HomeMy WebLinkAbout11/21/1995, 4 - CAL POLY PROPOSAL TO REVIEW STUDENT HOUSING NEEDS IN SAN LUIS OBISPO. r MEETI G DATE
Cl o :
san Luis OBISPO � a�- W
COUNCIL AGENDA REPORT `TEm 7
ER:
o � i
FROM: Arnold Jona�l ommunity Development Director; By: Jeff HooAsce.sociate Planner
SUBJECT: Cal Poly lllProposal to Review Student Housing Needs in San Luis Obispo.
CAO RECOMMENDATION: By motion, select two City representatives to serve on a Student
Housing Task Force.
DISCUSSION
Since the 1970s, the growth of Cal Poly University and Cuesta College have been closely associated
with housing issues in the City of San Luis Obispo. Cal Poly and Cuesta's enrollment combined totals
over 24,000 students, and student housing needs and preferences strongly influences the City's housing
supply and demand. Historically, campus growth and development have helped shaped the community's
social and economic character. In recent years, off-campus student housing has lead to some
community concerns regarding the potential adverse impacts of student housing on established residential
areas. This concern prompted the City and Cal Poly to pursue new efforts to 1) develop reliable data
on student housing; and 2) begin to develop organizational "bridges" to address student housing needs
and community concerns.
During November 1989, a Community/University Task Force was formed at the request of the City
Council for the purpose of resolving long standing issues that stemmed from having Cuesta College and
Cal Poly located adjacent to San Luis Obispo. The task force included representatives from the City
of San Luis Obispo, County of San Luis Obispo, Cuesta College, Cal Poly, the student bodies of Cuesta
College and Cal Poly, and a neighborhood representative. In May 1990, the Task Force's report was
distributed. The report included a number of recommended actions for each group to improve
student/community relations. A copy of that report is attached.
In 1990, Council authorized City participation in a Student Housing Preference Study in collaboration
with Cal Poly University. An 11-member steering committee was appointed to administer the study,
consisting of neighborhood representatives, Cal Poly administrative staff, Cuesta College administrator,
City staff, student representative, and a local realtor. The study was completed by MPC Associates,
Inc. in November 1992, with the release of Strategic Guidelines for Student Housing in San Luis
Obispo. Councilmembers held a study session in March 1993 to review the study results (minutes and
study Council Reading File).
Since the study was completed, on-campus housing demand has increased, and on-campus dormitories
are now fully occupied for the first time in several years. An improving economic outlook for the
University, coupled with significant increases in the number of qualified applicants to the State
University system have prompted a reevaluation of enrollment targets. Current enrollment is about
16,000 full time equivalent (FTE) students. Recently it was reported that the State University plans to
steadily increase enrollment at the San Luis Obispo campus by approximately 500 students per year until
a total enrollment of FTE 18,500 students is reached.
With on campus housing at maximum capacity and enrollment projected to increase, it would be timely
to evaluate progress made on implementing the study's recommendations; and if necessary, to update
the plan to: 1) reevaluate housing needs based on changing enrollment trends, and 2) develop a specific
111111►1H11IIIIIIIIIp21111!1U city of San Luis osIspo
anown
wommom COUNCIL AGENDA REPORT
Staff Report
Page 2
action plan describing tasks, timelines and responsibilities for meeting student and faculty housing needs
on-and off-campus. According to President Warren Baker, Cal Poly is interested in working with the
City and community on specific measures to address existing and future student housing needs.
In his attached letter, President Baker suggests that concerned parties reconvene a student housing task
force. Tasks that the steering committee might undertake include:
1. Evaluate progress made on the study's original recommendations and action plan;
2. Identify measures which should be taken to implement the recommendations, or recommend
revisions where appropriate; and
3. Develop an updated student housing action plan, outlining specific measures to be taken by City
and the University to plan for and meet anticipated housing needs, within the City's General
Plan Capacity to assimilate that growth and physically accommodate the additional housing.
Attachment:
-Letter From President Warren Baker, October 30, 1995
-Community/University Task Force Report
Council Reading File:
-Student Housing In San Luis Obispo Report
-City Council Minutes
L/-iZ
October 30, 1995 ()L POL-V
CALIFORNIA POLYTECHNIC STATE UNIVERSITY
SAN Luis OBISPO, CA 93407
Allen Settle,Mayor OFFICE OF THE PRESIDENT
(805) 756.6000
City of San Luis Obispo
990 Palm Street
San Luis Obispo,CA 93401
Dear Allen:
Several years ago the City of San Luis Obispo engaged in a joint housing study with Cal Poly.
The purpose of this study was to assess issues related to student housing needs and the impact of
student housing on the community. A number of recommendations evolved from that study;
however,conditions changed which placed a lesser urgency on the implementation of most of
those recommendations. Most notable of the change in conditions were the efforts made by the
University to reduce enrollment in the face of budget reductions. As most of you know,Cal Poly
denies admission to a number of qualified students,and as the student age population of the State
of California grows,there is increasing pressure for the University to grow. Currently the
University is examining alternatives that would permit incremental growth to Master Plan
enrollment.
Anticipating growth in enrollment, it is timely that concerned parties reconvene for the purpose
of examining alternatives to creating appropriate housing for this student population. The San
Luis Obispo City Council has already noted this issue on a recent Council agenda,and we have
had some preliminary discussions at Cal Poly relative to the enrollment growth impact on
housing. To formalize and coordinate these discussions, I am proposing the formation of a task
force made up of appropriate representation from the City of San Luis Obispo,the San Luis
Obispo Chamber of Commerce,Cuesta College,Residents for Quality Neighborhood,and Cal
Poly. Anticipating the desire of your organization to participate,I am asking that each of these
entities name two representatives to the task force. Please contact my office with the names of
your nominees by November 10, and we will initiate discussions shortly thereafter.
The basic charge to the task force will be to identify and investigate those issues associated with
accommodating student housing needs and to recommend appropriate strategies to accommodate
those needs. The final report that was produced as a result of the Joint Housing Study should be
of use to the group in identifying and examining the issues that pertain today.
I am confident this cooperative effort will produce results that will enable us to proactively
address these issues.
Sincerely,
Warren J. Baker
President
cc: F. Lebens,J. Gonzalez,P. Zingg,A. Amaral
THE CALIFORNIA STATI( L NICERSITF
May 7, 1990
Mayor Ron Dunin
City of San Luis Obispo
City Hall
San Luis Obispo, CA 93401
Dear Mayor Dunin:
As you are aware, the Community/University Task Force was formed at the request of the
San Luis Obispo City Council for the purpose of resolving long standing issues that stem
from having Cuesta College and Cal Pqly located adjacent to our community. Participants
of the Task Force included representatives from the City of San Luis Obispo, the County
of San Luis Obispo, Cuesta College, Cal Poly, the Student Bodies of Cuesta and Cal Poly,
and a Neighborhood representative. Meetings of the Task Force have taken place on a
monthly basis since November of last year when the group was convened.
From the very beginning, the Task Force has focused a majority of its energies on
defining the areas of concern for the represented groups. In discussing the issues
openly, the Task Force found that many of the same concerns were held by all the
participants. Issues such as traffic and transportation, housing and- property
management, resource usage and conservation, student conduct, managing city and
county population growth, and managing student enrollment growth were consistently
raised by the Task Force members as areas in need of attention by all the participating
agencies and groups.
Using the issues defined during these discussions,the Task Force has developed a series
of recommended actions for each agency to implement to the greatest extent feasible.
The recommendations are intended to respond to the concerns raised by the Task Force
members over the last several months. Recommendations have also been developed for
two groups that were not represented on the Task Force, "Property Managers and
Landlords" and the "San Luis Obispo Area Coordinating Council". After several
discussions, it became apparent to the Task Force that these groups played important
roles in contributing to the success of many of the recommendations identified to ease
tensions relating to transportation, housing, resource usage and conservation, and
student conduct.
In developing the recommendations, emphasis was placed on joint agency solutions that
would foster long-term improvements in communication and relations between the groups
affected by student/community interaction. The Task Force acknowledged throughout
its discussions that there were many positive benefits associated with having Cuesta
College and Cal Poly located in our community and that we need to share in the burden
of identifying and resolving problem areas.
The purpose of this letter is to communicate these recommended actions to the
organizations represented on the Task Force,.as well as to the community's property
managers and landlords. It is the request of the Task Force members that upon receipt
of this letter, each agency or group develop a plan that responds to the recommendations
to the greatest extent feasible and begin implementation. Once each agency or group
Page Two
acknowledges receipt of the recommendations and demonstrates a willingness to
respond, the Task Force will have fulfilled its major responsibilities. It would then be the
intention of the Task Force to disband under its current title and reconvene as the
Community/Campus Communication Committee. Activities of this Committee would be
limited to semi-annual meetings, unless a need arose to meet more frequently, to monitor
the progress of each agency and discuss any issues that could be appropriately
addressed by the Committee.
If you have questions regarding this request, please contact your representative on the
Task Force or John Dunn, the City's Administrative Officer at 549-7114.
The following represents the recommendations of the Task Force:
lU1tV's>i7f>: n" iltaryficnn
I. Transportation
* The City should expand its efforts to create convenient bikeways throughout the
community, placing special emphasis on acquiring easements along the Southern
Pacific Railroad to develop a "super bikeway"to the Cal Poly campus from various
areas of the community.
* The City should continue to work closely with Cal Poly and Cuesta to create
improved bus schedules and incentive programs that encourage high levels of
student usage of the transit system.
* The City should consider the establishment of"Park and Ride Lots" and work with
the San Luis Obispo Area Coordinating Council, the Air Pollution Control District,
and Caltrans to establish appropriate locations throughout the City.
* The City, working with Cal Poly, should develop a parking management plan to
reduce parking in the residential areas of the community and encourage alternative
forms of transportation.
II. Housing
* The City should take on a more meaningful role in encouraging the construction
of low and moderate income housing in the community.
* The City should develop property maintenance standards to ensure the continued
quality of the neighborhoods in the community.
* The City should encourage the development of programs to reward responsible
management of rental units within the community.
Page Three
* The City, working with the University and students, should identify suitable areas
in the community to locate Greek Housing,small group housing and higher density
student housing as near the campus as possible, particularly areas that might be
accessed through campus.
III. Resource Management
* The City should take a leadership role in managing solid waste issues in the
community, placing emphasis on developing programs that strongly encourage
student participation.
* The City should reexamine the costs of Cal Poly's.use of the water treatment and
distribution systems and wastewater treatment and collection facilities to ensure
that charges are being fairly distributed between the two parties.
* The City should continue its efforts to develop adequate short term and long term
water supplies for the community. -
* The City should continue to encourage water conservation throughout the
community, providing increased focus on apartment owners .and property
managers.
* The City should continue and intensify its efforts to prevent inflow and infiltration
of storm water into its sewer collection system.
* The City should continue its program of systematically repairing and replacing
older water lines to prevent water leaks.
IV. Student Conduct and Communication
* The City should continue its efforts to communicate with the student community
through regular contact with the ASI, Inter-Fraternity Council, and other student
groups.
* The City should continue and expand its use of student intems from Cuesta
College and Cal Poly to assist with accomplishing workload and provide career
training opportunities to students.
* The City should continue to participate in the Student/Communiity Liaison
Committee.
* The City should participate more fully in the Cal Poly Campus Planning Committee.
Page Four
t3 fih zOf>$an ti„ i7f.....
I. Transportation
* The County should work with the San Luis Obispo Area Coordinating Council, the
San Luis Obispo Regional Transit Authority and other affected agencies to achieve
the following goals: encourage high use of the County's regional transit systems,
establish Park and Ride lots, increase the allocation of Transportation Development
Act funds for alternative transportation systems, and exhibit greater leadership in
providing for the development of a rider-attracting regional transit system.
If. Housing
* The County should continue to encourage the construction of low and moderate
income housing in appropriately located areas, including student housing that
could be located adjacent to Cal Poly and Cuesta College.
III. Resource Management .
* The County should continue to provide education that encourages water
conservation on a countywide basis.
* The County should take a strong leadership role in developing programs to
conserve resources and encourage the reuse of materials.
IV. Student Conduct and Communication
* The County should continue and expand its use of student interns from Cuesta
College and Cal Poly to assist with accomplishing workload and provide career
training opportunities to students.
* The County should continue to participate in the Student/Community Liaison
Committee.
'J*^+'U'nyLLi:i)v.. NNw'.KYA"S:n??}Cy.}:: M+MYGx :?ySY1:YC+Mk': Y-0M'TlC'N.Y
San Luis`Obispo>Area<Coori inatirig>Coerncil
Transportation
* The San Luis Obispo Regional Transit Authority should work closely with Cal Poly and
Cuesta College to.develop bus schedules that encourage high use of the County's
regional transit systems.
Page Five
* The San Luis Obispo Area Coordinating Council, Regional Ridesharing Coordinator,
and Caltrans should work together to develop "Park and Ride Lots" throughout the '
County. Their efforts should be coordinated with Cal Poly and Cuesta College.
* The San Luis Obispo Area Coordinating Council should consider increasing the level
of Transportation Development Act funding allocated to alternative transportation
systems.
* The San Luis Obispo Regional Transit Authority should exhibit greater leadership in
providing for the development of a rider-attracting regional transit system.
Cuesta`Collede
I. Transportation
* Cuesta College should become a regular participant and make sufficient
contributions to the City and County's Transit Systems in an effort to reduce traffic
to the campus and on Highway One.
* Cuesta College should develop effective programs to encourage the use of public
transportation or alternative forms of transportation to campus (e.g., park and ride
lots, carpooling, ridesharing, etc.).
* Cuesta College should work closely with the City and the San Luis Obispo
Regional Transit Authority to create improved bus schedules and incentive
programs that encourage high levels of student usage of the transit systems.
* Cuesta Collegeshould set annual targets for reduction of campus destination
automobile trips and develop an implementing program.
* Cuesta College should work with other communities such as Los Osos, Baywood
Park, Morro Bay and Cayucos to assess and reduce transportation impacts on
these areas.
* Cuesta College should establish an Integrated Transportation Management
Committee with participants from the City, the County, the Area Coordinating
Council, and the Air Pollution Control District to further encourage transportation
alternatives that reduce automobile usage.
IL Housing
* Cuesta College should take on an advocacy role in encouraging the construction
of low and moderate income housing for students in the county.
7` �O
Page Six
* Cuesta College should develop programs to encourage and reward responsible
management of rental units within the county.
III. Resource Management
* Cuesta College should continue its efforts to develop a long-term permanent water
supply for the campus.
* Cuesta College should continue to educate students and faculty regarding
resource conservation and reuse and water conservation methods on and off
campus.
* Cuesta College should support the creation of student based groups that take the
lead in encouraging college programs that promote resource conservation and
reuse and water conservation on and off campus.
* Cuesta College should continue its program of systematically repairing and
replacing older water lines to prevent water leaks.
IV. Student Conduct and Communications
* Cuesta College should continue and strengthen its participation in the
Student/Community Liaison Committee.
* Cuesta College should continue to develop programs that educate the students
on ways to be good neighbors in their immediate neighborhoods and in the
community.
* Cuesta College should continue its programs that encourage students to provide
volunteer services to community organizations (educational, cultural, and social
services).
V. Management of Enrollment Growth
* Cuesta College should include the City and County of San Luis Obispo in their
planning for enrollment growth.
* Cuesta College should continue to pursue the development of satellite campuses
in other areas of the county.
* Cuesta College should encourage the development of legislation that would give
community colleges more control over their enrollment while retaining a
comparable level of fiscal stability currently provided by growth. This legislation
would recognize negative impacts of enrollment growth on adjacent communities.
y�g
Page Seven .
VI. General Recommendations
* Cuesta College should use their faculty talents and student energies to encourage
creative solutions to the issues identified by the Task Force (e.g., transportation,
housing, resource management).
* Cuesta College should develop additional playing fields and recreational areas for
students in an effort to relieve pressure on the City's limited and overused playing
fields and recreation areas.
iCatTO
I. Transportation
* Cal Poly should continue to participate in funding the City's Transit Program, and
be willing to pay appropriate costs for these services.
* Cal Poly should work closely with the City and the San Luis Obispo Regional
Transit Authority to create improved bus schedules and incentive programs that
encourage high levels of student usage of the transit systems.
* Cal Poly should encourage all types of transportation on campus that reduce
student and faculty automobile usage (e.g., adding bicycle paths, reducing
auto/bicycle conflicts, sponsoring ridesharing and vanpooling programs, creating
park and ride lots, etc.).
* Cal Poly should set annual targets for reduction of campus destination automobile
trips and develop an implementing program.
* Cal Poly should consider incentives to discourage first year students from bringing
cars to the university campus.
* Cal Poly should continue to subsidize the County's regional transit,systems for
all students, staff, and faculty.
* Cal Poly, working with the City, should develop a parking management plan to
reduce parking in the residential areas of the community and encourage alternative
forms of transportation.
* Cal Poly should establish an Integrated Transportation Management Committee
with participants from the City, the County,the Area Coordinating Council, and the
AirPollution Control District to further encourage transportation alternatives that
reduce automobile usage.
Page Eight
U. Housing
* Cal Poly should encourage the development of public/private housing on campus.
* Cal Poly should, to the greatest extent possible, encourage first year students to
live on campus.
* Cal Poly should take on a more meaningful role in encouraging the construction
of low and moderate income housing in San Luis Obispo and the County.
* Cal Poly's Student Housing Office should develop programs to reward responsible
management of rental units within the community.
* Cal Poly, working with students and the City, should identify suitable areas in the
community to locate Greek Housing, small group housing and higher density
housing as near to the campus as possible.
III. Resource Management .
* Cal Poly should continue to educate students and faculty regarding resource
conservation and reuse and water conservation methods on and off campus.
* Cal Poly should support the creation of student based groups that take the lead
in encouraging university programs that promote resource conservation and reuse
and water conservation on and off campus.
* Cal Poly should work with the City to reexamine the costs of the water treatment
and distribution systems and sewer treatment and disposal facilities to ensure that
charges are being fairly distributed between the two parties.
* Cal Poly should continue and intensify its efforts to prevent inflow and infiltration
of storm water into its sewer collection system.
* Cal Poly should continue its program of systematically repairing and replacing
older water lines to prevent water leaks.
IV. Student Conduct and Communication
* Cal Poly Administration should continue to participate in the Student/Community
Liaison Committee.
* Cal Poly should continue to implement programs that educate and encourage
students to be good neighbors and increase their awareness of the concerns of
the community and their immediate neighborhood.
Page Nine
* Cal Poly should continue to encourage student participation in "Good Neighbor
Day".
* Cal Poly should continue its programs that encourage students to provide
volunteer services to community organizations (educational, cultural, and social
services).
* Cal Poly should encourage student involvement in publicizing the value of Poly
Royal to the community.
V. Management of Enrollment Growth
* Cal Poly should adopt safeguards to ensure that the enrollment cap is not
exceeded.
* Cal Poly should include the City and County of San Luis Obispo in their planning
for enrollment growth.
VI. General Recommendations
* Cal Poly should use their faculty talents and student energies to encourage
creative solutions to the issues identified by the Task Force (e.g., transportation,
housing, resource,management).
* Cal Poly should hold quarterly meetings of the Campus Planning Committee to
facilitate a more active role in achieving the recommendations contained in this
letter.
* Cal Poly should develop additional playing fields and recreational areas for
students in an effort to relieve pressure on the City's limited and overused playing
fields and recreation areas.
.:..n....:w..ntr n. .,.�....f:K..:.cpa.v�ny .•...::w!•.v..::. 'vww: r...A..yv n nWiJ
Property:=Manaaers��>Landiord"s>of Rental<=Poperties
I. General Recommendations
* Property Managers & Landlords should disseminate the "Good Neighbor
Brochures" to all tenants.
* Property Managers & Landlords should disseminate information regarding the
City's water conservation policies to all tenants.
/7/1
Page Ten
* Property Managers & Landlords should disseminate information regarding the
City's Residential High Density Occupancy Regulations to all tenants and be
knowledgeable about the regulations.
* Property Managers & Landlords should encourage their tenants to take the
initiative to meet with their neighbors to discuss ways to cooperate and reduce
potential conflict (e.g., noise, parking, parties, etc.)
* Property Managers & Landlords should develop programs to regularly monitor the
interior and exterior conditions of their properties.
* Property Managers & Landlords should develop lease agreements that contain
"performance standards" language (e.g., three noise complaints can result in
termination of lease agreements).
* Property Mangers & Landlords should sponsor periodic workshops with the City,
Cuesta College, and Cal Poly to discuss rental issues.
* Property Managers & Landlords should consider forming an organization or
creating a newsletter that can inform the group of changing regulations for rental
housing and other appropriate issues.
�egl`bo�tioo�s
I. General Recommendations
* Neighbors should take the initiative to meet with their student neighbors, get to
know them better and discuss expectations and concerns.
* Neighborhood Associations should invite students to participate in meetings and
gatherings to discuss neighborhood issues and behavior expectations.
* Neighborhood Associations should request to become regular members of the
Student/Community Liaison Committee.
* Neighbors should identify and maintain contact with rental unit landlords and
property managers to obtain their assistance in gaining compliance of tenants
with established standards.
1,L/3
Page Eleven
I. General Recommendations
* Students should continue to participate in the Student/Community Liaison
Committee.
* Students should continue to sponsor and participate in "Good Neighbor day".
* Students should exhibit leadership in developing programs to encourage resource
conservation and reuse and water conservation.
* Students should expand outreach activities with respect to good neighbor efforts.
* Students organizations should take greater responsibility and encourage peer
review of student behavior with respect to meeting community/neighborhood
standards violations.
* The Student/Community Liaison Committee should expand its membership to
include a representative from the Neighborhood Association and to increase
student representation from Cuesta College.
Our thanks are extended to each agency and group that participated in the Task Force.
If each agency can give their attention and support to these recommendations, we can
enrich the lives of our students, improve communication between all of us, and live and
work in a more tranquil community.
Sincerely,
Page Twelve
David Blakely, County of San Luis Obispo Fifth District Supervisor
Peg Pinard, City of San Luis Obispo ity Council
Jerry , C' of Sa Luis Obispo City Council
John f San Luis Obispo Administrative Officer
AougGn;r��
ar , IPoly University Executive Dean for Facilities Administration
Hazel Sc Poly Vice President for Student Affairs
Rica Echevernna, Cal Poly University Student Representative
Francis Reynoldsq uesta CI7. .ge Trustee
i
Jim Greathouse, Cue t College Vice President of Educational Services
�cis
Marquam Piros, Cuesta College Student Representative
Linda Lallum, Neighborhood Group
IIII�I UIMEETING DATE:
�uli�I�II�i�Ip� city of San tuts OBISp0 /-
COUNCIL AGENDA REPORT ITEM N ER:
FROM: John Dunn, CA
Prepared by: Ken Hampian, ACAO ke
SUBJECT: POLICY FOR PLACING ITEMS ON THE AGENDA
CAO RECOMMENDATION
Review Section 1.2.1 of the Council Policies and Procedures and determine if any modifications
are appropriate.
DISCUSSION
The Issue
During the Council meeting of October 17, 1995, the Council asked that a review of Section
1.2.1 of the Council Policies and Procedures be agendized for the November 21st City Council
meeting. Section 1.2.1 deals with procedures for placing items on the Council agenda by
individual Council Members (Attachment 1).
Under current procedures, an individual Council Member may place an item on the agenda
through a two step process. Specifically, the first sentence of Section 1.2.1 of the Council Policy
and Procedures states "any Council Member may request an item be placed on a future agenda
during Communications, and upon consensus of a majority of Council, staff will prepare a staff
report if formal Council action is required".
Since a two-step process presently exists for individual council members to follow if they wish
to agendize a matter before the Council, the two key questions are: Is a one-step process more
desirable than the present two-step process? If so, should there be some limits on the kind of
matters that can be agendized through a one-step process? To assist in considering this matter,
department heads have been consulted and a survey of other cities has been completed
(Attachment 2). Past experience has also been considered.
���Mni ��►pIIII�P°, ��IIII city of San Lr.iS OBISpo
COUNCIL AGENDA REPORT
'Alternative to the Present Approach
Based on information acquired through the survey, the input of department heads, and past
experience, if a one-step process is desired, staff recommends that it include certain parameters
and guidelines. These suggested parameters and guidelines are intended to mitigate, at least in
part, some of potential disadvantages noted above. They are:
1. That a new section be added to the agenda format titled "Mayor/Council Member Action
Items" (or some other heading that indicates that a proposed action item is before the
Council). Consistent with existing Council policy, only matters within the subject matter
jurisdiction of the City should be submitted (thus avoiding getting into issues which have
no relationship to the business of the City);
2. That all items placed under this heading be subject to established agenda deadline
requirements and be accompanied by a written report and recommendation prepared by .
the requesting Council Member (but not by staff). A format similar to the one used for
staff prepared agenda reports is suggested so that the format at least includes
"Recommendation" and "Discussion" subheadings. The sensitivity to a deadline is
suggested to avoid "last minute" items that deprive other Council Members of adequate
review time. Presently established time requirements are to place a matter on the agenda
two weeks prior to the meeting, and to submit the written report by "Agenda Close
Thursday", a week-and-one-half prior to the meeting.
3. As is the current practice, during a Council meeting an individual Council Member should
still seek a formal consensus of the Council for matters which are of a scope that requires
the preparation of a staff report (e.g. the matter is technically complex, or involves
significant policy or fiscal implications). This would essentially mean that the current
two-step process would be followed for matters that call for a significant investment of
staff time (consistent with policies outlined under Attachment 3). Relatively more simple .
and straightforward matters can be considered for immediate action, per the approach
outlined under #2 above.
4. If a Council Member places an item on the agenda that he/she believes is a relatively
simple matter, but the CAO believes to be more complex and needing further staff
evaluation, then the CAO shall forward a brief memorandum to the City Council
suggesting that the matter be referred to staff for further analysis and a follow-up report.
Such situations can become awkward, and thus the highest possible level of
communication between individual Council Members and the CAO in advance of
agendizing a maner is essential.
5. Council Policies and Procedures Section 1.2.4 provides that while resubmittal of issues
previously acted upon is discouraged, requests will be considered upon a consensus of the
Council majority (Attachment 1). The Council may wish to retain this requirement for
"reconsiderations" in order to avoid the possibility of repeated deliberations on subjects
_��
11111111111° ll city of San L%AiS OBISp0
COUNCIL AGENDA REPORT
Advantages of a One-Step Pmcess
The obvious advantage to a "pure" one-step process, whereby an individual council member can
place virtually any issue before the Council for action, is time, at least initially. Council
members are elected.to get things done and to pursue the interests of constituents, and "policies
and procedures" like Section 1.2.1 can be perceived as slowing things down. Occasionally, in
fact, requests come to Council Members with time constraints that cannot be accommodated with
a two-step process.
The public also expects its elected officials to be able to accomplish much as individuals, and
explaining things like "two-step" procedures may not be easy. There is also the perception
among some that "staff can do it, so why not the Mayor or Council members?" While staff does
not believe that this is an accurate perception (further discussed later), it is, one that Council
Members have to deal with nevertheless.
Related to the advantages outlined above, another benefit of a one-step process might be a greater
feeling of access to government by the public. In other words, an individual constituent with a
request or issue would only need to convince one Council Member in order for his/her concern
to be considered by the full City Council. Similarly, an individual Council Member with an issue
of special concern would be able to more directly pursue the matter with the balance of the City
Council, without having to first acquire the "permission" of a Council majority.
Advantages of the Present Two-Step Process
What the Council has accomplished through its very thorough goal setting process should
primarily determine the organization's priorities and work efforts. This is particularly important
in the aftermath of our "downsizing", since we have fewer resources to accomplish ambitious
goals. Therefore, the key advantage is that the focus and workload of the Council and staff is
determined more by the Council as a whole, instead of by individual members.
Presently, the Council is working extremely well together, which as the survey suggests, is
important if we are to move to a more individual approach. However, guidelines like those set
forth in Council Policies and Procedures are intended to protect the process over the long term,
independent of the "players of the moment". Providing safeguards over the longer term is always
an important principle to consider in government.
The two-step approach is also more consistent with Council policy prohibiting individual Council
Members from directing the work of staff (Attachment 3). However, if staff reports must be
prepared to accompany items agendized at the request of one Council Member, workload can be
significantly influenced by an individual. Preparing even the simplest of agenda reports requires
resources to research background, prepare the report, and route it others for review. Council
Members requesting reports are likely to want them completed by staff sooner rather than later,
which can cause other priorities to be delayed.
���H�i�III�IIIIIIIUhI��U city of San L.6 OBISpo
COUNCIL AGENDA REPORT
z
Why Does Staff Have the Prerogative of Placing Items on the Agenda? "
In reviewing the items listed on any given agenda, nearly all can be traced to either an action or
process that has had prior City Council approval. Thus, the regular meeting agenda essentially
implements the approved work program and business of the City, as established by the present
or earlier City Councils.
Agenda items are perhaps most often prepared to implement the approved Financial Plan and
Budget (e.g. capital projects, purchases, bids, studies, etc.), including the objectives established
through Council goal-setting. Items also stem from previously approved work programs (e.g.
annual review of the water projects and development fees), implementation of General Plan
elements, or operational issues (e.g. replacing a broken belt-filter press at the Water Reclamation
Facility). Council agenda items are also prepared to forward advisory body recommendations,
land use and zoning actions or appeals, and mandates from other levels of government (e.g. trip .
reduction, ADA Transition Plan).
There may be infrequent circumstances where, under Charter sanctioned instructions for the CAO
to inform and advise the Council of matters essential to the proper operation of the City,
something may be agendized by staff that is considered entirely "new". However, in terms of
the usual practice, staff works within the policy context established by the Council, and therefore
does not arbitrarily place matters on the agenda which have no connection to the existing work
programs of the City.
It should also be said that the Mayor and Council do have input in developing the council
meeting agenda. The agenda begins to take shape via the "Preliminary Agenda" about two weeks
before scheduled meetings. On a rotating basis, individual Council Members attend agenda
review meetings and help review those items on the 'Preliminary Agenda". Later in the day, the
order of items on the Preliminary Agenda is fmalized by the Mayor, City Administrative Officer,
City Attorney, and City Clerk.
Weren't Individual Council Members Once Able to Place Items on the Agenda in SLO?
Once individual Council Members could place items on the Council agenda at their own
discretion . However, this led to problems like those described earlier which were addressed by
previous councils through the addition Section 1.2.1 in Council Policies and Procedures.
In comparison to many other cities, San Luis Obispo is considered quite progressive in its
approach to goal-setting. However, many years ago the City did not have such a sophisticated
goal setting process, and thus it was less clear(and thus perhaps less troublesome) when priorities
established by the Council majority were altered by individual requests.
I
��ii�►�Nl�ll�l���ljl �`� city of San lues OBISpo
FAMorms COUNCIL AGENDA REPORT
already decided by the Council. In addition, for public hearing matters and certain
administrative decisions involving findings (e.g. variances, some use permits, appeals),
a reconsideration may not be allowed because of due process issues.
Closing Comment
Staff can appreciate the interest in "making the wheels of government" turn faster. However, if
not carefully considered, procedures.which result in a faster start could cause unintended delays
down the road. Staff believes that the current two-step process best protects -- over the long term
-- the priorities set by the City Council collectively. However, if the council desires some
changes, staff suggests consideration of the parameters and guidelines outlined in this report.
Specific language amending Section 1.2.1 of the Council Policies and Procedures will follow
Council direction on this matter. Under either circumstance (retention of the current approach
or some change) staff suggests eliminating the second sentence of Section 1.2.1., since it is out-
of-date. The adoption of our annual Legislative Program now provides guidelines which
supersede this provision.
AITACHNUNTS
1. Sections 1.2.1 & 1.2.4. of Council Policies and Procedures
2. Survey of Other Cities
3. Chapter 5 of Council Policies and Procedures
g:agca&
Council Policies & Procedures Chapter 1• Meeting Guidelines & Procedures
1.1.5.5 Favorable consideration shall be given to other governmental
agencies and non-profit groups. No events of a commercial nature
shall be allowed.
1.15.6 No admission shall be charged. No events featuring the service of
food or drink shall be allowed.
1.1.5.7 Regularly scheduled meetings by other agencies and groups shall be
discouraged. (Prior CP&P § 9.08)
1.2 AGENDA
1.2.1 PLACING AN ITEM ON THE AGENDA (COUNCIL MEMBER)
Any Council Member may request an item be placed on a future agenda during
Communications, and upon consensus of a majority of Council, staff will prepare a staff
report if formal Council action is required. Action in support of, or in opposition to
legislation at another government level, or of a specific cause, shall be considered only
if the subject issue directly affects, or is within the purview or control of, the City of
San Luis Obispo and is consistent with Council policies. (Prior Res. 6505)
1.2.2 PLACING AN ITEM ON THE AGENDA (THE PUBLIC)
A member of the public may request an item be placed on a future agenda during
Public Comment or via other communication with Council Members, and upon
consensus of a majority of Council, a staff report will be prepared and approved by the
C.A.O. or his designee. (Prior Res. 6505)
1.2.3 EMERGENCY ITEMS
Emergency items may be placed on the agenda only in accordance with state law.
Generally, only those matters affecting public health or safety may be considered
emergency in nature. A four-fifths vote of Council is necessary to.add an emergency
item. (Prior Res. 6505)
S
RECONSIDERATION
Reconsideration of an item shall be allowed in accordance with Robert's Rules of
Order and established Council guidelines. Resubmittal of issues previously acted upon
is discouraged, but requests will be considered upon a consensus of a majority of the
Council. (Prior Res. 6505)
page 3
o °
7 r�
o- m 'e ° •Q `o �
O m Y
It
CL03
.9 $.Z c •a a
a s E0 a H E m
o m a El
m P Y Ba maim Bay°
Q S Y 9 .0 8 L
CL o CoC = Y H
caa fi
D C O > H p O G O O Y
to: JJ
x-. a .n {°j a 9 .� rt Y O 9
"a O Y O w p eO1 w
N 6 y C� O m a 9 L
N a m
¢ ~ 8 C 8 8 � x = 8 � 4d
a 0 5 0 H e ! e 9
Y Y u ° 3 Y 9 e m H
LU ILJas � A e e $ m � IL8aa `0 0 9Al
9
aLL e � v ma $ � ma m ` � � o m� "e $
LL I u 8 m m 0 v g m e m 0 6 m e ° a
m F H `o a a 9 Y k1, a d S �S $ � Y e g l $a `u L 5
Z� y u m 0 m ° �` Y g 6�y a m Y �. Y 9
W $ 8 L m g a @. C a a �' `Y 9 a $ 9 0 0
� v 3 $ y n h see a9 0v R � U
e
o Y g 9 M �
O : 'm E 8 ° °e e NO °m °
Y 3 + p u
O P` m H e a •�' m o Ll e a o H U o $ $ v pp$ m
!A U Q 8 Z m 3 a e� e 0 0 m 9
- o ON
a a o � Y Jq Si a d e e
W a °a G n .9
U. 8 $ 9 H e m
W 9 yLU
i w 'a � mgaH H H Yy � e d m9 mQ a
a '� yy H t o a A6 T g v 9 V
w S00 0
a ° d 3 fid, o` e a m Cg g° $ $ $ 9 a i' $9 ' 3 8 r
81 :31 y H 5 0 m a 9 0 0 o .5 .
w 'g ° L r 4 L` q i i V r H m a.G v O Y a
'! 9 o O .Y. ° H .9 °e o y a a .7 'W H a m .m. M
a 'o 0 8 fi a.e 4 0 or H o 8 a s m r B e
o a g H ® e m o o : =, 08
9
mo .3 8 9
o e 7 e e m m 3
.E 9 6 m .�» $ ."Y+ •9 .9 8 [g o° `0 0
o-
wp z z z z z°
z 'a
H
� Ta pp6��
�/,9C .7 Z 5-7
F =
9 0
O
o-
s g o T
U 3 d w g v
LLI
9
O
Q O = L a —
a
_ se a � z9
Go
E w
Q „
e 9 a v a -
� o a
o a a2A v ao "e
a y u o m a o u m
o > e u
c m m 3 w e o o > ° OO e
Z Z
CO
ao ` aeon
IL ILgeq . 29 ge oe.
W W `�r� Q a m m •.'w �g ` a s p � m � 9
SS Y '' B Y ` Y � w -a v > wa -CL U
fir;
= a a� e $ o a "e � " w ; � v � g a 8 tl � = � Y �• $
a
o
3m
z m a@ "s� 1 weA L
Q H .9 a .9 ('n Cg 9 F
r
o
m ad gsg a ; r g
Z `u
O e
.8 °°c
°� < •a8 g = $ e MMAO
LL
s g o $ H .°° 9 9 m w u g= g 8 .a $ a o 3 .8
O pfD CL ' E "° m a°mc ' g a 8 3 `o .Y o v q Q
oLU a t3 2 m V. 6
Q m tg m •"a` 9 p B o m 8 = w °° a o s a 9 9 ° m •�
J.
IL
M me
0 9
CL 408ou '6,$ 31 ° mq � 8.� �
9
u°6
'°' °mw o '�, •a o 2
am
9m " $ z •, 5 gym g ° s7 8 .$ -2
v =
e°o " o a 4 •� u e $ u 8 m 9 agay am S 9 u
9 = Y
aO w S C $
I's
W $ w < 8. 9 9 0 .� 2 a C o b 3
o-
LU z z z ° ° g ° g
Z Q i+ i+
m
c x
s o e
a° o °� o
PW
� a
| r .
L � k
§ � §
g s !
g
� {
cc
IL 12
{/ ! �
■ s2
a ■ �
� 2
\ § n � )
IL LL
? k 0 � &
& ` ` }� 2r
) 2 § E (
<
kA
0
�
, « �.
k � k ) {
wk ■ § 5 !
LL
� ) =jf% |
§
: � § ■ :
� o ■ S
3 E
a. l • �f ■
; ■ fIi .
§ ; kk `
f § ; v ■
= m 2!
■ § f■ ■
%
�
_
)
2
��
Council Policies & Procedures Chapter 5• Council/Staff-Relationships & Conduct
CHAPTER FIVE
COUNCIL/STAFF RELATIONSHIPS AND CONDUCT
5.1 INTENT
This chapter addresses the relationship and conduct between Council Members and staff
with the intent of the Council to:
5.1.1 CONTROL OF THE COUNCIL
Maintain control and direction of the City by the Council as a whole. (Prior Res.5369)
5.1.2 INFORMATION
Ensure Council members free access to the flow of any information relative to the
running of the City and to insure that such information is communicated by staff in full
and with candor to those requesting it. (Prior Res. 5369)
5.1.3 INDIVIDUAL COUNCIL MEMBERS
Avoid intrusion by individual Council Members into those.areas which should be the
responsibility of staff and to prohibit intervention by individual Council Members in
staff decision-making, the making of staff recommendations, scheduling of work, and
executing department priorities without the prior knowledge and approval of the City
Council as a whole. (Prior Res. 5369)
5.1.4 UNDUE INFLUENCE
Protect staff from undue influence and pressure from individual Council Members, and
to allow staff to execute priorities given by management and the Council as a whole
without fear of reprisal. (Prior Res. 5369)
5.2 COUNCIL AND COUNCIL MEMBERS
5.2.1 COUNCIL POWER
The full City Council retains full power to accept, reject, amend, influence,or otherwise
guide and direct staff actions, decisions, recommendations, work loads and schedules,
departmental priorities, and the conduct of City business. (Prior Res. 5369)
page 23
Council Policies & Procedures Chapter 5• Council/Staff Relationships & Conduct
5.2.2 INDIVIDUAL COUNCIL MEMBERS
Individual members of the Council shall make no attempt to pressure or influence staff
decisions, recommendations, workloads, and schedules, and departmental priorities
without the prior knowledge and approval of the Council as a whole. (Prior Res. 5369)
5.23 COUNCIL POLICY
If a Council Member wishes to influence the actions, decisions, recommendations,
workloads, work schedules, and priorities of staff, that member must prevail upon the
Council to do so as a matter of Council policy. (Prior Res. 536.9)
5.2.4 INFORMATION
Individual Council Members as well as the Council as a whole shall be permitted
complete freedom of access to any information requested of staff and shall receive the
full cooperation and candor of staff in being provided with any requested information.
(Prior Res. 5369)
5.3 STAFF
5.3.1 EXECUTION OF COUNCIL DIRECTION
The Council recognizes the primary functions of staff as executing Council policy and
actions taken by the Council and in keeping the Council informed. (Prior Res. 5369)
5.3.2 UNDUE INFLUENCE
Staff is obligated to take guidance and direction only from the Council as a whole or
from the appropriate management superiors as may be the case. Staff is directed to
reject any attempts by individual members of the Council to unduly influence or
otherwise pressure them into making, changing or otherwise suppressing staff decisions
or recommendations, or changing departmental work schedules and priorities. Staff
shall report such attempts to influence them in confidence to the City Administrative
Officer, who may inform the Council as a whole of such attempts. (Prior Res. 5369)
5.3.3 TIMELY RESPONSE
City staff will make every effort to respond in a timely and professional manner to all
requests made by individual Council Members for information or assistance, provided
that, in the judgment of the City Administrative Officer the request is not of a
magnitude, either in terms of workload or policy, which would require that it more
appropriately be assigned to staff through the collective direction of the City Council.
In terms of making this judgment, the following guidelines should be considered: The
request should be specific and limited in scope so that staff can respond without
page 24
Council Policies & Procedures Chapter 5: Council/Staff Relationships & Conduct
altering other priorities and with only minimal delay to other assignments; the request
should only impose a "one time" work requirement, as opposed to an on-going work
requirement; the response to the request should not require a significant allocation of
staff resources (generally defined as consisting of more than one staff person, or a
single staff person working on the issue in excess of 1-2 hours).
53.4 COUNCIL MEMBER REPRESENTATION TO OTHER AGENCIES
An exception to the above guidelines may be staff work required in support of a
Council Member designated by the City Council to represent the City in an
intergovernmental role (e.g., membership on Joint Powers Authority), or relative to a
special assignment (e.g., a special task force).
53.5 INFORMATION DISTRIBUTION
In cases where a staff response to an individual Council Member request involves
written material which may be of interest to other Council Members, the CAO will
provide copies of the material to all other Council Members. In making this judgment,
the CAO will consider whether the information is significant or new or otherwise not
available to the Council or of interest to the Council.
53.6 SIGNIFICANT INFORMATION
Any information, service-related needs, or policy positions perceived as necessary by
individual Council Members which cannot be fulfilled per the above guidelines should
be raised by the individual Council Member under the "Communications" category of
a regularly scheduled City Council meeting. If so directed by the collective action of
the Council, then staff will proceed to complete the work within Council established
deadlines.
5.4 E-MAIL AND REMOTE ACCESS TO COMPUTERS
A pilot program to provide remote access for Council Members who own an IBM-
compatible computer was implemented in August, 1993. Council Members utilize their own
home computers for access; the minimum configuration supported includes 640K RAM and
DOS 3.1. Only one dial-in session can be accommodated at a time, therefore instant access
to the LAN may not be available when another Council Member is utilizing the service.
(Motion adopted 7/20/93)
5.4.1 COUNCIL REMOTE ACCESS
5.4.1.1 The City will provide an external 9,600 baud modem and software;
this must be returned to the Office of the City Clerk at the end of
a Council Member's term. (Motion adopted 7/20/93)
page 25
MEET AGENDA
DATE '129 ITEM #
CITY CLERK MEMORANDUM
November 17, 1995
TO: CITY COUNCIL
FROM: KIM CONDON, ACTING CITY CLERK
SUBJECT: 11/21/95 AGENDA - ITEM #5
As you know, Item No. 5 on Tuesday's agenda, "Policy for Placing Items on the Agenda", has
been continued to December 5th, in order for the full Council to participate in the discussion.
The pages on that report in your 11/21 packet are numbered out of order. Therefore, do not
retain that report for the 12/5 meeting. We will redistribute the report, correctly numbered, in
the 12/5 packet.
Thank you.
c: John Dunn
Ken Hampian
Jeff Jorgensen