
lst of each year. Upon leaving their appointment, each member will be required to file a "Leaving
Office Statement" within 30 days of leaving. The original statements are filed with the City Clerk.
In addition to this requirement, Planning Commission members are required to complete two hours of
ethics training. For newly elected and appointed officials, the requirement is to receive this training
within one year of assuming office and renew this training within two years of receiving the first
training. The original proof of participation certificate, awarded after completion of the training, must be
sent to the City Clerk.
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 6:00 p.m. in the Council
Chamber, City Hall.
4t
PROMOTIONAL COORDINATING COMMITTEE
PURPOSE
The Promotional Coordinating Committee's (PCC) goals are to: l) improve the quality of life available
to all residents of and visitors to San Luis Obispo; and 2) promote, in a manner consistent with long-
range community goals, the development of San Luis Obispo as a regional hub and tourist center.
FUNCTIONS
l. 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. lnitiating 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 rs
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 6123170 and Resolution No. 4948 11982
Seriesl establishing Bylaws; The PCC is staffed by an Administration employee.
The PCC has two standing subcommittees. The Grants-in-Aid Committee meets from January to May to
evaluate grant applications and make preliminary recommendations to the PCC.
The Marketing Subcommittee is responsible for preliminary contract evaluations and the City's
Marketing Plan for preliminary recommendations to the PCC.
42
MEMBERS
The PCC has seven members. Six of the seven members must be residents of the City of San Luis
Obispo. The seventh member is a representative from the Tourism Business Improvement 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.
Promotional Coordinating Committee members are designated as Conflict of lnterest filers under the
City's Conflict of Interest Code. Newly appointed members must file an "Assuming Office Statement"
within 30 days of assuming office, and will be required to file an annual statement which will be due no
later than April lst of each year. Upon leaving their appointment, each member will be required to hle a
Leaving Office Statement" within 30 days of leaving. The original statements are filed with the City
Clerk.
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.
43
TOURISM BUSINESS IMPROVEMENT DISTRICT BOARI)
PURPOSE
The Tourism Business Improvement District (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 benefit directly the City's lodging industry.
FUNCTIONS
l. Develops a comprehensive program to promote tourism to the City of San Luis Obispo and prepares
an annual marketing program consistent with industry goals and objectives.
2. Develops advertising and promotional programs and projects to benefit the lodging industry in the
City.
3. Presents an annual assessment report to the City Council regarding promotional programs and
projects that have been implemented.
4. Performs any 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 Coordinating Committee.
The Tourism Business Improvement District Board members are required to complete two hours of
ethics training. For newly elected and appointed officials, the requirement is to receive this training
within one year of assuming office and renew this training within two years of receiving the first
training. The original proof of participation certificate, awarded after completion of the training, must be
sent to the City Clerk.
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.
MEETINGS
The TBID Board meets at 10:00 a.m. on the second Wednesday of each month rotating locations at
properties of Board Members or at City Hall, 990 Palm Street, as posted on their Agenda.
44
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. V/orking 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 by Ordinance No. 695, is staffed by the City Arborist to
consider tree removal requests and other issues.
MEMBERS
The Tree Committee has seven members and shall consist of one (1) representative from the Parks and
Recreation Commission, one (1) representative from the Architectural Review Commission, and five (5)
members from the general public (one of whom shall be a horticultural expert). 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
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.
45
46
s€ctton ó. ttps fop Betnq ân effecttv€
memn€R ân aòvrsony noÒy
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
ofyour 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
advisorybody. Ask about upcoming issues.
4. Considering meeting with the Chair of your advisory body andTor a Council Liaison to leam 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 properly for a meeting. Being prepared is key to making good decisions and will strengthen the
value of your advisorybody's recommendations.
1. Do your homework! This involves setting enough time aside to review thoroughly and consider the
entire agenda packet.
2. When you receive your agenda packet, read it carefully. Be prepared to discuss fully, evaluate, and
act on all matters scheduled for consideration. Think about:
a. The number of items
47
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 stafï
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.l Continuity of
Work and New ldeas.)
5. If friction develops, individuals should make every attempt to clariff 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) City Manager or
Council Liaison.
48
D. FULLY PARTICIPATE
To get the most out of your experience and to be 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, 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.
49
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, staft 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 intemrpting 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 communit¡ 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 reconìmendations
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 identified 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.)
50
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:
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.
Protects commissioners and staff from verbal attacks
Solicits opinions, feelings, and positions from all members
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 altematives until all are on the table.
12. Guides the process of screening alternatives and selecting the solution.
13. Attempts to obtarn consensus.
14. Moves the meeting along and does not let the advisory body drift off the subject at hand.
5
6
7. Encourages the generation of alternative solutions.
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
2. Ask staff to make sure there are plenty of extra agendas and staff reports
3. Establish and announce rules before the meeting begins
5l
4. Introduce each item and possible actrons
5. Try not to waste time on routine items
6. Encourage speakers to address the advisory body and not the audience
1. 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
1 1. 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.
52
âppenòrces
53
MISSION STATEMENT
SAN LUIS OBISPO STYLE
Quality with Vision
WHO ARE \ryE?
People Serving People
r A team that puts high value on each citizen it
SCTVCS.
Providers of programs that meet basic service
needs of each citizen.
r Enhancers of the quality of life for the community
as a whole.
WHAT DO WE STAND F'OR?
Quality in all Endeavors - Pride in Results
r Service to the community - the best - at all times.
r Respect - for each other and for those we serve.
t Value - ensuring delivery of service with value for
cost.
t Community involvement - the opportunity to
participate in attaining the goals of the City.
WHERE ARE WE GOING?
Into the Future with a Design
Planning and managing for levels of servrce
consistent with the needs of the citizens.
t Offering skills development and organizational
direction for employees in order to improve the
delivery of municipal services.
r Developing sources of funding and establishing a
sound financial management program which will
result in fiscal independence and flexibility in the
delivery of City Services.
r Providing the residents of the City with accurate
and timely information on issues which affect
them, and encouraging the full utilization of City
servlces.
t Promoting the City as a regional trade, recreational
and tourist center and improving the quality of life
for residents and visitors.
54
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
pursued with passion and translated into concrete
actions.
Service
We honor commitments, acknowledge legitimate
differences of opinion and accept decisions reached
with integrity.
Initiative and Accountability
We are dedicated to the best use of resources to fulfrll
identified community goals and needs.
Leadership and Support
We take personal responsibility to do what needs to be
done and report the results in a straightforward manner.
Innovation and Flexibility
We recognize that the ability to lead can be found at all
levels and that to create an environment to succeed
requires leading by example.
Communication
We are open to change and willing to try new ways to
fulf,rll the organization's vision, mission, and goals
more effectively.
Employee Development and Recognition
We foster open and clear discussion that encourages
the willingness to speak up and to listen, within a
framework of respect and understanding.
Team Players
We encourage and support each employee to improve
relevant job skills and celebrate personal and team
accomplishments.
Stewardship and Ethics
We encourage effective working relationships within
and between departments and the public to address
issues and achieve valuable results.
We promote public trust by using City resources
wisely, and through consistent fulfillment of these
values.
55
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amenò€ò anò âòopteò By
pesolutron no. 1o45o [zorr seples] on.¡uly 1ó, 2013
tanle oF contents
Architectural Review Commission Bylaws
Bicycle Advisory Committee Bylaws
Building Consffuction Board Of Appeals Bylaws
Cultural Heritage Committee Bylaws
Human Relations Commission Bylaws...
Jack House Committee Bylaws.....
Mass Transportation Committee Bylaws ......
Parks & Recreation Commission Bylaws
Personnel Board Bylaws
Planning Commission Bylaws ..,.,........:
2
5
7
9
T2
L4
L6
18
2L
23
26
29
32
Promotional Coord inati ng Com mittee Bylaws ........
Tourism Business lmprovement District Board Bylaws
Tree Committee By|aws.............
L
City of San Luis Obispo Advisory Body Bylaws July 2013
Architectural Review Commission Bylaws
MEMBERSHIP
The Architectural Review Commission (ARC) has seven members. 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.
ARTICLE 1. MEETINGS
A. Regular meetings shall be held at 5:00 p.m. on the first and third Monday of each
month.
B. Agenda items shall be completed by 9:00 p.m. unless the consent of a majority of
commissioners agree to extend the meeting.
C. Regular meetings shall be held in the Council Hearing Room, City Hall, 990 Palm Street,
San Luis Obispo, California.
D. ln the event that the Architectural Review Commission desires to hold all or any portion
of a regular meeting at a place other than the City Hall, then the place of such meeting
shall be posted on at the doors of the Council Hearing Room prior to the time
designated for the meeting in accordance with law.
ARTICLE 2. ELECTION OF OFFICERS
A. The commission shall select a Chairperson and Vice-Chairperson from among its
members to serve for a one-year term beginning April 1st of each year.
B. Commissioners shall serve as Chairperson or Vice-Chairperson at the discretion of the
Commission.
C. The Chairperson shall preside at all meetings of the commission. The Vice-Chairperson is
Chairperson in the absence of the Chairperson or in case of inability of the Chairperson
to act.
ARTICLE 3. CONDUCT OF MEETINGS
A. Commissioners should address questions through the chairperson.
B. Members of the audience should address commissioners or other persons present
through the chairperson.
C. Procedure for reviewing public hearing items:
After roll call the Chairperson shall announce to the public the procedures to be followed to
consider the public hearing items and then proceed as follows:
L. The Chairperson shall introduce the items and ask for oral staff reports.
2. The staff report previously submitted to the Architectural Review Commission
shall be placed into the record with all communications received regarding the
2
City of San Luis Obispo Advisory Body Bylaws July 20L3
proposal. Staff reports shall be submitted for all public hearing items in a form
acceptable to the Commission.
The applicant shall be invited to make a presentation on behalf of the request.
Members of the public wishing to speak in favor or in opposition of the
application shall be invited to make a presentation.
The public hearing shall be closed to the public and discussion confined to
members of the commission; provided that the commission may reopen the
public hearing at any time prior to a decision on an item on an affirmative vote if
the majority of those members present.
The Commission, upon formal motion, shalltake act¡on on the proposal. The
Chairperson shall inform the applicant and public of the right of appeal and
procedures for filing such an appeal.
ARTICLE 4. QUORUM
A. Four members of the commission constitutes a quorum for the transaction of business.
B. No approval or other action of the commission shall become effective without receiving
the affirmative vote of a majority of the members present.
ARTICLE 5. VOTING
A. Except as otherwise provided in the San Luis Obispo Municipal Code and state law, no
motion or any other action shall be passed or become effective without receiving the
affirmative vote of at least a majority of members present.
B. Failure to receive such an affirmative vote shall result in failure or denial, as appropriate,
of the motion or other action.
C. Except as allowed under the Political Reform Action of L974, any member abstaining
due to a declared conflict of interest shall not participate in the discussion of the items
or otherwise influence or attempt to influence in any manner the decision on the item.
D. All members, when present, must vote except when refraining from participating due to
a potential conflict of interest.
E. Commissioners not supporting a motion for project approval shall summarize the reason
for their vote.
ARTICLE 6. PUBLIC RECORDS
A. Records of all public hearings shall be made available to the public in the office of the
Community Development Department.
B. Secretary - Duties: The secretary shall be a representative of the community
development department, and shall keep minutes of each meeting and shall record the
official action taken. The records of all proceedings and the basis for all findings shall be
available to the council and to the public.
3
4
5
6
3
City of San Luis Obispo Advisory Body Bylaws July 2013
ARTICLE 7. ATTENDANCE
A. Any member of the Architectural Review Commission who fails, for any reason, to
attend three (3) consecutive regular, adjourned regular, or specially-scheduled
excluding Commission site visits) meetings, or a total of six (6) such Commission
meetings within any L2 month period, shall be reviewed by the Chairperson for possible
referral to the City Council.
ARTICLE 8. FILLING VACANCIES AND REMOVAL OF MEMBERS.
A. Vacancies shall be filled for unexpíred terms. The council, by majority action, may
remove any commissioner as provided in the City Charter.
ARTICTE 9. RUIES, REGULATIONS AND PROCEDURES.
A. The commissíon may adopt rules, regulations and procedures as required for the
transaction of its business. These rules shall become effective upon approvalof the
council.
4
City of San Luis Obispo Advisory Body Bylaws July 2013
Bicycle Advisory Committee Bylaws
ARTICLE 1. PURPOSE
The purpose of the Bicycle Advisory Comm¡ttee is to provide oversight and policy direction on
matters related to bicycle transportation in San Luis Obispo and its relationship to bicycling
outside the City.
ARTICLE 2. COMM¡TTEE MEMBERSH¡P AND TERMS OF OFFICE
The Bicycle Advisory Committee shall have seven members appointed bythe City Councilto
staggered terms of four years. Members must be residents and registered voters of the City.
Committee members will serve at the pleasure of the City Council. Any Committee member
may be reappointed, provided no appointee serves more than two consecutive terms (8 years)
A member who has served eight years can be reappointed after a one year absence from the
Committee.
ARTICLE 3. OFFICERS
The officers will consist of a Chairperson and Vice-Chairperson who will be elected annually at a
regular Committee meeting in each calendar year. The Chairperson will preside over all
meetings of the Committee and perform such duties as directed by the Committee. The Vice-
Chairperson will serve in the absence or incapacity of the Chairperson.
ARTICLE 4. MEETINGS
A. The Committee will hold a regular meeting at least quarterly. The meetings are
generally held the third Thursday of every other month (January, March, May, July,
September and November) at 7:00 p.m. in the Council Hearing Room, City Hall. All
meetings will be open to the public.
The Chairperson or any four members of the Committee may call a special meeting,
provided that a week's prior notice is given in writing to each member.
A quorum will consist of a majority of established Committee members.
All actions of the Committee will be decided by a majority vote or consensus and will be
directed through the Committee chair.
All members present must vote, except when abstaining due to a declared conflict of
interest. A failure or refusal to vote when present (except for a declared conflict or
interest) will be construed as an affirmative vote.
B
c
D
E
5
City of San Luis Obispo Advisory Body Bylaws July 2013
F Any member with a declared conflict of interest will not vote or participate in any
discussion of any item or in any manner attempt to influence the decision on that item.
ARTICLE 5. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Committee can be appointed as needed
by the Chairperson.
ARTICTE 6. ADVISORY BODY POTICIES
The Committee adopts and incorporates by reference all policies as stated in the City of San
Luis Obispo Advisory Body Handbook that are not in conflict with these bylaws.
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City of San Luis Obispo Advisory Body Bylaws July 2013
Building Construction Board Of Appeals Bylaws
MEMBERSHIP
The Board consists of seven members. Members must be residents and registered voters of the
City. 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 persons with a disability as defined
in the 2007 California Building Code.
ARTICLE 1. FUNCTIONS
The Construction Board of Appeals is established as a forum for those seeking relief from the
strict application of the provisions of the City's adopted Uniform Code, as follows:
A. To determine the suitability of alternate materials, methods of construction, and other
specifications set out in the City's adopted Uniform Codes.
B. To interpret reasonably the provisions of the City's adopted Uniform Codes.
ARTICLE II. MEETINGS
A. Meetings shall be on callof the Chief Building Official on at least three days public notice
given in a form acceptable to the City Clerk.
B. Meetings shall be held in the City Hall, 990 Palm Street, San Luis Obispo, California.
C. In the event the Board desires to hold all or any portion of a meeting at a place other
than the City Hall, then the place of such meeting shall be posted on the bulletin board
located at the entrance to City Council Chambers prior to the time herein designated for
such meetings in accordance with law.
ARTICTE III. OFFICERS
A. Officers of the Board shall be a Chairperson and a Vice Chairperson.
B. Offices shall be filled from appointed members by written ballot of the voting
membership.
C. Election of officers shall be held annually at the first meeting held after April 1.
ARTICLE IV. DUTIES OF THE CHAIRPERSON
The Chairperson shall preside at all meetings of the Board. The Chairperson shall preserve order
and decorum at all meetings, shall vote on all questions and announce the Board's decisions on
all subjects.
ARTICTE V. DUTIES OF VICE CHAIRPERSON
The Vice Chairperson shall act as Chairperson during the temporary absence or disability of the
Chairperson.
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City of San Luis Obispo Advisory Body Bylaws July 2013
ARTICLE VI. DUTIES OF THE SECRETARY
A. ln the event the Chairperson and Vice Chairperson are absent, the Secretary shall call
the meeting to order and the Board shall elect one of its members to act as Chairperson
pro tempore.
B. lt shall be the duty of the Secretaryto keep full, true and correct records of the action of
the Board and provide each member of the Board with minutes of each meeting.
C. The Secretary shall transmit copies of decisions and written findings to the City Council.
D. Minutes will be submitted to the Board for approval at the next meeting.
E. The Secretary shall prepare an agenda for each meeting.
ART¡CLE VII. CONDUCT OF MEETINGS
A. Board members should address questions through the Chairperson.
B. Members of the audience should address Board members or other persons present
through the Chairperson.
ARTICLE VIII. QUORUM
A majority of the number of established Board members shall constitute a quorum for the
transaction of business.
ARTICLE IX. VOTING
A. The vote on all motions making recommendation to the City Council shall be by
resolution, and a roll call vote shall be taken for the ayes and noes prior to the
consideration of the next order of business. All other motions may be by voice vote
Failure of any motion resolution or other action to receive three affirmative votes shall
result in failure or deníal of the motion, resolution or other action.
ARTICLE X. AGENDA
ln order for items and materials to be included on an agenda or to be acted upon by the
committee, they must be submitted to the Secretary of the Board at least ten (10) days prior to
the date on which said request will be considered by the Board. Such request must be made in
writing setting forth the following:
The applicable Code provision.
The nature of the requested change or interpretation.
The reasons for the change or interpretation.
ARTICLE XI. REFERRAL TO CITY COUNCIL
After the conclusion of the hearing on the request, all decisions and findings shall be made in
writing to the City Council with a duplicate copy to the appellant. The Board may recommend
such new legislation as may be necessary.
B
A.
B.
c.
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City of San Luis Obispo Advisory Body Bylaws July 2013
Cultural Heritage Committee Bylaws
ARTICLE 1. PURPOSE
The Cultural Heritage Committee promotes the preservation of architectural, archaeological,
historical and cultural resources in San Luis Obispo, by:
a. Helping the public pursue cultural resource preservation projects.
b. Sponsoring educational programs and research which improves our
understanding of the community's history and archaeology.
c. On request, commenting on the effects of public and private actions on
community cultural resources.
d. Helping with the administration of City-sponsored benefit programs.
ARTICLE 2. COMPTIANCE WITH OTHER REQUIREMENTS
The functioning of the Cultural Heritage Committee and all of its actions and decisions shall be
in compliance with the provisions of the Advisory Body Handbook and with the provisions of
City Resolution 6593 (1989 Series).
ARTICLE 3. MEMBERSHIP
A. The CHC will have seven members appointed by the City Council. Members must be
resídents and registered voters of the City. lf possible, membership of the committee should
include a person knowledgeable in local history, a person with training or experience in
structural rehabilitation, a person knowledgeable on local archaeology, and a person with
knowledge of architectu re.
B. lf possible, the committee should include one resident from each of the five Historical
Preservation Districts created but the Council is not limited to this district residency
requirement when making appointments.
ARTICLE 4. TERMS OF APPOINTMENT
Members shall be appointed by the City Council for an initial term of a maximum of four years
and may be reappointed for additional terms, not exceeding a total of eight years.
ARTICLE 5. OFFICERS
A. A Chairperson and Vice-Chairperson shall be elected by the committee at its first
meeting in April for one-year terms. No person may serve in the office of Chairperson or Vice-
Chairperson for more than two consecutive terms.
B. The Chairperson shall preside over all committee meetings, vote on all matters, appoint
all subcommittees, call special meetings, and submit an annual report and budget to the
committee for approval and presentation to the City Council.
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City of San Luis Obispo Advisory Body Bylaws July 2013
C. The Vice-Chairperson shall serve in the absence or incapacity of the Chairperson and
perform such other duties as requested by the Chair.
ARTICLE 6. MEETINGS
A. The committee shall hold a regular meeting each month. All meetings shall be open to
the public. Regular meetings shall be held at 5:30 p.m. on the fourth Monday of each month in
the City Council Hearing Room, City Hall, 990 Palm Street, San Luis Obispo, California.
B. A quorum shall consist of a majority of the established members.
C. All action of the committee shall be decided by a majority vote or consensus of the
quorum directed through the Chairperson.
D. Minutes of each meeting shall be forwarded to the City Council and be available as a
public record.
E. The Chairperson or a quorum majority of the committee may call a special meet¡ng,
provided that all public notice requirements are met.
F. All committee meetings shall be conducted according to City practices, customs, and
policies. Robert's Rules of Order, Newly Revised, may be used as a guideline.
G. All members present must vote, except when a member declares a conflict of interest.
Any member declaring a conflict of interest shall not vote or participate in any related
deliberations or action of the committee.
ARTICLE 7. ABSENCES AND RESIGNATIONS
A. lf a member fails to attend three consecutive regular meetings or a total of six regular
meetings within any t2 months, the member shall automatically be considered for
replacement. The Chairperson of the committee shall inform the Councilof such a situation
and explain any special circumstances.
B. Committee members are responsíble for notifying the Chairperson or the Secretary in
advance when an absence is anticipated.
C. lf a member needs to resign from the committee, the member shall immediately direct
a letter to the City Council with copies forwarded to the committee Chairperson and City Clerk
City of San Luis Obispo Advisory Body Bylaws July 2013
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ARTICLE 8. SUBCOMMITTEES
A. Subcommittees shall be appointed, as needed, by the Chairperson. Subcommittees may
include non-committee members who shall have no voting power.
ARTICTE 9. AMENDMENTS
Bylaw amendments shall be submitted for Council approval by an affirmative vote of the
members present at a regular meet¡ng of the committee, provided that such amendments shall
have been discussed by the committee on the agenda of at least two meetings prior to the
vote. The members shall receive the proposed amendments at least 10 days prior to the first
meeting.
City of San Luis Obispo Advisory Body Bylaws July 2013
LI
Human Relations Commission Bylaws
ARTICLE 1. PURPOSE
It is the purpose of the Human Relations Commission to advise the Council in its actions to
create an environment within the City in which all persons can enjoy equal rights and
opportunities regardless of race, religion, sex, sexual orientation, national origin, age, physical,
mental or economic status. The Human Relations Commission shall make recommendations to
the City Council or the City Manager on how these social concerns and human needs can best
be addressed.
ARTICLE 2. MEMBERSHIP AND TERMS OF OFFICE
The HRC has seven members. Members must be residents and registered voters of the City
While there are no special qualifications for applicants, the Council usually seeks individuals
with experience, or a demonstrated interest in community social issues.
Commissioners shall be appointed by the City Council for terms of four (4) years, commencing
on April Lst. Commissioners shall serve at the pleasure of the City Council. Any Commissioner
may be reappointed, provided that no appointee shall serve more than two (2) consecutive
terms (8 years).
ARTICTE 3. MEETINGS
A. The Commission shall hold a regular meeting each month but not less than ten (10)
times a year.
B. Regular meetings will be held generally on the first Wednesday of the month at a
specified time and place.
C. The Commission meetings shall be open to the public and shall be held at City Hall in the
Council Hearing Room or other previously announced locations at specific times as
required by California law.
D. A quorum shall consist of a majority of the established Commissioners.
E. All actions of the Commission shall be decided by a majority vote or consensus and shall
be directed through the Commission Chair.
F. Minutes of each meeting shall be forwarded to the City Council and be available as a
public record.
G. The Chairperson or any three members of the Commission may call a special meeting
providing a week's prior notice is given in writing to each member.
City of San Luis Obispo Advisory Body Bylaws July 201-3
L2
H. All Commission meetings shall be conducted according to Robert's Rules of Order
l. All members present must vote, except when abstaining due to a declared conflict of
interest.
J. Any member with a declared conflict of interest shall not vote on or participate in any
discussion of any item or in any manner attempt to influence the decision on that item.
ARTICLE 4. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Commission shall be appointed, as
needed, by the Chairperson. Study committees may include non-commission members who
shall have no voting power.
ARTICLE 5. OFFICERS
A. The officers shall be a Chairperson and a Vice-Chairperson who shall be elected at the
Commission meeting in April for one-year terms.
B. The Chairperson shall preside over all meetings of the Commission, prepare all meeting
agendas and perform such duties as directed by the Commission.
C. The Vice-Chairperson shall serve in the absence or incapacity of the Chairperson.
ARTICTE 6. WORKPLAN
The Commission shalldevelop a workplan on an annual basis. The workplan shall be a
description of the activities that will be undertaken in order to meet the goals and objectives of
the Commission.
ARTICLE 7. AMENDMENTS
By law amendments shall be submitted for Council approval by an affirmative vote of the
members present at a regular meeting of the Commission, provided that such amendments
shall have been discussed by the Commission on the agenda of at least two meetings prior to
the vote. The members shall receive the proposed amendments in writing at least ten (10) days
prior to the first reading.
City of San Luis Obispo Advisory Body Bylaws July 2013
L3
fack House Committee Bylaws
ARTICLE 1. PURPOSE
The Jack House and Grounds were deeded to the City of San Luis Obispo on March 10, 1975. ln
accepting the deed the City agreed to appoint a committee of seven members to advise the
Council on the House and Grounds. The Jack House Committee is charged with the
responsibility to advise the City Council on matters concerning: Facility use, fees and charges,
capital improvements, and any other item affecting the House and Grounds.
ARTICLE 2. COMMITTEE MEMBERSHIP
The grant deed requires that persons with special expertise fillfour of the seven seats on the
Jack House Committee:
L A member of the San Luis Obispo County History Center.
2. One member of the faculty, current or retired, of California Pol¡echnic State University
College of Architecture and Environmental Design, preferably an architectural historian.
3. One member of the faculty, current or retired, of California Polytechnic State University
College of Agriculture, preferably a horticulturist.
4. A member of the San Luis Obispo Parks and Recreation Commission.
The City Council has resolved that due to these special conditions and requirements, members
appointed to the four specified positions may be reappointed to serve consecutive four year
terms, without limitation on the total number of terms served, and do not have to be
registered voters of the City of San Luis Obispo, the choice being left to índividual committee
members.
The remaining committee membership shall be as follows:
L. A member at large (must reapply when 4 year term expires).
2. A member at large (must reapply when 4 year term expires).
3. A member at large (must reapply when 4year term expires).
Members at large are required to be residents and registered voters of the City.
The docent chair shall serve as an ex-officio (non-voting) member and shall not count toward a
quorum.
ARTICLE 3. MEETINGS
A. The Committee shall hold a regular meeting each month but not less than ten (10) times
a year.
B. Meetings will be held at 5:30 P.M. the second Wednesday of each month.
C. The Committee meetings shall be open to the public and shall be held at the Parks and
Recreation Department Office, the Jack House or any other previously announced
locations at specific times as required by Californía law.
D. A quorum shall consist of a majority of the Committee members currently serving.
E. All actions of the Committee shall be decided by a majority vote or consensus and shall
be directed through the Committee Chair.
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City of San Luis Obispo Advisory Body Bylaws July 20L3
F.
G
H
L
Minutes of each meeting shall be forwarded to the City Council and be available as a
public record.
The Chairperson or any three members of the Committee may call a special meeting
providing a week's prior notice is given in writingto each member.
All Committee meetings shall be conducted according to Robert's Rules of Order.
All members shall vote. Any member with a declared conflict of interest shall not vote
on or participate in any discussion of any item or in any manner attempt to influence
the decision on that item.
ARTICLE 4. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Committee shall be appointed, as
needed, by the Chairperson. Study committees may include non-committee members who
shall have no voting power.
ARTICLE 5. OFFICERS
A. The officers shall be a Chairperson and a Vice-Chairperson who shall be elected at the
Committee meeting in April for one-year terms.
B. The Chairperson shall preside over all meetings of the Committee, assist in preparing all
meeting agendas and perform such duties as directed by the Committee.
C. The Vice-Chairperson shall serve in the absence or incapacity of the Chairperson.
ARTICLE 6. STAFF
The Director of Parks and Recreation or designate is the staff liaison to the Jack House
Committee. The Director may designate such other staff as is necessary to provide support to
the Committee.
The Director of Public Works should designate a Public Works staff representative for both the
house (building maintenance) and the garden (parks maintenance). The Committee shall receive
notification if there are any changes to staff representation.
ARTICLE 7. WORK PLAN
The Committee shall develop a work plan on an annual basis. The work plan shall be a
description of the activities that will be undertaken in order to meet the goals and objectives of
the Committee.
ARTICLE 8. AMENDMENTS
Prior to May 1, in each odd number year, these by-laws shall be reviewed by the Committee.
By-law amendments shall be submitted for Council approval by an affirmative vote of the
members present at a regular meeting of the Committee, provided that such amendments shall
have been discussed by the Committee on the agenda of at least two meetings prior to the
vote. The members shall receive the proposed amendments in writing at least ten (10) days
prior to the first meeting.
City of San Luis Obispo Advisory Body Bylaws July 2013
15
Mass Transportation Committee Bylaws
ARTICLE 1. PURPOSE
The purpose of the Mass Transportation Committee is to advise City staff and the City Council
on all matters related to public transportation in San Luis Obispo (buses, trolley, and taxi).
ARTICLE 2. COMMITTEE MEMBERSHIP
The Committee has seven voting members, consisting of one Cal Poly employee designated by
Cal Poly and one Cal Poly student representative designated by Associated Students, lnc. (ASl);
one person 62 years of age or older; one person from the business community; one person with
technícal transportation planning experience; one person with a disability; one member-at-
large. ln addition, when possible, two alternate members selected from the general public will
be appointed. The Cal Poly and technical planning representatives are exempt from the
residency requirements. All other members must be residents and registered voters of the City.
ARTICLE 3. TERMS OF OFFICE
Committee members will be appointed by the City Council to staggered terms of four years.
Committee members will serve at the pleasure of the City Council. Any Committee member
may be reappointed, providing no appointee serves more than two consecutive terms (8 years).
A member who has served 8 years can be reappointed after a one year absence from the
Committee.
ARTICLE 4. MEETINGS
A. The Committee will hold a regular meeting at least quarterly
The Committee will approve an annual regular meeting schedule by June of each
year.
The Commíttee meetings will be open to the public and held at the Council Hearing
Room City Hall, or other previously announced locations.
D. A quorum will consist of a majority of the established Committee members
All actions of the Committee will be decided by a majority vote or consensus and will
be directed through the committee chair.
Minutes of each meeting will be available as a public record in the Public Works
Department.
The Chairperson or any four members of the Committee may call a special meeting,
provided that a week's prior notice is given in writing to each member.
B
c.
E
F.
G
City of San Luis Obispo Advisory Body Bylaws july 2013
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All Committee meetings will be conducted in accordance with City practices,
customs, and policies. Roberts Rules of Order, Newly Revised, may be used as a
guideline.
All members present must vote, except when abstaining due to a declared conflict of
interest. A failure or refusal to vote when present (except for a declared conflict of
interest) will be construed as an affirmative vote.
Any member with a declared conflict of interest will not vote or participate in any
discussion of any item or in any manner attempt to influence the decision on that
item.
K.lf, or when a voting member of the MTC is absent from an MTC meeting, one of the
Alternate members shall take the place of the voting member in order to maintain
as many voting members as possible. lf only one voting member of the MTC is
absent, choice between the two alternates will be decided by a fair game of chance
such as a coin flip or role of the die performed bythe Chairperson of the MTC.
ART¡CIE 5. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Committee can be appointed as
needed by the Chairperson.
ARTICLE 6. OFFICERS
A. The officers will consist of a Chairperson and Vice-Chairperson who will be elected at
the Committee meeting in April or May for one year terms that commence the first
meeting of the next fiscalyear..
B The Chairperson will preside over all meetings of the Committee, prepare (with the
assistance of staff) all meeting agendas and perform such duties as directed by the
Committee.
C. The Vice-Chairperson will serve in the absence or incapacity of the Chairperson
ARTICLE 7. POTICIES
The Committee adopts policies as stated in the City of San Luis Obispo Advisory Body
Handbook, incorporated herein by reference.
H
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City of San Luis Obispo Advisory Body Bylaws July 2013
17
Parks & Recreation Commission Bylaws
ARTICLE 1. PURPOSE
The Parks & Recreation Commission is a body of citizens appointed to advise the City's
Parks & Recreation Department and the City Council on the development and operation of
recreation programs and parks, and on the implementation of the Parks and Recreation
Element of the City's General Plan. lt also provides recommendations to the City Council and
San Luis Obispo Coastal Unified School District Board of Trustees regarding those facilities
which have been mutually designated as joint use facilities; and for the operation of
recreationalfacilities, priority for use of the facilities, and development of new recreation
facilities at Sinsheimer Park.
ARTICLE 2. MEMBERSHIP
A. The Parks and Recreation Commission shall consist of seven members.
B. Members are appointed by the City Council for a term of four years. Members are
eligible for reappointment for an additional four-year-term. Members are subject to
a term limit of consecutive eight years.
ARTICLE 3. MEETINGS
A. Regular meetings of the Parks & Recreation Commission shall be held on the first
Wednesday of each month at 5:30p.m., except during the month of the annual tour of
the City's parks and facilities.
B. Meetingswill be held in the City Council Chambers,990 Palm Street. ln the event
that the Parks & Recreation Commission chooses to hold all or any portion of a
regular meeting other than at City Hall, then the place of such meeting shall be
posted at least 72 hours in advance at the Parks & Recreation Department office,
L341 Nipomo and on the bulletin board located at the entrance to the City Council
Chambers prior to the established meeting time.
ARTICLE IV ELECTION OF OFFICERS
A. ln April of each year, the Parks & Recreation Commission shall select a Chair and
Vice Chair from among its members to serve a one-year term.
B. Commissioners shall serve as Chair or Vice Chair at the discretion of the Commission
C. The Chair shall preside at all meetings of the Parks & Recreation Commission. The
Vice Chair will act as the Chair in the absence of the Chair or in case of the inability of
the Chair to act.
City of San Luis Obispo Advisory Body Bylaws July 20L3
18
D. ln the event that the Chair and Vice Chair are unavailable to attend to their
duties, the assembled members shall determine a Temporary Chair.
E. No person shall serve as Chair or Vice Chair for more than three consecutive terms
ARTICLE V. CONDUCT OF MEETINGS
All meetings will be conducted in accordance with City practices, customs, and policies
Robert's Rules of Order, Newly Revised shall be utilized as a guide in the conduct of
meetings.
ARTICLE VI. QUORUM
Four members of the Parks & Recreation Commission shall constitute a quorum for the
purposes of conducting business.
ARTICLE VII. VOTING
A. Except as otherwise provided in the San Luis Obispo Municipal Code and state
law, no resolution, motion or other act¡on shall be passed or become effective without
receiving the affirmative vote of at least a majority of the members present.
B. Failure to receive such an affirmative vote shall result in failure or denial, as
appropriate, of the motion, resolution or other action.
C. Except as allowed under the Political Reform Act of t974, as amended, any
member abstaining due to a declared conflict of interest shall not participate in the
discussion of the items or otherwise influence or attempt to influence in any manner
the decision on the item.
D. All members, when present, must vote except when abstaining due to a declared
conflict of interest.
F. Failure or refusalto vote when present -except for a declared conflict of interest -
shall be counted as an affirmative vote.
ARTICLE VIIL PUBLIC RECORDS
Records of all public hearings shall be made available to the public in the offices of the
Parks & Recreation Department.
ARTICTE IX. ATTENDANCE
Any member of the Parks & Recreation Commission who fails, for any reason, to attend
three (3) consecutive regular meetings or a total of six (6) regular meetings within any L2
month period shall be automatically considered for replacement by the City Council. The
Chairperson of the Parks & Recreation Commission shall inform the Council of such a
situation, explaining any special circumstances.
City of San Luis Obispo Advisory Body Bylaws July 2013
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ARTICLE X. COMMITTEES
A. A member of the Parks & Recreation Commission shall represent the Commission and
sit as a voting member on the following City advisory bodies: Jack House Committee
and Tree Committee.
B. Additional committee assignments shall be made as deemed necessary by the Chair.
C. Committee assignments will be made in April of each year
ARTICLE 11 AMENDMENTS
A. These bylaws may be recommended for amendment by the majority vote of the
Commission members present at a regular meeting, provided that a quorum is
present. Members shallreceive the proposed amendments at least seven (7) days
prior to the meeting in which the amendment ¡s proposed.
B. Prior to May 1 in each odd-numbered year, these bylãws shall be reviewed by the
Commission. Any proposed changes shall be submitted to the City Councilfor
approval. lf no changes are proposed, a report of the review shall be submitted.
City of San Luis Obispo Advisory Body Bylaws July 2013
20
Personnel Board Bylaws
ARTICTE 1. PURPOSE
It is the purpose of the Personnel Board to hear employee appeals from disciplinary action, to
review employee grievances, and to hear issues of Council censure. The Board shall then make
advisory recommendations to the City Council. The Personnel Board shall also perform other
duties pertaining to personnel management as directed by the City Council.
ARTICLE 2. MEMBERSHIP AND TERMS OF OFFICE
Five (5) members of the Personnel Board shall be appointed bythe City Council and shallserve
for terms of four (4) years. Members must be residents and registered voters of the City.
A. Appointments will be made in a staggered every other year pattern, such that two (2)
members' terms will expire during a given year and the terms of the other three (3)
members will expire two (2) years later.
B. Any vacancies on the Personnel Board shall be filled for the unexpired term of the
person replaced.
C. Members shall be appointed for no more than two (2) consecutive terms (8 years)
ARTICLE 3. OFFICERS
The officers shall be a Chairperson and a Vice-Chairperson who shall be elected at the first
meeting of alternate calendar years to serve two-year terms.
A. The Chairperson shall preside over all meetings of the Personnel Board, subpoena
witnesses and require the production of books, papers and any other materials
pertinent to the investigation or hearing.
B. The Vice-Chairperson shall serve in the absence of the Chairperson
C. The Director of Human Resources or his or her designee shall serve as recording
secretary, keeping record of all meetings, and shall issue all necessary notices, copies of
agendas, minutes and copies of necessary documents.
ARTICLE 4. MEETINGS
A. The Personnel Board shall meet as needed
B. Three (3) members of the Board shall constitute a quorum for the transaction of
business. However, for the purpose of a hearing on appeal of a disciplinary action, no
Board member may vote on a decision if absent from part of a hearing, unless such
City of San Luis Obispo Advisory Body Bylaws July 20L3
2L
member cert¡fies that he/she listened to a recording of or read the transcript of the
missed portion of the hearing.
C. Pursuant to Personnel Exception of the Brown Act (Government Code Section 549571, a
meeting may be closed to the public at the request of any appellant when the pending
issue deals with a part¡cular employee.
D. The Chairperson or the legal advisor to the Board shall administer oaths to all witnesses
appearing before the Board. Any regular officer or employee of the City who fails to
take the oath or fails to testify truthfully under oath at a hearing shall be subject to
disciplinary action.
E. All grievance and disciplinary appeal hearings shall be recorded.
F. At the request of the appellant, a court reporter shall be used. The cost of the court
reporter shall be paid as agreed upon by both sides.
G. All actions of the Board shall be decided by majority vote, and shall be directed through
the Board Chairperson.
H. The Board may meet with its legal advisor, as needed and outside the presence of any
other persons, to receive opinions and advice.
L The Board may direct the parties to submit hearing briefs outlining the facts and
arguments to be presented priorto any hearing. The Chairperson shall establish a
schedule for submission of the hearing briefs.
ARTICLE 5. AMENDMENTS
At such time as these by-laws need to be amended, the Director of Human Resources shall
meet and determine an appropriate procedure for making such amendment(s).
City of San Luis Obispo Advisory Body Bylaws July 2013
22
Planning Commission Bylaws
MEMBERSHIP
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.
ARTICLE 1. MEETINGS
A. Regular meetings shal! be held at 6:00 p.m. on the second and fourth Wednesday of
each month.
B. No agenda item shall be introduced after 11:00 p.m. without the consent of a majority
of commissioners present.
C. Regular meetings shall be held in the City Council Chambers, City Hall, 990 Palm Street,
San Luis Obispo, California.
D. ln the event the Planning Commission desires to hold all or any portion of a regular
meeting at a place other than the City Hall, then the place of such meeting shall be
posted on the bulletin board located at the entrance to City Council Chambers prior to
the time herein designated for such regular meetings in accordance with law.
ARTICTE 2. ELECTION OF OFFICERS
A. The Commission shall select a Chairperson and Vice-Chairperson from among its
members to serve for a one year term beginning the first meeting in April of each year
B. Commissioners shall serve as Chairperson or Vice-Chairperson at the discretion of the
Commission.
C. The Chairperson shall preside at all meetings of the Commission. The Vice-Chairperson
is Chairperson in the absence of the Chairperson or in case of inability of the
Chairperson to act.
D. No person shall serve as Chairperson or Vice-Chairperson for more than two consecutive
terms.
ARTICLE 3. CONDUCT OF MEETINGS
A. Commissioners should address questions through the Chairperson
City of San Luis Obispo Advisory Body Bylaws July 2013
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B. Members of the audience should address commissioners or other persons present
through the Chairperson.
C. Procedure for reviewing public hearing items:
After roll call the Chairperson shall announce to the public the procedures to be
followed to consider the public hearing items and then proceed as follows:
L. The Chairperson shall introduce the items and ask for oral staff reports
2. The staff report precisely submitted to the Planning Commission shall be placed into the
record with all communications received regarding the proposal. Staff reports shall be
submitted for all public hearing items in a form acceptable to the commission.
3. The applicant shall be invited to make a presentation on behalf of the request.
4. Members of the public wishing to speak in favor or in opposition of the application shall
be invited to make a presentation.
5. The applicant shall have the opportunity at the end of the public hearing to address
comments made by the public and address any further commission questions.
6. The public hearing shall be closed to the public and discussion confined to members of
the commission; provided that the commission may reopen the public hearing at any
time prior to a decision on an item on an affirmative vote of the majority of those
members present.
7 . The commission, upon formal motion, shall take action to dispose of the proposal. The
Chairperson shall announce the vote and thereafter, inform the applicant and public of
the right of appeal and procedures for filing such appeal.
ARTICLE 4. QUORUM
Four members of the Planning Commission constitute a quorum for transacting business.
ARTICLE 5. VOTING
A. Except as otherwise provided in the San Luis Obispo Municipal Code and state law, no
resolution, motion or any other action shall be passed or become effective without
receiving the affirmative vote of at least a majority of members present.
B. Failure to receive such an affirmative vote shall result in failure or denial, as appropriate,
of the motion, resolution or other action.
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C. Except as allowed underthe Political Reform Action of I974, any member abstaining
due to a declared conflict of interest shall not participate in the discussion of the items
or otherwise influence or attempt to influence in any manner the decision on the item
D. All members, when present, must vote except when abstaining due to a declared
conflict of interest.
E. Failure or refusal to vote when present - except for a declared conflict of interest - shall
be counted as an affirmative vote.
ARTICTE 6. PUBLIC RECORDS
Records of all public hearings shall be made available to the public in the office of the
Com m u nity Development Department.
ARTICLE 7. ATTENDANCE
A. Any member of the Planning Commission who fails, for any reason, to attend three (3)
consecutive regular meetings, or a total of six (6) regular meetings within any l2-month
period, shall be automatically considered by the City Council for replacement. The
chairperson of the Planning Commission shall inform the Council of such a situation,
explaining any special circumstances.
B. Any member of the Planning Commission who fails, for any reason, to attend three (3)
consecutive regular, adjourned regular, or specially-scheduled (excluding Commission
site visits) meetings, or a total of six (6)such commission meetings within any l2-month
period, shall be reviewed by the Chairperson for possible referral to the City Council.
ART¡CIE 8. POTICY
All matters of policy not covered by law may be adopted as a "Resolution of Policy" and when
so adopted shall be considered the official policy of the Planning Commission subject to
ratification of the City Council.
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Promotional Coordinating Committee Bylaws
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 of the City of San Luis Obispo. The seventh member shall be the chair of the
Tourism Business lmprovement District (TBID) Board as appointed bythe TBID Board.
Committee members shall be appointed for a term of four (4) years, commencing on April l't 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, partialterm is less than one (1) year. The
representative from the TBID Board shall serve a term concurrent with his/her term as the
chairperson of the TBID Board.
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 March meeting of the PCC for the term starting in April. No committee
member shall serve more than two (2) consecutive one-year terms as Chairperson or Vice
Chairperson. Any committee member who has been appointed to fill a vacant seat as
Chairperson or Vice Chairperson in mid-term shall not be precluded from thereafter serving as
Chairperson or Vice Chairperson for two (2) consecutive one-year terms, so long as the initial,
partial term is less than six (6) months.
The Chairperson shall preside 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.
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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 Rules of Order,
newly revised edition, subject to minor variation by the Chair as appropriate to the
needs ofthe advisory body.
l. 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 member who fails to attend three (3) regular meet¡ngs within any twelve-month
period may be considered for replacement at the discretion of the committee.
ARTICLE 5 SUBCOMMITTEES
Subcommittees shall be appointed, as needed, by the Chairperson. Standing subcommittees are
the Grants-in-Aid and Events Promotion 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.
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B. Develop 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. lnitiate and support community activities that are meaningful to residents and visitors of
the City of San Luis Obispo.
F. Provide a liaison to Grant-ln-Aid 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.
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Tourism Business Improvement District Board Bylaws
ARTICLE 1 PURPOSE
The Tourism Business lmprovement 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 L't 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 bythe 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 Chairperson or Vice Chairperson in mid-term
shall not be precluded from thereafter serving as Chairperson or Vice Chairperson for two (2)
consecutive one-year terms, so long as the initial, partial term is less than six (6) months.
The Chairperson shall preside 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
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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.
l. All Board members present at a meeting shallvote 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.
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.
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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 regardingthe implemented
promotional programs and projects.
D. Perform any other lawful tasks as directed bythe 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.
ARTICTE 7 FUND RESERVE POLICY
The purpose of the Fund Reserve policy for the TBID is to ensure stability of the program under
economic uncertainties. For the TBID Fund the level of the reserve has been established at
S100,000. Under this policy, it is allowable for total expenditures to exceed revenues in a given
year; however, the fund reserve can only be used to fund "one-time," non-recurring
expenditures upon TBID Board approval. ln the instance funds are used, the reserve fund would
be replenished to the established level in the next fiscal year.
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Tree Committee Bylaws
ARTICLE 1. PURPOSE
The purpose of the Tree Committee is to advise City staff and the City Council on all matters
related to trees in San Luis Obispo.
ARTICLE 2. COMM¡TTEE MEMBERSHIP
The Tree Committee shall have seven members and shall consist of one (1) representative from
the Parks and Recreation Commission, one (L) representative from the Architectural Review
Commission, and five (5) members from the general public (one of whom shall be a
horticultural expert). Members must be residents and registered voters of the City.
ARTICLE 3. TERMS OF OFFICE
Committee members will be appointed by the City Council to staggered terms of four years,
commencing April L. Committee members will serve at the pleasure of the City Council. Any
Committee member may be reappointed, provided no appointee serves more than two
consecutive terms (8 years).
ARTICLE 4. MEETINGS
A. The Committee will hold a regular meeting each month.
B. Regular meetings will be held at 5:00 om the fourth Mondav of each month.
C. The Committee meetings will be duly advertised according to the Ralph M. Brown
Act, and open to the public and held at the City's Corporation Yard, located at 25
Prado Road in Conference Room A, or other previously announced locations at specific
times as required by California law.
A quorum will consist of a majority of the established Committee members
All actions of the Committee will be decided by a majority vote or consensus and
will be directed through the Committee Chair.
Minutes of each meeting will be available as a public record in the Public Works
Department.
G. The Chairperson or any three members of the Committee may call a special
meeting provided that a week's prior notice is given in writing to each member and
the meeting is otherwise properly noticed pursuant to the Brown Act.
D
E.
F
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H
t.
J
All Committee meetings will be conducted in accordance with City Practices, customs,
and policies. Roberts Rules of Order, Newly Revised, shall be utilized as a guide in the
conduct of meetings.
All members present must vote, except when abstaining due to a declared conflict of
interest. A failure or refusal to vote when present (except for a declared conflict of
interest) will be construed as an affirmative vote.
Any member with a declared conflict of interest will not vote or participate in any
discussion of any item or in any manner attempt to influence the decision on that item.
ARTICLE 5. SUBCOMMITTEES
Subcommittees consisting of less than a quorum of the Committee can be appointed as needed
by the Chaírperson.
ARTICLE 6. OFFICERS
A. The officers will consist of a Chairperson and Vice-Chairperson who will be
elected at the Committee meeting in April for one year terms.
B.The Chairperson will preside over all meetings of the Committee, prepare (with the
assistance of staff) all meeting agendas and perform such duties as directed by the
Committee.
C. The Vice-Chairperson will serve in the absence or incapacity of the Chairperson.
ARTICLE 7.POLTC¡ES
The Committee adopts policies as stated in the City of San Luis Obispo Advisory Body
Handboolt, incorporated herein by reference.
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