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Home My WebLink About04/07/1998, C-11 - PROPOSED CHANGES TO THE COUNCIL POLICIES AND PROCEDURES CONCERNING THE USE OF THE COUNCIL CHAMBERS count,__ ` -,_q8 j ac cnba Report I�N�- CITY OF SAN LUIS OBISPO FROM: Ken Hampian, Assistant City Administrative OfficerA�--� Prepared By: Wendy George, Assistant to the CAO my SUBJECT: PROPOSED CHANGES TO THE COUNCIL POLICIES AND PROCEDURES CONCERNING THE USE OF THE COUNCIL CHAMBERS CAO RECONEWENDATION Adopt a resolution changing the Council Policies and Procedures, Section 1.1.5, "Use of the Council Chambers" to eliminate the use of the Council Chambers by other governmental agencies or non-profit groups during non-business hours. DISCUSSION There is current language in the Council Policies and Procedures which suggests that favorable consideration be given to other governmental agencies and non-profit groups wishing to schedule the Council Chambers when not otherwise being used by the City. This language was developed prior to the availability of the City/County Library community and conference rooms and the remodeled conference rooms at the Parks and Recreation Center. It was also created at a time when security issues were not the concern that they must be today. A recent incidence of the Chamber being used by an outside group during evening hours has highlighted a difficulty which is now created for our custodians by continuing this practice during non-business hours. In order to ensure the security of City Hall at night, it is necessary for the custodians to open and lock the building for evening meetings. Currently, a system is in place where automatic evening opening and lock up is established for Council Meetings and major City commission meetings. Arrangements with the custodians for evening meetings of other City committees are made by the responsible staff liaisons. Two problems occur if outside governmental agencies or non- profits use the Chambers during the evening. First, there is no overseeing staff member to make arrangements with the custodians. Second, even if a system of notification were set up, the result is extra work and possible overtime for the custodians. Access control to the Council Chambers is not a problem during regular working hours. If another governmental agency or non-profit wishes to us the room then, the Polices and Procedures allow them to do so. However, staff believes that meetings of outside groups during non-business hours should occur in the other locations that are now available, such as the community room at the City/County Library, and not in the Council Chambers. If we were to continue to allow use of the Council Chambers by outside groups during non- business hours, we would need to examine the fee that is currently charged to make sure it adequately covers the cost of potential staff overtime expense. More importantly, however, we institutionalize the use of the Council Chambers as a community meeting room. One of the purposes for the inclusion of a community and conference room in the City/County Library was Council Agenda Report—Changes to Council Policies and Procedures,Section 1.1.5 Page 2 to provide such a venue to the public instead of using the Council Chambers. The vast majority of the time these more appropriate rooms are used. Therefore, the modification of this policy will have a very minimum impact on those needing facilities for meetings. CONCURRENCES The Public Works Department concurs with these changes. ATTACHMENTS Resolution Legislative draft of Section 1.1.5 Use of Council Chambers s , RESOLUTION N0. (1998 Series) AMENDMENT OF COUNCIL POLICIES AND PROCEDURES CONCERNING USE OF THE COUNCIL CHAMBERS WHEREAS, the City of San Luis Obispo Council Policies and Procedures allow other governmental agencies and non-profit organizations to use the Council Chambers; and WHEREAS, the use of the Council Chambers by such organizations during non-business hours creates administrative difficulties and the potential of overtime for City staff; NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Luis Obispo amends the Council Policies and Procedures, Section 1.1.5, "Use of Council Chambers" as shown in Attachment A. Upon motion of , seconded by and upon the following roll call vote: AYES: NOES: ABSENT: the foregoing resolution was adopted this day of , 1996 MAYOR ALLEN SETTLE ATTEST: CITY CLERK APPROVED: d , Y ATTACHMENT A Council Policies&Procedures Chapter 1: Meeting Guidelines&Procedures 1.1.3.2 Study Sessions will be held at a time and place convenient to Council and advantageous for public participation. 1.1.3.3 Participation of the public shall be at the discretion of the Presiding Officer,upon consensus of the Council. (Prior Res. 6505) 1.1.4 SPECIAL MEETINGS 1.1.4.1 Special meetings may be called by the Mayor or three members of the City Council. (GC § 54956) Written notice of each special meeting must be given not less than twenty-four(24)hours before such meeting to each member of the City Council not joining the call. (Ord. 677) 1.1.4.2 Written notice must be given to the City Council and to the media 24 hours prior to each meeting. (GC§ 54956) 1.1.4.3 A supplemental telephone call shall be made if necessary to notify each Council Member. (Prior Res. 6505) 1.1.4.4 No business other than that announced shall be discussed. (Prior Res. 6505) 1.1.4.5 Any special meeting held at a place other than City Hall shall be open to the public. Notice requirements of the Brown Act shall be complied with for any such meetings; regular minutes shall be taken by the City Clerk and shall be available for public inspection. (Prior Res. 6505) 1.1.5 USE OF COUNCIL CHAMBERS 1.1.5.1 The City Administrative Officer,or designee, is responsible for maintaining a calendar on the use of the Council Chamber and all requests for reservations shall be cleared through the administrative office. (Prior CP&P§9.08) 1.1.52 When a question arises regarding permission for any group to use the facility, the City Administrative Officer shall have authority to make the final decision. (Prior CP&P §9.08) 1.1.5.3 The following rules are established as a guide: 1.1.5.4 Use of the Council Chamber by City commissions, committees, and other advisory bodies shall take precedence over any other group or agency. page 6 ��_ 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 during regular business hours only. These groups will be charged for the use of the Council Chamber at the same rate as is charged governmental agencies and non-profit groups for use of the Community Room at the City/ County Library. No events of a commercial nature shall be allowed. Tlie U.6W--ffl ay e. MY use .y any :nonce_ or_gamzations during .:non-buishness hours' 1.1.5.6 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) 1.1.5.8 Meetings being held to advocate the election or re-election of a particular candidate for political office shall not be allowed. However, the Council Chamber may be used for a Candidates' Forum where the public and all the candidates for a particular public office have been invited. (Res. 8496) 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. An individual Council Member may place an urgency item on an agenda with a minimum of 72 hours legal notice and a memorandum from the Council Member to the Council and staff setting forth the substantive issues of the item. For the purpose of this paragraph, urgency shall arise in those limited situations where an item requires immediate action, and the need to take immediate action came to the attention of the Council Member subsequent to the distribution of the agenda (Res. 8473) 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 CA.O. or his designee. (Prior Res. 6505) 1.23 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) 1.2.4 RECONSIDERATION page 7 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 during regular business hours only. These groups will be charged for the use of the Council Chamber at the same rate as is charged governmental agencies and non-profit groups for use of the Community Room at the City/ County Library. No events of a commercial nature shall be allowed. The Council Chambers will not be available for use by any non-City organizations during non-business hours. 1.1.5.6 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) 1.1.5.8 Meetings being held to advocate the election or re-election of a particular candidate for political office shall not be allowed. However, the Council Chamber may be used for a Candidates' Forum where the public and all the candidates for a particular public office have been invited. (Res. 8496) 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. An individual Council Member may place an urgency item on an agenda with a minimum of 72 hours legal notice and a memorandum from the Council Member to the Council and staff setting forth the substantive issues of the item For the purpose of this paragraph, urgency shall arise in those limited situations where an item requires immediate action, and the need to take immediate action came to the attention of the Council Member subsequent to the distribution of the agenda. (Res. 8473) 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) 1.23 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) 1.2.4 RECONSIDERATION page 7