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HomeMy WebLinkAbout01-17-2017 Item 13 Consideration of Features for the Special Meeting Regarding the Rental Housing Inspection Program Meeting Date: 1/17/2017 FROM: Michael Codron, Community Development Director Prepared By: Teresa Purrington, Code Enforcement Supervisor SUBJECT: CONSIDERATION OF FEATURES FOR THE SPECIAL MEETING REGARDING THE RENTAL HOUSING INSPECTION PROGRAM RECOMMENDATION Provide direction about the format and features of a City Council special meeting regarding the Rental Housing Inspection Program in the City of San Luis Obispo. DISCUSSION At the December 13, 2016 City Council meeting, the City Council decided to review the Rental Housing Inspection Program as soon as possible. A special meeting is scheduled for February 16, 2017. In preparing for this special meeting, staff wanted to ensure the following questions or issues were addressed by the City Council so that a common vision for the meeting is created. 1) What is the anticipated goal or outcome for this meeting? Options include the following: a) engaging in a candid conversation among Council members about the Rental Housing Inspection Program in San Luis Obispo and discussing a common vision for addressing this program in the short and/or long term (including direction to staff); b) having an opportunity to have a free flowing discussion of ideas regarding the Rental Housing Inspection Program (including or excluding direction to staff); c) facilitate a community dialogue where members of the community come up with common problem definition with the program and ideas to address these concerns; and/or d) conducting a traditional public hearing style meeting providing direction to staff for implementing action; 2) What type of discussion do Council members want to foster? Options include the following: a) an informal roundtable discussion involving the Council members (retreat model); b) a conversation among the Council members based on input received during public comment; or c) a facilitated two-way community dialogue with members of the community at this meeting (town hall meeting model). d) A study session where staff gives a report, the council hears from the community and then deliberates to provide direction to the staff regarding desired actions (including no changes, revisions, repeal, more study/analysis, and what to do in the interim, etc.) 3) What venue should be used for this meeting? Issues to consider regarding this question is how many people you anticipate attending, the need for parking, accessibility via public transportation, the costs associated with the venue, the convenience for those who will attend Packet Pg. 235 13 and ultimately availability of the venue. Options include the following: a) City Council Chambers; b) Community Room at the County/City Library; c) Ludwick Community Meeting Room only (gym not available); or d) Other options for a venue include the Community Room at Meadow Park, the Monday Club, the Vets Hall. 4) Who do you want to facilitate the meeting? Options include the following: a) The Mayor; b) another Councilmember; c) a rotating role at the special meeting among the Mayor and Council members; or d) a trained neutral facilitator. The advantage of having the Mayor or a Council member(s) facilitate the meeting is that it would give the Council the greatest amount of interaction with each other and enables a frank conversation with firsthand information. An alternative perspective is that having the Council facilitate will take their focus away from the substance of the discussion. When issues are complex and engender strong opinions, having a skilled neutral facilitator may help the Council achieve the purpose of this meeting in a constructive way. 5) Will there be any ground rules for participation in the special meeting? Procedures for the Council to consider include the following: a) time limits for speakers (public and/or Council members), b) requirements for civility, and c) any other guidelines that you believe will help achieve the purpose of the meeting. 6) What type of staff support or resources would you like to be available at the workshop? Options include the following: a) providing professional advice, b) providing background information and a presentation, c) being a scribe for ideas, or d) being in attendance as observers. Staff would need to know if you want the meeting video recorded for the public record as arranging offsite videotaping of any proceedings requires a planned coordination of video and audio logistics. At a minimum, staff will produce minutes of the special meeting. There is a significant amount of background information available for the City Council and community to review, if desired. Below are links to previous agenda reports prepared on this topic. However, the Council may wish to direct staff to provide other or additional resources to support the discussion.  Council Agenda Report from May 17, 2016 -First annual report regarding rental housing inspection program. (Attachment A) Packet Pg. 236 13  Council Agenda Report from May 19, 2015 – Adoption of Ordinance establishing a rental housing inspection program. (Attachment B)  Council Agenda Report from May 5, 2016 – Public hearing for rental housing inspection program. (Attachment C)  Council Agenda Report from December 16, 2014 – Review of rental housing inspection program options. (Attachment D) Next Steps after the February 16, 2017 Special City Council Meeting Staff has calendared time on the March 7, 2017 agenda should Council direct staff to return with any program or ordinance changes. Should program or ordinance changes be extensive, additional time may be needed and time is also available on the March 21, 2017 agenda. FISCAL IMPACT There may be some expenses associated with having this meeting in a different venue and for video recording the meeting. Without knowing the Council’s preference for a venue and how long the meeting might be it is difficult to estimate these added costs. The cost for holding the meeting in council chambers would be for video services at $469 for the first 4.5 hours and $45 for each additional hour. For other city facilities there is no room charge however the cost for off-site video would be between $1,750 and $3,100 depending on set up and location. The cost for a non-city owned venue is between $750 and $1200 for the room plus off-site video charges. Even though there will likely be additional costs and the costs are unknown at this time, staff believes there are sufficient funds available in Community Development’s budget to conduct this special meeting without any new allocation of budget resources. Attachments: a - Council Reading File 05-17-2016 Council Agenda Report b - Council Reading File 05-19-2015 Council Agenda Report c - Council Reading File 05-05-2015 Council Agenda Report d - Council Reading File 12-16-2014 Council Agenda Report Packet Pg. 237 13 Page intentionally left blank. Packet Pg. 238 13