HomeMy WebLinkAbout09/13/1988, 5 - ADVISORY BODY HANDBOOK Illllw'I�I�I���ullj��Ill city of San LUIS OBispo MEETING DATE
Sept. 13, 1988
WmWaCOUNCIL AGENDA REPORT IrEM N
FROM: John Dunn, City Administrative Officer Prepared by: Pam Vo
. /City Clerk
SUBJECT:
Advisory Body Handbook
CAO RECOMMENDATION:
Review Handbook, suggest revisions, and direct staff to send to Advisory
Body Chairs for input prior to formal Council approval
BACKGROUND:
The Advisory Body Handbook was first adopted by Council on June 16, 1981
for the purpose of providing one document serving a two-fold purpose:
1) to give interested persons an understanding of how the city's advisory
bodies have been established and how they function generally within the
overall governmental framework, and 2) to summarize the role and charge of
each body.
The Handbook has been revised twice - once on 1/18/83 and again on
11/19/85 to:
1. incorporate new city and state legislative amendments;
2. add and delete advisory bodies; and
3. amend functions and objectives of advisory bodies revised annually
through the budgetary process.
Proposed revisions are a result of directions given and of discussions
held at Council/Management Retreats in September 1987, February 1988, and
a Council Study Session in March 1988. Comments from advisory body staff
persons held on February 3, 1988 to discuss the handbook are also
included. Significant amendments to the Handbook are highlighted below
with a legislative draft indicating all amendments attached:
1. Terms of Office: Consistent with Councilmember terms, advisory body
member terms amended to four years from two years (pg.9, Section IIID) .
2. Cultural Heritage Committee: Addition of the Cultural Heritage
Committee as a permanent Committee from a special purpose, technical
committee (effective 1985 - pg. 12A, Section IVA) .
3. Mobilehome Rent Review Board: Removal of the Mobilehome Rent Review
Board established in 1982 (City Council now serves in this capacity,
effective 1986) .
4. Addition of Council Liaison Definition: Council suggested that this
role be defined and included to better clarify the role of Councilmember
attendance to Committees, Commisssions, and Boards (see pg. 2A,
Section IIC) .
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COUNCIL AGENDA REPORT
Page 2
5. Appointment/Reappointment Committee Process: Application review
and/or interviews shall be conducted by a three-member Subcommittee
consisting of two Councilmembers and the Chair of the advisory body
(pg. 9) . Currently the process provides for a two-member Council
Subcommittee without direct chair involvement. The change to a
three-member Subcommittee will be conducted pursuant to the Open Meeting
Laws (pg. 8, Section IIIC) .
6. Parking Management Committee: Addition of the Parking Management
Committee as a technical and special purpose advisory body (created in
1986, pg. 25A) .
7. Appointment of Council Liaisons: Added Selection Process of .Council
Liaisons to allow rotation of Councilmembers (pg. 9. Section C-6) .
8. Role of Staff to Advisory Bodies: Expanded role to clarify role and
responsibilties of staff to Advisory Bodies (pg. 2A, Section IID) .
CONCURRENCES
The Handbook has undergone two major rewrites since its adoption in 1981.
During the current revision process, it has been discussed three times by
the City Council and was reviewed and amendments received by all staff
members to the various advisory bodies.
RECOMMENDATION
Review handbook, suggest revisions, and direct staff to send to Advisory
Body Chairs for input prior to formal Council approval.
ATTACHMENTS
-Legislative Draft of Handbook
-Resolution approving Handbook Revision
-Draft Advisory Body Handbook
PV: lf
Legislative Draft 8/8/88
A D V I S O R Y B 0 D Y
H A N D B O O K
City of San Luis Obispo
California
Adopted September, 1988
Resolution -No.
s'3
TABLE OF CONTENTS
Page
I. Introduction . . . . . . . . . . . . . . . . . . . . . . 1
II. How Our City Government Works. . . . . . . . . . . . . . 2
A. -City .Charter . . . . . . . . . . . . . . . . . . . . 2
B. City Council . . . . . . . . . . . . . . 2
C. Role of Council Liaison Ifembers • . 2a
Z! D. Pole of'City Persons . . . . . . . . . . . . . 2a
0/ E. Council Annointed Officers • • • • • • • • • . . . 2
F. Operational Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
III. Advisory Bodies. . . . . . . . . . . . . . . . . . . . . 5
A. Background . . . . . . . . . . . . . . . . . . . . . 5
B. Policies . . . . . . . . . . . . . . . . . . . . . . 6
1. Communications . . . . . . . . . . . . . . . . . 6
2. Absences, Leaves of Absence, Resignations. . . . 7
3. Bylaws and Procedures. . . . . . . . . . . . . . 7
4. Functional Review. . . . . . . . . . . . . . . . 8
S. Officers . . . . . . . . . . . . . . . . . . . . 8
E. Membership Qualifications. &.Appointment Process. . . 8
D. Term of Office . . . . . . . . . . . . . . . . . . . 9
E. Ethics and Conflicts of Interest . . . . . . . . . . 10
F. Removal from Office. . . . . . . . . . . . . . . . . 10
G. Awards and Recognition . . . . . . . . . . . . . . . 10
IV. Architectural Review Commission. . . . . . . . . . . . . 11
IV.A Cultural Heritage Committee. . 12a:
V. Human Relations Commission . . . . . . . . . . . . . . . 13
V1. Parks and Recreation Commission. . . . . . . . . . . . . 14
VII. Personnel Board. . . . . . . . . . . . . . . . . . . . . 15
VIII. Planning Commission. . . . . . . . . . . . . . . . . 17
IX. Promotional Coordinating Committee . . . . . . . . . . . 19
X. Technical and Special Purpose Advisory Bodies . . . . . 20
. Summary Description of Special Purpose Bodies . . . 21
XI Business Improvement Association Advisory Board . . . . 26
XII. Housing Authority Board of Commissioners . . . . . . . . 27
XIII. Appendices . . . . . . . . . . . . . . . . . . . . . . . 28
Application of the Brown Act to City Boards
and Commissions. . . . . .ointment/Reap. . . . . . . 28
g0910 Application for Apppointment. 29
. S�(d�fxr�/�I��xx�azie,i/tAt/Re�f�(1S�dtdi`uf�di/td/�/Zit$
. Summary Description of Advisory Bodies . . . . . . . 30
I. I N T R O D U C T I O N
Welcome to San Luis Obispo City government!
Thank you for your interest in serving on one of our citizen advisory
bodies, and congratulations for volunteering your time and skills to help us
improve our community.
Serving on one of the City commissions, committees, or boards can be a
fascinating and rewarding experience. These citizen bodies are charged with
formulating new ideas, gathering crucial information, receiving public
testimony and comments, analyzing complex issues, and making recommendations on
specific projects and broad policy--all toward helping the City government 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.
Rarely are answers easy.
This handbook serves a twofold purpose: (1) to give interested persons an
understanding of how the city's advisory bodies have been established and how
they function generally within the overall governmental framework, and (2) to
summarize the role and charge of each body.
This is a basic handbook, designed to explain:
1. What each advisory body is trying to accomplish.
2. How one advisory body relates to others.
3. Procedures.
4. Each advisory body's place in the overall system of city government.
5. The responsibilities of an advisory body member.
We hope this information will answer many of your questions, get you off
to a good start, and contribute to your satisfaction in serving the citizens of
the City of San Luis Obispo.
1
II. HOW OUR CITY GOVERNMENT WORKS
A. City Charter
The basic framework for San Luis Obispo's municipal government is
d01190/16 the City Charter, which was originally adopted in 1876. The
Council of a chartered city is given more legislative flexibility and
authority than is a general law 2 city_ Councily and the citizens of San
Luis Obispo may vote to amend their Charter. A major revision was adopted
WXMM10WO in 1978.
B. City Council
The City Charter giAdAW provides for an elected, five-member City
Council as the governing body of the city. Four OXXV Council members serve
staggered four-year terms; Ltwo are elected every two years). The fifth
member is the Mayor who is elected for a two-year term. OftJ Council
elections are held in November of odd-numbered years. Regular Off# Council
meetings are held on the first and third Tuesdays of each month in the
Council Chamber of City Hall. In addition, special or additional regular
meetings ddd/dfdd$/d6dd16dd are held from time to time as the need arises.
The Offy Council has the power to make and enforce all laws and
regulations relating to municipal affairs, subject to the limitations of the
Offt Charter, the United States and California Constitutions, and 90d6
certain state statutes.
Most final decisions on city X�fdA/ddd/fed/!/16dddXd!/d[X7i/��6lfdli!/d�fd
gdtidfdY/1fXd�i/z(dd/Xz(�id/ddd/lddddd policies, issues and matters are made by
the City Council.
C. Role of Council Liaison Members
The Liaison Council is designed to:
0 Facilitate communication between the Council and the advisory body
a Increase the Council's familiarity with the membership, programs and
issues of the advisory body
a The Liaison Committee should maintain a passive relationship with the
advisory body to assure the best opportunity for independent
deliberation. The Council as a whole, not the Liaison Committee,
provides policy direction to the advisory body which is usually
communicated directly, in writing or through staff. To avoid any
potential for conflict of interest the Liaison Committee members should
avoid participation in discussions at advisory body meetings which could
eventually come before the Council.
2
D. Role of City Staff Persons:
Staff support and assistance may be provided or made available, but
advisory bodies do not have supervisory authority over city employees. While
they may work closely with advisory bodies, staff members remain responsible
to their immediate supervisors and ultimately to the CAO
and Cite Council. The members are responsible for the functions of the
advisory body and the chairperson is responsible for committee compliance
with the policies outlined in this handbook.
Staff support includes preparation of a summary agenda after approval
by the Chairperson, and preparation of agenda reports providing a brief
irackground of the issue, a list of alternatives, recommendations, and
appropriate backup material, if necessary. Advisory body members should
have sufficient information to reach decisions based upon a clear explanation
of the issues.
It is important that recommendations advising bodies wish to communicate
to the City Council, are done so through adopted or approved Council agenda
procedures. Staff members shall assist the advising body chair to insure
appropriate legal review or city and state legislation is complied with-.
._ Council- Appointed Officers
City dd0jAUUdtdf Administrative Officer. The City Charter requires
the City Council to appoint an ddoftdtdZfdXdf executive to run the city's
day-to-day operations. The City Administrative Officer (CAO) is directly
responsible to the gilt Council for all city activities. The operational
departments, through their directors, are responsible to the City
Administrative Officer. HdtdEfEf!/dr��/ (�Extd�il/dEtEfaStridlCtddl/df/d�dtdltdrVdt
XIiE/�tt�/Ad�dtdidxfdlCdf/Edd/KE/d�iEffdYEd/df/EHdd�Ed/!f�/t►SE/2tZ�/EddrfEtI/
City Attorney. The City Attorney provides legal services and advice to
the Oj%V Council, the CAO, departmental staff,
advisory bodies and other city agencies or officials. The City Attorney
represents the city in court, prepares ordinances and other legal documents,
and prosecutes cases involving violations of city sediddoodi laws. The
City Attorney is appointed by and is directly responsible to the Oil#
Council.
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City Clerk. The City Clerk prepares 2XXV Council agendas and records
the minutes, conducts city elections, maintains city records, administers
cer.tain, i.gsurance programs, formal bids, appointment process of advisory
,bodies codification of ordinances, claim against the city, legal
publications, posting,_and .advertising, administers oaths, and serves as
.secretary to the Council. The City Clerk is appointed by and is directly
responsible to the Council.
F. Operational Departments
Finance. The Finance Director/City Treasurer is the city's fiscal agent
who collects money, pays bills, controls assets and financial operations,
supervises cash management, provides centralized accounting, and provides the
framework for financial planning. The Finance .Owartment does the billing
and collection of charges for water, sewer and;_garbage and administers
business licenses, bicycle licenses, and the transient-occupancy tax levied
on hotel/motel room rentals. The Finance Director/City Treasurer is
appointed by and is responsible to the EXXi/AdafXd WAXdf CAO, with Council
confirmation of the Treasurer designation.
Personnel. The Personnel Department conducts a comprehensive personnel
management program to attract and retain competent city employees. The
Director is responsible for recruiting, testing, classifying, evaluating and
training employees, evaluating employee salaries, administering the city's
personnel rules and affirmative action program and monitoring the city's
self-insurance program. The Personnel Director is appointed by and is
responsible to the EXf$/AdidXAXAXtAfdf CAO.
Community Development. The Community Development Department has two
divisions, both under the direction of the Community Development Director who
is appointed by and is responsible to the ¢XfY1Ad0XA19ffAfdf CAO.
The Planning Division of this department is responsible for: (1)
drafting the city's general plan and its various elements, (2) developing
programs and ordinances (such as the Zoning Regulations) which implement
general-plan policies, (3) reviewing development projects, and (4) enforcing
zoning and other planning requirements.
The Construction Regulation Division ("Building OOOAJ900 iX Division")
administers state and local building codes and is responsible for ensuring
safe and sound public and private construction. Its staff issues building
permits, checks building plans, and inspects code-regulated work at
construction sites.
Public Works. The Public Works Department is a large one and consists
of the-Administration, Transportation. Buildings and Parks Maintenance.
an.j Engineering Divisions, all under the direction of the Public
Works Director who is appointed by and is responsible to the CAO,
3
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This department has numerous and varied responsibilities related to the
design, operation, and maintenance of city AAO ptoor facilities.
These include the $00$JO 460 0$�Ot ttOA fAOA t 6446t4l sewer and water linesl (design) ,
streets and sidewalks, traffic controls, city parking lots and meters,
waterways, municipal buildings, and parks and public-area landscaping.
Utilities, The Utilities Department is responsible for providing
safe and aesthetically pleasing drinking water in accordance with State
Health Services reouirements. Wastewater collection and treatment to meet
state and federal requirements is also provided. The Utilities Director
is appointed by and is responsible to the CAO.
PAOX91 0d Recreation. The Pd7K91AAd Recreation Department plans and
manages recreational activities at city parks and recreational facilities.
The "Rec" department's goal is a diverse program of leisure activities.
With the assistance of the Parks and Recreation Commission, the department
plans the development of parks and recreational facilities and actively seeks
state and federal grants to help pay for park projects, consistent with the
Parks and Recreation Element of the General Plan. The department is headed
by the Recreation Director who is appointed by and is responsible to the
21974/AdYfieflaZ AW CAO.
Police. In addition to the traditional activities of enforcing traffic
and other laws, helping citizens in all types of situations, and
investigating crimes, the Police Department promotes community safety. It
conducts crime-prevention programs and is responsible for various other
programs such as school-safety patrols. This department is under the
direction of the Chief of Police who is appointed by and is responsible to
the 21974/datui1d1WOOt CAO.
Fire. The Fire Department does more than fight fires. Its basic
purpose is to protect people and property, not just from fire, but also from
floods, earthquakes, transportation accidents, and other disasters. It
promotes public safety by educating the public about fire hazards, by
inspecting commercial, industrial and public buildings, and by inspecting
private property for weeds and debris that could be a fire hazard or public
nuisance. Fire personnel also respond to medical emergencies. This department
is under the direction of the Fire Chief who is appointed by and is
responsible to the 21974/Adoflr(1$9fd9O CAO.
4
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III. ADVISORY BODIES
A. Background
The Cite Council encourages active citizen participation in the
business of city government. Advisory committees and commissions provide an
opportunity for interested residents to participate in the governing of their
community under guidelines and procedures established by the City Council.
Advisory bodies can improve the quality of city government by providing the
Citi Council with resources to make better-informed decisions. Other
benefits of committees and commissions include improvement in the lines of
communication between the public and the Cite Council, greater
opportunities for discussion of public issues, and involvement of more people
in city government.
There is considerable variety in the purpose or charge of these bodies.
Some are required by CAMOMIA State law or Cite the Charter and
directed to guide certain city activities such as planning or personnel.
Others function to give new ideas, a variety of views, additional expertise,
or the opportunity to test recommendations.
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The authority of an advisory body will depend upon its specific
purpose. Some have been delegated specific authority to approve or deny
projects. For example, Tthe Architectural Review Commission is empowered
to make final decisions on sign permits and some building projects; the
Planning Commission makes recommendations on certain types of land-use
applications and makes final decisions on other matters such as use permits
and certain variances. Generally. Hdecisions made by ddt an advisory
body may be appealed to the City Council.
Generally, advisory bodies are jddt/tHitffdd)diddt�ffempowered only to
make recommendations to the City Council or to the city staff, unless
specifically authorized by law or Cite Council to do otherwise. There
should be a two-way communication, so tHdt commissions are aware of
long-term goals the fKAVCitt Council has adopted, and XHdt the Cit#
Council is receptive to new ideas presented by the advisory bodies. The
City 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.
Some of the bodies report directly to the Citlf Council; some make
their recommendations to or through specific departments. Some bodies have
no connection with any specific department, but may be assisted by staff
members from various departments.
5
B. Policies
1. Communications.
a. Annual report. Each advisory body is required by the MY
Charter to submit to the 0191 Council by May 1st an annual report
describing its activities and evaluating its progress for the year (@fft
Charter, Article XII, Section 1205) . The report should be complete and
comprehensive.
b. Written reports. Advisory bodies are occasionally requested to
make special reports or recommendations to the 2fto Council on specific
subjects. The OXO Council will make this request in writing, with
specific direction as to the approach, scope, and schedule for the study
desired. These recommendations often play a major role in assisting the
OftV Council to reach a final decision on important issues.
For this reason. any recommendation or report from an advisory body is
required to be in written form. If the matter is to appear on the Mg
Council agenda, the report must be submitted to the City Clerk no later than
two weeds prior to the 61X71 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 of the pertinent
subject.
Some advisory bodies may receive study or action requests from citizens
or groups. These requests should also be made in writing to the advisory
body which will then determine whether or not the body wishes to pursue that
particular issue. The advisory body shall advise the Council of the request
and the body's determination for action.
C. Minutes. All minutes of advisory-body meetings shall be forwarded
to the 019J Council in a timely manner.
d. Budget. Each advisory body shall prepare its budget request and
Its proposed goals and objectives in February, in a manner as directed by the
019VAKdaifdidXfdXf>sd/Offle0i CAO. The advisory body chairperson will be
responsible for speaking to this request when the ¢1270 Council reviews the
budget in study session. The CAO will notify the chairperson of time and
place of such Council review.
e. Statements. An advisory body does not have authority to speak for
the city. If the body wishes to recommend that a statement be made, such as
a letter written to state a position, then it shall fir$t receive approval of
the OfXJ Council.
6'
f. Public forums and surveys. An advisory body shall not sponsor or
co-sponsor a public forum, meeting or survey without the prior approval of
the 2fte Council.
g. Personal testimony. If a member of an advisory body appears before
the elfg Council (or another advisory body) in a capacity other than as
representative of UAt 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 Uit his/her advisory body.
h. Changes. Changes in a member's address or telephone number, and
the names of new officers, shall be submitted to the City Clerk or the Off#
Council's secretary as soon as possible.
2. Absences, Leaves of Absence, and Resignations.
a. Attendance. If a member of an advisory body fails, for any reason,
to attend three .(8X consecutive regular meetings or a total of six toy
regular meetings within any twelve-month period, that member shall
automatically be considered for replacement. The chairperson of the advisory
body shall inform the OUV Council of such a situation, explaining any
special circumstances.
b. Absences. There shall be no "excused" absences. Because of quorum
requirements, when an absence is anticipated, the individual advisory body
member is responsible for notifying the chairperson or the secretary in
advance and the absence shall be counted in that member's attendance record.
C. Leaves of absence. Leaves of absence are not granted to advisory
body membees except under very unusual circumstances and when authorized in
advance by the Council.
d. Resignation. In the event a member finds it necessary to resign
from an advisory body, a letter of resignation shall be immediately directed
to the Council through the City Clerk, with a copy forwarded to the
chairperson of the advisory body.
3. Bylaws and Procedures.
a. Bylaws. Each advisory body established by ordinance shall present
to the 0193 Council, for its approval, bylaws for procedure, purpose,
specific functions, meetings, officers, budget, etc. (6fZif Charter,
Article XII , Section 1204) .
By May 1st in each odd-numbered year, the bylaws of each advisory body
shall be reviewed by that body. Any proposed changes shall be submitted to
the Of%# Council for approval. If no changes are proposed, a report of the
review shall be submitted. Should this review not be accomplished by May
1st, the Bff� Council may direct staff or a Council-appointed subcommittee
to do the review.
b. Code of ethics. Each body shall develop its own code of ethics or
conduct for review and approval by the C14t Council. The advisory body
shall biennially review its code and submit to the Council a report of that
review, including any proposed revisions.
7
c. Parliamentary procedure. Parliamentary procedure for all advisory
body meetings shall be governed by in accordance with City practices, customs,
policies and Robert's Rules of Order, Newly Revised. Questions should be
directed to the appropriate city staff, including the City Attorney. A
quorum of the Committee shall be as stated in individual adopted advisory
body bylaws or procedures.
d. Annual dinner. Each advisory body may hold an annual dinner
meeting 1A1A0f1Z16i/MAA for installation of new members and recognition of
outgoing members. All other meetings shall be held at the established time
and place set for that body, unless a change is approved by 0140 Council.
_Council may hold an event from time to time to recognize advisory body
members. (See also Page 10 Section G. )
4. Functional Review.
Every five 101 years, the activities of each advisory body shall be
reviewed by a citizensl ad-hoc committee which shall make recommendations
to the Effy Council for modification, continuation or termination of each
advisory body. (Off# Charter, Article XII, Section 1206) .
5. Officers.
a. Election. In April, each advisory body, at its regular meeting,
shall elect a chairperson and a vice chairperson.
b. Terms of officers. The term of office of a chairperson or vice
chairperson shall be one year, commencing upon election. No person shall
serve in the office of chairperson or vice chairperson for more than two
consecutive terms except as may be noted elsewhere under specific boards
and commissions.
For the purpose of this section, completion of a partial term of office
as chairperson or vice chairperson shall not preclude an advisory body member
from serving two additional, consecutive, full terms, provided that the
partial term served is less than six (6X months.
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C Membership Qualifications and Appointment Process
The City of San Luis Obispo encourages participation of a wide variety
of its citizens through service on an advisory body. Unless specified, there
is no special education, training, or background required for appointment.
The following minimum criteria shall be met by any person wishing to be
considered for appointment to an advisory body:
Applicant must be a resident and registered voter of the
city at the time, and during the entire term of appointment.
(This requirement may not apply to certain members on special
purpose or ad-hoc committees. )
.8 S-/3
Applicant must be at least eighteen fj$j years of age at the
time of appointment.
Basic elements of the appointment process are as follows:
1. Each person seeking appointment or reappointment to an
advisory body shall obtain and file an application form in the
Office of the City Clerk. Application may be made for a vacancy
which currently exists or which may occur in the future.
2. Applicant shall have read and become familiar with the
contents of this handbook prior to interview with the 6itl!
Council dScreening Committee.
3. d00Xi6AA99 Applications for appointment or reappointment
will be iNt HO1006d reviewed by a Council Subcommittee d
60sWitiddl_ Selected qualified applicants shall be interviewed by
a Subcommittee consisting of two Oft 66eipldiI/�ddt�16¢fd
Councilmembers, and the Chair of the advisory body (unless the
Chair is being considered for reappointment in which case the
subcommitee shall designate another representative) 14910H Theme
Council Subcommittee shall submit to the entire Council itd
recommendations for appointment. If a unanimous decision for
recommendation to the full Council cannot be reached. the Council
shall take a separate notion for each candidate proposed by each
member of the Subcommittee.
4. Applicants not appointed will be so advised and their
applications held for consideration in the event of a future
vacancy/ for no less than one year.
S. As a general policy, an applicant shall not be appointed to
serve on more than one advisory body dt/A/tidd/AAd except that a
member may also serve on one technical or special purpose committee
at the same time. If appointed to another committee, he/she will
be expected to resign from one body upon being appointed to
another.
6. Council Subcommittee. appointments (liaisons) to advisory
bodies are selected in the even year by the fulli-ouncil
(usually by January of the even year). The Mayor and Vice—
Mayor shall submit recommendations to the full Council and
rotate nominations for Councilmember Subcommittees to provide
an opportunity for each member to serve as a liaison at least
once on each advisory body when possible. When terms of
office do not allow each member to serve once, members with
greatest seniority shall have first right of selection.
D. Tern of OPfice, --- -
The term of office for each appointee to an advisory body shall be four
100/191 years and shall commence on April 1. No appointee shall serve on
the same advisory body for more than two f0gil ij consecutive, full terms
(eight years), but may subsequently serve on another advisory body/ unless
noted otherwise. Some exceptions include: The Housing Authority. Jack House
Committee and Tree Committee
9
A mid-term appointment to a vacant seat on an advisory body shall not
preclude the appointee from serving f6df two additional consecutive, full
terms, provided that the initial. partial term served is less than one III
year.
E. Ethics and Conflicts 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 infor-
mation which is received by reason of said membership and is not a matter of
public record.
3. No member of an advisory body shall have a material financial
interest in any contract or other transaction involving that advisory body.
The member shall promptly disclose any such interest in any proposed activity
of the advisory body and shall not participate in any related deliberations
or actions of that body.
4. All members of the Planning Commission and Architectural Review
Commission and Housing Authority are required to file hStatements of
OEconomic lInterest (Form 721 or 730) under the Political Reform Act of
1974 as amended. The City Clerk will supply such forms and assist in their
completion.
S. If any advisory body or'member has a concern Of0HOO with a
Council action or policy, the chairperson or member of the committee shall
discuss the issue with a OCouncilmember before making a public statement.
6. Questiontregardiag possible ethical issues or conflicts-of-
interest should be reviewed with the Chairperson, City Attorney, or the
City Clerk, as appropriate under the circumstances, in advance of the
subject meeting or discussion.
F. Removal from Office
Members of advisory bodies serve at the pleasure of the 0191 Council
and may be removed without cause by Council action in an open public meeting.
G. Awards and Recognition
When a member terminates service on an advisory body, the MY 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 out-going member, the chairperson shall communicate with
the City Clerk or OU9 Council dSecretary in order to avoid duplication
of awards. (See also Page 8 Section 3d. ) '
10
s-is
IV. ARCHITECTURAL REVIEW COMMISSION
Purpose
The ¢City of San Luis Obispo has a number of unique characteristics,
including ideal climate, spectacular natural vistas and an outstanding
man-made environment that has evolved from historic traditions of the
community. The Architectural Review Commission has a vital role in the
preservation and enhancement of the beauty and visual character of the city.
Status
The Commission, usually referred to as the ARC, was established by city
ordinance in November, 1973. It is staffed by planners in the Community
Development Department who do initial evaluation of development plans, confer
with designers, prepare meeting agendas and assist the commission in its
duties. The commission is responsible directly to the MV Council, which
hears all appeals of ARC decisions. (Ref: Ordinance No. 600, 1973 Series,
SLO M.C. Chapter 2.48. )
Members
The ARC has seven 171 citizen members, appointed by the MV Council
to xybdfour-year terms. The only special qualifications for membership are
a proven interest in the city's physical environment and the ability to make
positive and fair aesthetic evaluations.
Meetings - Semi-monthly: refer to chart on page 30.
Functions
The primary function of the ARC is to develop and maintain a pleasant
and harmonious environment, maintain property values, conserve the city's
natural beauty, preserve and enhance its distinct visual character and ensure
the orderly and harmonious development of the city with attention to site
planning and exterior appearance of public and private structures. In
addition, the commission is responsible for establishing (with 019# Council
approval) guidelines for determining what is "good design." These guidelines
are published in the form of a booklet with pictorial illustrations to help
applicants understand the commission's goal of maintaining a high level of
architectural excellence in the city.
The commission spends the majority of its time reviewing development
plans, visiting project sites, and working with designers to ensure that
projects follow the established city guidelines. Good design, obviously, is
a subjective matter and, for this reason, the guidelines emphasize flexi-
bility--to encourage creative designs and the innovative use of materials,
methods and techniques.
Because of this emphasis on flexibility and excellence, the commission
generally prefers not to give a proposal a strict "yes" or "no. " Instead,
the commissioners often engage in a "give and take" discussion with designers
to help create. a project that is not only designed technically, but which
enhances and is compatible with the character of the immediate neighborhood
and the city-at-large. It is important to understand that the commission
does not seek to dictate any particular style of architecture, but instead
seeks a harmonious variety of compatible building styles.
Scope of Authority
Most building projects in the city, including exterior remodeling,
require ARC approval before a building permit can be issued. The only three
types that do not have this requirement are:
1. (individually built houses, with a few exceptions as determined
by the Community Development Director according to ordinance.
2. Mminor proposals and minor construction which are incidental to
a larger project; and
3. $signs that meet the minimum standards of the sign ordinance
(and are not part of a larger project that does require ARC
approval) .
In reviewing a specific project, the ARC prefers to review the complete
architectural posture--that is, all factors involving the project's exterior
appearance and site design. While the ARC is primarily concerned with the
surface appearance of a structure it may also review related factors, such as
site layout and parking. The ARC is not concerned with interior function and
design, except where it may impact the exterior appearance.
Occasionally, some of the factors considered by ARC, such as site layout
and parking, may overlap with the jurisdiction of the Planning Commission.
This overlap is to be expected and does not necessarily mean that the two
committees are duplicating work. The ARC is not concerned with appropriate
use of property, and the Planning Commission primarily concerns itself with
general site design only in connection with land-use decisions, leaving the
details to the ARC. However, when a specific site layout is approved by the
Planning Commission, the ARC is expected to work with the general layout
established by the Planning Commission's action.
ARC approval by itself does not entitle a developer to build anything.
It does not take the place of a building permit or other special approvals .
that might be required for a new project. Complete architectural review
guidelines and more information about the ARC are contained in Architectural
Review in San Luis Obispo, a booklet available at the Community Development
Department.
12
IV.A CULTURAL HERITAGE COMMITTEE
Purpose
The Cultural Heritage Committee promotes the preservation of
architectural, archaeological, historical and cultural resources in San Luis
Obispo by: a) helping the public pursue cultural resource preservation
protects; b) sponsoring educational programs and research which improves our
understanding of the community's history and archaeology; c) on request,
commenting on the effects of public and private actions on community cultural
resources and d) helping with the administration of city-sponsored benefit
programs. See also Ordinance No. 1086 (1987 Series) establishing Historical
Preservation Districts.
Status
The committee was established in 1981 as a technical committee and is
staffed by a Planner from the Community Development Department. This
committee became a permanent committee in February 1987 when the City Council
approved Resolution No. 6157 that establishes the CHC's functions and duties.
Members
The CHC will have eleven members appointed by the Council for four-year
terms and may be reappointed for not more than two consecutive full terms
totaling eight years. Membership of the committee shall include a person
knowledgeable in local history, a person with training or experience in
structural rehabilitation, and a person with knowledge of architecture (a
minimum of three people) . The committee shall include one city resident from
each of the three Historical Preservation Districts and at least eight
members shall be residents of the City of San Luis Obispo.
Meetings - Monthly: refer to chart on page 30.
Functions
1. Collect, consolidate and make available information about historical
resources and historical resource sites and promote, participate in,
or sponsor education 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.
S. Help to administer benefit programs approved by the Council that are
directed at preserving historical resources or resources within
Historical Preservation Districts.
1 2 a �'/�
6. Publish and maintain Historical Preservation Program Guidelines
which present (a) benefit programs sponsored by the city; (b)
procedures for adding properties to the Inventory of Historical
Resources or for establishing a historical district; and (c) other
information concerning historical preservation.
7. Review actions proposed by public agencies and provide information
on how such actions may affect designated or eligible properties
within or adiacent to historical districts.
8. Cooperate with local, state, and federal agencies in the pursuit of
historical preservation.
9. Function within the guidelines and policies of the Advisory Bodies
Handbook and perform other duties as assigned by the Effl Council.
12b ��/�
V. HUMAN RELATIONS COMMISSION
Purpose
The Human Relations Commission, ddtd/ddofofddXlf/tdfdttdd/Zd/pfd/ZHd/HR2!
advises the OXZV 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, national origin, age, physical, mental or economic
status. The dCommission makes recommendations to the Council or the Offy
ddaftdtdZtdZdf CAO on how these social concerns and human needs can best be
addressed.
Status
The Commission was established by the OUJ Council in 1964. Ref:
Established by motion 1/6/84. SLO M.C. Chapter 2.56. ) XZ/r$/dZ�(fYdd/b�/Zlfd
/(ddtdZ�(dZ/Zd/ZHd/etZ�/dd�ftdrdZfalZttbd/off rddf/ddd/�(/Hdaf�(d/RdXdZtefda/1(rde/�iNd!
iUKIZ The dCommission//ddAtd OW oversees city-approved programs such
as a referral service for those members of the community in need_ ddd
�ft¢�fdtdZrdd/ddd/til�ddztd /df/ZH�E/Hdat�Id/Sdfstrddd/0rtddZditf! The effftdd HRC
staff is in contact with other human service$ agencies throughout the
city, county and state.
Members
The HRC has twelve ,(121 members appointed by the 01%V Council to
900four-year terms. While there are no special qualifications for
appointees, the Council usually seeks individuals with experience, or a
demonstrated interest, in community social issues.
Meetings - Monthly: refer to chart on page 30.
Functions
1. Providing a forum which allows residents to discuss problems
relating to human rights and relations.
2. Assisting in resolution of tenant/landlord problems, such as ad
rd��6dzidd/��f�brd�/t6xrdlt/t�xatzE�/zd/d�dfxrdz�/d�b�e�/f�dz�(xfd6¢d�tz
tdfdddd Mediation Services Program.
3. Reviewing and evaluating requests for Grants-in-Aid and recom-
mending, to the Mg Council, funding to assist groups which
provide human services; providing a liaison between the city and
those groups which receive city funds.
13
VI. PARKS AND RECREATION COMMISSION
Purpose
The Parks and Recreation Commission is a body of citizens appointed to
advise the ECity's Parks and Recreation Department and the Olt* Council
on the development and operation of recreation programs and parks, and on the
implementation of the Parks and Recreation element of the General Plan.
The commission was created originally by the voters in 1941, and until
1978 was one of only two commissions mandated in the Oft-i Charter. The
1978 OiXV Charter revision dropped reference to this commission and
authorized the 6191f Council to establish individual commissions by separate
ordinances. (Ref: Ordinance No 215N 1940 Series, SLO M.C. Chapter 2.16. )
The commission works closely with the Recreation Director and his staff
and with the Parks Maintenance Division of the Public Works Department.
Members
The Parks and Recreation Commission has seven 171 members, appointed
by the Olt* Council to 9140four-year terms.
Meetings - Monthly: refer to chart on page 30_
Functions
The commission advises and makes recommendations on all aspects of the
city's parks and recreation programs. The commission .is expected to:
1. Provide leadership in developing a comprehensive recreational
program for city residents of all ages.
2. Be familiar with the types of recreation programs and parks that
residents need and want.
3. Plan, through implementation of the Parks and Recreation Element,
for the parks that will be needed in the future as the city
grows.
4. Advise the Recreation Director, as requested, on department
administration.
14
VII. PERSONNEL BOARD
Purpose
The Personnel Board exists to provide a forum for hearing both sides of
unresolved employee grievances and disciplinary matters. The OBoard's goal
Is to bring out all information pertinent to a case and give all interested
parties a chance to state their views. The board can then make recommen-
dations to the 0149 Council based on complete information, thus relieving
the 91Z)f Council of what can be a very time-consuming process.
Status
In June, 1978, city voters approved an amendment to the OffIf Charter
that required the 01XY Council to set up an advisory board for personnel
matters. The board, responsible to the 2ffIf Council, began operating in
July, 1979. The Personnel Department provides whatever staff support the
board requires. (Ref: Ordinance No. 808, 1979 Series. )
Members
The Personnel Board has five (Sr members, appointed by OUV council
to f160four-year terms. Although there are no special qualifications for
appointment, some knowledge or background in personnel matters is very
helpful.
Meetings
The board meets whenever a personnel matter requires it. The meetings
are held at City Hall at a time mutually convenient to board members, staff
and other involved persons.
Functions
The board makes recommendations in two general areas: (1) when an
employee appeals a disciplinary action taken against him; (2) when an
employee files a grievance that OA61 0Z cannot be settled at an
administrative level.
In the case of a grievance, the OBoard will give the Ofiif
Adaffr(fWAW CAO an advisory opinion, based either on the written record
alone or on the written record plus sworn testimony taken at a hearing.
fThe board decides whether a hearing is warranted.
15
For a disciplinary case, the board always holds. a hearing--open or
closed hearing according to the employee's wishes. The NBoard then
forwards its findings and recommendations to the M9 Council.
The Hoard has the power to subpoena witnesses and documents for its
hearing. If either party asks for a subpoena before the hearing, the
bBoard must issue it. After the hearing begins, subpoenas may be issued at
the OBoard'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 port on sj
of the hearing, that he/she has missed.
16
VIII. PLANNING COMMISSION
Purpose
The Planning Commission must regularly make decisions regarding land use
policies and specific development applications. Some are recommendations to
the 2XXV Council and some are final, subject to appeal to the 21X76
Council. The commission also reviews and recommends long-range plans for the
city's growth and development.
Status
The 2commission was established in .the 1940s. It is staffed by
planners in the Community Development Department who prepare meeting agendas,
meet with developers, and handle other functions for the commission. The
commission is responsible to the 2XX76 Council. (Ref: Ordinance No. 254N,
1944 Series. SLO M.C. Chapter 2.12. )
Members
The Planning Commission has seven 171 members, appointed by the 2XX7i
Council to NO four-year terms. Members are not necessarily planning profes-
sionals and no special training is required for appointment. Members
occasionally may be requested to attend seminars and workshops to improve
skills in planning.
Meetinzs - Monthly; refer to chart on pane 31.
7�fE/2dafdXddlOd/XEgdX�(fX�/aiEdXB/dd/XD(d/d¢dddd/z(dd/f OdfXM/V�ddddddd76d/dX
7100/d/d!/1d/XHe�/2dddE1X/2Hdd16Efa'/df/(tXX�/HdXX!//T�f/dda1XXX6d,!/XD(d/EdddXddXdd
dd76/�(Xdd/afEEX/1d/dXdd�/dEddl�d/dd/XMd/ddd�l/�ffXd¢d!
Functions
The Planning Commission makes recommendations to the 21976 Council in
five areas:
General OPlan. The commission reviews proposals on long-range
planning policies. These may be in the form of new sections for the general
plan or amendments to the existing plan, and are brought to the commission by
city planning staff, consultants, and private applicants.
Zonin The commission reviews proposals for changes in the zoning of
land, or in the zoning regulations, and makes recommendations to the 21Xv
Council. In some matters, such as use permits, the commission's decision is
final.. unless appealed to the 21X71 Council.
Subdivisions. The commission makes recommendations to the 011e
Council on the subdivision of land.
Capital Improvement Program. The city's long-range financial plan for
major municipal construction projects, equipment purchases, and planning
studies is reviewed by the PJAAAJdg Ocommission, and its recommendations
are forwarded to the Olt# Council.
City oServices and (Resources. The commission reviews the adequacy
of the city services and resources needed for proposed development. When
city facilities or resources are in danger of being overburdened, the
commission offers recommendations to the OftV Council on possible remedies.
In weighing decisions on the growth and development of the city of San
Luis Obispo, the PlAddidt acommission 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.
18
IX. PROMOTIONAL COORDINATING COMMITTEE
Purpose
The Promotional Coordinating Committee assists the 01tJ Council in
working to improve the quality of life for all city residents and our
visitors. The committee recommends projects to help promote the city as a
regional trade, recreation, and tourist center, consistent with long-range
community goals.
Status
The committee was established in 1970 as a permanent body responsible
to the OUJ Council. This committee is unusual in that it has an annual
budget derived from an established formula allocating certain tax receipts
including the transient occupancy tax and the business license tax (Ref.
Council Minutes dated 6/23/70 and R-4948 establishing By-Laws.)
Members
The committee has seven 171 members appointed by the 2ftJ Council to
Z00four-year terms. The Council usually seeks appointees with experience
in some aspect of promotion, advertising, tourism or in community cultural
activities.
Meetings - Monthly: refer to chart on page 31.
Functions
Planning a comprehensive, long-range program to promote the city.
Preparing an annual program consistent with the long-range program. The
committee's recommendation for the annual program is presented to the
0144 Council for approval at the first regular 019* Council meeting
In May.
Developing city advertising and promotional programs and projects_
�f�6�Ivf�fdt/tSf��af;CfOd�f/16dl6ffb�(1Cf�d�l/sdfN/��/afal��!/fdX�fai�IlCf�sdl/f,iriffs
add/E�a(�xtdff�/��Xfdd�(fsl
Hearing requests from cultural and promotional groups seeking city
grants; recommending groups to the Olt# Council for funding.
Initiating and supporting community activities that are meaningful to
residents and visitors alike.
Providing a liaison between city committees and civic organizations
outside of government.
19
X. TECHNICAL AND SPECIAL PURPOSE ADVISORY BODIES
Continuing Boards and Committees
Mass Transportation Committee Kd16iXdH0dd/R¢dt/Rd�bid�6/8bdtd
Citizens' Advisory Committee Handicapped Board of Appeals
Joint Recreational Use Committee Construction Board of Appeals
Tree Committee EdXYdtz(X/HdtiX�( d/a6afa117Cxdd
Jack House Committee Parking Management Committee
These advisory bodies are appointed by the OJ%Y Council or the OXZV
K401619ZOAXOf CAO. They are considered permanent and may meet regularly or
only when projects or proposals require their attention. Membership
eligibility is defined in each body's enabling legislation and members are
selected (1) on the basis of experience and knowledge in the special field
pertinent to the committee; (2) because representation from a particular
segment of the community is desired (elderly, handicapped, student) ; or (3)
from a broad representation of community interest and expertise. These
committees work closely with city staff and report to the OJ%V
KdafidlaZtdZdt CAO and the Council through the city staff.
Ad-hoc or Temporary Committees
The ad-hoc or temporary committee is appointed by the Olty
Kddidi�ttdtdt CAO and/or the 0199 Council to address a specific subject
which requires a degree of technical expertise. The committee's purpose is
to provide advice and possible recommendations to the city staff, and it
ceases to exist when its report is filed in the dit�/ddrdidtYtdZl�dd/dtfid6
CAO's office. TKdtd/AWAO The only prerequisites for appointment 09966t
are interest, expertise or as otherwise determined by the Zit$
/(ddididtz`dZ6t CAO or the BXZit Council when the committee is established.
The CAO shall keep the 0191 Council informed regarding
the existence and actions of all such committees.
Note: Continuing advisory bodies are described on the following pages.
20
SUMMARY DESCRIPTION OF SPECIAL PURPOSE ADVISORY BODIES
MASS TRANSPORTATION COMMITTEE
Purpose
The Mass Transportation Committee assists with an ongoing program of
public transit in the city and Cal Poly. The committee makes recommendations
to the 0j%V 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 thO city residents and visitors. It
generally meets on a quarterly basis and is staffed by the Transit Manager
who is under the supervision of the CAO. (Ref. R-2382, adopted 10/24172.)
Members
The committee has AIA01101 seven members and consists of: a) 1 person
from Cal Poly; b) 1 senior citizen; c) 1 person from the business community;
d) 2 1 persong with technical transportation planning experience; e) 1
handicapped person; f) 2 1 person$ from the general public; and f) a
representative from the HRC.
• Meetings held on call.
CITIZENS' ADVISORY COMMITTEE
Purpose
The Citizens' Advisory Committee conducts surveys, issues reports and
informs the CAO on many varied matters of
community concern.
Status
The committee was established in 1982 and works with and under the
direction of the CAO to develop and carry out
an annual work program for the committee. (Ref. R-4891, adopted 7/6/82.)
Members
The committee has OOVO 1171 five members, some of whom need not be
city residents.
• Meetings held on call.
21 _
JOI14T RECREATIONAL USE OF SCHOOL DISTRICT PROPERTY COKIITTEE
Purpose
The Joint Recreational Use Committee advises the Council and the San
Luis Coastal Unified School District Board regarding policy for operation of
school district ,joint use recreational facilities and priorities for granting
use of those facilities, and plans for balanced integration of school
district property being developed.
Status
The committee was established in 1981, meets monthly and is staffed by
the Parks Maintenance $Supervisor, a Recreation supervisor and two members
of the staff of the Unified School District. (Ref. 0905 adopted 10/27/81.)
Members
The Joint Use Committee consists of seven 177 members, one of whom is
a representative of the Parks & Recreation Commission.
Meetings - Monthly: refer to chart on page 30.
TREE COMMITTEE
Purpose
The V06/Ecommittee makes recommendations to the OUIF Council and
staff on tree policies and regulations. Working with staff, the committee
prepares and maintains a Master Tree List and a Tree Planting Plan, as
provided in the Municipal Code (Tree Regulations -1ef. M.C. 12.24 et al) .
Status
The Tree Committee was established in 1977, is staffed by the Parks
Maintenance Supervisor and the City Arborist, and meets only on staff request
for advice or to hear a citizen appeal of a staff decision.
Members
The committee has five 101 members who have interest or expertise in
horticulture.
• Meetings held on call.
22 G
_ r
JACK HOUSE COMMITTEE
Purpose
The Jack House Committee assists the MY Council and the Parks and
Recreation Department in the administration and restoration of the historic
Jack Residence at 536 Marsh Street. The committee makes recommendations for
basic rules and regulations which will allow for the greatest possible public
use and enjoyment of the house and grounds while protecting and preserving
the history and integrity of this cultural and recreational facility.
Status
The committee was established in 1975 as a condition of a deed granting
the former residence of the Jack family to the City of San Luis Obispo. The
committee is staffed by the Recreation Director and members of his staff. (Ref.
R-2761, adopted 4/7/75) .
Members
The committee has seven 171 members who are required to be city
residents, except for the heir to the Jack family. Membership is spelled out
in the grant deed and consists of one person each from the County Historical
Society, Cal Poly School of Architecture faculty, Cal Poly Department of
Ornamental Horticulture faculty, the OCity Parks & Recreation Commission
and the heirs of Robert and Nellie Jack. Additionally, there are two members-
at-large appointed for NOfour-year terms by the MV Council.
' Meetings held on call.
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23
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HANDICAPPED BOARD OF APPEALS
Purpose
The Handicapped Board of Appeals conducts hearings on appeals of eCity
Building Division actions implementing the building codes in subdivisions.
Status
The Board was established in 1983 as a permanent technical committee,
pursuant to the State Health and Safety code, and is staffed by the Chief
Building Inspector. Meetings are held only when required by an appeal. (Ref.
Council Minutes dated 5/4/83) .
Members
The OBoard has five 151 members with qualifications specified in the
code: two handicapped persons, two persons experienced in construction and
one person from the general public. Members need not be residents of the
city.
• Meetings held on call.
CONSTRUCTION BOARD OF APPEALS
Purpose
The Construction Board of Appeals holds hearings on requests for relief
from the strict application of the provisions of the City fidifdtd Building
Code, or other specifications in any uniform code, to determine suitability
of alternate materials or methods of construction.
Status
The board was established in 1979 and is required under provisions of
the City Building Code. The board is staffed by the Chief
Building Inspector and meets when required. (Ref. R4017 adopted 11/20/79) .
Members
The board consists of five [$7 members who are qualified by experience
and training to pass on matters pertaining to building construction. Members
need not be residents of the city.
= Meetings held on call.
24 �'�/
See IV.A (pages 12a and 12b)
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25
PARKING MANAGEMENT COMMITTEE
Purpose
The Parking Management Committee provides advice and assistance in the
implementation of the City's Downtown Parking Program. The committee was
established to assist with the comprehensive and effective management of
the quantity, location, cost and availability of parking in the Central
Business District.
Status
The committee was established July 15, 1986 to assist in the
implementation of the City's Downtown Parking Program. The committee
meets prior to the review of parking-related matters to be reviewed by
Council and as determined necessary by committee members and city staff (Ref.
R-6052 superseded by R-6457) .
Members
The committee has eight (8) members and consists of: a) two
representatives from the BIA; b) one representative from the Chamber of
Commerce; c) one downtown property owner: d) one representative from the
County of San Luis Obispo and e) three citizens at large.
Functions
A. Provide advice and serve as a community public information
link as the city increases its parking inventory through the
development of the parking decks, surface lots and private
expansion;
B. Advise on the management of the location, cost and
availability of parking in the Central Business District. Programs
to be administered include:
(1) Improving the effectiveness of parking supply;
(2) Providing accessible, inexpensive parking for shoppers;
(3) Discouraging employees from using parking intended for
shoppers;
(4) Examining and introducing measures to reduce employee
parking demand;
(5) Protecting residential neighborhoods.
25A
s-3�
XI. BUSINESS IMPROVEMENT ASSOCIATION ADVISORY BOARD
Purpose
1. Study and recommendation of solutions to problems relevant to
parking and traffic circulation within the area;
2. General promotion of trade activity in the area;
3. Development and implementation of beautification programs for
the area.
Status
The Downtown Parking and Business Improvement Area was established by
the gift Council in 1973, with boundaries approximating the major retail
and professional area of the downtown. Each business or professional office
in this area is required to pay an additional sum equal to 100 percent of its
business license fee; the revenues derived from this assessment are used
exclusively for the activities conducted to carry out the purpose of the
organization. (Ref: Resolution No. 2510, 1973 Series. )
Members
The Aadvisory Eboard of the B.I.A. is E0idotl8¢d composed of eleven
1111 members who each have a business in the Area. The Board members are
first elected by ballot of the B.I.A. members and then confirmed dd by
appointments by the gift Council for two-year terms.
Meetings - Monthly: refer to chart on page 30. P9ffK¢f/1dfd1iAffOA
f�gKfdidg/ddf�Ed/�Ieid/IdEdfi6d/aSdt/1dd/dlSfdiddd/df/fKd/6f Pt Ed/df/fKd/gift
gl�flf!
26
XII HOUSING AUTHORITY
Purpose
The Housing Authority Commission advises the O UV Council on the
housing issues and needs of the low and moderate income households in the
city.
Status
The NdWAt/6commission was established by the Oft* Council in 1968
to fulfill the responsibilities related to the creation of the OXZV Housing
Authority. The Housing Authority is a separate public corporation which,
under state and federal law, is responsible for implementing programs which
assist families or elderly persons who lack the income necessary to enable
them to obtain housing that is decent, safe and sanitary. The legal
authority, powers, duties and responsibilities of the Commission are defined
by the California Health and Safety Code (Housing Authorities Law) and the
corporation bylaws of the Commission. (Ref: Authorized by City Election held
6/4/68.
Members
The N4►f4 QVOcommission has seven 171 members, appointed by the
OUV Council. Terms of office, qualifications for appointment and grounds
for removal from office are defined by state law. Five of the members serve
four-year termsi and are appointed by the Mayor subject to confirmation by
the Council. The other two members are appointed by the Mayor from the
Housing Authority's tenant population and each serves a two-year term. At
least one of the tenant members must be 62 years of age or older.
Meetings - Monthly: see chart on page 30.
NddBt�iglddXHdfiiy/OYYt��I/487/S¢if/8Lf¢�i!/84rI/Sdid/01dY$�d!
Functions
The 6commission 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.
27
XIII. APPENDICES
Application of the Brown Act to City Boards and Commissions
The question often arises as to whether the Ralph M. Brown Act
(Government Code Section 54950 through 54961) applies to some or all of the
city advisory bodies. The Brown Act is, of course, California's "secret
meeting" law. This law, which prohibits secret meetings is applicable to
cities and other local agencies. Originally, this law had very limited
application to advisory bodies and was directed toward city councils
(governing bodies) . However, 00HIHUAVE J these statutes have been
amended to include all commissions, either under the definition of
legislative body or separately as advisory bodies.
The combined effect of Sections 54952.3 and 54952.5 is to include, AX
06XX within the definition of "legislative body," such commissions as
planning commissions and recreation commissions. In the case of these
commissions, their notice and meeting requirements are the same as those of
the City Council.
With regard to other advisory commissions, their meetings and notice
requirements are set forth in Section 54952.3, which states in relevant part
that they must:
1. Meet within the jurisdictional limits of the city;
2. Hold open and public meetings;
3. Give notice of the meetings to any requesting party at least 24
hours prior to the meeting, and
4. Provide in bylaws or rules for time and place of regular meetings,
if regular meetings are to be held.
The meaning of these statutes is simply that no advisory body may meet
secretly in order to conduct business. A meeting is defined as a gathering
of a majority (quorum) of the advisory body for the purpose of discussing
items before the body or conducting other business of the body. An advisory
body is not prohibited from establishing a subcommittee, consisting of less
than a majority of its membership, which may meet to study a particular issue
which has been brought to the attention of the advisory group. The 61XV
Council and City Attorney shall be apprised of the existence of such
subcommittees. Also purely social gatherings are not subiect to the Brown
Act but care should be taken to ensure that a social event, in effect, does
not become a "meeting" because advisory body business is discussed.
From time to time, questions arise as to whether a particular action. if
taken, would constitute a violation of the Brown Act. These questions should
be referred to the OOffice of the City Attorney for an opinion as to the
correct procedure.
26
s =3�
t'`� a ul uy U� ` -M l LUIJ VOIZOPU ONEW APPOINTMENT
* * Q
p Poet Office Box 8100 San Luis 061apo, G 97407-8100 • 549-7100
REAPPOINTMENT
Y ,
APPLICATION FOR APPOINTMENT/REAPPOINTMENT TO A CITY ADVISORY BODY
Advisory Body Applied For:
Name of Applicant
1.
Residence Street Address & City 2.
(If a second choice is indicated, a
second interview will be required)
Day Phone Evening Phone
1. Are you a registered voter of the city? Q YES Q NO
2. How long have you lived in the city?
3. Present occupation and employer:
4. Education:
5. Membership in organizations:
6. Please specify the reasons why you feel you should be appointed to this
advisory body (use reverse side for additional information) .
7. Previous service on any SLO advisory bodies (names and dates) :
PLEASE NOTE: If you are appointed to the Planning Commission, Architec-
tural Review Commission, or the City Housing Authority, you are required by
State law to file a Statement of Economic Interest disclosing all report-
able interests held by you at the time of appointment. A copy of this form
is available from the City Clerk.
Applications are accepted year round, however, if you are applying for a
current vacancy, your appointment must be returned to the City Clerk by '
in order to be considered for the current round of interviews.
***TO BE FILLED OUT BY CITY'S CLERK'S OFFICE***
Interview Date: Screening Committee:
***TO BE FILLED OUT BY SCREENING COMMITTEE CHAIR***
Recommend for Appt: - Q YES Q NO
Recommendation is for:=Unexpired term Q One year term Q Two year term
Additional Comments:
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�s'-39
RESOLUTION NO. (1988 Series)
A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO
ADOPTING REVISED HANDBOOK FOR ADVISORY BODIES
AND RESCINDING RESOLUTION NO. 5825 (1985 Series)
BE IT RESOLVED by the Council of the City of San Luis Obispo as
follows:
SECTION 1. That certain document attached hereto marked' Exhibit "A"
and incorporated herein by reference is hereby adopted as the handbook for
advisory bodies and Resolution No. 5825 (1985 Series) is hereby rescinded.
SECTION 2. The City Clerk shall furnish a copy of this resolution and
a copy of the handbook for advisory bodies to all department heads
employed by the City of San Luis Obispo and all members of advisoryk
bodies.
On motion of seconded by
and on the following roll call vote: ,
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this day of
1988.
MAYOR RON DUNIN
ATTEST:
CITY CLERK PAN VOGES
Approved:
City Administrative Officer City Clerk
City Attorney
J • J � J
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TABLE OF CONTENTS
Pane
I . Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
II. How Our City Government Works . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
A. City Charter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
B. City Council . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
C. Role of Council Liaison Members . . . . . . . . . . . . . . . . . . . . 2
D. Role of City Persons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
E. Council Appointed Officers . . . . . . . . . . . . . . . . . . . . . . . . . 3
F. Operational Departments . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
III. Advisory Bodies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
A. Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
B. Policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
1. Communications . . . . . . . . . . . * ' * * * 7
2. Absences, Leaves of Absence, Resignations . . . . 8
3. Bylaws and Procedures 8
4. Functional Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
S. Officers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
C. Membership Qualifications and Appointment Process . . 9
D. Term of Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . it
E. Ethics and Conflicts of Interest . . . . . . . . . . . . . . . . . . . 11
F. Removal From Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
G. Awards and Recognition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
IV. Architectural Review Commission . . . . . . . . . . . . . . . . . . . . . . . . . 13
V. Cultural Heritage Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
VI. Human Relations Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
VII. Parks and Recreation Commission . . . . . . . . . . . . . . . . . . . . . . . . . 18
VIII. Personnel Board . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
IX. Planning Commission . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
X. Promotional Coordinating Committee . . . . . . . . . . . . . . . . . . . . . . 23
XI. Technical and Special Purpose Advisory Bodies . . . . . . . . . . . 24
. . Summary Description of Special Purpose Bodies . . . . . . . 25
XII . Business Improvement Association Advisory Board . . . . . . . . . 30
XIII. Housing Authority Board of Commissioners . . . . . . . . . . . . . . . . 31
XIV. Appendices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Application of the Brown Act to City Boards and
Commissions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Application for Appointment/Reappointment . . . . . . . . . . . 33
Summary Description of Advisory Bodies . . . . . . . . . . . . . . 34
I . INTRODUCTION
Welcome to San Luis Obispo City Government!
Thank you for your interest in serving on one of our citizen
advisory bodies, and congratulations for volunteering your time and
skills to help us improve our community.
Serving on one of the City commissions, committees, or boards can
be a fascinating and rewarding experience. These citizen bodies are
charged with formulating new ideas, gathering crucial information,
receiving public testimony and comments, analyzing complex issues,
and making recommendations on specific projects and broad policy--all
toward helping the City government 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. Rarely are answers easy.
This handbook serves a twofold purpose: (1) to give interested
persons an understanding of how the City's advisory bodies have been
established and how they function generally within the overall
governmental framework, and (2) to summarize the role and charge of
each body.
This is a basic handbook, designed to explain:
1. What each advisory body is trying to accomplish;
2. How one advisory body relates to others;
3. Procedures;
4. Each advisory body's place in the overall system of city
government; and
5. The responsibilities of an advisory body member.
We hope this information will answer many of your questions, get
you off to a good start, and contribute to your satisfaction in
serving the citizens of the City of San Luis Obispo.
1 � y3
II. HOW OUR CITY GOVERNMENT WORKS
A. City Charter
The basic framework for San Luis Obispo's municipal government is
the City Charter, which was originally adopted in 1876. The Council
of a chartered city is given more legislative flexibility and
authority than is a general law city. Council and the citizens of
San Luis Obispo may vote to amend their Charter. A major revision
was adopted in 1978.
B. City Council
The City Charter provides for an elected, five-member City
Council as the governing body of the City. Four Council members
serve staggered four-year terms (two are elected every two years) .
The fifth member is the Mayor who is elected for a two-year term.
City Council elections are held in November of odd-numbered years.
Regular Council meetings are held on the first and third Tuesdays of
each month in the Council Chamber of City Hall. In addition, special
or additional regular meetings are held from time to time as the need
arises.
The Council has the power to make and enforce all laws and
regulations relating to municipal affairs, subject to the limitations
of the City Charter, the United States and California Constitutions,
and certain state statutes.
Most final decisions on city taxes and fees, budgets, city
policy, and general plan and land use issues policies, issues and
matters are made by the City Council.
C. Role of Council Liaison Members
The Liaison Council is designed to:
• Facilitate communication between the Council and the advisory
body
• Increase the Council's familiarity with the membership,
programs and issues of the advisory body
• The Liaison Committee should maintain a passive relationship
with the advisory body to assure the best opportunity for
independent deliberation. The Council as a whole, not the
Liaison Committee, provides policy direction to the advisory
body which is usually communicated directly, in writing or
through staff. To avoid any potential for conflict of
interest, the Liaison Committee members should avoid
participation in discussions at advisory body meetings which
could eventually come before the Council.
D. Role of City Staff Persons:
Staff support and assistance may be provided or made available,
but advisory bodies do not have supervisory authority over city
employees, While they may work closely with advisory bodies, staff
members remain responsible to their immediate supervisors and
ultimately to the CAO and Council. The 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 after
approval by the Chairperson, and preparation of agenda reports
providing a brief background of the issue, a list of alternatives,
recommendations, and appropriate backup material, if necessary.
Advisory body members should have sufficient information to reach
decisions based upon a clear explanation of the issues.
It is important that recommendations advising bodies wish to
communicate to the City Council are done so through adopted or
approved Council agenda procedures. Staff members shall assist the
advising body chair to insure appropriate legal review or city and
state legislation is complied with.
E. Council-Appointed Officer
City Administrative Officer. The City Charter requires the
Council to appoint an executive to run the City's day-to-day
operations. The City Administrative Officer (CAO) is directly
responsible to the Council for all City activities. The operational
departments, through their directors, are responsible to the CAO.
City Attorney. The City Attorney provides legal services and
advice to the Council, the CAO, departmental staff, advisory bodies
and other city agencies or officials. The City Attorney represents
the City in court, prepares ordinances and other legal documents, and
prosecutes cases involving violations of city laws. The City
Attorney is appointed by and is directly responsible to the Council.
City Clerk. The City Clerk prepares Council agendas and records
the minutes, conducts city elections, maintains city records,
administers certain insurance programs, formal bids, appointment
process of advisory bodies, codification of ordinances, claim against
the city, legal publications, posting, and advertising, administers
oaths, and serves as secretary to the Council. The City Clerk is
appointed by and is directly responsible to the Council.
F. Operational Departments
Finance. The Finance Director/City Treasurer is the City's
fiscal agent who collects money, pays bills, controls assets and
financial operations, supervises cash management, provides
centralized accounting, and provides the framework for financial
3 _ VS
planning. The Finance Department does the billing and collection of
charges for water, sewer and garbage and administers business
licenses, bicycle licenses, and the transient-occupancy tax levied on
hotel/motel room rentals. The Finance Director/City Treasurer is
appointed by and is responsible to the CAO, with Council confirmation
of the Treasurer designation.
Personnel. The Personnel Department conducts a comprehensive
personnel management program to attract and retain competent city
employees. The Director is responsible for recruiting, testing,
classifying, evaluating and training employees, evaluating employee
salaries, administering the City's personnel rules and affirmative
action program and monitoring the City's self-insuring program. The
Personnel Director is appointed by and is responsible to the CAO.
Community Development. The Community Development Department has
two division, both under the direction of the Community Development
Director who is appointed by and is responsible to the CAO.
The Planning Division of this department is responsible for:
(1) drafting the City's general plan and its various elements, (2)
developing programs and ordinances (such as the Zoning Regulations)
which implement general-plan policies, (3) reviewing development
projects, and (4) enforcing zoning and other planning requirements.
The Construction Regulation Division ("Building Division")
administers state and local building codes and is responsible for
ensuring safe and sound public and private construction. Its staff
issues building permits, checks building. plans, and inspects
code-regulated work at. construction sites.
Public Works. The Public Works Department is a large one and
consists of the Administration, Transportation, Buildings and Parks
Maintenance, and Engineering Divisions, all under the direction of
the Public Works Director who is appointed by and is responsible to
the CAO.
This department has numerous and varied responsibilities related
to the design, operation, and maintenance of city facilities. These
include the sewer and water lines, streets and sidewalks, traffic
controls, city parking lots and meters, waterways, municipal
buildings, and parks and public-area landscaping.
Utilities. The Utilities Department is responsible for providing
safe and aesthetically pleasing drinking water in accordance with
State Health Services requirements. Wastewater collection and
treatment to meet state and federal requirements is also provided.
The Utilities Director is appointed by and is responsible to the CAO.
Recreation. The Recreation Department plans and manages
recreational activities at city parks and recreational facilities.
The "Rec" department's goal is a diverse program of leisure
activities. With the assistance of the Parks and Recreation
Commission, the department plans the development of parks and
recreational facilities and actively seeks state and federal grants
4
to help pay for park projects, consistent with the Parks and
Recreation Element of the General Plan. The department is headed by
the Recreation Director who is appointed by and is responsible to the
CAO.
Police. In addition to the traditional activities of enforcing
traffic and other laws, helping citizens in all types of situations,
and investigating crimes, the Police Department promotes community
safety. It conducts crime-prevention programs and is responsible for
various other programs such as school-safety patrols. This
department is under the direction of the Chief of Police who is
appointed by and is responsible to the CAO.
Fire. The Fire Department does more than fight fires. Its basic
purpose is to protect people and property, not just from fire, but
also from floods, earthquakes, transportation accidents, and other
disasters. It promotes public safety by educating the public about
fire hazards, by inspecting commercial, industrial and public
buildings, and by inspecting private property for weeds and debris
that could be a fire hazard or public nuisance. Fire personnel also
respond to medical emergencies. This department is under the
direction of the Fire Chief who is appointed by and is responsible to
the CAO.
5 `�7
5
III. ADVISORY BODIES
A. Background
The Council encourages active citizen participation in the
business of city government. Advisory committees and commissions
provide an opportunity for interested residents to participate in the
governing of their community under guidelines and procedures
established by the Council. Advisory bodies can improve the quality
of city government by providing the Council with resources to make
better-informed decisions. Other benefits of committees and
commissions include improvement in the lines of communication between
the public and the Council, greater opportunities for discussion of
public issues, and involvement of more people in city government.
There is considerable variety in the purpose or charge of these
bodies. Some are required by State law or the Charter and directed
to guide certain city activities such as planning or personnel.
Others function to give new ideas, a variety of views, additional
expertise, or the opportunity to test recommendations.
The authority of an advisory body will depend upon its specific
purpose. Some have been delegated specific authority to approve or
deny projects. For example, the Architectural Review Commission is
empowered to make final decisions on sign permits and some building
projects; the Planning Commission makes recommendations on certain
types of land-use applications and makes final decisions on other
matters such as use permits and certain variances. Generally,
decisions made by an advisory body may be appealed to the Council.
Generally, advisory bodies are empowered only to make
recommendations to the Council or to the city staff, unless
specifically authorized by law or Council to do otherwise. There
should be a two-way communication, so commissions are aware of
long-term goals the Council has adopted, and the Council is receptive
to new ideas presented by the advisory bodies. 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.
Some of the bodies report directly to the Council; some make
their recommendations to or through specific departments. Some
bodies have no connection with any specific department, but may be
assisted by staff members from various departments.
B. Policies
1. Communications.
a. Annual report. Each advisory body is required by the
Charter to submit to the Council by May 1 an annual report
describing its activities and evaluating its progress for the
year (Charter, Article XII, Section 1205) . The report should be
complete and comprehensive.
b. Written reports. Advisory bodies are occasionally
requested to make special reports or recommendations to the
Council of specific subjects. The Council will make this request
in writing, with specific direction as to the approach, scope,
and schedule for the study desired. These recommendations often
play a major role in assisting the Council to reach a final
decision on important issues.
For this reason, any recommendation or report from an
advisory body is required to be in written form. If the matter
Is to appear on the Council agenda, the report must be submitted
to the City Clerk no later than two weeks prior to the Council
meeting at which the report is to be considered. This report
becomes part of the record and is forwarded to each council
member for review in advance of public consideration of the
pertinent subject.
Some advisory bodies may receive study or action requests
from citizens or groups. These requests should also be made in
writing to the advisory body which will then determine whether or
not the body wishes to pursue that particular issue. The
advisory body shall advise the Council of the request and the
body's determination for action.
C. Minutes. All minutes of advisory-body meetings shall be
forwarded to the Council in a timely manner.
d. Budget. Each advisory body shall prepare its budget
request and its proposed goals and objectives in February, in a
manner as directed by the CAO. The advisory body chairperson
will be responsible for speaking to this request when the Council
reviews the budget in study session. The CAO will notify the
chairperson of time and place of such Council review.
e. Statements. ' An advisory body does not have authority to
speak for the City. If the body wishes to recommend that a
statement be made, such as a letter written to state a position,
then it shall first receive approval of the Council.
f. Public forums and surveys. An advisory body shall not
sponsor or co-sponsor a public forum, meeting or survey without
the prior approval of the Council.
g. Personal testimony. If a member of an advisory body
appears before the Council (or another advisory body) in a
7
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
his/her advisory body.
h. Changes. Changes in a member's address or telephone
number, and the names of new officers, shall be submitted to the
City Clerk or the Council's secretary as soon as possible.
2. Absences, Leaves of Absence, and Resignations.
a. Attendance. If a member of an advisory body fails, for
any reason, to attend three consecutive regular meetings or a
total of six regular meetings within any twelve-month period,
that member shall automatically be considered for replacement.
The chairperson of the advisory body shall inform the Council of
such a situation, explaining any special circumstances.
b. Absences. There shall be no "excused" absences.
Because of quorum requirements, when an absence is anticipated;
the individual advisory body member is responsible for notifying
the chairperson or the secretary in advance and the absence shall
be counted in that member's attendance record.
C. 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.
d. Resignation. In the event a member finds it necessary
to resign from an advisory body, a letter of resignation shall be
immediately directed to the Council through the City Clerk, with
a copy forwarded to the chairperson of the advisory body.
3. Bylaws and Procedures.
a. Bylaws. Each advisory body established by ordinance
shall present to the Council, for its approval, bylaws for
procedure, purpose, specific functions, meetings, officers,
budget, etc. (Charter, Article XII, Section 1204. )
By May 1st in each odd-numbered year,the bylaws of each
advisory body shall be reviewed by that body. Any proposed
changes shall be submitted to the Council for approval. If no
changes are proposed, a report of the review shall be submitted.
Should this review not be accomplished by May 1st, the Council
may direct staff or a Council-appointed subcommittee to do the
review.
b. Code of ethics. Each body shall develop its own code of
ethics or conduct for review and approval by the Council. The
advisory body shall biennially review its code and submit to the
Council a report of that review, including any proposed
revisions.
8 �,
C. Parliamentary procedure. Parliamentary procedure for
all advisory body meetings shall be governed in accordance with
City practices, customs, policies and Robert's Rules of Order,
Newly Revised. Questions should be directed to the appropriate
city staff, including the City Attorney. A quorum of the
Committee shall be as stated in individual adopted advisory body
bylaws or procedures.
d. Annual dinner. Each advisory body may hold an annual
dinner meeting for installation of new members and recognition of
outgoing members. All other meetings shall be held at the estab-
lished time and place set for that body, unless a change is
approved by Council. Council may hold an event from time to time
to recognize advisory body members. (See also Page 10, Section
G. )
4. Functional Review.
Every five years, the activities of each advisory body shall
be reviewed by a citizens ad-hoc committee which shall make
recommendations to the Council for modification, continuation or
termination of each advisory body. (Charter, Article XII, Section
1206. )
S. Officers.
a. Election. In April, each advisory body, at its regular
meeting, shall elect a chairperson and a vice chairperson.
b. Terms of officers. The term of office of a chairperson
or vice chairperson shall be one year, commencing upon election.
No person shall serve in the office of chairperson or vice
chairperson for more than two consecutive terms except as may be
noted elsewhere under specific boards and commissions.
For the purpose of this section, completion of a partial term
of office as chairperson or vice chairperson shall not preclude
an advisory body members from serving two additional consecutive
full terms, provided that the partial term served is less than
six months.
C. Membership Qualifications and Appointment Process
The City of San Luis Obispo encourages participation of a wide
variety of its citizens through service on an advisory body. Unless
specified, there is no special education, training or background
required for appointment.
The following minimum criteria shall be met by any person wishing
to be considered for appointment to an advisory body:
Applicant must be a resident and registered voter
of the city at the time, and during the entire term
of appointment. (This requirement may not apply to
certain members on special purpose or ad-hoc committees. )
9 5—'S/
Applicant must be at least eighteen years of age
at the time of appointment.
Basic elements of the appointment process are as
follows:
1. Each person seeking appointment or reappoint-
went to an advisory body shall obtain and file and
application form in the Office of the City Clerk.
Application may be made for a vacancy which currently
exists or which may occur in the future.
2. Applicant shall have read and become familiar
with the contents of this handbook prior to interview
with the Council Screening Committee.
3. Applications for appointment or reappointment
will be reviewed by a Council Subcommittee. Selected
qualified applicants shall be interviewed by a Sub-
committee consisting of two Councilmembers, and the
Chair of the advisory body (unless the Chair is being
considered for reappointment, in which case the
Subcommittee shall designate another representa-
tive) . The Council Subcommittee shall submit to the
entire Council recommendations for appointment. If a
unanimous decision for .recommendation to the full
Council cannot be reached, the Council shall take a
separate motion for each candidate proposed by each
member of the Subcommittee.
4. Applicants not appointed will be so advised and
their applications held for consideration in the
event of a future vacancy for no less than one year.
5. As a general policy, an applicant shall not be
appointed to serve on more than one advisory body
except that a member may also serve on one technical
or special-purpose committee at the same time. If
appointed to another committee, he/she will be ex-
pected to resign from one body upon being appointed
to another.
6. Council Subcommittees appointments (liaisons to
advisory bodies are selected in the even year by the
full council (usually by January of the even year) .
The Mayor and Vice-Mayor shall submit recommendations
to the full Council and rotate nominations for
Councilmember Subcommittees to provide an opportunity
for each member to serve as a liaison at least once
on each advisory body when possible. When terms of
office do not allow each member to serve once,
members with greatest seniority shall have first
right of selection.
10
D. Term of Office
The term of office for each appointee to an advisory body shall
be four years and shall commence on April 1. 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. Some exceptions include: the Housing
Authority, Jack House Committee and Tree Committee.
A mid-term appointment to a vacant seat on an advisory body shall
not preclude the appointee from serving two additional consecutive
full terms, provided that the initial, partial term served is less
than one year.
E. Ethics and Conflicts 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 a matter of public record.
3. No member of an advisory body shall have a material financial
interest in any contract or other transaction involving that advisory
body. The member shall promptly disclose any such interest in any
proposed activity of the advisory body and shall not participate in
any related deliberations or actions of that body.
4. All members of the Planning Commission and Architectural
Review Commission and Housing Authority are required to file
Statements of Economic Interest (form 721 or 730) under the Political
Reform Act of 1974 as amended. The City Clerk with supply such forms
and assist in their completion.
5. If any advisory body or member has a concern with a Council
action or policy, the Chairperson or member of the committee. shall
discuss the issue with a Councilmember before making a public
statement.
6. Questions regarding possible ethical issues or conflicts-of-
interest should be reviewed with the Chairperson, City Attorney, or
the City Clerk. as appropriate under the circumstances, in advance of
the subject meeting or discussion.
F. 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.
11 ,s-s3
G. Awards and Recognition
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 or Council Secretary in order
to avoid duplication of awards. (See also Page 8, Section 3d. )
12 s -s y
IV. ARCHITECTURAL REVIEW COMMISSION
Purpose
The City of San Luis Obispo has a number of unique character-
istics, including ideal climate, spectacular natural vistas and an
outstanding man-made environment that has evolved from historic
traditions of the community. The Architectural Review Commission has
a vital role in the preservation and enhancement of the beauty and
visual character of the City.
Status
The Commission, usually referred to as the ARC, was established
by city ordinance in November 1973. It is staffed by planners in the
Community Development Department who do initial evaluation of
development plans, confer with designers, prepare meeting agendas and
assist the commission in its duties. The commission is responsible
directly to the Council, which hears all appeals of ARC decisions.
(Ref: Ordinance No. 600, 1973 Series, SLO M.C. Chapter 2.48. )
Members
The ARC has seven citizen members, appointed by the Council to
four-year terms. The only special qualifications for membership are
a proven interest in the city's physical environment and the ability
to make positive and fair aesthetic evaluations.
Meetings - Semi-monthly: refer to chart on page 34.
Functions
The primary function of the ARC is to develop and maintain a
pleasant and harmonious environment, maintain property values,
conserve the city's natural beauty, preserve and enhance its distinct
visual character and ensure the orderly and harmonious development of
the city with attention to site planning and exterior appearance of
public and private structures. In addition, the commission is
responsible for establishing (with Council approval) guidelines for
determining what is "good design. " These guidelines are published in
the form of a booklet with pictorial illustrations to help applicants
understand the Commission's goal of maintaining a high level of
architectural excellence in the City.
The Commission spends the majority of its time reviewing
development plans, visiting project sites, and working with designers
to ensure that projects follow the established city guidelines. Good
design, obviously, is a subjective matter, and, for this reason, the
guidelines emphasize flexibility to encourage creative designs and
' 13 ����
the innovative use of materials, methods and techniques.
Because of this emphasis on flexibility and excellence, the
Commission generally prefers not to give a proposal a strict "yes" or
"no." Instead, the Commissioners often engage in a "give and take"
discussion with designers to help create a project that is not only
designed technically, but which enhances and is compatible with the
character of the immediate neighborhood and the city at large. It is
important to understand that the Commission does not seek to dictate
any particular style of architecture, but instead seeks a harmonious
variety of compatible building styles.
Scope of Authority
Most building projects in the City, including exterior
remodeling, require ARC approval before a building permit can be
issued. The only three types that do not have this requirement are:
1. Individually built houses, with a few exceptions, as
determined by the Community Development Director according to
ordinance;
2 Minor proposals and minor construction which are incidental
to a larger project; and
3. Signs that meet the minimum standards of the sign ordinance
(and are not part of a larger project that does require ARC
approval) .
In reviewing a specific project, the' ARC prefers to review the
complete architectural posture--that is, all factors involving the
project's exterior appearance and site design. While the ARC is
primarily concerned with the surface appearance of a structure, it
may also review related factors, such as site layout and parking.
The ARC 18 not concerned with interior function and design, except
where it may impact the exterior appearance.
Occasionally, some of the factors considered by ARC, such as site
layout and parking, may overlap with the jurisdiction of the Planning
Commission. This overlap is to be expected and does not necessarily
mean that the two committees are duplicating work. The ARC is not
concerned with appropriate use of property, and the Planning
Commission primarily concerns itself with general site design only in
connection with land-use decisions, leaving the details to the ARC.
However, when a specific site layout is approved by the Planning
Commission, the ARC is expected to work with the general layout
established by the Planning Commission's action.
ARC approval by itself does not entitle a developer to build
anything. It does not take the place of a building permit or other
special approvals that might be required for a new project. Complete
architectural review guidelines and more information about the ARC
are contained in Architectural Review in San Luis Obispo, a booklet
available at the Community Development Department.
14
V. CULTURAL HERITAGE COMMITTEE
Purpose
The Cultural Heritage Committee promotes the preservation of
architectural, archaeological, historical and cultural resources in
San Luis Obispo by: (a) helping the public pursue cultural resource
preservation projects; (b) sponsoring educational programs and
research which improves our understanding of the community's history
and archaeology; (c) on request, commenting on the effects of public
and private actions on community cultural resources; and (d) helping
with the administration of city-sponsored benefit programs. See also
Ordinance No. 1086 (1987 Series) establishing Historical Preservation
Districts.
Status
The Committee was established in 1981 as a technical committee
and is staffed by a Planner from the Community Development
Department. This committee became a permanent committee in February
1987 when the Council approved Resolution No. 6157 that establishes
the CRC's functions and duties.
Members
The CHC will have eleven members appointed by the Council for
four-year terms and may be reappointed for not more than two
consecutive full terms totaling eight years. Membership of the
Committee shall include a person knowledgeable in local history, a
person with training or experience in structural rehabilitation, and
a person with knowledge of architecture (a minimum of three people) .
The committee shall include on city resident from each of the three
Historical Preservation Districts and at least eight members shall be
residents of the City of San Luis Obispo.
Meetings - Monthly: refer to chart on page 35.
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.
15 �r��
4. Assist property owners with the preparation of National
Register applications for historical resource sites.
5. Help to administer benefit programs approved by the Council
that are directed at preserving historical resources or resources
within Historical Preservation Districts.
6. Publish and maintain Historical Preservation Program
Guidelines which present (a) benefit programs sponsored by the City;
(b) procedures for adding properties to the Inventory of Historical
Resources or for establishing a historical district; and (c) other
information concerning historical preservation.
7. Review actions proposed by public agencies and provide
information on how such actions may affect designated or eligible
properties within or adjacent to historical districts.
8. Cooperate with local, state and federal agencies in the
pursuit of historical preservation.
9. Function within the guidelines and policies of the Advisory
Bodies Handbook and perform other duties as assigned by the Council.
16 S�s�
VI. HUMAN RELATIONS COMMISSION
Purpose
The Human Relations Commission advises 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, national origin, age, physical, mental or economic status. The
Commission makes recommendations to the Council or the CAO on how
these social concerns and human needs can best be addressed.
Status
The Commission was established by the Council in 1964. (Ref:
established by motion 1/6/64, SLO M.C. Chapter 2.56. ) The Commission
oversees city-approved programs such as a referral service for those
members of the community in need. The HRC staff is in contact with
other human service agencies throughout the city, county and state.
Members
The HRC has twelve members appointed by the Council to four-year
terms. While there are no special qualifications for appointees, the
Council usually seeks individuals with experience, or a demonstrated
interest in community social issues.
Meetings - Monthly: refer to chart on page 34.
Functions
1. Providing a forum which allows residents to discuss problems
relating to human rights and relations;
2. Assisting in resolution of tenant/landlord problems, such as
Mediation Services Program.
3. Reviewing and evaluating requests for Grants-in-Aid and
recommending, to the Council, funding to assist groups which provide
human services; providing a liaison between the city and those groups
which receive city funds.
17
VII. PARKS AND RECREATION COMMISSION
Purpose
The Parks and Recreation Commission is a body of citizens
appointed to advise the City's Parks and Recreation Department and
the Council on the development and operation of recreation programs
and parks, and on the implementation of the Parks and Recreation
element of the General Plan.
The Commission was created originally by the voters in 1941, and
until 1978 was one of only two commissions mandated in the Charter.
The 1978 Charter revision dropped reference to this commission and
authorized the Council to establish individual commissions by
separate ordinances. (Ref: Ordinance No. 215N, 1940 Series, SLO
M.C. Chapter 2.16. )
The Commission works closely with the Recreation Director and his
staff and with the Parks Maintenance Division of the Public Works
Department.
Members
The Parks and Recreation Commission has seven members, appointed
by the Council to four-year terms.
Meetings - Monthly: refer to chart on page 34.
Functions
The Commission advises and makes recommendations on all aspects
of the City's parks and recreation programs. The Commission is
expected to:
1. Provide leadership in developing a comprehensive recreational
program for city residents of all ages.
2. Be familiar with the types of recreation programs and parks
that residents need and want.
3. Plan, through implementation of the Parks and Recreation
Element, for the parks that will be needed in the future as the City
grows.
4. Advise the Recreation Director, as requested, on department
administration.
18
VIII. PERSONNEL BOARD
Purpose
The Personnel Board exists to provide a forum for hearing both
sides of unresolved employee grievances and disciplinary matters.
The Board's goal is to bring out all information pertinent to a case
and give all interested parties a chance to state their views. The
Board can then make recommendations to the Council based on complete
information, thus relieving the Council of what can be a very
time-consuming process.
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 Personnel Department provides whatever staff support
the Board requires. (Ref: Ordinance No. 808, 1979 Series. )
Members
The Personnel Board has five members, appointed by Council to
four-year terms. Although there are no special qualifications for
appointment, some knowledge or background in personnel matters is
very helpful.
Meetines
The Board meets whenever a personnel matter requires it. The
meetings are held at City Hall at a time mutually convenient to Board
members, staff and other involved persons.
Functions
The Board makes recommendations in two general areas: (1) when
an employee appeals a disciplinary action taken against him; and (2)
when an employee files a grievance that cannot be settled at an
administrative level.
In the case of a grievance, the Board will give the CAO an
advisory opinion, based on either the written record alone or on the
written record plus sworn testimony taken at a hearing. The Board
decides whether a hearing is warranted.
For a disciplinary case, the Board always holds a hearing--open
or closed hearing, according to the employee's wishes. The Board
then forwards its findings and recommendations to the Council.
19 ���/
The Board has the power to subpoena witnesses and documents for
its hearing. If either party asks for a subpoena before the hearing,
the Board must issue it. After the hearing begins, subpoenas may be
issued at the Board's discretion.
Three members constitute a quorum. A member may vote on a
recommendation only if he/she is present for the entire hearing, or
if the member certifies he/she has listened to a recording, or read
the transcript of that portion of the hearing that he/she missed.
20 ��(p
IX.. PLANNING COMMISSION
Purpose
The Planning Commission must regularly make decisions regarding
land use policies and specific development applications. Some are
recommendations to the Council and some are final, subject to appeal
to the Council. The Commission also reviews and recommends
long-range plans for the City's growth and development.
Status
The Commission was established in the 19401s. It is staffed by
planners in the Community Development Department who prepare meeting
agendas, meet with developers, and handle other functions for the
Commission. The Commission is responsible to the Council. (Ref:
Ordinance No. 154N, 1944 Series, SLO M.C. Chapter 2.12. )
Members
The Planning Commission has seven members, appointed by the
Council to four-year terms. Members are not necessarily planning
professionals and no special training is required for appointment.
Members occasionally may be requested to' attend seminars and
workshops to improve skills in planning.
Meetings - Monthly; refer to chart on page 35.
Functions
The Planning Commission makes recommendations to the Council in
five areas:
1. General Plan. The Commission reviews proposals on long-range
planning policies. These may be in the form of new sections for the
General Plan or amendments to the existing plan, and are brought to
the Commission by city planning staff, consultants, and private
applicants.
2. Zoning. The Commission reviews proposals for changes in the
zoning of land, or in the zoning regulations, and makes recommenda-
tions to the Council. In some matters, such as use permits, the
Commission's decision is final, unless appealed to the Council.
3. Subdivisions. The Commission makes recommendations to the
Council on the subdivision of land.
4. Capital Improvement Program. The City's long-range financial
plan for major municipal construction projects, equipment purchases,
21 —� 3
and planning studies is reviewed by the Commission, and its
recommendations are forwarded to the Council.
5. City Services and Resources. The Commission reviews the
adequacy of the city services and resources needed for proposed
development. When city facilities or resources are in danger of
being overburdened, the Commission offers recommendations to the
Council on possible remedies.
In weighing decisions on the growth and development of the City
of San Luis Obispo, the Commission provides a sounding board for
public opinion. Although commissioners do consider the rights and
desires of property owners/developers and the general public, they
must make their decisions pursuant to the General Plan, ordinances,
and other standards and procedures set forth in state and city law.
• 22
X. PROMOTIONAL COORDINATING COMMITTEE
Purpose
The Promotional Coordinating Committee assists the Council in
working to improve the quality of life for all city residents and our
visitors. The Committee recommends projects to help promote the City
as a regional trade, recreation and tourist center, consistent with
long-range community goals.
Status
The Committee was established in 1970 as a permanent body
responsible to the Council. This committee is unusual in that it has
an annual budget derived from an established formula allocating
certain tax receipts including the transient occupancy tax and the
business license tax. (Ref: Council Minutes dated 6/23/70 and
R-4948 establishing Bylaws. )
Members
.The Committee has seven members appointed by the Council to
four-year terms. The Council usually seeks appointees with
experience in some aspect of promotion, advertising, tourism or in
community cultural activities.
Meetings - Monthly; refer to chart on page 35.
Functions
1. Planning a comprehensive, long-range program to promote the
City.
2. Preparing an annual program consistent with the long-range
program. The Committee's recommendation for the annual program is
presented to the Council for approval at the first regular Council
meeting in May.
3. Developing city advertising and promotional programs and
projects.
4. Hearing requests from cultural and promotional groups seeking
city grants; recommending groups to the Council for funding.
5. Initiating and supporting community activities that are
meaningful to residents and visitors alike.
6. Providing a liaison between city committees and civic
organizations outside of government.
23 �_
XI . TECHNICAL AND SPECIAL-PURPOSE ADVISORY BODIES
Continuing Boards and Committees
Citizens' Advisory Committee
Construction Board of Appeals
Handicapped Board of Appeals
Jack House Committee
Joint Recreational Use Committee
Mass Transportation Committee
Parking Management Committee
Tree Committee
These advisory bodies are appointed by the Council or the CAO.
They are considered permanent and may meet regularly or only when
projects or proposals require their attention. Membership
eligibility is defined in each body's enabling legislation, and
members are selected (1) on the basis of experience and knowledge in
the special field pertinent to the committee; (2) because
representation from a particular segment of the community is desired
(i.e. , elderly, handicapped, student) ; or (3) from a broad
representation of community interest and expertise. These committees
work closely with city staff and report to the CAO and the Council
through the city staff.
Ad-hoc or Temporary Committees
An ad-hoc or temporary committee is appointed by the CAO and/or
the Council to address specific subjects which require a degree of
technical expertise. The committee's purpose is to provide advice
and possible recommendations to the city staff, and it ceases to
exist when its report is filed inthe CAD's office. The only
prerequisites for appointment are interest, expertise or as otherwise
determined by the CAO or the Council when the committee is
established. The CAO shall keep the Council informed regarding the
existence and actions of all such committees.
Note: Continuing advisory bodies are described on the following
pages.
24 ^ -�p
SUMMARY DESCRIPTION OF SPECIAL-PURPOSE ADVISORY BODIES
CITIZENS' ADVISORY COMMITTEE
Purpose
The Citizens' Advisory Committee conducts surveys, issues reports
and informs the CAO on many varied matters of community concern.
Status
The Committee was established in 1982 and works with and under
the direction of the CAD to develop and carry out an annual work
program for the Committee. (Ref: R-4891, adopted 7/6/82. )
Members
The Committee has five members, some of whom .need not be city
residents.
Meetings - Held on call.
CONSTRUCTION BOARD OF APPEALS
Purpose
The Construction Board of Appeals holds hearings on requests for
relief from the strict application of the provisions of the City
Building Code, or other specifications in any uniform code, to
determine suitability of alternate materials or methods of
construction.
Status
The Board was established in 1979 and is required under
provisions of the City Building Code. The Board is staffed by the
Chief Building Inspector. (Ref: R-4017, adopted 11/29/79. )
Members
The Board consists of five members who are qualified by
experience and training to pass on matters pertaining to building
construction. Members need not be residents of the city.
Meetings - Held on call.
25 S-�
HANDICAPPED BOARD OF APPEALS
Purpose
The handicapped Board of Appeals conducts hearings on appeals of
City Building Division actions implementing the building codes in
subdivisions.
Status
The Board was established in 1983 as a permanent technical
committee, pursuant to the State Health and Safety code, and is
staffed by the Chief Building Inspector. Meetings are held only when
required by an appeal. (Ref: Council Minutes dated 5/4/83. )
Members
The Board has five members with qualifications specified in the
code: two handicapped persons, two persons experienced in
construction and one person from the general public. Members need
not be residents of the city.
Meetings - Held on call.
JACK HOUSE COMMITTEE
Purpose
The Jack House Committee assists the Council and the Parks and
Recreation Department in the administration and restoration of the
historic Jack Residence at 536 Marsh Street. The Committee makes
recommendations for basic rules and regulations which will allow for
the greatest possible public use and enjoyment of the house and
grounds while protecting and preserving the history and integrity of
this cultural and recreational facility.
Status
The Committee was established in 1975 as a condition of a deed
granting the former residence of the Jack family to the City of San
Luis Obispo. The Committee is staffed by the Recreation Director and
members of his staff. (Ref: R-2761, adopted 4/7/75. )
Members
The Committee has seven members who are required to be city
residents, except for the heir to the Jack family. Membership is
spelled out in the grant deed and consists of one person each from
the County Historical Society, Cal Poly School of Architecture
faculty, Cal Poly Department of Ornamental Horticulture faculty, the
26 5��
City Parks & Recreation Commission and the heirs of Robert and Nellie
Jack. Additionally, there are two members-at-large appointed for
four-year terms by the Council.
Meetings - Held on call.
JOINT RECREATIONAL USE OF SCHOOL DISTRICT
PROPERTY COMMITTEE
Purpose
The Joint Recreational Use Committee advises the Council and the
San Luis Coastal Unified School District Board regarding policy for
operation of school district joint use recreational facilities and
priorities for granting use of those facilities, and plans for
balanced integration of school district property being developed.
Status
The Committee was established in 1981, and is staffed by the
Parks Maintenance Supervisor, a Recreation Supervisor and two members
of the staff of the Unified School District. (Ref: 0905, adopted
10/27/81. )
Members
The Joint Use Committee consists of seven members, one of whom is
a representative of the Parks & Recreation Commission.
Meetings - Monthly; refer to chart on page 34•
MASS TRANSPORTATION COMMITTEE
Purpose
The Mass Transportation Committee assists with an ongoing program
of public transit in the City and Cal Poly. The Committee makes
recommendations 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 who is under the supervision of
the CAO. (Ref: R-2382, adopted 10/14/72. )
27 L�_�
Members
The Committee has seven members and consists of (a) one person
from Cal Poly; (b) one senior citizen; (c) one person from the
business community; (d) one person with technical transportation
planning experience; (e) one handicapped person; (f) one person from
the general public; and (g) a representative from the HRC.
Meetings - Held on call, generally on a quarterly basis.
PARKING MANAGEMENT COMMITTEE
Purpose
The Parking Management Committee provides advice and assistance
in the implementation of the City's Downtown Parking Program. The
Committee was established to assist with the comprehensive and
effective management of the quantity, location, cost and availability
of parking in the Central Business District.
Status
The Committee was established July 15, 1986 to assist in the
implementation of the City's Downtown Parking Program. The Committee
meets prior to the review of parking-related matters to be reviewed
by Council and as determined necessary by committee members and city
staff. (Ref: R-6052 superceded by R-6457. )
Members
The Committee has eight members and consists of: (a) two
representatives from the BIA; (b) one representative from the Chamber
of Commerce; (c) one downtown property owner; (d) one representative
from the County of San Luis Obispo; and (e) three citizens at large.
Functions
1. Provide advice and serve as a community public information
link as the City increases its parking inventory through the
development of the parking decks, surface lots and private expansion.
2. Advise on the management of the location, cost and
availability of parking in the Central Business District. Programs
to be administered include:
a. Improving the effectiveness of parking supply;
b. Providing accessible, inexpensive parking for shoppers;
C. Discouraging employees from using parking intended for
shoppers;
d. Examining and introducing measures to reduce employee
parking demand; and
e. Protecting residential neighborhoods.
28 �O
TREE COMMITTEE
Purpose
The Committee makes recommendations to the Council and staff on
tree policies and regulations. Working with staff, the Committee
prepares and maintains a Master Tree List and a Tree Planting Plan,
as provided in the Municipal Code (Tree Regulations (Ref: M.C. 12.24
et al) .
Status
The Tree Committee was established in 1977, is staffed by the
Parks Maintenance Supervisor and the City Arborist, and meets only on
staff request for advice or to hear a citizen appeal of a staff
decision.
Members
The Committee has Live members who have interest or expertise in
horticulture.
Meetings - Held on call.
29 �' / /
XII. BUSINESS IMPROVEMENT ASSOCIATION ADVISORY BOARD
Purpose
1. Study and recommendation of solutions to problems relevant to
parking and traffic circulation within the area;
2. General promotion of trade activity in the area;
3. Development and implementation of beautification programs for
the area.
Status
The Downtown Parking and Business Improvement Area was estab-
lished by the Council in 1973, with boundaries approximating the
major retail and professional area of the downtown. Each business or
professional office in this area is required to pay an additional sum
equal to 100 percent of its business license fee; the revenues
derived from this assessment are used exclusively for the activities
conducted to carry out the purpose of the organization. (Ref:
Resolution No. 2510, 1973 Series. )
Members
The Advisory Board of the BIA is composed of eleven members who
each have a business in the area. The Board members are first
elected by ballot of the BIA members and then confirmed by
appointment by the Council for two-year terms.
Meetings - Monthly; refer to chart on page 34.
30 S /
XIII. HOUSING AUTHORITY
Purpose
The Housing Authority Commission advises the Council on the
housing issues and needs of the low- and moderate-income households
in the city.
Status
The Commission was established by the Council in 1968 to fulfill
the responsibilities related to the creation of the Housing
Authority. The Housing Authority is a separate public corporation
which, under state and federal law, is responsible for implementing
programs which assist families or elderly persons who lack the income
necessary to enable them to obtain housing that is decent, safe and
sanitary. The legal authority, powers, duties and responsibilities
of the Commission are defined by the California Health and Safety
Code (Housing Authorities Law) and the corporation bylaws of the
Commission. (Ref: Authorized by City Election held 6/4/68. )
Members
The Commission has seven members, appointed by the Council.
Terms of office, qualifications for appointment and grounds for
removal from office are defined by state law. Five of the members
serve four-year terms and are appointed by the Mayor subject to
confirmation by the Council. The other two members are appointed by
the Mayor from the Housing Authority's tenant population and each
serves a two-year term. At least one of the tenant members must be
62 years of age or older.
Meetinas - Monthly: see chart on page 34.
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.
31 d"-72
XIV. APPENDICES
Application of the Brown Act to City Boards and Commissions
The question often arises as to whether the Ralph M. Brown Act
(Government Code Section 54950 through 54961) applies to some or all
of the city advisory bodies. The Brown Act is California's "secret
meeting" law. This law, which prohibits secret meetings is
applicable to cities and other local agencies. Originally, this law
had very limited application to advisory bodies and was directed
toward city councils (governing bodies) . However, these statutes
have been amended to include all commissions, either under the
definition of legislative body or separately as advisory bodies.
The combined effect of Sections 54952.3 and 54952.5 is to
include, within the definition of "legislative body," such commis-
sions as planning commissions and recreation commissions. In the
case of these commissions, their notice and meeting requirements are
the same as those of the City Council.
With regard to other advisory commissions, their meetings and
notice requirements are set forth in Section 54952.3, which states in
relevant part that they must:
1. Meet within the jurisdictional limits of the city;
2. Hold open and public meetings;
3. Give notice of the meetings to any requesting party at least
24 hours prior to the meeting; and
4. Provide in bylaws or rules for time and place of regular
meetings, if regular meetings are to be held.
The meaning of these statutes is simply that no advisory body may
meet secretly in order to conduct business. A meeting is defined as
a gathering of a majority (quorum) of the advisory body for the
purpose of discussing items before the body or conducting other
business of the body. An advisory body is not prohibited from
establishing a subcommittee, consisting of less than a majority of
its membership, which may meet to study a particular issue which has
been brought to the attention of the advisory group. The Council and
City Attorney shall be apprised of the existence of such subcom-
mittees. Also, purely social gatherings are not subject to the Brown
Act, but care should be taken to ensure that a social event, in
effect, does not become a "meeting" because advisory body business is
discussed.
From time to time questions arise as to whether a particular
action, if taken, would constitute a violation of the Brown Act.
These questions should be referred to the Office of the City Attorney
for an opinion as to the correct procedure.
32 s
0 city of 3►n Luis owp Q
``t
* * NEW APPOINTMENT
n Cil t 0 Post office Boa 8100 • San Luis Obispo. G 93403-8100• 549-7100 OREAPPOINTMENT
Y
(is ot
APPLICATION FOR APPOINTMENT/REAPPOINTMENT TO A CITY ADVISORY BODY
Advisory Body Applied For:
Name of Applicant
• 1.
Residence Street Address 8 City 2.
(If a second choice is indicated, a
second interview will be required)
Day Phone Evening Phone
1. Are you a registered voter of the city? 0 YES 0 NO
2. How long have you lived in the city?
3. Present occupation and employer:
4. Education:
5. Membership in organizations:
6. Please specify the reasons why you feel you should be appointed to this
advisory body (use reverse side for additional information) .
7. Previous service on any SLO advisory bodies (names and dates) :
PLEASE NOTE: If you are appointed to the Planning Commission, Architec-
tural Review Commission, or the City Housing Authority, you are required by
State law to file a Statement of Economic Interest disclosing all report-
able interests held by you at the time of appointment. A copy of this form
is available from the City Clerk.
Applications are accepted year round, however, if you are applying for a
current vacancy, your appointment must be returned to the City Clerk by
in order to be considered for the current round of interviews.
***TO BE FILLED OUT BY CITY'S CLERK'S OFFICE***
Interview Date: - Screening Committee:
***TO BE FILLED OUT BY SCREENING COMMITTEE CHAIR***
Recommend for Appt: - 0 YES Q NO
Recommendation is for:[ Unexpired term Q One year term Q Two year term
Additional Comments:
PV:ski - 5/88-1
33 �—��
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