Pismo Beach City Council
November 7, 2023

PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #9.L

SUBJECT/TITLE:

UPDATES ADVISORY BODY BYLAWS AND HANDBOOK

RECOMMENDATION:

1. Adopt a Resolution adopting revised Bylaws for the Conference and Visitors Bureau Board; rescinding Resolution R-2020-011;

2. Adopt a Resolution adopting revised Bylaws for the Parking Advisory Committee; rescinding Resolution R-2020-012;

3. Adopt a Resolution adopting revised Bylaws for the Parks, Recreation and Beautification Commission; rescinding Resolution R-2020-013;

4. Adopt a Resolution adopting revised Bylaws for the Planning Commission; rescinding Resolution R-2020-014.

5. Adopt a Resolution adopting an updated Pismo Beach Advisory Body Handbook; rescinding Resolutions R-2020-015.

BACKGROUND:

The City Council last amended its Advisory Body policies in December 2020. Among other updates made at that time, eligibility requirements for all bodies were updated to reflect the requirements of Senate Bill 225, relating to the citizenship status of applicants for appointive civil office. Advisory Body Bylaws are typically brought to each Advisory Body for review, and resulting recommendations forwarded to the City Council, approximately every two years.

Routine Bylaw Amendments
Staff sought the recommendation of each Advisory Body on its Bylaws in spring of 2023.

Among other items, staff recommended that each body review its purpose and duties statements; review its absence policy; and enact a target end time for its meetings, for parity with the City Council’s practice.

The resulting recommendations are outlined below:

Parks, Recreation and Beautification Commission (PRBC)
 Enactment of an 8:00 p.m. target meeting end time
 An update to the Commission’s absence policy to remove the word “regular,” such that PRBC members are allowed to miss no more than 2 meeting per year, inclusive of special meetings.

Conference and Visitors Bureau Board / Lodging Business Improvement District Advisory Board (CVB/LBID Board)
 Enactment of a 5:00 p.m. target meeting end time

Council Agenda 11-7-2023 9.L-1

Planning Commission
 Enactment of a 10:00 p.m. target meeting end time
 Clarification as to the legal authorities for the creation of the Planning Commission  Greatly clarified Purpose and Duties statements, specifically indicating the Commission’s duties with respect to land use planning, General Plan/Local Coastal Program implementation, and decisions on private development applications.

Parking Advisory Committee (PAC)
 Enactment of an 11:00 a.m. target meeting end time
Other Items
In addition to the above revisions specifically recommended by the Advisory Bodies, staff recommends the following universal Bylaw updates:
 Removal of any remaining references to the term “citizens” where meant to generally indicate residents, business owners, or community members. The use of this term could be misconstrued to refer literally to citizens of the United States, which could be deemed in conflict with SB 225.
 A statement in the Qualifications section (Article IV Section 2) that, per Pismo Beach Municipal Code, individuals with felony convictions are not eligible to serve.  A new subsection (Article IV Section 7) noting that members may receive compensation in the form of a stipend, and that whether a member chooses to receive their allowed stipend, or not, shall not factor into decisions relating to their membership status.
 Clarification in Article V Section 2 that members will take an oath of office at the beginning of each term.
 Clarification in Article VI Section 2 that, if a body’s Chair or Vice-Chair is re- appointed at the end of their term without a break in service, they will retain that office until such time that a new election of officers is conducted. This clarification promotes ease of administration in that it eliminates the need for appointment of an Acting Chair at the start of a new term to run a small portion of one meeting, except in the rare case that the Chair and Vice-Chair of a body happen to completely terminate their service concurrently.
 Clarification of Article VIII Section 2 as to the circumstances under which meetings may be cancelled or rescheduled, and as to the handling of any remaining agenda business.
 A statement in Article IX that any agenda items directed by the body to be added to a future agenda shall be agendized by staff only if the item is generally in keeping with the body’s assigned purview (i.e. not outside the Council’s goals or regular assigned duties for the body).
 Article XI – Voting has been reorganized to clarify the procedure for recusals in cases of conflicts of interest, and to achieve better conformity with the City’s overall Council Agenda 11-7-2023 9.L-2

Conflict of Interest Code. Provisions have also been added to reflect recent changes to the Political Reform Act that required the following:
o If a legislative body member entirely departs a meeting prior to the consideration of an agenda item that is the source of a conflict of interest for the member, the member must publicly announce the nature of the conflict before leaving.
o If a legislative body member first joins a meeting after the consideration of an agenda item that is a source of a conflict of interest for the member, the member must publicly announce the nature of the conflict upon their arrival.  Clarification in Article XI Section 3 that, in the event a member does not vote in the affirmative, or negative, and instead makes a statement such as “present,” the meeting clerk shall record the vote as an abstention; and that statements made “for the record” will not be reflected in meeting minutes.  A new subsection (Article XI Section 10) stating that an Advisory Body may give direction by general consensus, for matters not requiring a vote upon a motion.  Amendment of Article XIV to change “Ad Hoc Committees” to “Subcommittees,” and addition of a statement that any activities of a Subcommittee will be reported upon at the next available public session (as opposed to just once upon conclusion of the Subcommittee’s task).
 References to Robert’s Rules of Order have been updated to refer to Rosenberg’s Rules of Order, the more modern and streamlined parliamentary guide prescribed by the Municipal Code for City Council Parliamentary Process.  Other miscellaneous updates to reflect technological advances and evolving administrative practices (e.g., elimination of references to “memoranda”).

Revised Bylaws, which are the Council's consolidated policy statement on the formation of each Advisory Body, have been provided as Attachments 1.A, 2.A, 3.A, and 4.A. A revised Advisory Body Handbook, which compiles and restates all Advisory Body policies and procedures, has been provided as Attachment 5.A and is discussed further below.

Handbook Amendments
The City's Advisory Body Handbook is a comprehensive source for all Advisory Body policies, except the Bylaw documents themselves. The Handbook functions as a companion policy to the Bylaws and it is typically reviewed on the same timeline as the Bylaws for that reason. Updates have been made to the Handbook to comport with proposed changes to the Bylaws. In addition, data about the City has been updated to match current operations and statutory references have been updated to comport with legislative changes.

Disciplinary Policy Updates
In addition to these routine updates, staff recommends the expansion and clarification of policy statements about the circumstances that may lead to the suspension or termination of an Advisory Body Member, in order to limit the risk to the City that can be associated Council Agenda 11-7-2023 9.L-3

with an appointed official who is convicted of a crime, commits unlawful harassment, or otherwise conducts themselves in a manner that could potentially harm the City. The full proposed policy language begins on page 41 of the Handbook. Briefly summarized, it includes the following potential causes for disciplinary action:

Excessive Absences
In the event a Member exceeds the permissible number of absences, staff shall notify the Council; the Mayor may opt to meet with the Member, or if warranted, direct staff to schedule an agenda item allowing the Council to consider membership status of the Member. This is an existing policy and no change is recommended.

Failure to Timely Complete Training
In the event a Member fails to timely complete ethics, harassment prevention, or any other mandated training, staff shall suspend the Member’s stipend payments when 3 or more months out of compliance; suspend the Member’s membership when 4 or more months out of compliance; and automatically reinstate the Member upon completion of training. This is an existing policy and no change is recommended.

Workplace Harassment
In the event a Member is the subject of a workplace harassment investigation, staff may exercise discretion, depending on the nature of the allegations, to suspend the Member until the conclusion of the investigation. In the event the Member is found by an independent third-party investigator to have committed unlawful harassment in the course of their official conduct, staff shall administratively vacate the Member’s seat and bring before the City Council an agenda item seeking direction to fill the seat. Staff recommends that a Member terminated for this reason be prohibited from reapplying for future service.

Felony Conviction
Pismo Beach Municipal Code Section 2.24.010 prohibits individuals with felony convictions from Advisory Body service. Accordingly, if staff becomes aware of credible evidence that an Advisory Body Member has been convicted of any felony before or during the Member’s term of office, staff will bring before the City Council an agenda item recommending that the Member be terminated and seeking direction to fill the seat. Staff recommends that a Member terminated for this reason be prohibited from reapplying for future service.

As a point of clarification, the City does not conduct background investigations of its Advisory Body Members, and cannot legally conduct an inquiry into any individual’s criminal history except in cases where the Police Department finds sufficient cause to conduct a bona fide law enforcement investigation into a suspected crime. Even in the latter case, the ability of staff outside the Police Department to be made aware of any criminal history discovered is extremely limited. Therefore, it is expected that the personnel who administer Advisory Body memberships would rarely, if ever, have actual proof of a felony conviction that was not otherwise required by law to be publicly disclosed (such as by Megan’s Law). As such, staff would likely lack sufficient objective evidence to administratively effect a termination pursuant to PBMC 2.24.010, and accordingly the Council Agenda 11-7-2023 9.L-4

Council would be asked to exercise its discretion based on whatever credible evidence was available that reasonably led staff to believe that a felony conviction existed.

General Ineligibility to Serve
In the event a Member is determined to be ineligible to serve due to failure to meet objective minimum qualifications for their seat, such as residency within the city, or any other factor not addressed in the sections above, staff shall automatically bring before the City Council an agenda item recommending that the Council either terminate the member, or suspend the Member until such time that proof of eligibility is demonstrated.

Notice
Additionally, the policies provide that all City Council proceedings with respect to the status of an Advisory Body Member shall be conducted publicly, and that the Member shall be directly notified when any action is being contemplated. In the event staff were to take any administrative actions with respect to a Member’s membership status, both the Council and Member would be notified, except as necessary to protect the integrity of an investigation.

Conclusion and Recommendation
Staff recommends that the Council adopt four Resolutions (Attachments 1 through 4) revising the Bylaws for each Advisory Body and a Resolution (Attachment 5) revising the Advisory Body Handbook in order to eliminate the voter registration requirement for resident seats.

FISCAL IMPACT:

There is no fiscal impact associated with the recommended policy updates. Activities associated with the administration of the City’s advisory bodies are accounted for in the adopted Fiscal Year 2024 & 2025 budgets.

ALTERNATIVES:

1. Make further amendments to the policy documents prior to adoption.

2. Provide additional direction to staff.

ATTACHMENTS:

1. Resolution revising CVBB Bylaws

1.A Exhibit A to Resolution: Revised CVBB Bylaws

2. Resolution revising PAC Bylaws

2.A Exhibit A to Resolution: Revised PAC Bylaws

3. Resolution revising PRBC Bylaws

3.A Exhibit A to Resolution: Revised PRBC Bylaws

4. Resolution revising Planning Commission Bylaws

4.A Exhibit A to Resolution: Revised Planning Commission Bylaws

5. Resolution adopting Advisory Body Handbook

5.A Exhibit A to Resolution: Revised Handbook
Submitted by: Erica Inderlied, City Clerk Meeting Date: November 7, 2023 City Manager Approval:

Council Agenda 11-7-2023 9.L-5

RESOLUTION NO. R-2023-XXX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,

CALIFORNIA ADOPTING REVISED BYLAWS FOR THE CONFERENCE AND VISITORS BUREAU BOARD; RESCINDING RESOLUTION R-2020-011 WHEREAS, Bylaws are the City Council’s policy statement on the purpose, duties, composition, and operation of its Advisory Bodies; and
WHEREAS, Bylaws for the Conference and Visitors Bureau Board were last revised in 2020; and
WHEREAS, the newly-updated Bylaws reflect recent recommendations from the Board regarding absence thresholds and meeting end times, as well as updates recommended by staff to modernize Political Reform compliance practices and other aspects of the body’s administration.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby reaffirms the establishment of, and adopts revised Bylaws for, the Conference and Visitors Bureau Board, as set forth in Exhibit A hereto.

BE IT FURTHER RESOLVED that the City Council of the City of Pismo Beach hereby rescinds Resolution R-2020-011, which adopted the prior Bylaws.

UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 7th day of November 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RECUSED:

Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
Attachment 1
Council Agenda 11-7-2023 9.L-6

City of Pismo Beach

Conference and Visitors Bureau Board

BYLAWS

Revision History:

R-2023-XXX, XXXX 2023
R-2020-011, February 4, 2020
R-2019-014, March 5, 2019
R-2017-092, October 17, 2017
R-2009-055, August 18, 2009
Attachment 1.A
Council Agenda 11-7-2023 9.L-7

1 Rev. 2023-11-02

TABLE OF CONTENTS

ARTICLE I – NAME AND AUTHORITY ........................................................................................ 3 Section 1. Name ........................................................................................................................ 3 Section 2. Authority ................................................................................................................... 3 ARTICLE II – PURPOSE .............................................................................................................. 3 ARTICLE III – DUTIES AND RESPONSIBILITIES ....................................................................... 3 ARTICLE IV – MEMBERSHIP ...................................................................................................... 4 Section 1. Membership .............................................................................................................. 4 Section 2. Qualifications and Appointment ................................................................................ 4 Section 3. Absences .................................................................................................................. 4 Section 4. Suspension or Termination ...................................................................................... 5 Section 5. Resignation .............................................................................................................. 5 Section 6. Public Cooperation ................................................................................................... 5 ARTICLE V – TERM OF OFFICE ................................................................................................. 5 Section 1. Term ......................................................................................................................... 5 Section 3. Membership Year ..................................................................................................... 6 Section 4. Dual Service ............................................................................................................. 6 ARTICLE VI – OFFICERS AND ELECTIONS .............................................................................. 6 Section 1. Officers ..................................................................................................................... 6 Section 2. Annual Election of Officers ....................................................................................... 6 Section 3. Term of Office ........................................................................................................... 7 Section 4. Nominations & Voting ............................................................................................... 7 Section 5. Vacancy of an Office ................................................................................................ 7 Section 6. Removal of Elected Officers ..................................................................................... 7 Section 7. Duties of the Chair .................................................................................................... 8 Section 8. Duties of the Vice-Chair ........................................................................................... 8 Section 9. Duties of the Acting Chair ......................................................................................... 8 Section 10. Duties of the Secretary ........................................................................................... 8 ARTICLE VII – STAFF SUPPORT ................................................................................................ 8 Section 1. Staff Duties ............................................................................................................... 8 Section 2. Staff Relationship to the CVB Board ........................................................................ 9 ARTICLE VIII – MEETINGS .......................................................................................................... 9 Section 1. Time and Location of Meetings ................................................................................ 9 Section 2. Cancellation and Rescheduling .............................................................................. 10 Section 3. Special Meetings .................................................................................................... 10 ARTICLE IX – CONDUCT OF MEETINGS ................................................................................. 10 Section 1. Compliance with the Brown Act and Council Policies ............................................ 10 Section 2. General Conduct of Meetings ................................................................................. 11 Section 3. How Items Are Placed on the Agenda ................................................................... 11 Section 4. Quorum .................................................................................................................. 11 Section 5. Absence of a Quorum ............................................................................................ 11 Section 6. Agenda ................................................................................................................... 11 Section 7. Order of Business ................................................................................................... 12 Section 8. Seating Arrangement ............................................................................................. 12 Attachment 1.A
Council Agenda 11-7-2023 9.L-8

2 Rev. 2023-11-02
ARTICLE X – MOTIONS ............................................................................................................. 12 Section 1. Call for Motion ........................................................................................................ 12 Section 2. Seconding a Motion ................................................................................................ 12 Section 3. Lack of a Second .................................................................................................... 12 Section 4. Discussion/Debate ................................................................................................. 12 Section 5. Time Limits on Discussion/Debate ......................................................................... 12 Section 6. Amending a Motion ................................................................................................ 13 Section 7. Withdrawing a Motion ............................................................................................. 13 Section 8. Motion to Table ....................................................................................................... 13 ARTICLE XI – VOTING ............................................................................................................... 13 Section 1. Recusal (Disqualification due to Conflict of Interest) .............................................. 13 Section 2. Abstention (Voluntarily Declining to Vote) .............................................................. 14 Section 3. Roll Call Vote .......................................................................................................... 15 Section 4. Voice Vote .............................................................................................................. 15 Section 5. Sealed Ballot Votes ................................................................................................ 15 Section 6. Passage of Motion .................................................................................................. 16 Section 7. Tie Votes ................................................................................................................ 16 Section 8. Failure to Approve .................................................................................................. 16 Section 9. Results of Voting .................................................................................................... 16 ARTICLE XII – REPORTS .......................................................................................................... 16 Section 1. Agenda Reports to CVB Board .............................................................................. 16 Section 2. Subcommittee Reports ........................................................................................... 17 Section 3. Rendering of Recommendations to Council ........................................................... 17 ARTICLE XIII – RECORD KEEPING .......................................................................................... 17 Section 1. Maintenance of Records ........................................................................................ 17 Section 2. Minutes ................................................................................................................... 17 Section 3. Audio and Video Recording of Meetings ................................................................ 17 ARTICLE XIV – COMMITTEES .................................................................................................. 18 Section 1. Subcommittees ....................................................................................................... 18 Section 2. Standing Committees ............................................................................................. 18 Section 3. Committee Meetings .............................................................................................. 18 ARTICLE XV – AMENDMENTS ................................................................................................. 18 ARTICLE XVI – ADOPTION OF BYLAWS ................................................................................. 19

Attachment 1.A
Council Agenda 11-7-2023 9.L-9

3 Rev. 2023-11-02
City of Pismo Beach

Conference and Visitors Bureau Board
BYLAWS

ARTICLE I – NAME AND AUTHORITY

Section 1. Name

The Name of this organization shall be the Conference and Visitors Bureau Board of the City of Pismo Beach, California; hereinafter referred to as the CVB Board.

Section 2. Authority

The CVB Board is established under the authority of the City Council of the City of Pismo Beach to aid in the conduct of the business of the City within the policy direction of the Council. The body's membership, constitution, duties, and other aspects may be amended, or the body dissolved, by majority action of the Council at any time.

The CVB Board is established by City Council resolution and these Bylaws have been, and will be, periodically updated in accordance with policy direction of the Council with respect to the body.

ARTICLE II – PURPOSE

As the Executive Board of the Pismo Beach Conference & Visitors Bureau, the CVB Board exists to further the mission of the CVB to build overnight visitor revenues, as well as destination awareness, by consistently promoting an identifiable, effective, ongoing targeted promotional message, and serve as the voice of Pismo Beach tourism in partnership with the diverse activities of the Chamber of Commerce, the Pismo Beach Hospitality Association, and the community at large.

ARTICLE III – DUTIES AND RESPONSIBILITIES

The CVB Board shall have the ability, as vested by the City Council, and be required:

A. To review and make recommendations to the City Council concerning the hiring of professional services, contracts, budgets, policies and operating guidelines that relate to the overall CVB work effort to attract tourists, tour groups, and conference groups to come to Pismo Beach, to market and advertise Pismo Beach, and provide public relations, trade show and marketing services that will effectively promote Pismo Beach tourism for the specific purpose of generating increased transient occupancy and retail sales within the city of Pismo Beach.

B. To provide direction to staff on the expenditure of funds in the Council-adopted CVB Marketing Budget.

Attachment 1.A
Council Agenda 11-7-2023 9.L-10

4 Rev. 2023-11-02
ARTICLE IV – MEMBERSHIP

Section 1. Membership

The CVB Board shall consist of five (5) persons, or such other number of persons as directed by the City Council, hereinafter referred to as Members.

Section 2. Qualifications and Appointment

Members of the CVB Board shall be appointed by action of the City Council. No Member shall be an employee of, or hold any other office with, the City of Pismo Beach, except as allowed by Article V Section 4 of these Bylaws. In accordance with Pismo Beach Municipal Code Section

2.42.010, any person convicted of a felony shall not be eligible for service. Applicants must be at least 18 years of age at time of appointment.

Each Member of the CVB Board shall be a resident of Pismo Beach or a commercial property owner or business owner or agent of the same. Members shall have direct experience and professional interest in increasing local business by promoting Pismo Beach to leisure travelers, guiding marketing efforts directed toward consumer and tour operators, coordinating public relations, visitor information, and developing marketing and advertising programs.

By applying for appointment to the CVB Board, Members pledge to meet the minimum attendance requirement.

A non-voting Council Liaison to the CVB Board may be appointed from time to time by the City Council from among its Members. Such appointment may be made to serve as an educational opportunity for the Council Member, or for the Liaison to interface with the CVB Board as a representative of the Council. The attendance of the Council Liaison at meetings of the CVB Board shall be optional and the Liaison shall not be counted for purposes of forming a quorum, directly influence or participate in the proceedings of, or otherwise act as an Ex-Officio Member of, the CVB Board. Any Council Liaison so appointed shall report out on attendance at any meetings of the CVB Board during open session of the City Council during the portion of the meeting reserved for Committee Assignment reports.

Section 3. Absences

Members shall make a good faith attempt to notify the Chair and Secretary in advance of an anticipated absence from any meeting.

Each Member is allowed no more than 3 absences from regular meetings per calendar year.

Should a Member exceed these allowed absences by one absence, staff shall notify the City Clerk, who shall notify the City Council.

Should a Member exceed these allowed absences by two or more absences, staff shall notify the City Clerk, who shall notify the City Council. The Mayor shall then meet with the Member to discuss whether the Member is able to continue to serve.

If, in the opinion of the Mayor, the Member's excessive absences warrant consideration of action by the entire Council, the Mayor shall direct the City Clerk to schedule an agenda item allowing the City Council to consider in open session the continued service of the Member. In Attachment 1.A
Council Agenda 11-7-2023 9.L-11

5 Rev. 2023-11-02
the alternative, the Council, in open session, may grant a Member a defined leave of absence without regard to this Section’s attendance requirements.

Section 4. Suspension or Termination

In addition to provisions for termination due to excessive absences as described above, the City Council may terminate or suspend any Member of the CVB Board prior to the expiration of the Member’s term of office, with or without cause, provided the action is properly agendized and conducted in open session in accordance with the Brown Act, and the termination or suspension is approved by majority vote.

Termination shall mean that the Member's seat is deemed to be completely vacated.

Suspension shall mean that a Member is not permitted to attend meetings as a member of the body for the duration of the suspension, but it shall not relieve the Member of any other duty or regulation normally applicable to the Member, such as conflict of interest prohibitions.

Section 5. Resignation

Any Member wishing to resign their membership with the CVB Board prior to the scheduled end of their term shall do so by delivering written notice to the City Clerk. If the notice of resignation does not set forth a resignation date, the resignation will be deemed effective as of the date the notice is received by the City Clerk or City Clerk's designee.

Section 6. Public Cooperation

The CVB Board, and committees thereof, may work with member(s) of the public in pursuit of the CVB Board's purpose and duties, however no member of the public shall be officially recognized as an ex-officio member or at-large member, or otherwise engaged in any way so as to render the member of the public subject to the provisions of the Brown Act, unless directed by the Council.

Section 7. Compensation

The CVB Board may receive compensation in the form of a stipend as established from time to time by Resolution of the City Council. Members may choose to waive receipt of their stipend if desired. Whether or not a Member chooses to receive an allowed stipend shall not factor into decisions about discipline or membership status.

ARTICLE V – TERM OF OFFICE

Section 1. Term

The term of office for each appointee to the CVB Board shall be two (2) years. Members are eligible for reappointment unless determined to no longer meet the minimum eligibility requirements or unless previously terminated with prejudice. No term limits apply to the CVB Board. Terms are staggered to encourage a mix of policy continuity and institutional knowledge while allowing time for new Members, with new and different points of view, to be integrated into the CVB Board.

New and re-appointed Members commence their terms on March 1st annually; mid-term appointments to fill unanticipated vacancies begin the day the appointment is made by the Attachment 1.A
Council Agenda 11-7-2023 9.L-12

6 Rev. 2023-11-02
Council and expire at the term's scheduled end date unless otherwise directed by a majority of the City Council.

Section 2. Oath of Office

Members of the CVB Board shall take the constitutionally prescribed Oath of Office for public officials. The City Clerk or designee will administer an Oath of Office to new and re-appointed Members prior to or at the commencement of the Member's first meeting in each term. At the discretion of liaison staff, the Oath of Office may be scheduled as a ceremonial item during open session.

Section 3. Membership Year

A membership year shall commence on March 1st and end on the last day of February the following year. Unless otherwise directed by the Council, each full appointment spans two consecutive membership years.

Section 4. Dual Service

As a general policy, an applicant shall not be appointed to serve on more than one City Advisory Body at any time, except that a Member may serve concurrently on one legislative (Brown Act) body and one non-legislative body (e.g. Special Events Committee or Traffic Safety Committee) concurrently.

Any sitting legislative Advisory Body Member who makes an application for service on another legislative Advisory Body warrants by their application that they will resign from their current seat immediately upon being appointed to another. Should the Member fail to resign in accordance with this paragraph, the prior seat shall be deemed vacated immediately upon the Member’s taking the Oath of Office for the new seat.

ARTICLE VI – OFFICERS AND ELECTIONS

Section 1. Officers

Elected officers of the CVB Board shall consist of one Chair and one Vice-Chair.

Appointed officers shall consist of a Secretary, which duties shall be performed by a staff member appointed by the Tourism and Events Department Director or designee.

Section 2. Annual Election of Officers

At the commencement of the first CVB Board meeting held on or after March 1 of every year, there shall be elected from among the membership of the CVB Board one Chair and one Vice- Chair. A majority of the CVB Board may determine to postpone the formal election of officers until a subsequent meeting if deemed necessary or desirable.

If, at the end of the Chair or Vice-Chair’s advisory body membership term, the member is reappointed by the City Council such that there is no break in service, the Chair or Vice-Chair shall continue to hold that office until the next election of officers.

Attachment 1.A
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7 Rev. 2023-11-02
In the event a vacancy exists in the office of Chair at the commencement of new terms, the Vice-Chair shall serve as Acting Chair until officers have been elected.

In the event a vacancy exists in both offices of Chair and Vice-Chair at the commencement of new terms, present members shall elect an Acting Chair to serve until officers have been elected.

Section 3. Term of Office

A full term of office for the Chair and Vice-Chair shall be for a period of approximately one (1) year, service to end upon election of new officers, or termination of membership without immediate reappointment.

Section 4. Nominations & Voting

The Chair or Acting Chair will open the floor to nominations for the office of Chair. Any Member may nominate any one other Member for the office; the nomination must be seconded.

Upon seconding of the nomination, the Member who has been nominated shall be given the opportunity to decline the nomination. If the Member does not decline, their nomination stands.

The Chair or Acting Chair shall then invite the Meeting Clerk to take a roll call vote upon the nomination. If the nomination passes by at least a simple majority, the nominee is thereby elected to fill the office of Chair, effective upon the next order of business. If the nomination does not pass by majority vote, another nomination shall be made, and another vote taken, as above, until a Chair is elected.

The same procedure is then repeated for the election of Vice-Chair.

Section 5. Vacancy of an Office

Should a mid-term vacancy occur, for any reason, in the office of Chair or Vice-Chair, a special election shall be held to fill the vacant office from among the remaining membership at the commencement of the next meeting. The elected Member shall serve until the next annual election.

In any event of vacancy, absence, or incapacity of the Chair, the Vice-Chair shall serve as Acting Chair until the Chair resumes office or a new Chair is elected.

In any event of vacancy, absence, or incapacity of the Chair and Vice-Chair, present members shall elect an Acting Chair to serve until the Chair and/or Vice-Chair resume office or until a new Chair and Vice-Chair are elected.

Section 6. Removal of Elected Officers

The Chair or Vice-Chair may be removed from office by a majority vote of the CVB Board.

If an officer is removed in absentia, the CVB Board Secretary shall deliver written notice to the Member of their removal as soon thereafter as feasible.

Attachment 1.A
Council Agenda 11-7-2023 9.L-14

8 Rev. 2023-11-02
Any officer removed ceases to hold the office once the vote has been tallied and announced. If the Chair is removed, the Vice-Chair shall become the Acting Chair until such time that a special election can be held in accordance with Section 5. above.

Section 7. Duties of the Chair

The Chair shall preside at all meetings. Points of order and meeting conduct shall be settled by the Chair, unless overruled by a majority vote of the CVB Board, in compliance with the Brown Act, these Bylaws, and the City's Advisory Body Handbook. Points of order not addressed by the foregoing will be decided in accordance with the most current version of Rosenberg’s Rules of Order to the extent practicable. Failure to strictly comply with Rosenberg’s Rules of Order shall not invalidate any action taken. Staff will assist the Chair with this compliance where appropriate.

The Chair acts as primary contact for staff for certain matters not requiring action by a majority of the body, and shall represent the CVB Board before City Council whenever deemed necessary or desirable by the CVB Board or Council.

Section 8. Duties of the Vice-Chair

The Vice-Chair shall assume all duties of the Chair in the event of vacancy, absence, incapacity of the Chair.

Section 9. Duties of the Acting Chair

The Acting Chair shall assume all duties of the Chair in the event of vacancy, absence, incapacity of the Chair and Vice-Chair, until either or both return, or until such time that a special election can be held in accordance with Section 5. above.

Section 10. Duties of the Secretary
The duties of the Secretary, whose responsibilities are defined further herein, include legislative recordkeeping, helping to assure Brown Act compliance in cooperation with the City Clerk and City Attorney, and preparation of meeting minutes.

Unless otherwise assigned, the Secretary shall serve as the Meeting Clerk of the CVB Board.

ARTICLE VII – STAFF SUPPORT

Section 1. Staff Duties

The City Manager shall designate appropriate staff to act as staff liaisons to assist and support the CVB Board in the fulfillment of its duties and responsibilities.

Staff shall be responsible for creation and/or provision of such reports, studies, and technical recommendations as are necessary to assist the CVB Board in the conduct of its business, shall publish meeting agendas and shall post, publish, and circulate any required public notices associated therewith. Staff shall attend all regular and special CVB Board meetings, assist the Chair with administration of the meeting, and record the minutes of the meetings.

Attachment 1.A
Council Agenda 11-7-2023 9.L-15

9 Rev. 2023-11-02
Staff shall work closely with the Chair or other individual Members between meetings as needed to advance matters not requiring action of the entire body, and may represent the CVB Board at other meetings, presentations, and other public functions as requested.

Staff shall be responsible for the maintenance of proper records and files pertaining to CVB Board business in accordance with Article XIII. Staff shall receive and enter into the record all public comment, petitions, or other documents presented to the CVB Board in support of, or in opposition to, any question before the CVB Board, and make the records available to the public upon request except where exempt by law.

The Secretary of the CVB Board shall act as a designee of the City Clerk with respect to attestation of all documents evidencing legislative actions of the CVB Board, and shall carefully curate the same. The Secretary shall be responsible for working with the City Clerk or, as needed, the City Attorney to assure administration of the CVB Board's business in accordance with the Brown Act. Any staff so designated by the City Clerk must take the Oath in order to attest to any such documents.

Section 2. Staff Relationship to the CVB Board

Staff support and assistance is provided to the CVB Board in pursuit of the achievement of Council Goals and completion of other approved work plan items. Staff members work closely with advisory bodies, however advisory bodies do not exercise supervisory authority, are not employees, and are outside staff chains of command. Staff members remain responsible to their immediate supervisors and ultimately to the City Manager, while CVB Board Members are responsible directly to the City Council.

In order that Members may be fully prepared to engage in productive discussion and take action when in open session, individual Members are encouraged to maintain a rapport with staff outside of meetings and ask clarifying questions regarding report materials and general matters within the body's purview prior to meetings.

However, individual Members shall not make separate work product requests of staff without discussion and approval of the CVB Board in open session, and shall not request that staff undertake work outside Council's policy direction for the body.

ARTICLE VIII – MEETINGS

Section 1. Time and Location of Meetings

By adoption of these Bylaws as policy, the City Council has thereby set the regular meeting schedule for the CVB Board as follows:

The third Wednesday of every month, at 3:00 p.m.

Unless otherwise noticed, the CVB Board shall hold its meetings in the Council Chamber, Pismo Beach City Hall.

Attachment 1.A
Council Agenda 11-7-2023 9.L-16

10 Rev. 2023-11-02
Section 2. Cancellation and Rescheduling

Regular meetings may be cancelled as follows:

• Proactively, if the meeting date lacks business of immediate concern. • Proactively, if the meeting date coincides with a holiday. • Proactively, if it is known ahead of time that a quorum of the body cannot be formed on that date.
• Reactively, if a quorum does not appear within 15 minutes of the scheduled meeting start time, or if a quorum is lost during the meeting.

In the event a meeting is cancelled proactively, staff shall publish a Notice of Cancellation as a courtesy for the public, if feasible. In the event a meeting is cancelled due to a holiday or lack of quorum, any remaining business of immediate concern may be rescheduled for either a special meeting, or the next available regular meeting date.

In the event a meeting is cancelled reactively due to lack of quorum, a Notice of Adjournment shall be posted and the unheard business re-agendized for a subsequent meeting.

In the event a public hearing has been noticed for a meeting date that is subsequently cancelled, staff shall appear at the noticed meeting time and place to inform any attendees as to the cancellation of the meeting.

Cancellation may be done by a majority of the CVB Board, by staff in consultation with the Chair, or by staff with notification to the Chair when there is no business of immediate concern to agendize. Staff shall make a good-faith attempt to gain majority consensus where feasible before cancelling a meeting, and shall at a minimum issue notification to all members immediately upon determining to cancel a meeting.

Section 3. Special Meetings

Special Meetings of the CVB Board may be called by a majority of the CVB Board, by the Chair of the CVB Board, by staff in consultation with the Chair, or by staff with notification to the Chair when advance consultation is infeasible. Staff and/or the Chair shall make a good-faith attempt to gain majority consensus where feasible before calling a Special Meeting, and shall at a minimum issue notification to all members immediately upon determining to call a Special Meeting.

There shall be no limit to the number of Special Meetings that may be called in a given year.

ARTICLE IX – CONDUCT OF MEETINGS

Section 1. Compliance with the Brown Act and Council Policies

All regular, special, and adjourned meetings of the CVB Board shall be open meetings to which all members of the public shall be admitted without restriction or qualification. In all respects, the conduct of the CVB Board, its meetings, and its Members, shall comport with the Brown Act, California Government Code Sections 54950—54963. Meetings will be held at locations accessible to persons with disabilities, and reasonable accommodations shall be made to the greatest extent possible.

Attachment 1.A
Council Agenda 11-7-2023 9.L-17

11 Rev. 2023-11-02
Section 2. General Conduct of Meetings

Points of order and meeting conduct shall be settled by the Chair, unless overruled by a majority vote of the CVB Board, in compliance with the Brown Act, these Bylaws, and the City's Advisory Body Handbook. Points of order not addressed by the foregoing will be decided in accordance with the most current version of Rosenberg’s Rules of Order where practicable. Failure to strictly comply with Rosenberg’s Rules of Order shall not invalidate any action taken. Staff will assist the Chair with this compliance where appropriate. Unresolved issues shall be referred to staff and continued to a future meeting.

Members shall address members of the public and other meeting participants through the Chair.

The general public wishing to speak on an item shall be encouraged to address Members or other persons present through the Chair.

Section 3. How Items Are Placed on the Agenda

Working within the framework of City Goals, budget, and other policy direction set by the City Council, staff will identify the need for and schedule the majority of CVB Board agenda items.

Future agenda items may be requested by a Member of the CVB Board in open session. Such items shall be agendized by staff if approved by a majority of the CVB Board and generally in keeping with the CVB Board’s assigned purview. In the event a future agenda item is requested by a member of the public in open session, the CVB Board shall not be obligated to deliberate on the agenda item request, however any Member may assent to requesting that the CVB Board consider agendizing the item, in the manner described in this paragraph.

Occasional agenda item requests from a member of the public received outside of a noticed meeting, or other atypical agenda items, may be considered by staff, in consultation with the Chair, for suitability for being agendized when consulting with a majority of the CVB Board is infeasible due to time constraints. Issues may also be referred to the CVB Board by the City Council and staff shall agendize them in a timely fashion.

Section 4. Quorum

A quorum of the CVB Board shall consist of a majority (more than half) of the total number of CVB Board seats, regardless of any vacancies that may exist.

Section 5. Absence of a Quorum

In the absence of a quorum at the start of any meeting, the meeting may not be convened. In the event a quorum is lost during a meeting, the meeting shall be immediately suspended. Refer to Article VIII Section 2. for meeting cancellation and rescheduling procedures.

Section 6. Agenda

Staff shall set and publish the meeting agenda and its format shall conform to the template set by staff.

Attachment 1.A
Council Agenda 11-7-2023 9.L-18

12 Rev. 2023-11-02
Section 7. Order of Business

The Chair or a majority vote of the CVB Board may change the order of business during a meeting.

Section 8. Seating Arrangement

The Chair shall be seated at the center of the dais; the Vice-Chair shall be seated to the Chair's right, from the perspective of those seated upon the dais. The seating of the remaining Members shall be made at the discretion of staff.

Section 9. Meeting End Time

No agenda item shall be introduced after 5:00 p.m. without the consent of a majority (more than half) of the Members present. Should majority approval fail to be granted for extension of the meeting, a Notice of Adjournment shall be posted and the unheard business re-agendized for a subsequent meeting.

ARTICLE X – MOTIONS

Section 1. Call for Motion

Upon conclusion of discussion and following acceptance of public input, any Member may place a motion on the floor. The motion shall contain the proposed action in sufficient detail so as to be understood by the audience and staff. If no motion is immediately forthcoming, the Chair may call for a motion to be made, or make the motion.

Section 2. Seconding a Motion

The Chair shall receive all motions and shall call for a second to each motion. The Chair may second a motion.

Section 3. Lack of a Second

If, after a reasonable time, no second has been made, the motion shall be declared dead for lack of a second, and the Chair shall so state. Any motion dying for lack of a second shall not be included in the meeting minutes.

Section 4. Discussion/Debate

After a motion has been made and seconded, the Chair shall call for a discussion of the question. All discussion shall be limited to the motion on the floor. At the close of the discussion, the Chair shall put the matter to a vote by causing either a roll call vote or voice vote to be conducted, in accordance with Article XI Section 3 and Section 4.

Section 5. Time Limits on Discussion/Debate

The Chair reserves the discretion to limit the duration of debate on any motion, but shall ensure that each Member has the opportunity to speak.

Attachment 1.A
Council Agenda 11-7-2023 9.L-19

13 Rev. 2023-11-02
Section 6. Amending a Motion

A motion to amend may be made by any Member to revise a motion on the floor, but it cannot be a freestanding motion on its own, nor can it substitute for a main motion. The motion to amend must be voted upon, unless the maker and the seconder accept it as a friendly amendment, and, if so accepted, it then becomes part of the main motion.

Section 7. Withdrawing a Motion

Any motion may be withdrawn by the maker at any time prior to being voted upon. Such a withdrawn motion shall not be included in the meeting minutes. If the motion has been seconded, the Chair shall invite the seconder to make the motion anew.

Section 8. Motion to Table

A motion to table may be made to suspend consideration of an item that appears on a meeting agenda for reasons of urgency or to end an unproductive discussion. A motion to table is not in order when another Member has the floor. A motion to table requires a second, is not debatable, is not amendable, requires a majority vote for passage, and, if adopted, cannot be reconsidered at the meeting at which it is adopted.

Members will refrain from using a motion to table as a means of capriciously limiting debate among Members, or to suppress a minority of the CVB Board. Motions to table shall only be made after the opportunity has been given for public input on the item.

ARTICLE XI – VOTING

Section 1. Recusal (Disqualification due to Conflict of Interest)

In accordance with the City of Pismo Beach's Conflict of Interest Code, which incorporates applicable components of the Political Reform Act, California Government Code Section 87100 et seq. and California Code of Regulations Title 2 Section 18700 et seq., Members of the CVB Board shall disqualify themselves from making, participating in the making of, or in any way using their official position to influence, a governmental decision if it is reasonably foreseeable that the decision will have a material financial effect, that is distinguishable from its effect on the public generally, upon the Member and certain immediate family members.

Any Member with such a disqualifying financial interest relating to a particular agenda item, or who otherwise wishes to recuse themselves from participation in an agenda item due to the potential for perceived or common-law conflicts of interest, shall do the following:

• If the Member is present at the commencement of the agenda item giving rise to the conflict, the Member shall openly announce the nature of the conflict following the Chair's announcement of the item, but before discussion has begun.

The Member shall publicly identify the financial interest that gives rise to the conflict in detail sufficient to be understood by the public:

o If the conflict arises from an investment, the Member shall announce the name of the business entity in which each investment is held;
Attachment 1.A
Council Agenda 11-7-2023 9.L-20

14 Rev. 2023-11-02
o If the conflict arises from a business position, the Member shall give a general description of the business activity in which the business entity is engaged as well as the name of the business entity;
o If the conflict arises from real property, the Member shall announce the address or another indication of the location of the property, unless the property is the public official's principal or personal residence, in which case, the Member shall announce that the property is a residence and disclosure of the exact street address of a residence is not required;
o If the conflict arises from income or gifts, the Member shall identify the source; and o If the conflict arises from personal financial effect, the Member shall identify of the expense, liability, asset, or income affected.

• The Member shall recuse themselves from discussing and voting on the matter by vacating their seat until the matter in question has been resolved.

• The Member shall leave the room until after the discussion, vote, and any other disposition of the matter is concluded, unless the matter has been placed on the portion of the agenda reserved for uncontested matters. Exception: a Member of the CVB Board who is recused from discussion due to conflict of interest may choose to listen from the audience with the general public, and may address the CVB Board regarding the Member’s personal interests in the matter during the time that the general public speaks on the issue, if the Member has complied with all of the above.

• If the Member leaves a meeting in advance of the agenda item giving rise to the conflict, the official shall identify the item and announce the nature of their conflict prior to leaving the meeting, in accordance with the descriptive requirements outlined above.

• If the Member first joins a meeting after the consideration of the agenda item giving rise to the conflict, the official shall identify the item and announce the nature of their conflict as soon as feasible upon joining the meeting, in accordance with the descriptive requirements outlined above.

The stated reason for the Member's recusal shall be noted in the meeting minutes.

Except as may be required by applicable law, a Member who is recused due to conflict of interest may not be called upon to break a tie or form a quorum.

In addition to the provisions set forth in these Bylaws, Members shall be required to adhere to all other provisions of the City’s Conflict of Interest Code as it pertains to participation in governmental decision-making, and other matters.

Section 2. Abstention (Voluntarily Declining to Vote)

Members are strongly encouraged to vote upon all matters before the body except in cases of conflict of interest. The maker and seconder of any motion are encouraged to avoid abstaining when called upon for their vote.

Members may routinely abstain from voting upon the adoption of minutes from a prior meeting at which the Member was not in attendance, or upon their own nomination to the office of Chair Attachment 1.A
Council Agenda 11-7-2023 9.L-21

15 Rev. 2023-11-02
or Vice-Chair. However, capricious, or excessive abstention shall be avoided and may be cause for removal from the CVB Board.

Section 3. Roll Call Vote

Voting upon motions shall be conducted in the form of a roll call vote, unless the Chair determines to conduct a voice vote as provided in Section 4. When a motion has been made and seconded and no matters remain under discussion, the Chair shall call upon the Meeting Clerk to conduct a vote, and the Meeting Clerk shall upon each Member by name one at a time in the following order: Non-officer Members in alphabetical order by last name, then Vice-Chair, then Chair.

Each Member shall clearly state “Aye," "Yes," or "Yea" in the affirmative; “No," or "Nay" in the negative; or "Abstain." Any other utterance that does not clearly indicate an affirmative or negative, in the judgement of the Meeting Clerk, shall be tallied as an abstention. The Meeting Clerk shall then announce the outcome of the vote in compliance with the Brown Act.

A Member may state the reasons for their vote for the benefit of the audience, but said comments shall only be entered into the record if the Secretary determines that the outcome of the vote warrants a clarifying note for legislative recordkeeping purposes. Statements made “for the record” shall not be recorded in the meeting minutes.

A roll call vote must be conducted upon all hearing items, all matters related to money, and all actions relating to the adoption, amendment, or repeal of policy or code. Roll call votes should be undertaken on any motion where the vote upon the motion is likely to be divided. For other matters, the Chair may conduct a vote by voice vote, in accordance with Section 4. below.

Section 4. Voice Vote

Where there is no objection from any Member or staff member, the Chair may conduct a vote by voice vote in lieu of a roll call vote, provided a roll call vote is not required by Section 3. above and provided that the result of the vote thereafter announced in compliance with the Brown Act.

The Chair shall call the question in the form of "All in favor?" followed by "All opposed?" and then "Abstaining?"

Each Member shall clearly state “Aye," "Yes," or "Yea" in the affirmative; “No," or "Nay" in the negative; or "Abstain."

In the event the outcome of a voice vote is unclear, any Member or staff member may request a roll call vote immediately following a voice vote. A roll call vote shall be taken without further discussion.

A voice vote is distinguished from direction given by general consensus, in that a voice vote is an alternative method of calling for the question on a motion made, whereas in the case of general consensus, no motion is made.

Section 5. Sealed Ballot Votes

The CVB Board shall not take a secret ballot vote, whether preliminary or final.

Attachment 1.A
Council Agenda 11-7-2023 9.L-22

16 Rev. 2023-11-02
Section 6. Passage of Motion

Passage of a motion shall be made by a simple majority of the Members present and voting, except as otherwise required by law. Staff shall inform the CVB Board, as a component of a staff report and/or during oral comment on the item, when a particular item requires greater than a simple majority to pass.

Section 7. Tie Votes

A tie vote is a failed motion resulting in “no action,” regardless of the reason. Such failure to act shall constitute neither approval nor denial.

Except as may be required by applicable law, a Member who is recused due to conflict of interest may not be called upon to break a tie.

Section 8. Failure to Approve

Failure of a motion to approve shall not necessarily constitute denial, and vice versa. A Member may propose an alternative motion subject to the procedures of Article X – Motions.

Section 9. Results of Voting

The Meeting Clerk shall state the results of each vote, and the vote or abstention on that action of each member, e.g., “The motion passes by a vote of three to two, Members A, B, and C voting yes, and Members D and E voting no.” The Meeting Clerk shall enter into the record the disposition of each Member at the time of the vote, recording each as aye, no, recused, abstaining, or absent.

Section 10. General Consensus

The CVB Board may reach general consensus on a matter not requiring a motion and provide its recommendation or direction to staff without motion or vote. The Chair shall solicit assent from at least a majority of Members in a manner that is evident to staff, and shall confirm with staff that the recommendation or direction received is clear.

ARTICLE XII – REPORTS

Section 1. Agenda Reports to CVB Board

Matters placed upon an agenda for consideration by the CVB Board shall be accompanied by a written report of staff if the request involves the adoption of a resolution or approval of other written policy or procedural document, the rendering of a formal recommendation on a matter to be heard by higher body, and in other cases determined appropriate by staff. A consistent report format shall be adopted.

Reports of staff shall clearly state staff's recommendation for action and the rationale therefor, and shall provide sufficient background information and context to allow the CVB Board to render a well-informed decision or recommendation. Documents that are the subject of, or will substantially aid, deliberations shall be attached to and discussed within such reports. Where an agenda item requires deliberation and/or recommendation on project design or other aesthetic Attachment 1.A
Council Agenda 11-7-2023 9.L-23

17 Rev. 2023-11-02
considerations, plans, photographs, or other relevant visual aids shall be included with the agenda materials for consideration in advance of the meeting.

Section 2. Subcommittee Reports

Committee reports provided to the CVB Board may be verbal or written; written reports shall be entered into the record of materials associated with the meeting.

Section 3. Rendering of Recommendations to Council

Recommendations of the CVB Board deemed necessary or desirable for consideration by the City Council shall be presented to the Council in a manner deemed appropriate by the City Manager. Recommendations to be forwarded to the Council in open session shall be prepared by staff in the manner typical of all other Council matters. A report conforming to the format and standards for City Council agenda items shall be prepared by department staff and their Department Head, and presented to the City Manager for scheduling and approval.

In the event that staff's professional recommendation on a matter differs from the recommendation rendered by the CVB Board, staff's report to Council on the matter shall include both recommendations, and a thorough analysis of each, for the Council's consideration.

ARTICLE XIII – RECORD KEEPING

Section 1. Maintenance of Records

All CVB Board records shall be maintained by staff according to the City of Pismo Beach Records Retention Schedule.

Section 2. Minutes

Action-only minutes will be produced for all CVB Board meetings in a format substantially similar to that used for City Council meetings. Minutes shall serve solely as record of the legislative actions occurring at each meeting, with minimal additional editorial content, subject to the determination of the Secretary. The CVB Board Secretary shall have sole responsibility for preparation of meeting minutes, and any direction for change in the minutes shall be made only by majority action of the CVB Board. Minutes shall be reviewed and/or amended and then approved by the CVB Board at the next feasible regular meeting.

Subcommittee reports presented orally in a meeting shall be briefly summarized in the minutes.

Section 3. Audio and Video Recording of Meetings

Proceedings for all CVB Board meetings shall be recorded whenever possible. When video recording/broadcasting is not readily feasible, an audio recording shall be made. Any meeting recordings shall be retained pursuant to the City of Pismo Beach Records Retention Schedule.

In compliance with the Brown Act, Members of the public have the right to make recordings of a meeting so long as meeting proceedings are not disrupted.

Attachment 1.A
Council Agenda 11-7-2023 9.L-24

18 Rev. 2023-11-02
ARTICLE XIV – COMMITTEES

Section 1. Subcommittees

Subcommittees consisting of less than a majority of the CVB Board may be established by a majority of the CVB Board, or by staff in consultation with the Chair when action by the majority of the CVB Board to establish a committee is infeasible due to time constraints. Such committees shall be established to gather information or deliberate on a particular issue deemed necessary to carrying out the functions and purpose of the CVB Board, for a limited duration. Staff may attend, but shall not be required to provide comprehensive staff support to, subcommittee meetings.

A Subcommittee member or staff member shall publicly report upon any activity of the committee in open session at the next available meeting. Following subcommittee input, the CVB Board shall deliberate and act upon on the designated issue, thereby providing the public with the opportunity to participate in the decision-making process. Any report(s) of the subcommittee on its subject of investigation shall be entered into the public record and shall serve in lieu of any meeting minutes for the committee. Subcommittees shall be dissolved once their specific task is completed.

No subcommittee shall be formed in such a manner as to subject it to the requirements of the Brown Act.

Section 2. Standing Committees

Standing Committees may be established by a majority of the CVB Board to gather information or deliberate on issues deemed necessary to carrying out the functions and purpose of the CVB Board, on an ongoing basis. Any such standing committee with continuing subject matter jurisdiction, regardless of its composition or number or office of members, shall be deemed to be subject to the Brown Act unless advised otherwise by the City Attorney. Staff shall not provide administrative or legislative support to any standing committee unless directed to do so by the City Council.

All standing committees shall provide written or oral reports in public session, no less than quarterly, to the CVB Board.

Section 3. Committee Meetings

All Standing Committee and Subcommittee meetings shall be held at times mutually agreeable to the committee members.

ARTICLE XV – AMENDMENTS

A majority of the full membership of the City Council may amend these bylaws at any juncture with or without prior review or recommendation by the CVB Board.

The CVB Board shall schedule its review of these Bylaws at least biennially and shall render a recommendation to the City Council regarding any recommended amendments hereto. Review shall be conducted as soon as feasible following the annual seating of members and election of officers.

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19 Rev. 2023-11-02
ARTICLE XVI – ADOPTION OF BYLAWS
Immediately upon favorable vote of a majority of the full membership of the City Council of the City of Pismo Beach, these Bylaws shall be in full force and effect. All previously adopted bylaws are hereby superseded.

These Bylaws shall not be construed in any manner conflicting with controlling provisions of state or federal law, and shall not be construed as attempting to supersede any ordinance of the City Council of the City of Pismo Beach. In the event of conflict between these Bylaws and other policies enacted by the Council regulating these same matters, the newer of the policies shall prevail. If any portion of these Bylaws shall be deemed to be unconstitutional or otherwise invalid, the validity of the remaining sections, subsections and clauses shall not be affected thereby.

The provisions of these Bylaws shall not preclude the preparation and adoption of further procedural manuals and policies by which the CVB Board may direct its activities.

Attachment 1.A
Council Agenda 11-7-2023 9.L-26

RESOLUTION NO. R-2023-XXX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,

CALIFORNIA ADOPTING REVISED BYLAWS FOR THE PARKING ADVISORY COMMITTEE; RESCINDING RESOLUTION R-2020-012

WHEREAS, Bylaws are the City Council’s policy statement on the purpose, duties, composition, and operation of its Advisory Bodies; and

WHEREAS, Bylaws for the Parking Advisory Committee were last revised in 2020; and

WHEREAS, the newly-updated Bylaws reflect recent recommendations from the Committee regarding absence thresholds and meeting end times, as well as updates recommended by staff to modernize Political Reform compliance practices and other aspects of the body’s administration.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby reaffirms the establishment of, and adopts revised Bylaws for, the Parking Advisory Committee, as set forth in Exhibit A hereto.

BE IT FURTHER RESOLVED that the City Council of the City of Pismo Beach hereby rescinds Resolution R-2020-012, which adopted the prior Bylaws.

UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 7th day of November 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RECUSED:

Approved: Attest:

________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
Attachment 2
Council Agenda 11-7-2023 9.L-27

City of Pismo Beach
Parking Advisory Committee
BYLAWS
Revision History:

R-2023-XXX, XXXX 2023
R-2020-012, February 4, 2020
R-2019-015, March 5, 2019
R-2017-093, October 17, 2017
R-2009-056, August 18, 2009
Attachment 2.A
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1 Rev. 2023-11-02

TABLE OF CONTENTS

ARTICLE I – NAME AND AUTHORITY ........................................................................................ 3 Section 1. Name ........................................................................................................................ 3 Section 2. Authority ................................................................................................................... 3 ARTICLE II – PURPOSE .............................................................................................................. 3 ARTICLE III – DUTIES AND RESPONSIBILITIES ....................................................................... 3 ARTICLE IV – MEMBERSHIP ...................................................................................................... 3 Section 1. Membership .............................................................................................................. 3 Section 2. Qualifications and Appointment ................................................................................ 3 Section 3. Absences .................................................................................................................. 4 Section 4. Suspension or Termination ...................................................................................... 4 Section 5. Resignation .............................................................................................................. 5 Section 6. Public Cooperation ................................................................................................... 5 ARTICLE V – TERM OF OFFICE ................................................................................................. 5 Section 1. Term ......................................................................................................................... 5 Section 3. Membership Year ..................................................................................................... 5 Section 4. Dual Service ............................................................................................................. 6 ARTICLE VI – OFFICERS AND ELECTIONS .............................................................................. 6 Section 1. Officers ..................................................................................................................... 6 Section 2. Annual Election of Officers ....................................................................................... 6 Section 3. Term of Office ........................................................................................................... 6 Section 4. Nominations & Voting ............................................................................................... 6 Section 5. Vacancy of an Office ................................................................................................ 7 Section 6. Removal of Elected Officers ..................................................................................... 7 Section 7. Duties of the Chair .................................................................................................... 7 Section 8. Duties of the Vice-Chair ........................................................................................... 8 Section 9. Duties of the Acting Chair ......................................................................................... 8 Section 10. Duties of the Secretary ........................................................................................... 8 ARTICLE VII – STAFF SUPPORT ................................................................................................ 8 Section 1. Staff Duties ............................................................................................................... 8 Section 2. Staff Relationship to the PAC ................................................................................... 9 ARTICLE VIII – MEETINGS .......................................................................................................... 9 Section 1. Time and Location of Meetings ................................................................................ 9 Section 2. Cancellation and Rescheduling ................................................................................ 9 Section 3. Special Meetings .................................................................................................... 10 ARTICLE IX – CONDUCT OF MEETINGS ................................................................................. 10 Section 1. Compliance with the Brown Act and Council Policies ............................................ 10 Section 2. General Conduct of Meetings ................................................................................. 10 Section 3. How Items Are Placed on the Agenda ................................................................... 10 Section 4. Quorum .................................................................................................................. 11 Section 5. Absence of a Quorum ............................................................................................ 11 Section 6. Agenda ................................................................................................................... 11 Section 7. Order of Business ................................................................................................... 11 Section 8. Seating Arrangement ............................................................................................. 11 Attachment 2.A
Council Agenda 11-7-2023 9.L-29

2 Rev. 2023-11-02
ARTICLE X – MOTIONS ............................................................................................................. 12 Section 1. Call for Motion ........................................................................................................ 12 Section 2. Seconding a Motion ................................................................................................ 12 Section 3. Lack of a Second .................................................................................................... 12 Section 4. Discussion/Debate ................................................................................................. 12 Section 5. Time Limits on Discussion/Debate ......................................................................... 12 Section 6. Amending a Motion ................................................................................................ 12 Section 7. Withdrawing a Motion ............................................................................................. 12 Section 8. Motion to Table ....................................................................................................... 12 ARTICLE XI – VOTING ............................................................................................................... 13 Section 1. Recusal (Disqualification due to Conflict of Interest) .............................................. 13 Section 2. Abstention (Voluntarily Declining to Vote) .............................................................. 14 Section 3. Roll Call Vote .......................................................................................................... 14 Section 4. Voice Vote .............................................................................................................. 15 Section 5. Sealed Ballot Votes ................................................................................................ 15 Section 6. Passage of Motion .................................................................................................. 15 Section 7. Tie Votes ................................................................................................................ 15 Section 8. Failure to Approve .................................................................................................. 15 Section 9. Results of Voting .................................................................................................... 16 ARTICLE XII – REPORTS .......................................................................................................... 16 Section 1. Agenda Reports to PAC ......................................................................................... 16 Section 2. Subcommittee Reports ........................................................................................... 16 Section 3. Rendering of Recommendations to Council ........................................................... 16 ARTICLE XIII – RECORD KEEPING .......................................................................................... 17 Section 1. Maintenance of Records ........................................................................................ 17 Section 2. Minutes ................................................................................................................... 17 Section 3. Audio and Video Recording of Meetings ................................................................ 17 ARTICLE XIV – COMMITTEES .................................................................................................. 17 Section 1. Subcommittees ....................................................................................................... 17 Section 2. Standing Committees ............................................................................................. 18 Section 3. Committee Meetings .............................................................................................. 18 ARTICLE XV – AMENDMENTS ................................................................................................. 18 ARTICLE XVI – ADOPTION OF BYLAWS ................................................................................. 18

Attachment 2.A
Council Agenda 11-7-2023 9.L-30

3 Rev. 2023-11-02
City of Pismo Beach

Parking Advisory Committee
BYLAWS

ARTICLE I – NAME AND AUTHORITY

Section 1. Name

The Name of this organization shall be the Parking Advisory Committee of the City of Pismo Beach, California; hereinafter referred to as the PAC.

Section 2. Authority

The PAC is established under the authority of the City Council of the City of Pismo Beach to aid in the conduct of the business of the City within the policy direction of the Council. The body's membership, constitution, duties, and other aspects may be amended, or the body dissolved, by majority action of the Council at any time.

The PAC is established by City Council resolution and these Bylaws have been, and will be, periodically updated in accordance with policy direction of the Council with respect to the body.

ARTICLE II – PURPOSE

The PAC is a body of community members created to advise the City Council on parking-related issues within Pismo Beach city limits.

ARTICLE III – DUTIES AND RESPONSIBILITIES

The PAC shall have the ability, as vested by the City Council, and be required:

A. To act as an advisory committee to the City Council with respect to implementation of an overall Parking Management Program;
B. To act as an advisory committee to the City Council with respect to parking issues within Pismo Beach;
C. To act as a community forum to hear requests from the public regarding the operation and maintenance of parking lots and programs within Pismo Beach; D. To maintain adequate liaison with other committees, agencies and districts; and E. To advise Council as to other matters upon the Council’s request.

ARTICLE IV – MEMBERSHIP

Section 1. Membership

The PAC shall consist of five (5) persons, or such other number of persons as directed by the City Council, hereinafter referred to as Members.

Section 2. Qualifications and Appointment

Members of the PAC shall be appointed by action of the City Council. No Member shall be an employee of, or hold any other office with, the City of Pismo Beach, except as allowed by Article Attachment 2.A
Council Agenda 11-7-2023 9.L-31

4 Rev. 2023-11-02
V Section 4 of these Bylaws. In accordance with Pismo Beach Municipal Code Section

2.42.010, any person convicted of a felony shall not be eligible for service. Applicants must be at least 18 years of age at time of appointment.

Each Member of the PAC shall be appointed by a majority of the City Council. No Member shall be an employee or other official of the City of Pismo Beach. Applicant must be at least 18 years of age at time of appointment.

1. Each Member of the PAC shall have demonstrated interest in, and knowledge of, Pismo Beach parking issues;

2. At least three Members shall be residents of Pismo Beach; and

3. No more than two Members may be individuals who are not residents of Pismo Beach, provided they are owners/operators of businesses within Pismo Beach city limits.

By applying for appointment to the PAC, Members pledge to meet the minimum attendance requirement.

Section 3. Absences

Members shall make a good faith attempt to notify the Chair and Secretary in advance of an anticipated absence from any meeting.

Each Member is allowed no more than 2 absences from all meetings per calendar year.

Should a Member exceed these allowed absences by one absence, staff shall notify the City Clerk, who shall notify the City Council.

Should a Member exceed these allowed absences by two or more absences, staff shall notify the City Clerk, who shall notify the City Council. The Mayor shall then meet with the Member to discuss whether the Member is able to continue to serve.

If, in the opinion of the Mayor, the Member's excessive absences warrant consideration of action by the entire Council, the Mayor shall direct the City Clerk to schedule an agenda item allowing the City Council to consider in open session the continued service of the Member. In the alternative, the Council, in open session, may grant a Member a defined leave of absence without regard to this Section’s attendance requirements.

Section 4. Suspension or Termination

In addition to provisions for termination due to excessive absences as described above, the City Council may terminate or suspend any Member of the PAC prior to the expiration of the Member’s term of office, with or without cause, provided the action is properly agendized and conducted in open session in accordance with the Brown Act, and the termination or suspension is approved by majority vote.

Termination shall mean that the Member's seat is deemed to be completely vacated.

Suspension shall mean that a Member is not permitted to attend meetings as a member of the body for the duration of the suspension, but it shall not relieve the Member of any other duty or regulation normally applicable to the Member, such as conflict of interest prohibitions.

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Section 5. Resignation

Any Member wishing to resign their membership with the PAC prior to the scheduled end of their term shall do so by delivering written notice to the City Clerk. If the notice of resignation does not set forth a resignation date, the resignation will be deemed effective as of the date the notice is received by the City Clerk or City Clerk's designee.

Section 6. Public Cooperation

The PAC, and committees thereof, may work with member(s) of the public in pursuit of the PAC's purpose and duties, however no member of the public shall be officially recognized as an ex-officio member or at-large member, or otherwise engaged in any way so as to render the member of the public subject to the provisions of the Brown Act, unless directed by the Council.

Section 7. Compensation

The PAC may receive compensation in the form of a stipend as established from time to time by Resolution of the City Council. Members may choose to waive receipt of their stipend if desired.

Whether or not a Member chooses to receive an allowed stipend shall not factor into decisions about discipline or membership status.

ARTICLE V – TERM OF OFFICE

Section 1. Term

The term of office for each appointee to the PAC shall be two (2) years. Members are eligible for reappointment unless determined to no longer meet the minimum eligibility requirements or unless previously terminated with prejudice. No term limits apply to the PAC. Terms are staggered to encourage a mix of policy continuity and institutional knowledge while allowing time for new Members, with new and different points of view, to be integrated into the PAC.

New and re-appointed Members commence their terms on March 1st annually; mid-term appointments to fill unanticipated vacancies begin the day the appointment is made by the Council and expire at the term's scheduled end date unless otherwise directed by a majority of the City Council.

Section 2. Oath of Office

Members of the PAC shall take the constitutionally prescribed Oath of Office for public officials.

The City Clerk or designee will administer an Oath of Office to new and re-appointed Members prior to or at the commencement of the Member's first meeting in each term. At the discretion of liaison staff, the Oath of Office may be scheduled as a ceremonial item during open session.

Section 3. Membership Year

A membership year shall commence on March 1st and end on the last day of February the following year. Unless otherwise directed by the Council, each full appointment spans two consecutive membership years.

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Section 4. Dual Service

As a general policy, an applicant shall not be appointed to serve on more than one City Advisory Body at any time, except that a Member may serve concurrently on one legislative (Brown Act) body and one non-legislative body (e.g. Special Events Committee or Traffic Safety Committee) concurrently.

Any sitting legislative Advisory Body Member who makes an application for service on another legislative Advisory Body warrants by their application that they will resign from their current seat immediately upon being appointed to another. Should the Member fail to resign in accordance with this paragraph, the prior seat shall be deemed vacated immediately upon the Member’s taking the Oath of Office for the new seat.

ARTICLE VI – OFFICERS AND ELECTIONS

Section 1. Officers

Elected officers of the PAC shall consist of one Chair and one Vice-Chair.

Appointed officers shall consist of a Secretary, which duties shall be performed by a staff member appointed by the Community Development Department Director or designee.

Section 2. Annual Election of Officers

At the commencement of the first PAC meeting held on or after March 1 of every year, there shall be elected from among the membership of the PAC one Chair and one Vice-Chair. A majority of the PAC may determine to postpone the formal election of officers until a subsequent meeting if deemed necessary or desirable.

If, at the end of the Chair or Vice-Chair’s advisory body membership term, the member is reappointed by the City Council such that there is no break in service, the Chair or Vice-Chair shall continue to hold that office until the next election of officers.

In the event a vacancy exists in the office of Chair at the commencement of new terms, the Vice-Chair shall serve as Acting Chair until officers have been elected.

In the event a vacancy exists in both offices of Chair and Vice-Chair at the commencement of new terms, present members shall elect an Acting Chair to serve until officers have been elected.

Section 3. Term of Office

A full term of office for the Chair and Vice-Chair shall be for a period of approximately one (1) year, service to end upon election of new officers, or termination of membership without immediate reappointment.

Section 4. Nominations & Voting

The Chair or Acting Chair will open the floor to nominations for the office of Chair. Any Member may nominate any one other Member for the office; the nomination must be seconded.

Attachment 2.A
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Upon seconding of the nomination, the Member who has been nominated shall be given the opportunity to decline the nomination. If the Member does not decline, their nomination stands.

The Chair or Acting Chair shall then invite the Meeting Clerk to take a roll call vote upon the nomination. If the nomination passes by at least a simple majority, the nominee is thereby elected to fill the office of Chair, effective upon the next order of business. If the nomination does not pass by majority vote, another nomination shall be made, and another vote taken, as above, until a Chair is elected.

The same procedure is then repeated for the election of Vice-Chair.

Section 5. Vacancy of an Office

Should a mid-term vacancy occur, for any reason, in the office of Chair or Vice-Chair, a special election shall be held to fill the vacant office from among the remaining membership at the commencement of the next meeting. The elected Member shall serve until the next annual election.

In any event of vacancy, absence, or incapacity of the Chair, the Vice-Chair shall serve as Acting Chair until the Chair resumes office or a new Chair is elected.

In any event of vacancy, absence, or incapacity of the Chair and Vice-Chair, present members shall elect an Acting Chair to serve until the Chair and/or Vice-Chair resume office or until a new Chair and Vice-Chair are elected.

Section 6. Removal of Elected Officers

The Chair or Vice-Chair may be removed from office by a majority vote of the PAC.

If an officer is removed in absentia, the PAC Secretary shall deliver written notice to the Member of their removal as soon thereafter as feasible.

Any officer removed ceases to hold the office once the vote has been tallied and announced. If the Chair is removed, the Vice-Chair shall become the Acting Chair until such time that a special election can be held in accordance with Section 5. above.

Section 7. Duties of the Chair

The Chair shall preside at all meetings. Points of order and meeting conduct shall be settled by the Chair, unless overruled by a majority vote of the PAC, in compliance with the Brown Act, these Bylaws, and the City's Advisory Body Handbook. Points of order not addressed by the foregoing will be decided in accordance with the most current version of Rosenberg’s Rules of Order to the extent practicable. Failure to strictly comply with Rosenberg’s Rules of Order shall not invalidate any action taken. Staff will assist the Chair with this compliance where appropriate.

The Chair acts as primary contact for staff for certain matters not requiring action by a majority of the body, and shall represent the PAC before City Council whenever deemed necessary or desirable by the PAC or Council.

Attachment 2.A
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Section 8. Duties of the Vice-Chair

The Vice-Chair shall assume all duties of the Chair in the event of vacancy, absence, incapacity of the Chair.

Section 9. Duties of the Acting Chair

The Acting Chair shall assume all duties of the Chair in the event of vacancy, absence, incapacity of the Chair and Vice-Chair, until either or both return, or until such time that a special election can be held in accordance with Section 5. above.

Section 10. Duties of the Secretary
The duties of the Secretary, whose responsibilities are defined further herein, include legislative recordkeeping, helping to assure Brown Act compliance in cooperation with the City Clerk and City Attorney, and preparation of meeting minutes.

Unless otherwise assigned, the Secretary shall serve as the Meeting Clerk of the PAC.

ARTICLE VII – STAFF SUPPORT

Section 1. Staff Duties

The City Manager shall designate appropriate staff to act as staff liaisons to assist and support the PAC in the fulfillment of its duties and responsibilities.

Staff shall be responsible for creation and/or provision of such reports, studies, and technical recommendations as are necessary to assist the PAC in the conduct of its business, shall publish meeting agendas and shall post, publish, and circulate any required public notices associated therewith. Staff shall attend all regular and special PAC meetings, assist the Chair with administration of the meeting, and record the minutes of the meetings.

Staff shall work closely with the Chair or other individual Members between meetings as needed to advance matters not requiring action of the entire body, and may represent the PAC at other meetings, presentations, and other public functions as requested.

Staff shall be responsible for the maintenance of proper records and files pertaining to PAC business in accordance with Article XIII. Staff shall receive and enter into the record all public comment, petitions, or other documents presented to the PAC in support of, or in opposition to, any question before the PAC, and make the records available to the public upon request except where exempt by law.

The Secretary of the PAC shall act as a designee of the City Clerk with respect to attestation of all documents evidencing legislative actions of the PAC, and shall carefully curate the same.

The Secretary shall be responsible for working with the City Clerk or, as needed, the City Attorney to assure administration of the PAC's business in accordance with the Brown Act. Any staff so designated by the City Clerk must take the Oath in order to attest to any such documents.

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9 Rev. 2023-11-02
Section 2. Staff Relationship to the PAC

Staff support and assistance is provided to the PAC in pursuit of the achievement of Council Goals and completion of other approved work plan items. Staff members work closely with advisory bodies, however advisory bodies do not exercise supervisory authority, are not employees, and are outside staff chains of command. Staff members remain responsible to their immediate supervisors and ultimately to the City Manager, while PAC Members are responsible directly to the City Council.

In order that Members may be fully prepared to engage in productive discussion and take action when in open session, individual Members are encouraged to maintain a rapport with staff outside of meetings and ask clarifying questions regarding report materials and general matters within the body's purview prior to meetings.

However, individual Members shall not make separate work product requests of staff without discussion and approval of the PAC in open session, and shall not request that staff undertake work outside Council's policy direction for the body.

ARTICLE VIII – MEETINGS

Section 1. Time and Location of Meetings

By adoption of these Bylaws as policy, the City Council has thereby set the regular meeting schedule for the PAC as follows:

The fourth Wednesday of every third month, at 9:00 a.m.

Regular meeting months shall be January, April, July, and October.

Unless otherwise noticed, the PAC shall hold its meetings in the Council Chamber, Pismo Beach City Hall.

Section 2. Cancellation and Rescheduling

Regular meetings may be cancelled as follows:

• Proactively, if the meeting date lacks business of immediate concern. • Proactively, if the meeting date coincides with a holiday. • Proactively, if it is known ahead of time that a quorum of the body cannot be formed on that date.
• Reactively, if a quorum does not appear within 15 minutes of the scheduled meeting start time, or if a quorum is lost during the meeting.

In the event a meeting is cancelled proactively, staff shall publish a Notice of Cancellation as a courtesy for the public, if feasible. In the event a meeting is cancelled due to a holiday or lack of quorum, any remaining business of immediate concern may be rescheduled for either a special meeting, or the next available regular meeting date.

In the event a meeting is cancelled reactively due to lack of quorum, a Notice of Adjournment shall be posted and the unheard business re-agendized for a subsequent meeting.

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In the event a public hearing has been noticed for a meeting date that is subsequently cancelled, staff shall appear at the noticed meeting time and place to inform any attendees as to the cancellation of the meeting.

Cancellation may be done by a majority of the PAC, by staff in consultation with the Chair, or by staff with notification to the Chair when there is no business of immediate concern to agendize.

Staff shall make a good-faith attempt to gain majority consensus where feasible before cancelling a meeting, and shall at a minimum issue notification to all members immediately upon determining to cancel a meeting.

Section 3. Special Meetings

Special Meetings of the PAC may be called by a majority of the PAC, by the Chair of the PAC, by staff in consultation with the Chair, or by staff with notification to the Chair when advance consultation is infeasible. Staff and/or the Chair shall make a good-faith attempt to gain majority consensus where feasible before calling a Special Meeting, and shall at a minimum issue notification to all members immediately upon determining to call a Special Meeting.

There shall be no limit to the number of Special Meetings that may be called in a given year.

ARTICLE IX – CONDUCT OF MEETINGS

Section 1. Compliance with the Brown Act and Council Policies

All regular, special, and adjourned meetings of the PAC shall be open meetings to which all members of the public shall be admitted without restriction or qualification. In all respects, the conduct of the PAC, its meetings, and its Members, shall comport with the Brown Act, California Government Code Sections 54950—54963. Meetings will be held at locations accessible to persons with disabilities, and reasonable accommodations shall be made to the greatest extent possible.

Section 2. General Conduct of Meetings

Points of order and meeting conduct shall be settled by the Chair, unless overruled by a majority vote of the PAC, in compliance with the Brown Act, these Bylaws, and the City's Advisory Body Handbook. Points of order not addressed by the foregoing will be decided in accordance with the most current version of Rosenberg’s Rules of Order where practicable. Failure to strictly comply with Rosenberg’s Rules of Order shall not invalidate any action taken. Staff will assist the Chair with this compliance where appropriate. Unresolved issues shall be referred to staff and continued to a future meeting.

Members shall address members of the public and other meeting participants through the Chair.

The general public wishing to speak on an item shall be encouraged to address Members or other persons present through the Chair.

Section 3. How Items Are Placed on the Agenda

Working within the framework of City Goals, budget, and other policy direction set by the City Council, staff will identify the need for and schedule the majority of PAC agenda items.

Attachment 2.A
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Future agenda items may be requested by a Member of the PAC in open session. Such items shall be agendized by staff if approved by a majority of the PAC and generally in keeping with the PAC’s assigned purview. In the event a future agenda item is requested by a member of the public in open session, the PAC shall not be obligated to deliberate on the agenda item request, however any Member may assent to requesting that the PAC consider agendizing the item, in the manner described in this paragraph.

Occasional agenda item requests from a member of the public received outside of a noticed meeting, or other atypical agenda items, may be considered by staff, in consultation with the Chair, for suitability for being agendized when consulting with a majority of the PAC is infeasible due to time constraints. Issues may also be referred to the PAC by the City Council and staff shall agendize them in a timely fashion.

Section 4. Quorum

A quorum of the PAC shall consist of a majority (more than half) of the total number of PAC seats, regardless of any vacancies that may exist.

Section 5. Absence of a Quorum

In the absence of a quorum at the start of any meeting, the meeting may not be convened. In the event a quorum is lost during a meeting, the meeting shall be immediately suspended. Refer to Article VIII Section 2. for meeting cancellation and rescheduling procedures.

Section 6. Agenda

Staff shall set and publish the meeting agenda and its format shall conform to the template set by staff.

Section 7. Order of Business

The Chair or a majority vote of the PAC may change the order of business during a meeting.

Section 8. Seating Arrangement

The Chair shall be seated at the center of the dais; the Vice-Chair shall be seated to the Chair's right, from the perspective of those seated upon the dais. The seating of the remaining Members shall be made at the discretion of staff.

Section 9. Meeting End Time

No agenda item shall be introduced after 11:00 a.m. without the consent of a majority (more than half) of the Members present. Should majority approval fail to be granted for extension of the meeting, a Notice of Adjournment shall be posted and the unheard business re-agendized for a subsequent meeting.

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ARTICLE X – MOTIONS

Section 1. Call for Motion

Upon conclusion of discussion and following acceptance of public input, any Member may place a motion on the floor. The motion shall contain the proposed action in sufficient detail so as to be understood by the audience and staff. If no motion is immediately forthcoming, the Chair may call for a motion to be made, or make the motion.

Section 2. Seconding a Motion

The Chair shall receive all motions and shall call for a second to each motion. The Chair may second a motion.

Section 3. Lack of a Second

If, after a reasonable time, no second has been made, the motion shall be declared dead for lack of a second, and the Chair shall so state. Any motion dying for lack of a second shall not be included in the meeting minutes.

Section 4. Discussion/Debate

After a motion has been made and seconded, the Chair shall call for a discussion of the question. All discussion shall be limited to the motion on the floor. At the close of the discussion, the Chair shall put the matter to a vote by causing either a roll call vote or voice vote to be conducted, in accordance with Article XI Section 3 and Section 4.

Section 5. Time Limits on Discussion/Debate

The Chair reserves the discretion to limit the duration of debate on any motion, but shall ensure that each Member has the opportunity to speak.

Section 6. Amending a Motion

A motion to amend may be made by any Member to revise a motion on the floor, but it cannot be a freestanding motion on its own, nor can it substitute for a main motion. The motion to amend must be voted upon, unless the maker and the seconder accept it as a friendly amendment, and, if so accepted, it then becomes part of the main motion.

Section 7. Withdrawing a Motion

Any motion may be withdrawn by the maker at any time prior to being voted upon. Such a withdrawn motion shall not be included in the meeting minutes. If the motion has been seconded, the Chair shall invite the seconder to make the motion anew.

Section 8. Motion to Table

A motion to table may be made to suspend consideration of an item that appears on a meeting agenda for reasons of urgency or to end an unproductive discussion. A motion to table is not in order when another Member has the floor. A motion to table requires a second, is not Attachment 2.A
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debatable, is not amendable, requires a majority vote for passage, and, if adopted, cannot be reconsidered at the meeting at which it is adopted.

Members will refrain from using a motion to table as a means of capriciously limiting debate among Members, or to suppress a minority of the PAC. Motions to table shall only be made after the opportunity has been given for public input on the item.

ARTICLE XI – VOTING

Section 1. Recusal (Disqualification due to Conflict of Interest)

In accordance with the City of Pismo Beach's Conflict of Interest Code, which incorporates applicable components of the Political Reform Act, California Government Code Section 87100 et seq. and California Code of Regulations Title 2 Section 18700 et seq., Members of the PAC shall disqualify themselves from making, participating in the making of, or in any way using their official position to influence, a governmental decision if it is reasonably foreseeable that the decision will have a material financial effect, that is distinguishable from its effect on the public generally, upon the Member and certain immediate family members.

Any Member with such a disqualifying financial interest relating to a particular agenda item, or who otherwise wishes to recuse themselves from participation in an agenda item due to the potential for perceived or common-law conflicts of interest, shall do the following:

• If the Member is present at the commencement of the agenda item giving rise to the conflict, the Member shall openly announce the nature of the conflict following the Chair's announcement of the item, but before discussion has begun.

The Member shall publicly identify the financial interest that gives rise to the conflict in detail sufficient to be understood by the public:

o If the conflict arises from an investment, the Member shall announce the name of the business entity in which each investment is held;
o If the conflict arises from a business position, the Member shall give a general description of the business activity in which the business entity is engaged as well as the name of the business entity;
o If the conflict arises from real property, the Member shall announce the address or another indication of the location of the property, unless the property is the public official's principal or personal residence, in which case, the Member shall announce that the property is a residence and disclosure of the exact street address of a residence is not required;
o If the conflict arises from income or gifts, the Member shall identify the source; and o If the conflict arises from personal financial effect, the Member shall identify of the expense, liability, asset, or income affected.

• The Member shall recuse themselves from discussing and voting on the matter by vacating their seat until the matter in question has been resolved.

• The Member shall leave the room until after the discussion, vote, and any other disposition of the matter is concluded, unless the matter has been placed on the portion of the agenda reserved for uncontested matters. Exception: a Member of the PAC who is recused from discussion due to conflict of interest may choose to listen from the audience with the general Attachment 2.A
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public, and may address the PAC regarding the Member’s personal interests in the matter during the time that the general public speaks on the issue, if the Member has complied with all of the above.

• If the Member leaves a meeting in advance of the agenda item giving rise to the conflict, the official shall identify the item and announce the nature of their conflict prior to leaving the meeting, in accordance with the descriptive requirements outlined above.

• If the Member first joins a meeting after the consideration of the agenda item giving rise to the conflict, the official shall identify the item and announce the nature of their conflict as soon as feasible upon joining the meeting, in accordance with the descriptive requirements outlined above.

The stated reason for the Member's recusal shall be noted in the meeting minutes.

Except as may be required by applicable law, a Member who is recused due to conflict of interest may not be called upon to break a tie or form a quorum.

In addition to the provisions set forth in these Bylaws, Members shall be required to adhere to all other provisions of the City’s Conflict of Interest Code as it pertains to participation in governmental decision-making, and other matters.

Section 2. Abstention (Voluntarily Declining to Vote)

Members are strongly encouraged to vote upon all matters before the body except in cases of conflict of interest. The maker and seconder of any motion are encouraged to avoid abstaining when called upon for their vote.

Members may routinely abstain from voting upon the adoption of minutes from a prior meeting at which the Member was not in attendance, or upon their own nomination to the office of Chair or Vice-Chair. However, capricious, or excessive abstention shall be avoided and may be cause for removal from the PAC.

Section 3. Roll Call Vote

Voting upon motions shall be conducted in the form of a roll call vote, unless the Chair determines to conduct a voice vote as provided in Section 4. When a motion has been made and seconded and no matters remain under discussion, the Chair shall call upon the Meeting Clerk to conduct a vote, and the Meeting Clerk shall upon each Member by name one at a time in the following order: Non-officer Members in alphabetical order by last name, then Vice-Chair, then Chair.

Each Member shall clearly state “Aye," "Yes," or "Yea" in the affirmative; “No," or "Nay" in the negative; or "Abstain." Any other utterance that does not clearly indicate an affirmative or negative, in the judgement of the Meeting Clerk, shall be tallied as an abstention. The Meeting Clerk shall then announce the outcome of the vote in compliance with the Brown Act.

A Member may state the reasons for their vote for the benefit of the audience, but said comments shall only be entered into the record if the Secretary determines that the outcome of the vote warrants a clarifying note for legislative recordkeeping purposes. Statements made “for the record” shall not be recorded in the meeting minutes.

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A roll call vote must be conducted upon all hearing items, all matters related to money, and all actions relating to the adoption, amendment, or repeal of policy or code. Roll call votes should be undertaken on any motion where the vote upon the motion is likely to be divided. For other matters, the Chair may conduct a vote by voice vote, in accordance with Section 4. below.

Section 4. Voice Vote

Where there is no objection from any Member or staff member, the Chair may conduct a vote by voice vote in lieu of a roll call vote, provided a roll call vote is not required by Section 3. above and provided that the result of the vote thereafter announced in compliance with the Brown Act.

The Chair shall call the question in the form of "All in favor?" followed by "All opposed?" and then "Abstaining?"

Each Member shall clearly state “Aye," "Yes," or "Yea" in the affirmative; “No," or "Nay" in the negative; or "Abstain."

In the event the outcome of a voice vote is unclear, any Member or staff member may request a roll call vote immediately following a voice vote. A roll call vote shall be taken without further discussion.

A voice vote is distinguished from direction given by general consensus, in that a voice vote is an alternative method of calling for the question on a motion made, whereas in the case of general consensus, no motion is made.

Section 5. Sealed Ballot Votes

The PAC shall not take a secret ballot vote, whether preliminary or final.

Section 6. Passage of Motion

Passage of a motion shall be made by a simple majority of the Members present and voting, except as otherwise required by law. Staff shall inform the PAC, as a component of a staff report and/or during oral comment on the item, when a particular item requires greater than a simple majority to pass.

Section 7. Tie Votes

A tie vote is a failed motion resulting in “no action,” regardless of the reason. Such failure to act shall constitute neither approval nor denial.

Except as may be required by applicable law, a Member who is recused due to conflict of interest may not be called upon to break a tie.

Section 8. Failure to Approve

Failure of a motion to approve shall not necessarily constitute denial, and vice versa. A Member may propose an alternative motion subject to the procedures of Article X – Motions.

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Section 9. Results of Voting

The Meeting Clerk shall state the results of each vote, and the vote or abstention on that action of each member, e.g., “The motion passes by a vote of three to two, Members A, B, and C voting yes, and Members D and E voting no.” The Meeting Clerk shall enter into the record the disposition of each Member at the time of the vote, recording each as aye, no, recused, abstaining, or absent.

Section 10. General Consensus

The PAC may reach general consensus on a matter not requiring a motion and provide its recommendation or direction to staff without motion or vote. The Chair shall solicit assent from at least a majority of Members in a manner that is evident to staff, and shall confirm with staff that the recommendation or direction received is clear.

ARTICLE XII – REPORTS

Section 1. Agenda Reports to PAC

Matters placed upon an agenda for consideration by the PAC shall be accompanied by a written report of staff if the request involves the adoption of a resolution or approval of other written policy or procedural document, the rendering of a formal recommendation on a matter to be heard by higher body, and in other cases determined appropriate by staff. A consistent report format shall be adopted.

Reports of staff shall clearly state staff's recommendation for action and the rationale therefor, and shall provide sufficient background information and context to allow the PAC to render a well-informed decision or recommendation. Documents that are the subject of, or will substantially aid, deliberations shall be attached to and discussed within such reports. Where an agenda item requires deliberation and/or recommendation on project design or other aesthetic considerations, plans, photographs, or other relevant visual aids shall be included with the agenda materials for consideration in advance of the meeting.

Section 2. Subcommittee Reports

Committee reports provided to the PAC may be verbal or written; written reports shall be entered into the record of materials associated with the meeting.

Section 3. Rendering of Recommendations to Council

Recommendations of the PAC deemed necessary or desirable for consideration by the City Council shall be presented to the Council in a manner deemed appropriate by the City Manager.

Recommendations to be forwarded to the Council in open session shall be prepared by staff in the manner typical of all other Council matters. A report conforming to the format and standards for City Council agenda items shall be prepared by department staff and their Department Head, and presented to the City Manager for scheduling and approval.

In the event that staff's professional recommendation on a matter differs from the recommendation rendered by the PAC, staff's report to Council on the matter shall include both recommendations, and a thorough analysis of each, for the Council's consideration.

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ARTICLE XIII – RECORD KEEPING

Section 1. Maintenance of Records

All PAC records shall be maintained by staff according to the City of Pismo Beach Records Retention Schedule.

Section 2. Minutes

Action-only minutes will be produced for all PAC meetings in a format substantially similar to that used for City Council meetings. Minutes shall serve solely as record of the legislative actions occurring at each meeting, with minimal additional editorial content, subject to the determination of the Secretary. The PAC Secretary shall have sole responsibility for preparation of meeting minutes, and any direction for change in the minutes shall be made only by majority action of the PAC. Minutes shall be reviewed and/or amended and then approved by the PAC at the next feasible regular meeting.

Subcommittee reports presented orally in a meeting shall be briefly summarized in the minutes.

Section 3. Audio and Video Recording of Meetings

Proceedings for all PAC meetings shall be recorded whenever possible. When video recording/broadcasting is not readily feasible, an audio recording shall be made. Any meeting recordings shall be retained pursuant to the City of Pismo Beach Records Retention Schedule.

In compliance with the Brown Act, Members of the public have the right to make recordings of a meeting so long as meeting proceedings are not disrupted.

ARTICLE XIV – COMMITTEES

Section 1. Subcommittees

Subcommittees consisting of less than a majority of the PAC may be established by a majority of the PAC, or by staff in consultation with the Chair when action by the majority of the PAC to establish a committee is infeasible due to time constraints. Such committees shall be established to gather information or deliberate on a particular issue deemed necessary to carrying out the functions and purpose of the PAC, for a limited duration. Staff may attend, but shall not be required to provide comprehensive staff support to, subcommittee meetings.

A Subcommittee member or staff member shall publicly report upon any activity of the committee in open session at the next available meeting. Following subcommittee input, the PAC shall deliberate and act upon on the designated issue, thereby providing the public with the opportunity to participate in the decision-making process. Any report(s) of the subcommittee on its subject of investigation shall be entered into the public record and shall serve in lieu of any meeting minutes for the committee. Subcommittees shall be dissolved once their specific task is completed.

No subcommittee shall be formed in such a manner as to subject it to the requirements of the Brown Act.

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18 Rev. 2023-11-02
Section 2. Standing Committees

Standing Committees may be established by a majority of the PAC to gather information or deliberate on issues deemed necessary to carrying out the functions and purpose of the PAC, on an ongoing basis. Any such standing committee with continuing subject matter jurisdiction, regardless of its composition or number or office of members, shall be deemed to be subject to the Brown Act unless advised otherwise by the City Attorney. Staff shall not provide administrative or legislative support to any standing committee unless directed to do so by the City Council.

All standing committees shall provide written or oral reports in public session, no less than quarterly, to the PAC.

Section 3. Committee Meetings

All Standing Committee and Subcommittee meetings shall be held at times mutually agreeable to the committee members.

ARTICLE XV – AMENDMENTS

A majority of the full membership of the City Council may amend these bylaws at any juncture with or without prior review or recommendation by the PAC.

The PAC shall schedule its review of these Bylaws at least biennially and shall render a recommendation to the City Council regarding any recommended amendments hereto. Review shall be conducted as soon as feasible following the annual seating of members and election of officers.

ARTICLE XVI – ADOPTION OF BYLAWS

Immediately upon favorable vote of a majority of the full membership of the City Council of the City of Pismo Beach, these Bylaws shall be in full force and effect. All previously adopted bylaws are hereby superseded.

These Bylaws shall not be construed in any manner conflicting with controlling provisions of state or federal law, and shall not be construed as attempting to supersede any ordinance of the City Council of the City of Pismo Beach. In the event of conflict between these Bylaws and other policies enacted by the Council regulating these same matters, the newer of the policies shall prevail. If any portion of these Bylaws shall be deemed to be unconstitutional or otherwise invalid, the validity of the remaining sections, subsections and clauses shall not be affected thereby.

The provisions of these Bylaws shall not preclude the preparation and adoption of further procedural manuals and policies by which the PAC may direct its activities.

Attachment 2.A
Council Agenda 11-7-2023 9.L-46

RESOLUTION NO. R-2023-XXX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,

CALIFORNIA ADOPTING REVISED BYLAWS FOR THE PARKS, RECREATION AND BEAUTIFICATION COMMISSION; RESCINDING RESOLUTION R-2020-013

WHEREAS, Bylaws are the City Council’s policy statement on the purpose, duties, composition, and operation of its Advisory Bodies; and

WHEREAS, Bylaws for the Parks, Recreation and Beautification Commission were last revised in 2020; and

WHEREAS, the newly-updated Bylaws reflect recent recommendations from the Commission regarding absence thresholds and meeting end times, as well as updates recommended by staff to modernize Political Reform compliance practices and other aspects of the body’s administration.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby adopts revised Bylaws for the Parks, Recreation and Beautification Commission, as set forth in Exhibit A hereto.

BE IT FURTHER RESOLVED that the City Council of the City of Pismo Beach hereby rescinds Resolution R-2020-013, which adopted the prior Bylaws.

UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 7th day of November 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RECUSED:

Approved: Attest:

________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
Attachment 3
Council Agenda 11-7-2023 9.L-47

City of Pismo Beach

Parks, Recreation and Beautification Commission

BYLAWS

Revision History:

R-2023-XXX, XXXX 2023
R-2020-013, February 4, 2020
R-2019-016, March 5, 2019
R-2017-094, October 17, 2017
R-2009-054, August 18, 2009
Attachment 3.A
Council Agenda 11-7-2023 9.L-48

1 Rev. 2023-11-02

TABLE OF CONTENTS

ARTICLE I – NAME AND AUTHORITY ........................................................................................ 3 Section 1. Name ........................................................................................................................ 3 Section 2. Authority ................................................................................................................... 3 ARTICLE II – PURPOSE .............................................................................................................. 3 ARTICLE III – DUTIES AND RESPONSIBILITIES ....................................................................... 3 ARTICLE IV – MEMBERSHIP ...................................................................................................... 4 Section 1. Membership .............................................................................................................. 4 Section 2. Qualifications and Appointment ................................................................................ 4 Section 3. Absences .................................................................................................................. 4 Section 4. Suspension or Termination ...................................................................................... 5 Section 5. Resignation .............................................................................................................. 5 Section 6. Public Cooperation ................................................................................................... 5 ARTICLE V – TERM OF OFFICE ................................................................................................. 5 Section 1. Term ......................................................................................................................... 5 Section 3. Membership Year ..................................................................................................... 6 Section 4. Dual Service ............................................................................................................. 6 ARTICLE VI – OFFICERS AND ELECTIONS .............................................................................. 6 Section 1. Officers ..................................................................................................................... 6 Section 2. Annual Election of Officers ....................................................................................... 6 Section 3. Term of Office ........................................................................................................... 7 Section 4. Nominations & Voting ............................................................................................... 7 Section 5. Vacancy of an Office ................................................................................................ 7 Section 6. Removal of Elected Officers ..................................................................................... 7 Section 7. Duties of the Chair .................................................................................................... 8 Section 8. Duties of the Vice-Chair ........................................................................................... 8 Section 9. Duties of the Acting Chair ......................................................................................... 8 Section 10. Duties of the Secretary ........................................................................................... 8 ARTICLE VII – STAFF SUPPORT ................................................................................................ 8 Section 1. Staff Duties ............................................................................................................... 8 Section 2. Staff Relationship to the PRBC ................................................................................ 9 ARTICLE VIII – MEETINGS .......................................................................................................... 9 Section 1. Time and Location of Meetings ................................................................................ 9 Section 2. Cancellation and Rescheduling ................................................................................ 9 Section 3. Special Meetings .................................................................................................... 10 ARTICLE IX – CONDUCT OF MEETINGS ................................................................................. 10 Section 1. Compliance with the Brown Act and Council Policies ............................................ 10 Section 2. General Conduct of Meetings ................................................................................. 10 Section 3. How Items Are Placed on the Agenda ................................................................... 11 Section 4. Quorum .................................................................................................................. 11 Section 5. Absence of a Quorum ............................................................................................ 11 Section 6. Agenda ................................................................................................................... 11 Section 7. Order of Business ................................................................................................... 11 Section 8. Seating Arrangement ............................................................................................. 11 Attachment 3.A
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2 Rev. 2023-11-02
ARTICLE X – MOTIONS ............................................................................................................. 12 Section 1. Call for Motion ........................................................................................................ 12 Section 2. Seconding a Motion ................................................................................................ 12 Section 3. Lack of a Second .................................................................................................... 12 Section 4. Discussion/Debate ................................................................................................. 12 Section 5. Time Limits on Discussion/Debate ......................................................................... 12 Section 6. Amending a Motion ................................................................................................ 12 Section 7. Withdrawing a Motion ............................................................................................. 12 Section 8. Motion to Table ....................................................................................................... 13 ARTICLE XI – VOTING ............................................................................................................... 13 Section 1. Recusal (Disqualification due to Conflict of Interest) .............................................. 13 Section 2. Abstention (Voluntarily Declining to Vote) .............................................................. 14 Section 3. Roll Call Vote .......................................................................................................... 14 Section 4. Voice Vote .............................................................................................................. 15 Section 5. Sealed Ballot Votes ................................................................................................ 15 Section 6. Passage of Motion .................................................................................................. 15 Section 7. Tie Votes ................................................................................................................ 15 Section 8. Failure to Approve .................................................................................................. 16 Section 9. Results of Voting .................................................................................................... 16 ARTICLE XII – REPORTS .......................................................................................................... 16 Section 1. Agenda Reports to PRBC ...................................................................................... 16 Section 2. Subcommittee Reports ........................................................................................... 16 Section 3. Rendering of Recommendations to Council ........................................................... 16 ARTICLE XIII – RECORD KEEPING .......................................................................................... 17 Section 1. Maintenance of Records ........................................................................................ 17 Section 2. Minutes ................................................................................................................... 17 Section 3. Audio and Video Recording of Meetings ................................................................ 17 ARTICLE XIV – COMMITTEES .................................................................................................. 17 Section 1. Subcommittees ....................................................................................................... 17 Section 2. Standing Committees ............................................................................................. 18 Section 3. Committee Meetings .............................................................................................. 18 ARTICLE XV – AMENDMENTS ................................................................................................. 18 ARTICLE XVI – ADOPTION OF BYLAWS ................................................................................. 18

Attachment 3.A
Council Agenda 11-7-2023 9.L-50

3 Rev. 2023-11-02
City of Pismo Beach

Parks, Recreation and Beautification Commission
BYLAWS

ARTICLE I – NAME AND AUTHORITY

Section 1. Name

The Name of this organization shall be the Parks, Recreation and Beautification Commission of the City of Pismo Beach, California; hereinafter referred to as the PRBC.

Section 2. Authority

The PRBC is established under the authority of the City Council of the City of Pismo Beach to aid in the conduct of the business of the City within the policy direction of the Council. The body's membership, constitution, duties, and other aspects may be amended, or the body dissolved, by majority action of the Council at any time.

The PRBC is established by City Council resolution and these Bylaws have been, and will be, periodically updated in accordance with policy direction of the Council with respect to the body.

ARTICLE II – PURPOSE

The PRBC is a body of residents created to advise the City Council in all matters pertaining to parks, public recreation, access, open space, trails, and community beautification.

ARTICLE III – DUTIES AND RESPONSIBILITIES

The PRBC shall have the ability, as vested by the City Council, and be required:

A. To make recommendations and/or take action to assist the City Council in achieving its stated goals pertaining to parks, public recreation, access, open space, trails, and community beautification.

B. To gather public input on all matters pertaining to parks, public recreation, access, open space, trails, and community beautification, and to cooperate with other governmental agencies and civic groups for the enhancement of visual quality and the advancement of sound parks and recreation planning and programming.

C. To recommend policies and fees for park and recreation services for approval by the City Council and interpret these policies and fees to the public.

D. To encourage individuals and citizen groups to volunteer effort, time, and resources for the development and operation of recreation and park facilities and at all times generally enlist community interest in recreation and parks.

E. To recommend to the City Council the development of recreational areas, parks, facilities, programs and improved recreation services.

F. To recommend to the City Council the adoption of standards concerning parks, recreation, access, open space, and trails with respect to areas, facilities, programs and improved recreation services.

G. To advise Parks and Recreation staff in the preparation of the annual parks maintenance, park improvement, and recreation program budgets and recommend long- range park and recreation facilities improvements.

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4 Rev. 2023-11-02
H. To recommend to the City Council rules and regulations governing the use of recreation areas and facilities consistent with ordinances of the City for the safe and appropriate use of City parks and facilities.

I. To review and make recommendations on landscape plans for public rights-of-way, parks, major subdivisions, public properties, and other projects on referral from the City Council or the Planning Commission.

J. To identify and recognize efforts to improve the visual quality of the community.

K. To review public art concepts, select ad-hoc review committees, hold hearings, make recommendations to the City Council, and other duties related to the City's Public Art Program.

L. To devise processes and/or provide oversight for special projects, or aspects of projects, that fall under the category of public art or enhancement of City visual quality.

ARTICLE IV – MEMBERSHIP

Section 1. Membership

The PRBC shall consist of five (5) persons, or such other number of persons as directed by the City Council, hereinafter referred to as Members.

Section 2. Qualifications and Appointment

Members of the PRBC shall be appointed by action of the City Council. No Member shall be an employee of, or hold any other office with, the City of Pismo Beach, except as allowed by Article V Section 4 of these Bylaws. In accordance with Pismo Beach Municipal Code Section

2.42.010, any person convicted of a felony shall not be eligible for service. Applicants must be at least 18 years of age at time of appointment.

Each Member of the PRBC shall be a resident of the city of Pismo Beach at the time of appointment and during the entire term of service.

By applying for appointment to the PRBC, Members pledge to meet the minimum attendance requirement.

Section 3. Absences

Members shall make a good faith attempt to notify the Chair and Secretary in advance of an anticipated absence from any meeting.

Each Member is allowed no more than 2 absences from all meetings per calendar year.

Should a Member exceed these allowed absences by one absence, staff shall notify the City Clerk, who shall notify the City Council.

Should a Member exceed these allowed absences by two or more absences, staff shall notify the City Clerk, who shall notify the City Council. The Mayor shall then meet with the Member to discuss whether the Member is able to continue to serve.

If, in the opinion of the Mayor, the Member's excessive absences warrant consideration of action by the entire Council, the Mayor shall direct the City Clerk to schedule an agenda item allowing the City Council to consider in open session the continued service of the Member. In Attachment 3.A
Council Agenda 11-7-2023 9.L-52

5 Rev. 2023-11-02
the alternative, the Council, in open session, may grant a Member a defined leave of absence without regard to this Section’s attendance requirements.

Section 4. Suspension or Termination

In addition to provisions for termination due to excessive absences as described above, the City Council may terminate or suspend any Member of the PRBC prior to the expiration of the Member’s term of office, with or without cause, provided the action is properly agendized and conducted in open session in accordance with the Brown Act, and the termination or suspension is approved by majority vote.

Termination shall mean that the Member's seat is deemed to be completely vacated.

Suspension shall mean that a Member is not permitted to attend meetings as a member of the body for the duration of the suspension, but it shall not relieve the Member of any other duty or regulation normally applicable to the Member, such as conflict of interest prohibitions.

Section 5. Resignation

Any Member wishing to resign their membership with the PRBC prior to the scheduled end of their term shall do so by delivering written notice to the City Clerk. If the notice of resignation does not set forth a resignation date, the resignation will be deemed effective as of the date the notice is received by the City Clerk or City Clerk's designee.

Section 6. Public Cooperation

The PRBC, and committees thereof, may work with member(s) of the public in pursuit of the PRBC's purpose and duties, however no member of the public shall be officially recognized as an ex-officio member or at-large member, or otherwise engaged in any way so as to render the member of the public subject to the provisions of the Brown Act, unless directed by the Council.

Section 7. Compensation

The PRBC may receive compensation in the form of a stipend as established from time to time by Resolution of the City Council. Members may choose to waive receipt of their stipend if desired. Whether or not a Member chooses to receive an allowed stipend shall not factor into decisions about discipline or membership status.

ARTICLE V – TERM OF OFFICE

Section 1. Term

The term of office for each appointee to the PRBC shall be two (2) years. Members are eligible for reappointment unless determined to no longer meet the minimum eligibility requirements or unless previously terminated with prejudice. No term limits apply to the PRBC. Terms are staggered to encourage a mix of policy continuity and institutional knowledge while allowing time for new Members, with new and different points of view, to be integrated into the PRBC.

New and re-appointed Members commence their terms on March 1st annually; mid-term appointments to fill unanticipated vacancies begin the day the appointment is made by the Council and expire at the term's scheduled end date unless otherwise directed by a majority of the City Council.

Attachment 3.A
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6 Rev. 2023-11-02
Section 2. Oath of Office

Members of the PRBC shall take the constitutionally prescribed Oath of Office for public officials. The City Clerk or designee will administer an Oath of Office to new and re-appointed Members prior to or at the commencement of the Member's first meeting in each term. At the discretion of liaison staff, the Oath of Office may be scheduled as a ceremonial item during open session.

Section 3. Membership Year

A membership year shall commence on March 1st and end on the last day of February the following year. Unless otherwise directed by the Council, each full appointment spans two consecutive membership years.

Section 4. Dual Service

As a general policy, an applicant shall not be appointed to serve on more than one City Advisory Body at any time, except that a Member may serve concurrently on one legislative (Brown Act) body and one non-legislative body (e.g. Special Events Committee or Traffic Safety Committee) concurrently.

Any sitting legislative Advisory Body Member who makes an application for service on another legislative Advisory Body warrants by their application that they will resign from their current seat immediately upon being appointed to another. Should the Member fail to resign in accordance with this paragraph, the prior seat shall be deemed vacated immediately upon the Member’s taking the Oath of Office for the new seat.

ARTICLE VI – OFFICERS AND ELECTIONS

Section 1. Officers

Elected officers of the PRBC shall consist of one Chair and one Vice-Chair.

Appointed officers shall consist of a Secretary, which duties shall be performed by a staff member appointed by the Tourism and Events Department Director or designee.

Section 2. Annual Election of Officers

At the commencement of the first PRBC meeting held on or after March 1 of every year, there shall be elected from among the membership of the PRBC one Chair and one Vice-Chair. A majority of the PRBC may determine to postpone the formal election of officers until a subsequent meeting if deemed necessary or desirable.

If, at the end of the Chair or Vice-Chair’s advisory body membership term, the member is reappointed by the City Council such that there is no break in service, the Chair or Vice-Chair shall continue to hold that office until the next election of officers.

In the event a vacancy exists in the office of Chair at the commencement of new terms, the Vice-Chair shall serve as Acting Chair until officers have been elected.

Attachment 3.A
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7 Rev. 2023-11-02
In the event a vacancy exists in both offices of Chair and Vice-Chair at the commencement of new terms, present members shall elect an Acting Chair to serve until officers have been elected.

Section 3. Term of Office

A full term of office for the Chair and Vice-Chair shall be for a period of approximately one (1) year, service to end upon election of new officers, or termination of membership without immediate reappointment.

Section 4. Nominations & Voting

The Chair or Acting Chair will open the floor to nominations for the office of Chair. Any Member may nominate any one other Member for the office; the nomination must be seconded.

Upon seconding of the nomination, the Member who has been nominated shall be given the opportunity to decline the nomination. If the Member does not decline, their nomination stands.

The Chair or Acting Chair shall then invite the Meeting Clerk to take a roll call vote upon the nomination. If the nomination passes by at least a simple majority, the nominee is thereby elected to fill the office of Chair, effective upon the next order of business. If the nomination does not pass by majority vote, another nomination shall be made, and another vote taken, as above, until a Chair is elected.

The same procedure is then repeated for the election of Vice-Chair.

Section 5. Vacancy of an Office

Should a mid-term vacancy occur, for any reason, in the office of Chair or Vice-Chair, a special election shall be held to fill the vacant office from among the remaining membership at the commencement of the next meeting. The elected Member shall serve until the next annual election.

In any event of vacancy, absence, or incapacity of the Chair, the Vice-Chair shall serve as Acting Chair until the Chair resumes office or a new Chair is elected.

In any event of vacancy, absence, or incapacity of the Chair and Vice-Chair, present members shall elect an Acting Chair to serve until the Chair and/or Vice-Chair resume office or until a new Chair and Vice-Chair are elected.

Section 6. Removal of Elected Officers

The Chair or Vice-Chair may be removed from office by a majority vote of the PRBC.

If an officer is removed in absentia, the PRBC Secretary shall deliver written notice to the Member of their removal as soon thereafter as feasible.

Any officer removed ceases to hold the office once the vote has been tallied and announced. If the Chair is removed, the Vice-Chair shall become the Acting Chair until such time that a special election can be held in accordance with Section 5. above.

Attachment 3.A
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8 Rev. 2023-11-02
Section 7. Duties of the Chair

The Chair shall preside at all meetings. Points of order and meeting conduct shall be settled by the Chair, unless overruled by a majority vote of the PRBC, in compliance with the Brown Act, these Bylaws, and the City's Advisory Body Handbook. Points of order not addressed by the foregoing will be decided in accordance with the most current version of Rosenberg’s Rules of Order to the extent practicable. Failure to strictly comply with Rosenberg’s Rules of Order shall not invalidate any action taken. Staff will assist the Chair with this compliance where appropriate.

The Chair acts as primary contact for staff for certain matters not requiring action by a majority of the body, and shall represent the PRBC before City Council whenever deemed necessary or desirable by the PRBC or Council.

Section 8. Duties of the Vice-Chair

The Vice-Chair shall assume all duties of the Chair in the event of vacancy, absence, incapacity of the Chair.

Section 9. Duties of the Acting Chair

The Acting Chair shall assume all duties of the Chair in the event of vacancy, absence, incapacity of the Chair and Vice-Chair, until either or both return, or until such time that a special election can be held in accordance with Section 5. above.

Section 10. Duties of the Secretary
The duties of the Secretary, whose responsibilities are defined further herein, include legislative recordkeeping, helping to assure Brown Act compliance in cooperation with the City Clerk and City Attorney, and preparation of meeting minutes.

Unless otherwise assigned, the Secretary shall serve as the Meeting Clerk of the PRBC.

ARTICLE VII – STAFF SUPPORT

Section 1. Staff Duties

The City Manager shall designate appropriate staff to act as staff liaisons to assist and support the PRBC in the fulfillment of its duties and responsibilities.

Staff shall be responsible for creation and/or provision of such reports, studies, and technical recommendations as are necessary to assist the PRBC in the conduct of its business, shall publish meeting agendas and shall post, publish, and circulate any required public notices associated therewith. Staff shall attend all regular and special PRBC meetings, assist the Chair with administration of the meeting, and record the minutes of the meetings.

Staff shall work closely with the Chair or other individual Members between meetings as needed to advance matters not requiring action of the entire body, and may represent the PRBC at other meetings, presentations, and other public functions as requested.

Staff shall be responsible for the maintenance of proper records and files pertaining to PRBC business in accordance with Article XIII. Staff shall receive and enter into the record all public Attachment 3.A
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9 Rev. 2023-11-02
comment, petitions, or other documents presented to the PRBC in support of, or in opposition to, any question before the PRBC, and make the records available to the public upon request except where exempt by law.

The Secretary of the PRBC shall act as a designee of the City Clerk with respect to attestation of all documents evidencing legislative actions of the PRBC, and shall carefully curate the same. The Secretary shall be responsible for working with the City Clerk or, as needed, the City Attorney to assure administration of the PRBC's business in accordance with the Brown Act.

Any staff so designated by the City Clerk must take the Oath in order to attest to any such documents.

Section 2. Staff Relationship to the PRBC

Staff support and assistance is provided to the PRBC in pursuit of the achievement of Council Goals and completion of other approved work plan items. Staff members work closely with advisory bodies, however advisory bodies do not exercise supervisory authority, are not employees, and are outside staff chains of command. Staff members remain responsible to their immediate supervisors and ultimately to the City Manager, while PRBC Members are responsible directly to the City Council.

In order that Members may be fully prepared to engage in productive discussion and take action when in open session, individual Members are encouraged to maintain a rapport with staff outside of meetings and ask clarifying questions regarding report materials and general matters within the body's purview prior to meetings.

However, individual Members shall not make separate work product requests of staff without discussion and approval of the PRBC in open session, and shall not request that staff undertake work outside Council's policy direction for the body.

ARTICLE VIII – MEETINGS

Section 1. Time and Location of Meetings

By adoption of these Bylaws as policy, the City Council has thereby set the regular meeting schedule for the PRBC as follows:

The first Thursday of every other month, at 6:00 p.m.

Regular meeting months shall be January, March, May, July, September, and November.

Unless otherwise noticed, the PRBC shall hold its meetings in the Council Chamber, Pismo Beach City Hall.

Section 2. Cancellation and Rescheduling

Regular meetings may be cancelled as follows:

• Proactively, if the meeting date lacks business of immediate concern. • Proactively, if the meeting date coincides with a holiday. • Proactively, if it is known ahead of time that a quorum of the body cannot be formed on that date.

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10 Rev. 2023-11-02
• Reactively, if a quorum does not appear within 15 minutes of the scheduled meeting start time, or if a quorum is lost during the meeting.

In the event a meeting is cancelled proactively, staff shall publish a Notice of Cancellation as a courtesy for the public, if feasible. In the event a meeting is cancelled due to a holiday or lack of quorum, any remaining business of immediate concern may be rescheduled for either a special meeting, or the next available regular meeting date.

In the event a meeting is cancelled reactively due to lack of quorum, a Notice of Adjournment shall be posted and the unheard business re-agendized for a subsequent meeting.

In the event a public hearing has been noticed for a meeting date that is subsequently cancelled, staff shall appear at the noticed meeting time and place to inform any attendees as to the cancellation of the meeting.

Cancellation may be done by a majority of the PRBC, by staff in consultation with the Chair, or by staff with notification to the Chair when there is no business of immediate concern to agendize. Staff shall make a good-faith attempt to gain majority consensus where feasible before cancelling a meeting, and shall at a minimum issue notification to all members immediately upon determining to cancel a meeting.

Section 3. Special Meetings

Special Meetings of the PRBC may be called by a majority of the PRBC, by the Chair of the PRBC, by staff in consultation with the Chair, or by staff with notification to the Chair when advance consultation is infeasible. Staff and/or the Chair shall make a good-faith attempt to gain majority consensus where feasible before calling a Special Meeting, and shall at a minimum issue notification to all members immediately upon determining to call a Special Meeting.

There shall be no limit to the number of Special Meetings that may be called in a given year.

ARTICLE IX – CONDUCT OF MEETINGS

Section 1. Compliance with the Brown Act and Council Policies

All regular, special, and adjourned meetings of the PRBC shall be open meetings to which all members of the public shall be admitted without restriction or qualification. In all respects, the conduct of the PRBC, its meetings, and its Members, shall comport with the Brown Act, California Government Code Sections 54950—54963. Meetings will be held at locations accessible to persons with disabilities, and reasonable accommodations shall be made to the greatest extent possible.

Section 2. General Conduct of Meetings

Points of order and meeting conduct shall be settled by the Chair, unless overruled by a majority vote of the PRBC, in compliance with the Brown Act, these Bylaws, and the City's Advisory Body Handbook. Points of order not addressed by the foregoing will be decided in accordance with the most current version of Rosenberg’s Rules of Order where practicable. Failure to strictly comply with Rosenberg’s Rules of Order shall not invalidate any action taken. Staff will assist the Chair with this compliance where appropriate. Unresolved issues shall be referred to staff and continued to a future meeting.

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11 Rev. 2023-11-02

Members shall address members of the public and other meeting participants through the Chair.

The general public wishing to speak on an item shall be encouraged to address Members or other persons present through the Chair.

Section 3. How Items Are Placed on the Agenda

Working within the framework of City Goals, budget, and other policy direction set by the City Council, staff will identify the need for and schedule the majority of PRBC agenda items.

Future agenda items may be requested by a Member of the PRBC in open session. Such items shall be agendized by staff if approved by a majority of the PRBC and generally in keeping with the PRBC’s assigned purview. In the event a future agenda item is requested by a member of the public in open session, the PRBC shall not be obligated to deliberate on the agenda item request, however any Member may assent to requesting that the PRBC consider agendizing the item, in the manner described in this paragraph.

Occasional agenda item requests from a member of the public received outside of a noticed meeting, or other atypical agenda items, may be considered by staff, in consultation with the Chair, for suitability for being agendized when consulting with a majority of the PRBC is infeasible due to time constraints. Issues may also be referred to the PRBC by the City Council and staff shall agendize them in a timely fashion.

Section 4. Quorum

A quorum of the PRBC shall consist of a majority (more than half) of the total number of PRBC seats, regardless of any vacancies that may exist.

Section 5. Absence of a Quorum

In the absence of a quorum at the start of any meeting, the meeting may not be convened. In the event a quorum is lost during a meeting, the meeting shall be immediately suspended. Refer to Article VIII Section 2. for meeting cancellation and rescheduling procedures.

Section 6. Agenda

Staff shall set and publish the meeting agenda and its format shall conform to the template set by staff.

Section 7. Order of Business

The Chair or a majority vote of the PRBC may change the order of business during a meeting.

Section 8. Seating Arrangement

The Chair shall be seated at the center of the dais; the Vice-Chair shall be seated to the Chair's right, from the perspective of those seated upon the dais. The seating of the remaining Members shall be made at the discretion of staff.

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12 Rev. 2023-11-02
Section 9. Meeting End Time

No agenda item shall be introduced after 8:00 p.m. without the consent of a majority (more than half) of the Members present. Should majority approval fail to be granted for extension of the meeting, a Notice of Adjournment shall be posted and the unheard business re-agendized for a subsequent meeting.

ARTICLE X – MOTIONS

Section 1. Call for Motion

Upon conclusion of discussion and following acceptance of public input, any Member may place a motion on the floor. The motion shall contain the proposed action in sufficient detail so as to be understood by the audience and staff. If no motion is immediately forthcoming, the Chair may call for a motion to be made, or make the motion.

Section 2. Seconding a Motion

The Chair shall receive all motions and shall call for a second to each motion. The Chair may second a motion.

Section 3. Lack of a Second

If, after a reasonable time, no second has been made, the motion shall be declared dead for lack of a second, and the Chair shall so state. Any motion dying for lack of a second shall not be included in the meeting minutes.

Section 4. Discussion/Debate

After a motion has been made and seconded, the Chair shall call for a discussion of the question. All discussion shall be limited to the motion on the floor. At the close of the discussion, the Chair shall put the matter to a vote by causing either a roll call vote or voice vote to be conducted, in accordance with Article XI Section 3 and Section 4.

Section 5. Time Limits on Discussion/Debate

The Chair reserves the discretion to limit the duration of debate on any motion, but shall ensure that each Member has the opportunity to speak.

Section 6. Amending a Motion

A motion to amend may be made by any Member to revise a motion on the floor, but it cannot be a freestanding motion on its own, nor can it substitute for a main motion. The motion to amend must be voted upon, unless the maker and the seconder accept it as a friendly amendment, and, if so accepted, it then becomes part of the main motion.

Section 7. Withdrawing a Motion

Any motion may be withdrawn by the maker at any time prior to being voted upon. Such a withdrawn motion shall not be included in the meeting minutes. If the motion has been seconded, the Chair shall invite the seconder to make the motion anew.

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Section 8. Motion to Table

A motion to table may be made to suspend consideration of an item that appears on a meeting agenda for reasons of urgency or to end an unproductive discussion. A motion to table is not in order when another Member has the floor. A motion to table requires a second, is not debatable, is not amendable, requires a majority vote for passage, and, if adopted, cannot be reconsidered at the meeting at which it is adopted.

Members will refrain from using a motion to table as a means of capriciously limiting debate among Members, or to suppress a minority of the PRBC. Motions to table shall only be made after the opportunity has been given for public input on the item.

ARTICLE XI – VOTING

Section 1. Recusal (Disqualification due to Conflict of Interest)

In accordance with the City of Pismo Beach's Conflict of Interest Code, which incorporates applicable components of the Political Reform Act, California Government Code Section 87100 et seq. and California Code of Regulations Title 2 Section 18700 et seq., Members of the PRBC shall disqualify themselves from making, participating in the making of, or in any way using their official position to influence, a governmental decision if it is reasonably foreseeable that the decision will have a material financial effect, that is distinguishable from its effect on the public generally, upon the Member and certain immediate family members.

Any Member with such a disqualifying financial interest relating to a particular agenda item, or who otherwise wishes to recuse themselves from participation in an agenda item due to the potential for perceived or common-law conflicts of interest, shall do the following:

• If the Member is present at the commencement of the agenda item giving rise to the conflict, the Member shall openly announce the nature of the conflict following the Chair's announcement of the item, but before discussion has begun.

The Member shall publicly identify the financial interest that gives rise to the conflict in detail sufficient to be understood by the public:

o If the conflict arises from an investment, the Member shall announce the name of the business entity in which each investment is held;
o If the conflict arises from a business position, the Member shall give a general description of the business activity in which the business entity is engaged as well as the name of the business entity;
o If the conflict arises from real property, the Member shall announce the address or another indication of the location of the property, unless the property is the public official's principal or personal residence, in which case, the Member shall announce that the property is a residence and disclosure of the exact street address of a residence is not required;
o If the conflict arises from income or gifts, the Member shall identify the source; and o If the conflict arises from personal financial effect, the Member shall identify of the expense, liability, asset, or income affected.

• The Member shall recuse themselves from discussing and voting on the matter by vacating their seat until the matter in question has been resolved.

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14 Rev. 2023-11-02

• The Member shall leave the room until after the discussion, vote, and any other disposition of the matter is concluded, unless the matter has been placed on the portion of the agenda reserved for uncontested matters. Exception: a Member of the PRBC who is recused from discussion due to conflict of interest may choose to listen from the audience with the general public, and may address the PRBC regarding the Member’s personal interests in the matter during the time that the general public speaks on the issue, if the Member has complied with all of the above.

• If the Member leaves a meeting in advance of the agenda item giving rise to the conflict, the official shall identify the item and announce the nature of their conflict prior to leaving the meeting, in accordance with the descriptive requirements outlined above.

• If the Member first joins a meeting after the consideration of the agenda item giving rise to the conflict, the official shall identify the item and announce the nature of their conflict as soon as feasible upon joining the meeting, in accordance with the descriptive requirements outlined above.

The stated reason for the Member's recusal shall be noted in the meeting minutes.

Except as may be required by applicable law, a Member who is recused due to conflict of interest may not be called upon to break a tie or form a quorum.

In addition to the provisions set forth in these Bylaws, Members shall be required to adhere to all other provisions of the City’s Conflict of Interest Code as it pertains to participation in governmental decision-making, and other matters.

Section 2. Abstention (Voluntarily Declining to Vote)

Members are strongly encouraged to vote upon all matters before the body except in cases of conflict of interest. The maker and seconder of any motion are encouraged to avoid abstaining when called upon for their vote.

Members may routinely abstain from voting upon the adoption of minutes from a prior meeting at which the Member was not in attendance, or upon their own nomination to the office of Chair or Vice-Chair. However, capricious, or excessive abstention shall be avoided and may be cause for removal from the PRBC.

Section 3. Roll Call Vote

Voting upon motions shall be conducted in the form of a roll call vote, unless the Chair determines to conduct a voice vote as provided in Section 4. When a motion has been made and seconded and no matters remain under discussion, the Chair shall call upon the Meeting Clerk to conduct a vote, and the Meeting Clerk shall upon each Member by name one at a time in the following order: Non-officer Members in alphabetical order by last name, then Vice-Chair, then Chair.

Each Member shall clearly state “Aye," "Yes," or "Yea" in the affirmative; “No," or "Nay" in the negative; or "Abstain." Any other utterance that does not clearly indicate an affirmative or negative, in the judgement of the Meeting Clerk, shall be tallied as an abstention. The Meeting Clerk shall then announce the outcome of the vote in compliance with the Brown Act.

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A Member may state the reasons for their vote for the benefit of the audience, but said comments shall only be entered into the record if the Secretary determines that the outcome of the vote warrants a clarifying note for legislative recordkeeping purposes. Statements made “for the record” shall not be recorded in the meeting minutes.

A roll call vote must be conducted upon all hearing items, all matters related to money, and all actions relating to the adoption, amendment, or repeal of policy or code. Roll call votes should be undertaken on any motion where the vote upon the motion is likely to be divided. For other matters, the Chair may conduct a vote by voice vote, in accordance with Section 4. below.

Section 4. Voice Vote

Where there is no objection from any Member or staff member, the Chair may conduct a vote by voice vote in lieu of a roll call vote, provided a roll call vote is not required by Section 3. above and provided that the result of the vote thereafter announced in compliance with the Brown Act.

The Chair shall call the question in the form of "All in favor?" followed by "All opposed?" and then "Abstaining?"

Each Member shall clearly state “Aye," "Yes," or "Yea" in the affirmative; “No," or "Nay" in the negative; or "Abstain."

In the event the outcome of a voice vote is unclear, any Member or staff member may request a roll call vote immediately following a voice vote. A roll call vote shall be taken without further discussion.

A voice vote is distinguished from direction given by general consensus, in that a voice vote is an alternative method of calling for the question on a motion made, whereas in the case of general consensus, no motion is made.

Section 5. Sealed Ballot Votes

The PRBC shall not take a secret ballot vote, whether preliminary or final.

Section 6. Passage of Motion

Passage of a motion shall be made by a simple majority of the Members present and voting, except as otherwise required by law. Staff shall inform the PRBC, as a component of a staff report and/or during oral comment on the item, when a particular item requires greater than a simple majority to pass.

Section 7. Tie Votes

A tie vote is a failed motion resulting in “no action,” regardless of the reason. Such failure to act shall constitute neither approval nor denial.

Except as may be required by applicable law, a Member who is recused due to conflict of interest may not be called upon to break a tie.

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Section 8. Failure to Approve

Failure of a motion to approve shall not necessarily constitute denial, and vice versa. A Member may propose an alternative motion subject to the procedures of Article X – Motions.

Section 9. Results of Voting

The Meeting Clerk shall state the results of each vote, and the vote or abstention on that action of each member, e.g., “The motion passes by a vote of three to two, Members A, B, and C voting yes, and Members D and E voting no.” The Meeting Clerk shall enter into the record the disposition of each Member at the time of the vote, recording each as aye, no, recused, abstaining, or absent.

Section 10. General Consensus

The PRBC may reach general consensus on a matter not requiring a motion and provide its recommendation or direction to staff without motion or vote. The Chair shall solicit assent from at least a majority of Members in a manner that is evident to staff, and shall confirm with staff that the recommendation or direction received is clear.

ARTICLE XII – REPORTS

Section 1. Agenda Reports to PRBC

Matters placed upon an agenda for consideration by the PRBC shall be accompanied by a written report of staff if the request involves the adoption of a resolution or approval of other written policy or procedural document, the rendering of a formal recommendation on a matter to be heard by higher body, and in other cases determined appropriate by staff. A consistent report format shall be adopted.

Reports of staff shall clearly state staff's recommendation for action and the rationale therefor, and shall provide sufficient background information and context to allow the PRBC to render a well-informed decision or recommendation. Documents that are the subject of, or will substantially aid, deliberations shall be attached to and discussed within such reports. Where an agenda item requires deliberation and/or recommendation on project design or other aesthetic considerations, plans, photographs, or other relevant visual aids shall be included with the agenda materials for consideration in advance of the meeting.

Section 2. Subcommittee Reports

Committee reports provided to the PRBC may be verbal or written; written reports shall be entered into the record of materials associated with the meeting.

Section 3. Rendering of Recommendations to Council

Recommendations of the PRBC deemed necessary or desirable for consideration by the City Council shall be presented to the Council in a manner deemed appropriate by the City Manager.

Recommendations to be forwarded to the Council in open session shall be prepared by staff in the manner typical of all other Council matters. A report conforming to the format and standards for City Council agenda items shall be prepared by department staff and their Department Head, and presented to the City Manager for scheduling and approval.

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In the event that staff's professional recommendation on a matter differs from the recommendation rendered by the PRBC, staff's report to Council on the matter shall include both recommendations, and a thorough analysis of each, for the Council's consideration.

ARTICLE XIII – RECORD KEEPING

Section 1. Maintenance of Records

All PRBC records shall be maintained by staff according to the City of Pismo Beach Records Retention Schedule.

Section 2. Minutes

Action-only minutes will be produced for all PRBC meetings in a format substantially similar to that used for City Council meetings. Minutes shall serve solely as record of the legislative actions occurring at each meeting, with minimal additional editorial content, subject to the determination of the Secretary. The PRBC Secretary shall have sole responsibility for preparation of meeting minutes, and any direction for change in the minutes shall be made only by majority action of the PRBC. Minutes shall be reviewed and/or amended and then approved by the PRBC at the next feasible regular meeting.

Subcommittee reports presented orally in a meeting shall be briefly summarized in the minutes.

Section 3. Audio and Video Recording of Meetings

Proceedings for all PRBC meetings shall be recorded whenever possible. When video recording/broadcasting is not readily feasible, an audio recording shall be made. Any meeting recordings shall be retained pursuant to the City of Pismo Beach Records Retention Schedule.

In compliance with the Brown Act, Members of the public have the right to make recordings of a meeting so long as meeting proceedings are not disrupted.

ARTICLE XIV – COMMITTEES

Section 1. Subcommittees

Subcommittees consisting of less than a majority of the PRBC may be established by a majority of the PRBC, or by staff in consultation with the Chair when action by the majority of the PRBC to establish a committee is infeasible due to time constraints. Such committees shall be established to gather information or deliberate on a particular issue deemed necessary to carrying out the functions and purpose of the PRBC, for a limited duration. Staff may attend, but shall not be required to provide comprehensive staff support to, subcommittee meetings.

A Subcommittee member or staff member shall publicly report upon any activity of the committee in open session at the next available meeting. Following subcommittee input, the PRBC shall deliberate and act upon on the designated issue, thereby providing the public with the opportunity to participate in the decision-making process. Any report(s) of the subcommittee on its subject of investigation shall be entered into the public record and shall serve in lieu of any meeting minutes for the committee. Subcommittees shall be dissolved once their specific task is completed.

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No subcommittee shall be formed in such a manner as to subject it to the requirements of the Brown Act.

Section 2. Standing Committees

Standing Committees may be established by a majority of the PRBC to gather information or deliberate on issues deemed necessary to carrying out the functions and purpose of the PRBC, on an ongoing basis. Any such standing committee with continuing subject matter jurisdiction, regardless of its composition or number or office of members, shall be deemed to be subject to the Brown Act unless advised otherwise by the City Attorney. Staff shall not provide administrative or legislative support to any standing committee unless directed to do so by the City Council.

All standing committees shall provide written or oral reports in public session, no less than quarterly, to the PRBC.

Section 3. Committee Meetings

All Standing Committee and Subcommittee meetings shall be held at times mutually agreeable to the committee members.

ARTICLE XV – AMENDMENTS

A majority of the full membership of the City Council may amend these bylaws at any juncture with or without prior review or recommendation by the PRBC.

The PRBC shall schedule its review of these Bylaws at least biennially and shall render a recommendation to the City Council regarding any recommended amendments hereto. Review shall be conducted as soon as feasible following the annual seating of members and election of officers.

ARTICLE XVI – ADOPTION OF BYLAWS

Immediately upon favorable vote of a majority of the full membership of the City Council of the City of Pismo Beach, these Bylaws shall be in full force and effect. All previously adopted bylaws are hereby superseded.

These Bylaws shall not be construed in any manner conflicting with controlling provisions of state or federal law, and shall not be construed as attempting to supersede any ordinance of the City Council of the City of Pismo Beach. In the event of conflict between these Bylaws and other policies enacted by the Council regulating these same matters, the newer of the policies shall prevail. If any portion of these Bylaws shall be deemed to be unconstitutional or otherwise invalid, the validity of the remaining sections, subsections and clauses shall not be affected thereby.

The provisions of these Bylaws shall not preclude the preparation and adoption of further procedural manuals and policies by which the PRBC may direct its activities.

Attachment 3.A
Council Agenda 11-7-2023 9.L-66

RESOLUTION NO. R-2023-XXX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH, CALIFORNIA ADOPTING REVISED BYLAWS FOR THE PLANNING COMMISSION; RESCINDING RESOLUTION R-2020-014
WHEREAS, Bylaws are the City Council’s policy statement on the purpose, duties, composition, and operation of its Advisory Bodies; and
WHEREAS, Bylaws for the Planning Commission were last revised in 2020; and WHEREAS, the newly-updated Bylaws reflect recent recommendations from the Commission regarding absence thresholds and meeting end times, as well as updates recommended by staff to clarify the Commission’s duties under state law, and modernize Political Reform compliance practices and other aspects of the body’s administration.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby adopts revised Bylaws for the Planning Commission, as set forth in Exhibit A hereto.

BE IT FURTHER RESOLVED that the City Council of the City of Pismo Beach hereby rescinds Resolution R-2020-014, which adopted the prior Bylaws.

UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 7th day of November 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RECUSED:

Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
Attachment 4
Council Agenda 11-7-2023 9.L-67

City of Pismo Beach
Planning Commission
BYLAWS
Revision History:

R-2023-XXX, XXXX 2023
R-2020-014, February 4, 2020
R-2019-017, March 5, 2019
R-2017-095, October 17, 2017
R-2009-053, August 18, 2009
Attachment 4.A
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1 Rev. 2023-11-02

TABLE OF CONTENTS

ARTICLE I – NAME AND AUTHORITY ........................................................................................ 3 Section 1. Name ........................................................................................................................ 3 Section 2. Authority ................................................................................................................... 3 ARTICLE II – PURPOSE .............................................................................................................. 3 ARTICLE III – DUTIES AND RESPONSIBILITIES ....................................................................... 3 ARTICLE IV – MEMBERSHIP ...................................................................................................... 4 Section 1. Membership .............................................................................................................. 4 Section 2. Qualifications and Appointment ................................................................................ 4 Section 3. Absences .................................................................................................................. 4 Section 4. Suspension or Termination ...................................................................................... 4 Section 5. Resignation .............................................................................................................. 5 Section 6. Public Cooperation ................................................................................................... 5 ARTICLE V – TERM OF OFFICE ................................................................................................. 5 Section 1. Term ......................................................................................................................... 5 Section 3. Membership Year ..................................................................................................... 6 Section 4. Dual Service ............................................................................................................. 6 ARTICLE VI – OFFICERS AND ELECTIONS .............................................................................. 6 Section 1. Officers ..................................................................................................................... 6 Section 2. Annual Election of Officers ....................................................................................... 6 Section 3. Term of Office ........................................................................................................... 7 Section 4. Nominations & Voting ............................................................................................... 7 Section 5. Vacancy of an Office ................................................................................................ 7 Section 6. Removal of Elected Officers ..................................................................................... 7 Section 7. Duties of the Chair .................................................................................................... 8 Section 8. Duties of the Vice-Chair ........................................................................................... 8 Section 9. Duties of the Acting Chair ......................................................................................... 8 Section 10. Duties of the Secretary ........................................................................................... 8 ARTICLE VII – STAFF SUPPORT ................................................................................................ 8 Section 1. Staff Duties ............................................................................................................... 8 Section 2. Staff Relationship to the Planning Commission ....................................................... 9 ARTICLE VIII – MEETINGS .......................................................................................................... 9 Section 1. Time and Location of Meetings ................................................................................ 9 Section 2. Cancellation and Rescheduling ................................................................................ 9 Section 3. Special Meetings .................................................................................................... 10 ARTICLE IX – CONDUCT OF MEETINGS ................................................................................. 10 Section 1. Compliance with the Brown Act and Council Policies ............................................ 10 Section 2. General Conduct of Meetings ................................................................................. 10 Section 3. How Items Are Placed on the Agenda ................................................................... 11 Section 4. Quorum .................................................................................................................. 11 Section 5. Absence of a Quorum ............................................................................................ 11 Section 6. Agenda ................................................................................................................... 11 Section 7. Order of Business ................................................................................................... 11 Section 8. Seating Arrangement ............................................................................................. 12 Attachment 4.A
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ARTICLE X – MOTIONS ............................................................................................................. 12 Section 1. Call for Motion ........................................................................................................ 12 Section 2. Seconding a Motion ................................................................................................ 12 Section 3. Lack of a Second .................................................................................................... 12 Section 4. Discussion/Debate ................................................................................................. 12 Section 5. Time Limits on Discussion/Debate ......................................................................... 12 Section 6. Amending a Motion ................................................................................................ 12 Section 7. Withdrawing a Motion ............................................................................................. 13 Section 8. Motion to Table ....................................................................................................... 13 ARTICLE XI – VOTING ............................................................................................................... 13 Section 1. Recusal (Disqualification due to Conflict of Interest) .............................................. 13 Section 2. Abstention (Voluntarily Declining to Vote) .............................................................. 14 Section 3. Roll Call Vote .......................................................................................................... 14 Section 4. Voice Vote .............................................................................................................. 15 Section 5. Sealed Ballot Votes ................................................................................................ 15 Section 6. Passage of Motion .................................................................................................. 15 Section 7. Tie Votes ................................................................................................................ 16 Section 8. Failure to Approve .................................................................................................. 16 Section 9. Results of Voting .................................................................................................... 16 ARTICLE XII – REPORTS .......................................................................................................... 16 Section 1. Agenda Reports to Planning Commission .............................................................. 16 Section 2. Subcommittee Reports ........................................................................................... 16 Section 3. Rendering of Recommendations to Council ........................................................... 17 ARTICLE XIII – RECORD KEEPING .......................................................................................... 17 Section 1. Maintenance of Records ........................................................................................ 17 Section 2. Minutes ................................................................................................................... 17 Section 3. Audio and Video Recording of Meetings ................................................................ 17 ARTICLE XIV – COMMITTEES .................................................................................................. 18 Section 1. Subcommittees ....................................................................................................... 18 Section 2. Standing Committees ............................................................................................. 18 Section 3. Committee Meetings .............................................................................................. 18 ARTICLE XV – AMENDMENTS ................................................................................................. 18 ARTICLE XVI – ADOPTION OF BYLAWS ................................................................................. 19

Attachment 4.A
Council Agenda 11-7-2023 9.L-70

3 Rev. 2023-11-02
City of Pismo Beach

Planning Commission
BYLAWS

ARTICLE I – NAME AND AUTHORITY

Section 1. Name

The Name of this organization shall be the Planning Commission of the City of Pismo Beach, California; hereinafter referred to as the Planning Commission.

Section 2. Authority

The Planning Commission is established under the authority of the City Council by Pismo Beach Municipal Code Chapter 2.20 in accordance with the requirements of California State statute (CA GC 65100 et seq.) to aid in the conduct of the business of the City within the policy direction of the Council. The body's membership, constitution, duties, and other aspects may be amended, or the body dissolved, by majority action of the Council at any time.

These Bylaws have been, and will be, periodically updated in accordance with policy direction of the Council with respect to the body.

ARTICLE II – PURPOSE

The Planning Commission is established to review and act on matters related to land use planning and development, with particular emphasis on the following:

1. To act as an advisory body to the City Council on land use planning and development issues.

2. To assure implementation of the General Plan/Local Coastal Plan and Zoning Code.

3. To function as the decision-making body for private development applications, and to make other recommendations to the City Council for the city’s development, pursuant to the provisions of the Municipal Code and applicable state laws.

ARTICLE III – DUTIES AND RESPONSIBILITIES

The Planning Commission shall have the ability, as vested by the City Council, and be required:

A. To prepare, periodically review, and revise, as necessary, the General Plan/Local Coastal Plan.

B. To implement the General Plan/Local Coastal Plan through actions including, but not limited to, the administration of Specific Plans and Zoning and Subdivision Ordinances.

C. To annually review the City's Capital Improvement Program for consistency with the General Plan/Local Coastal Plan.

D. To endeavor to promote public interest in, comment on, and understanding of the General Plan/Local Coastal Plan, and regulations relating to it.

E. To advise public officials and agencies, public utility companies, civic, educational, professional and other organizations, and citizens generally concerning implementation of the General Plan/Local Coastal Plan.

F. To promote the coordination of local plans and programs with the plans and programs of other public agencies.

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G.Perform other functions as the Council directs, including conducting studies and preparing plans other than those required.

ARTICLE IV – MEMBERSHIP
Section 1. Membership
The Planning Commission shall consist of five (5) persons, or such other number of persons as directed by the City Council, hereinafter referred to as Members.

Section 2. Qualifications and Appointment
Members of the Planning Commission shall be appointed by action of the City Council. No Member shall be an employee of, or hold any other office with, the City of Pismo Beach, except as allowed by Article V Section 4 of these Bylaws. In accordance with Pismo Beach Municipal Code Section 2.42.010, any person convicted of a felony shall not be eligible for service.

Applicants must be at least 18 years of age at time of appointment.

Each Member of the Planning Commission shall be a resident of the city of Pismo Beach at the time of appointment and during the entire term of service.

By applying for appointment to the Planning Commission, Members pledge to meet the minimum attendance requirement.

Section 3. Absences
Members shall make a good faith attempt to notify the Chair and Secretary in advance of an anticipated absence from any meeting.

Each Member is allowed no more than 4 absences from regular meetings per calendar year.

Should a Member exceed these allowed absences by one absence, staff shall notify the City Clerk, who shall notify the City Council.

Should a Member exceed these allowed absences by two or more absences, staff shall notify the City Clerk, who shall notify the City Council. The Mayor shall then meet with the Member to discuss whether the Member is able to continue to serve.

If, in the opinion of the Mayor, the Member's excessive absences warrant consideration of action by the entire Council, the Mayor shall direct the City Clerk to schedule an agenda item allowing the City Council to consider in open session the continued service of the Member. In the alternative, the Council, in open session, may grant a Member a defined leave of absence without regard to this Section’s attendance requirements.

Section 4. Suspension or Termination
In addition to provisions for termination due to excessive absences as described above, the City Council may terminate or suspend any Member of the Planning Commission prior to the expiration of the Member’s term of office, with or without cause, provided the action is properly agendized and conducted in open session in accordance with the Brown Act, and the termination or suspension is approved by majority vote.

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Termination shall mean that the Member's seat is deemed to be completely vacated.

Suspension shall mean that a Member is not permitted to attend meetings as a member of the body for the duration of the suspension, but it shall not relieve the Member of any other duty or regulation normally applicable to the Member, such as conflict of interest prohibitions.

Section 5. Resignation

Any Member wishing to resign their membership with the Planning Commission prior to the scheduled end of their term shall do so by delivering written notice to the City Clerk. If the notice of resignation does not set forth a resignation date, the resignation will be deemed effective as of the date the notice is received by the City Clerk or City Clerk's designee.

Section 6. Public Cooperation

The Planning Commission, and committees thereof, may work with member(s) of the public in pursuit of the Planning Commission's purpose and duties, however no member of the public shall be officially recognized as an ex-officio member or at-large member, or otherwise engaged in any way so as to render the member of the public subject to the provisions of the Brown Act, unless directed by the Council.

Section 7. Compensation

The Planning Commission may receive compensation in the form of a stipend as established from time to time by Resolution of the City Council. Members may choose to waive receipt of their stipend if desired. Whether or not a Member chooses to receive an allowed stipend shall not factor into decisions about discipline or membership status.

ARTICLE V – TERM OF OFFICE

Section 1. Term

The term of office for each appointee to the Planning Commission shall be two (2) years.

Members are eligible for reappointment unless determined to no longer meet the minimum eligibility requirements or unless previously terminated with prejudice. No term limits apply to the Planning Commission. Terms are staggered to encourage a mix of policy continuity and institutional knowledge while allowing time for new Members, with new and different points of view, to be integrated into the Planning Commission.

New and re-appointed Members commence their terms on March 1st annually; mid-term appointments to fill unanticipated vacancies begin the day the appointment is made by the Council and expire at the term's scheduled end date unless otherwise directed by a majority of the City Council.

Section 2. Oath of Office

Members of the Planning Commission shall take the constitutionally prescribed Oath of Office for public officials. The City Clerk or designee will administer an Oath of Office to new and re- appointed Members prior to or at the commencement of the Member's first meeting in each term. At the discretion of liaison staff, the Oath of Office may be scheduled as a ceremonial item during open session.

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Section 3. Membership Year

A membership year shall commence on March 1st and end on the last day of February the following year. Unless otherwise directed by the Council, each full appointment spans two consecutive membership years.

Section 4. Dual Service

As a general policy, an applicant shall not be appointed to serve on more than one City Advisory Body at any time, except that a Member may serve concurrently on one legislative (Brown Act) body and one non-legislative body (e.g. Special Events Committee or Traffic Safety Committee) concurrently.

Any sitting legislative Advisory Body Member who makes an application for service on another legislative Advisory Body warrants by their application that they will resign from their current seat immediately upon being appointed to another. Should the Member fail to resign in accordance with this paragraph, the prior seat shall be deemed vacated immediately upon the Member’s taking the Oath of Office for the new seat.

ARTICLE VI – OFFICERS AND ELECTIONS

Section 1. Officers

Elected officers of the Planning Commission shall consist of one Chair and one Vice-Chair.

Appointed officers shall consist of a Secretary, which duties shall be performed by a staff member appointed by the Community Development Department Director or designee.

Section 2. Annual Election of Officers

At the commencement of the first Planning Commission meeting held on or after March 1 of every year, there shall be elected from among the membership of the Planning Commission one Chair and one Vice-Chair. A majority of the Planning Commission may determine to postpone the formal election of officers until a subsequent meeting if deemed necessary or desirable.

If, at the end of the Chair or Vice-Chair’s advisory body membership term, the member is reappointed by the City Council such that there is no break in service, the Chair or Vice-Chair shall continue to hold that office until the next election of officers.

In the event a vacancy exists in the office of Chair at the commencement of new terms, the Vice-Chair shall serve as Acting Chair until officers have been elected.

In the event a vacancy exists in both offices of Chair and Vice-Chair at the commencement of new terms, present members shall elect an Acting Chair to serve until officers have been elected.

Attachment 4.A
Council Agenda 11-7-2023 9.L-74

7 Rev. 2023-11-02
Section 3. Term of Office

A full term of office for the Chair and Vice-Chair shall be for a period of approximately one (1) year, service to end upon election of new officers, or termination of membership without immediate reappointment.

Section 4. Nominations & Voting

The Chair or Acting Chair will open the floor to nominations for the office of Chair. Any Member may nominate any one other Member for the office; the nomination must be seconded.

Upon seconding of the nomination, the Member who has been nominated shall be given the opportunity to decline the nomination. If the Member does not decline, their nomination stands.

The Chair or Acting Chair shall then invite the Meeting Clerk to take a roll call vote upon the nomination. If the nomination passes by at least a simple majority, the nominee is thereby elected to fill the office of Chair, effective upon the next order of business. If the nomination does not pass by majority vote, another nomination shall be made, and another vote taken, as above, until a Chair is elected.

The same procedure is then repeated for the election of Vice-Chair.

Section 5. Vacancy of an Office

Should a mid-term vacancy occur, for any reason, in the office of Chair or Vice-Chair, a special election shall be held to fill the vacant office from among the remaining membership at the commencement of the next meeting. The elected Member shall serve until the next annual election.

In any event of vacancy, absence, or incapacity of the Chair, the Vice-Chair shall serve as Acting Chair until the Chair resumes office or a new Chair is elected.

In any event of vacancy, absence, or incapacity of the Chair and Vice-Chair, present members shall elect an Acting Chair to serve until the Chair and/or Vice-Chair resume office or until a new Chair and Vice-Chair are elected.

Section 6. Removal of Elected Officers

The Chair or Vice-Chair may be removed from office by a majority vote of the Planning Commission.

If an officer is removed in absentia, the Planning Commission Secretary shall deliver written notice to the Member of their removal as soon thereafter as feasible.

Any officer removed ceases to hold the office once the vote has been tallied and announced. If the Chair is removed, the Vice-Chair shall become the Acting Chair until such time that a special election can be held in accordance with Section 5. above.

Attachment 4.A
Council Agenda 11-7-2023 9.L-75

8 Rev. 2023-11-02
Section 7. Duties of the Chair

The Chair shall preside at all meetings. Points of order and meeting conduct shall be settled by the Chair, unless overruled by a majority vote of the Planning Commission, in compliance with the Brown Act, these Bylaws, and the City's Advisory Body Handbook. Points of order not addressed by the foregoing will be decided in accordance with the most current version of Rosenberg’s Rules of Order to the extent practicable. Failure to strictly comply with Rosenberg’s Rules of Order shall not invalidate any action taken. Staff will assist the Chair with this compliance where appropriate.

The Chair acts as primary contact for staff for certain matters not requiring action by a majority of the body, and shall represent the Planning Commission before City Council whenever deemed necessary or desirable by the Planning Commission or Council.

Section 8. Duties of the Vice-Chair

The Vice-Chair shall assume all duties of the Chair in the event of vacancy, absence, incapacity of the Chair.

Section 9. Duties of the Acting Chair

The Acting Chair shall assume all duties of the Chair in the event of vacancy, absence, incapacity of the Chair and Vice-Chair, until either or both return, or until such time that a special election can be held in accordance with Section 5. above.

Section 10. Duties of the Secretary
The duties of the Secretary, whose responsibilities are defined further herein, include legislative recordkeeping, helping to assure Brown Act compliance in cooperation with the City Clerk and City Attorney, and preparation of meeting minutes.

Unless otherwise assigned, the Secretary shall serve as the Meeting Clerk of the Planning Commission.

ARTICLE VII – STAFF SUPPORT

Section 1. Staff Duties

The City Manager shall designate appropriate staff to act as staff liaisons to assist and support the Planning Commission in the fulfillment of its duties and responsibilities.

Staff shall be responsible for creation and/or provision of such reports, studies, and technical recommendations as are necessary to assist the Planning Commission in the conduct of its business, shall publish meeting agendas and shall post, publish, and circulate any required public notices associated therewith. Staff shall attend all regular and special Planning Commission meetings, assist the Chair with administration of the meeting, and record the minutes of the meetings.

Staff shall work closely with the Chair or other individual Members between meetings as needed to advance matters not requiring action of the entire body, and may represent the Planning Commission at other meetings, presentations, and other public functions as requested.

Attachment 4.A
Council Agenda 11-7-2023 9.L-76

9 Rev. 2023-11-02
Staff shall be responsible for the maintenance of proper records and files pertaining to Planning Commission business in accordance with Article XIII. Staff shall receive and enter into the record all public comment, petitions, or other documents presented to the Planning Commission in support of, or in opposition to, any question before the Planning Commission, and make the records available to the public upon request except where exempt by law.

The Secretary of the Planning Commission shall act as a designee of the City Clerk with respect to attestation of all documents evidencing legislative actions of the Planning Commission, and shall carefully curate the same. The Secretary shall be responsible for working with the City Clerk or, as needed, the City Attorney to assure administration of the Planning Commission's business in accordance with the Brown Act. Any staff so designated by the City Clerk must take the Oath in order to attest to any such documents.

Section 2. Staff Relationship to the Planning Commission

Staff support and assistance is provided to the Planning Commission in pursuit of the achievement of Council Goals and completion of other approved work plan items. Staff members work closely with advisory bodies, however advisory bodies do not exercise supervisory authority, are not employees, and are outside staff chains of command. Staff members remain responsible to their immediate supervisors and ultimately to the City Manager, while Planning Commission Members are responsible directly to the City Council.

In order that Members may be fully prepared to engage in productive discussion and take action when in open session, individual Members are encouraged to maintain a rapport with staff outside of meetings and ask clarifying questions regarding report materials and general matters within the body's purview prior to meetings.

However, individual Members shall not make separate work product requests of staff without discussion and approval of the Planning Commission in open session, and shall not request that staff undertake work outside Council's policy direction for the body.

ARTICLE VIII – MEETINGS

Section 1. Time and Location of Meetings

By adoption of these Bylaws as policy, the City Council has thereby set the regular meeting schedule for the Planning Commission as follows:

The second and fourth Tuesdays of every month, at 6:00 p.m.

Unless otherwise noticed, the Planning Commission shall hold its meetings in the Council Chamber, Pismo Beach City Hall.

Section 2. Cancellation and Rescheduling

Regular meetings may be cancelled as follows:

• Proactively, if the meeting date lacks business of immediate concern. • Proactively, if the meeting date coincides with a holiday. • Proactively, if it is known ahead of time that a quorum of the body cannot be formed on that date.

Attachment 4.A
Council Agenda 11-7-2023 9.L-77

10 Rev. 2023-11-02
• Reactively, if a quorum does not appear within 15 minutes of the scheduled meeting start time, or if a quorum is lost during the meeting.

In the event a meeting is cancelled proactively, staff shall publish a Notice of Cancellation as a courtesy for the public, if feasible. In the event a meeting is cancelled due to a holiday or lack of quorum, any remaining business of immediate concern may be rescheduled for either a special meeting, or the next available regular meeting date.

In the event a meeting is cancelled reactively due to lack of quorum, a Notice of Adjournment shall be posted and the unheard business re-agendized for a subsequent meeting.

In the event a public hearing has been noticed for a meeting date that is subsequently cancelled, staff shall appear at the noticed meeting time and place to inform any attendees as to the cancellation of the meeting.

Cancellation may be done by a majority of the Planning Commission, by staff in consultation with the Chair, or by staff with notification to the Chair when there is no business of immediate concern to agendize. Staff shall make a good-faith attempt to gain majority consensus where feasible before cancelling a meeting, and shall at a minimum issue notification to all members immediately upon determining to cancel a meeting.

Section 3. Special Meetings

Special Meetings of the Planning Commission may be called by a majority of the Planning Commission, by the Chair of the Planning Commission, by staff in consultation with the Chair, or by staff with notification to the Chair when advance consultation is infeasible. Staff and/or the Chair shall make a good-faith attempt to gain majority consensus where feasible before calling a Special Meeting, and shall at a minimum issue notification to all members immediately upon determining to call a Special Meeting.

There shall be no limit to the number of Special Meetings that may be called in a given year.

ARTICLE IX – CONDUCT OF MEETINGS

Section 1. Compliance with the Brown Act and Council Policies

All regular, special, and adjourned meetings of the Planning Commission shall be open meetings to which all members of the public shall be admitted without restriction or qualification.

In all respects, the conduct of the Planning Commission, its meetings, and its Members, shall comport with the Brown Act, California Government Code Sections 54950—54963. Meetings will be held at locations accessible to persons with disabilities, and reasonable accommodations shall be made to the greatest extent possible.

Section 2. General Conduct of Meetings

Points of order and meeting conduct shall be settled by the Chair, unless overruled by a majority vote of the Planning Commission, in compliance with the Brown Act, these Bylaws, and the City's Advisory Body Handbook. Points of order not addressed by the foregoing will be decided in accordance with the most current version of Rosenberg’s Rules of Order where practicable.

Failure to strictly comply with Rosenberg’s Rules of Order shall not invalidate any action taken.

Attachment 4.A
Council Agenda 11-7-2023 9.L-78

11 Rev. 2023-11-02
Staff will assist the Chair with this compliance where appropriate. Unresolved issues shall be referred to staff and continued to a future meeting.

Members shall address members of the public and other meeting participants through the Chair.

The general public wishing to speak on an item shall be encouraged to address Members or other persons present through the Chair.

Section 3. How Items Are Placed on the Agenda
Working within the framework of City Goals, budget, and other policy direction set by the City Council, staff will identify the need for and schedule the majority of Planning Commission agenda items.

Future agenda items may be requested by a Member of the Planning Commission in open session. Such items shall be agendized by staff if approved by a majority of the Planning Commission and generally in keeping with the Planning Commission’s assigned purview. In the event a future agenda item is requested by a member of the public in open session, the Planning Commission shall not be obligated to deliberate on the agenda item request, however any Member may assent to requesting that the Planning Commission consider agendizing the item, in the manner described in this paragraph.

Occasional agenda item requests from a member of the public received outside of a noticed meeting, or other atypical agenda items, may be considered by staff, in consultation with the Chair, for suitability for being agendized when consulting with a majority of the Planning Commission is infeasible due to time constraints. Issues may also be referred to the Planning Commission by the City Council and staff shall agendize them in a timely fashion.

Section 4. Quorum
A quorum of the Planning Commission shall consist of a majority (more than half) of the total number of Planning Commission seats, regardless of any vacancies that may exist.

Section 5. Absence of a Quorum
In the absence of a quorum at the start of any meeting, the meeting may not be convened. In the event a quorum is lost during a meeting, the meeting shall be immediately suspended. Refer to Article VIII Section 2. for meeting cancellation and rescheduling procedures.

Section 6. Agenda
Staff shall set and publish the meeting agenda and its format shall conform to the template set by staff.

Section 7. Order of Business
The Chair or a majority vote of the Planning Commission may change the order of business during a meeting.

Attachment 4.A
Council Agenda 11-7-2023 9.L-79

12 Rev. 2023-11-02
Section 8. Seating Arrangement

The Chair shall be seated at the center of the dais; the Vice-Chair shall be seated to the Chair's right, from the perspective of those seated upon the dais. The seating of the remaining Members shall be made at the discretion of staff.

Section 9. Meeting End Time

No agenda item shall be introduced after 11:00 p.m. without the consent of a majority (more than half) of the Members present. Should majority approval fail to be granted for extension of the meeting, a Notice of Adjournment shall be posted and the unheard business re-agendized for a subsequent meeting.

ARTICLE X – MOTIONS

Section 1. Call for Motion

Upon conclusion of discussion and following acceptance of public input, any Member may place a motion on the floor. The motion shall contain the proposed action in sufficient detail so as to be understood by the audience and staff. If no motion is immediately forthcoming, the Chair may call for a motion to be made, or make the motion.

Section 2. Seconding a Motion

The Chair shall receive all motions and shall call for a second to each motion. The Chair may second a motion.

Section 3. Lack of a Second

If, after a reasonable time, no second has been made, the motion shall be declared dead for lack of a second, and the Chair shall so state. Any motion dying for lack of a second shall not be included in the meeting minutes.

Section 4. Discussion/Debate

After a motion has been made and seconded, the Chair shall call for a discussion of the question. All discussion shall be limited to the motion on the floor. At the close of the discussion, the Chair shall put the matter to a vote by causing either a roll call vote or voice vote to be conducted, in accordance with Article XI Section 3 and Section 4.

Section 5. Time Limits on Discussion/Debate

The Chair reserves the discretion to limit the duration of debate on any motion, but shall ensure that each Member has the opportunity to speak.

Section 6. Amending a Motion

A motion to amend may be made by any Member to revise a motion on the floor, but it cannot be a freestanding motion on its own, nor can it substitute for a main motion. The motion to amend must be voted upon, unless the maker and the seconder accept it as a friendly amendment, and, if so accepted, it then becomes part of the main motion.

Attachment 4.A
Council Agenda 11-7-2023 9.L-80

13 Rev. 2023-11-02

Section 7. Withdrawing a Motion

Any motion may be withdrawn by the maker at any time prior to being voted upon. Such a withdrawn motion shall not be included in the meeting minutes. If the motion has been seconded, the Chair shall invite the seconder to make the motion anew.

Section 8. Motion to Table

A motion to table may be made to suspend consideration of an item that appears on a meeting agenda for reasons of urgency or to end an unproductive discussion. A motion to table is not in order when another Member has the floor. A motion to table requires a second, is not debatable, is not amendable, requires a majority vote for passage, and, if adopted, cannot be reconsidered at the meeting at which it is adopted.

Members will refrain from using a motion to table as a means of capriciously limiting debate among Members, or to suppress a minority of the Planning Commission. Motions to table shall only be made after the opportunity has been given for public input on the item.

ARTICLE XI – VOTING

Section 1. Recusal (Disqualification due to Conflict of Interest)

In accordance with the City of Pismo Beach's Conflict of Interest Code, which incorporates applicable components of the Political Reform Act, California Government Code Section 87100 et seq. and California Code of Regulations Title 2 Section 18700 et seq., Members of the Planning Commission shall disqualify themselves from making, participating in the making of, or in any way using their official position to influence, a governmental decision if it is reasonably foreseeable that the decision will have a material financial effect, that is distinguishable from its effect on the public generally, upon the Member and certain immediate family members.

Any Member with such a disqualifying financial interest relating to a particular agenda item, or who otherwise wishes to recuse themselves from participation in an agenda item due to the potential for perceived or common-law conflicts of interest, shall do the following:

• If the Member is present at the commencement of the agenda item giving rise to the conflict, the Member shall openly announce the nature of the conflict following the Chair's announcement of the item, but before discussion has begun.

The Member shall publicly identify the financial interest that gives rise to the conflict in detail sufficient to be understood by the public:

o If the conflict arises from an investment, the Member shall announce the name of the business entity in which each investment is held;
o If the conflict arises from a business position, the Member shall give a general description of the business activity in which the business entity is engaged as well as the name of the business entity;
o If the conflict arises from real property, the Member shall announce the address or another indication of the location of the property, unless the property is the public official's principal or personal residence, in which case, the Member shall announce that Attachment 4.A
Council Agenda 11-7-2023 9.L-81

14 Rev. 2023-11-02
the property is a residence and disclosure of the exact street address of a residence is not required;
o If the conflict arises from income or gifts, the Member shall identify the source; and o If the conflict arises from personal financial effect, the Member shall identify of the expense, liability, asset, or income affected.

• The Member shall recuse themselves from discussing and voting on the matter by vacating their seat until the matter in question has been resolved.

• The Member shall leave the room until after the discussion, vote, and any other disposition of the matter is concluded, unless the matter has been placed on the portion of the agenda reserved for uncontested matters. Exception: a Member of the Planning Commission who is recused from discussion due to conflict of interest may choose to listen from the audience with the general public, and may address the Planning Commission regarding the Member’s personal interests in the matter during the time that the general public speaks on the issue, if the Member has complied with all of the above.

• If the Member leaves a meeting in advance of the agenda item giving rise to the conflict, the official shall identify the item and announce the nature of their conflict prior to leaving the meeting, in accordance with the descriptive requirements outlined above.

• If the Member first joins a meeting after the consideration of the agenda item giving rise to the conflict, the official shall identify the item and announce the nature of their conflict as soon as feasible upon joining the meeting, in accordance with the descriptive requirements outlined above.

The stated reason for the Member's recusal shall be noted in the meeting minutes.

Except as may be required by applicable law, a Member who is recused due to conflict of interest may not be called upon to break a tie or form a quorum.

In addition to the provisions set forth in these Bylaws, Members shall be required to adhere to all other provisions of the City’s Conflict of Interest Code as it pertains to participation in governmental decision-making, and other matters.

Section 2. Abstention (Voluntarily Declining to Vote)

Members are strongly encouraged to vote upon all matters before the body except in cases of conflict of interest. The maker and seconder of any motion are encouraged to avoid abstaining when called upon for their vote.

Members may routinely abstain from voting upon the adoption of minutes from a prior meeting at which the Member was not in attendance, or upon their own nomination to the office of Chair or Vice-Chair. However, capricious, or excessive abstention shall be avoided and may be cause for removal from the Planning Commission.

Section 3. Roll Call Vote

Voting upon motions shall be conducted in the form of a roll call vote, unless the Chair determines to conduct a voice vote as provided in Section 4. When a motion has been made Attachment 4.A
Council Agenda 11-7-2023 9.L-82

15 Rev. 2023-11-02
and seconded and no matters remain under discussion, the Chair shall call upon the Meeting Clerk to conduct a vote, and the Meeting Clerk shall upon each Member by name one at a time in the following order: Non-officer Members in alphabetical order by last name, then Vice-Chair, then Chair.

Each Member shall clearly state “Aye," "Yes," or "Yea" in the affirmative; “No," or "Nay" in the negative; or "Abstain." Any other utterance that does not clearly indicate an affirmative or negative, in the judgement of the Meeting Clerk, shall be tallied as an abstention. The Meeting Clerk shall then announce the outcome of the vote in compliance with the Brown Act.

A Member may state the reasons for their vote for the benefit of the audience, but said comments shall only be entered into the record if the Secretary determines that the outcome of the vote warrants a clarifying note for legislative recordkeeping purposes. Statements made “for the record” shall not be recorded in the meeting minutes.

A roll call vote must be conducted upon all hearing items, all matters related to money, and all actions relating to the adoption, amendment, or repeal of policy or code. Roll call votes should be undertaken on any motion where the vote upon the motion is likely to be divided. For other matters, the Chair may conduct a vote by voice vote, in accordance with Section 4. below.

Section 4. Voice Vote
Where there is no objection from any Member or staff member, the Chair may conduct a vote by voice vote in lieu of a roll call vote, provided a roll call vote is not required by Section 3. above and provided that the result of the vote thereafter announced in compliance with the Brown Act.

The Chair shall call the question in the form of "All in favor?" followed by "All opposed?" and then "Abstaining?"
Each Member shall clearly state “Aye," "Yes," or "Yea" in the affirmative; “No," or "Nay" in the negative; or "Abstain."
In the event the outcome of a voice vote is unclear, any Member or staff member may request a roll call vote immediately following a voice vote. A roll call vote shall be taken without further discussion.

A voice vote is distinguished from direction given by general consensus, in that a voice vote is an alternative method of calling for the question on a motion made, whereas in the case of general consensus, no motion is made.

Section 5. Sealed Ballot Votes
The Planning Commission shall not take a secret ballot vote, whether preliminary or final.

Section 6. Passage of Motion
Passage of a motion shall be made by a simple majority of the Members present and voting, except as otherwise required by law. Staff shall inform the Planning Commission, as a component of a staff report and/or during oral comment on the item, when a particular item requires greater than a simple majority to pass.

Attachment 4.A
Council Agenda 11-7-2023 9.L-83

16 Rev. 2023-11-02
Section 7. Tie Votes

A tie vote is a failed motion resulting in “no action,” regardless of the reason. Such failure to act shall constitute neither approval nor denial.

Except as may be required by applicable law, a Member who is recused due to conflict of interest may not be called upon to break a tie.

Section 8. Failure to Approve

Failure of a motion to approve shall not necessarily constitute denial, and vice versa. A Member may propose an alternative motion subject to the procedures of Article X – Motions.

Section 9. Results of Voting

The Meeting Clerk shall state the results of each vote, and the vote or abstention on that action of each member, e.g., “The motion passes by a vote of three to two, Members A, B, and C voting yes, and Members D and E voting no.” The Meeting Clerk shall enter into the record the disposition of each Member at the time of the vote, recording each as aye, no, recused, abstaining, or absent.

Section 10. General Consensus

The Planning Commission may reach general consensus on a matter not requiring a motion and provide its recommendation or direction to staff without motion or vote. The Chair shall solicit assent from at least a majority of Members in a manner that is evident to staff, and shall confirm with staff that the recommendation or direction received is clear.

ARTICLE XII – REPORTS

Section 1. Agenda Reports to Planning Commission

Matters placed upon an agenda for consideration by the Planning Commission shall be accompanied by a written report of staff if the request involves the adoption of a resolution or approval of other written policy or procedural document, the rendering of a formal recommendation on a matter to be heard by higher body, and in other cases determined appropriate by staff. A consistent report format shall be adopted.

Reports of staff shall clearly state staff's recommendation for action and the rationale therefor, and shall provide sufficient background information and context to allow the Planning Commission to render a well-informed decision or recommendation. Documents that are the subject of, or will substantially aid, deliberations shall be attached to and discussed within such reports. Where an agenda item requires deliberation and/or recommendation on project design or other aesthetic considerations, plans, photographs, or other relevant visual aids shall be included with the agenda materials for consideration in advance of the meeting.

Section 2. Subcommittee Reports

Committee reports provided to the Planning Commission may be verbal or written; written reports shall be entered into the record of materials associated with the meeting.

Attachment 4.A
Council Agenda 11-7-2023 9.L-84

17 Rev. 2023-11-02

Section 3. Rendering of Recommendations to Council

Recommendations of the Planning Commission deemed necessary or desirable for consideration by the City Council shall be presented to the Council in a manner deemed appropriate by the City Manager. Recommendations to be forwarded to the Council in open session shall be prepared by staff in the manner typical of all other Council matters. A report conforming to the format and standards for City Council agenda items shall be prepared by department staff and their Department Head, and presented to the City Manager for scheduling and approval.

In the event that staff's professional recommendation on a matter differs from the recommendation rendered by the Planning Commission, staff's report to Council on the matter shall include both recommendations, and a thorough analysis of each, for the Council's consideration.

ARTICLE XIII – RECORD KEEPING

Section 1. Maintenance of Records

All Planning Commission records shall be maintained by staff according to the City of Pismo Beach Records Retention Schedule.

Section 2. Minutes

Action-only minutes will be produced for all Planning Commission meetings in a format substantially similar to that used for City Council meetings. Minutes shall serve solely as record of the legislative actions occurring at each meeting, with minimal additional editorial content, subject to the determination of the Secretary. The Planning Commission Secretary shall have sole responsibility for preparation of meeting minutes, and any direction for change in the minutes shall be made only by majority action of the Planning Commission. Minutes shall be reviewed and/or amended and then approved by the Planning Commission at the next feasible regular meeting.

Subcommittee reports presented orally in a meeting shall be briefly summarized in the minutes.

Section 3. Audio and Video Recording of Meetings

Proceedings for all Planning Commission meetings shall be recorded whenever possible. When video recording/broadcasting is not readily feasible, an audio recording shall be made. Any meeting recordings shall be retained pursuant to the City of Pismo Beach Records Retention Schedule.

In compliance with the Brown Act, Members of the public have the right to make recordings of a meeting so long as meeting proceedings are not disrupted.

Attachment 4.A
Council Agenda 11-7-2023 9.L-85

18 Rev. 2023-11-02
ARTICLE XIV – COMMITTEES
Section 1. Subcommittees
Subcommittees consisting of less than a majority of the Planning Commission may be established by a majority of the Planning Commission, or by staff in consultation with the Chair when action by the majority of the Planning Commission to establish a committee is infeasible due to time constraints. Such committees shall be established to gather information or deliberate on a particular issue deemed necessary to carrying out the functions and purpose of the Planning Commission, for a limited duration. Staff may attend, but shall not be required to provide comprehensive staff support to, subcommittee meetings.

A Subcommittee member or staff member shall publicly report upon any activity of the committee in open session at the next available meeting. Following subcommittee input, the Planning Commission shall deliberate and act upon on the designated issue, thereby providing the public with the opportunity to participate in the decision-making process. Any report(s) of the subcommittee on its subject of investigation shall be entered into the public record and shall serve in lieu of any meeting minutes for the committee. Subcommittees shall be dissolved once their specific task is completed.

No subcommittee shall be formed in such a manner as to subject it to the requirements of the Brown Act.

Section 2. Standing Committees
Standing Committees may be established by a majority of the Planning Commission to gather information or deliberate on issues deemed necessary to carrying out the functions and purpose of the Planning Commission, on an ongoing basis. Any such standing committee with continuing subject matter jurisdiction, regardless of its composition or number or office of members, shall be deemed to be subject to the Brown Act unless advised otherwise by the City Attorney. Staff shall not provide administrative or legislative support to any standing committee unless directed to do so by the City Council.

All standing committees shall provide written or oral reports in public session, no less than quarterly, to the Planning Commission.

Section 3. Committee Meetings
All Standing Committee and Subcommittee meetings shall be held at times mutually agreeable to the committee members.

ARTICLE XV – AMENDMENTS
A majority of the full membership of the City Council may amend these bylaws at any juncture with or without prior review or recommendation by the Planning Commission.

The Planning Commission shall schedule its review of these Bylaws at least biennially and shall render a recommendation to the City Council regarding any recommended amendments hereto.

Review shall be conducted as soon as feasible following the annual seating of members and election of officers.

Attachment 4.A
Council Agenda 11-7-2023 9.L-86

19 Rev. 2023-11-02
ARTICLE XVI – ADOPTION OF BYLAWS

Immediately upon favorable vote of a majority of the full membership of the City Council of the City of Pismo Beach, these Bylaws shall be in full force and effect. All previously adopted bylaws are hereby superseded.

These Bylaws shall not be construed in any manner conflicting with controlling provisions of state or federal law, and shall not be construed as attempting to supersede any ordinance of the City Council of the City of Pismo Beach. In the event of conflict between these Bylaws and other policies enacted by the Council regulating these same matters, the newer of the policies shall prevail. If any portion of these Bylaws shall be deemed to be unconstitutional or otherwise invalid, the validity of the remaining sections, subsections and clauses shall not be affected thereby.

The provisions of these Bylaws shall not preclude the preparation and adoption of further procedural manuals and policies by which the Planning Commission may direct its activities.

Attachment 4.A
Council Agenda 11-7-2023 9.L-87

RESOLUTION NO. R-2023-XXX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,

CALIFORNIA ADOPTING AN UPDATED PISMO BEACH ADVISORY BODY HANDBOOK; RESCINDING RESOLUTION R-2020-015

WHEREAS, the City's Advisory Body Handbook, which helps prospective applicants determine whether Advisory Body Membership might be right for them, and helps new and current Members navigate the wide variety of procedures, policies, and laws that apply to their duties, was most recently updated by Council Resolution R-2020-015; and

WHEREAS, the City Council has recently provided direction to staff that requires revisions to the Handbook; and

WHEREAS, the Handbook has been updated to reflect these and other changes to modernize the policies and procedures applicable to Advisory Bodies.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby adopts an updated Pismo Beach Advisory Body Handbook, attached hereto as Exhibit A.

BE IT FURTHER RESOLVED that the City Council of the City of Pismo Beach hereby rescinds Resolution R-2020-015, which adopted the prior Advisory Body Handbook.

UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 7th day of November 2023, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RECUSED:

Approved: Attest:

________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk

Attachment 5
Council Agenda 11-7-2023 9.L-88

rs
ADVISORYBODY
HANDBOOK

CONFERENCE&VISITORSBUREAUBOARD
PARKINGADVISORYCOMMITTEE
PARKS,RECREATION&BEAUTIFICATIONCOMMISSION
PLANNINGCOMMISSION
SPECIALEVENTSCOMMITTEE
TRAFFICSAFETYCOMMITTEE


RevisionHistory:
AmendedbyResolutionNo.RͲ2023ͲXXX
AmendedbyResolutionNo.RͲ2020Ͳ015
AmendedbyResolutionNo.RͲ2019Ͳ060
AmendedbyResolutionNo.RͲ2019Ͳ013
AmendedbyResolutionNo.RͲ2018Ͳ021
AdoptedbyResolutionNo.RͲ2015Ͳ010

Producedby:
PismoBeachCityClerk'sOffice|760MattieRoad,PismoBeach,CA93449 Phone(805)773Ͳ4657
Clerk'sOfficewebpage:pismobeach.org/cityclerk
AdvisoryBodieswebpage:pismobeach.org/advisorybodies
Attachment 5.A
Council Agenda 11-7-2023 9.L-89

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page2 I.Introduction............................................................................................................................4 II.AdvisoryBodyOverview..........................................................................................................5 III.Philosophy...............................................................................................................................6 A.HowAdvisoryBodiesBenefittheCityandtheCityCouncil..................................................6 B.HowAdvisoryBodiesBenefitthePublic................................................................................6 C.HowAdvisoryBodiesBenefittheirMembers........................................................................6 IV.Roles,Relationships,andExpectations....................................................................................7 A.RelationshipwiththeCityCouncil.........................................................................................7 B.RelationshipswithOtherAdvisoryBodyMembers...............................................................8 C.RelationshipwithStaff...........................................................................................................9 D.RelationshipswiththeGeneralPublicandMedia...............................................................10 E.PoliticalActivity....................................................................................................................10 V.ProceduralInformation.........................................................................................................11 A.ApplicationandAppointment..............................................................................................11 B.Orientation,Training&HoldingOffice................................................................................14 C.ConductofBusiness.............................................................................................................16 VI.BestPracticesandRulesofThumb.........................................................................................19 A.StayingInformed&BeingResponsive.................................................................................19 B.LegalandRegulatoryBestPractices....................................................................................20 VII.StateandLocalRegulations...................................................................................................23 A.StateLaws............................................................................................................................23 B.CityLawsandPolicies...........................................................................................................36 C.CulturalNorms.....................................................................................................................38 VIII.AdministrativePolicies..........................................................................................................39 A.Attendance...........................................................................................................................39 B.TrainingCompletion.............................................................................................................39 C.Compensation......................................................................................................................40 D.Travel....................................................................................................................................40 E.DualService..........................................................................................................................40 F.InjuryandClaims..................................................................................................................40 G.Recognition..........................................................................................................................41 H.ResignationfromOffice.......................................................................................................41 I.Suspension;RemovalfromOffice........................................................................................41 J.Technology...........................................................................................................................43 IX.AdvisoryBodies.....................................................................................................................44 Attachment 5.A
Council Agenda 11-7-2023 9.L-90

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page3 X.Conference&VisitorsBureauBoard(CVBB)..........................................................................45 XI.ParkingAdvisoryCommittee(PAC)........................................................................................47 XII.Parks,RecreationandBeautificationCommission(PRBC)......................................................49 XIII.PlanningCommission(PC).....................................................................................................51 XIV.SpecialEventsCommittee(SEC).............................................................................................53 XV.TrafficSafetyCommittee(TSC)..............................................................................................54 XVI.Appendices............................................................................................................................55 XVII.Appendix1:GovernmentOrganization&Operations............................................................56 A.CityCharacter.......................................................................................................................56 B.Government&CityCouncil..................................................................................................56 C.AdvisoryBodies....................................................................................................................56 D.CityOperations&Services...................................................................................................57 E.CityDepartmentsandDivisions...........................................................................................57 F.CitywideOrganizationalChart.............................................................................................58 XVIII.Appendix2:CodeofEthics....................................................................................................62 XIX.Appendix3:OathofOffice....................................................................................................66 XX.Appendix4:LinkstoRegulationsandResources....................................................................67 A.GeneralRegulations:............................................................................................................67 IndividualRegulations:.........................................................................................................67 B.67
C.ConflictsandDisclaimer.......................................................................................................69 

Attachment 5.A
Council Agenda 11-7-2023 9.L-91

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page4 I. INTRODUCTION

AdvisoryBodyserviceisauniqueopportunityforcitizenstohelpshapetheircommunitiesbyinterfacing withtheirlocalgovernment.VolunteerserviceonanAdvisoryBodyisamutuallybeneficialrelationship thatadvancesthegoalsoftheCouncilandtheCity,servestheinterestsofthepublicatlarge,andis personallyenrichingformembers.
Formany,AdvisoryBodyserviceistheirfirsttransitionfrommemberofthepublictopublicofficial.The goalofthisHandbookistohelpprospectivemembersdeterminewhetherAdvisoryBodyservicemaybe rightforthem,demystifytheassociatedresponsibilitiesandregulations,andhelpcurrentmembers navigatetheirrole.
StaffandtheCouncilgreatlyappreciateyourinterestinservingyourcommunity.Currentandpotential applicants,currentmembers,andothersareencouragedtocontactstaffformoreinformationabout anyofthetopicscoveredinthisHandbook.
Withmuchgratitude,

TheCityofPismoBeach




Attachment 5.A
Council Agenda 11-7-2023 9.L-92

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page5 II. ADVISORYBODYOVERVIEW

AdvisoryBodiesarecommissions,committees,andboardsconsistingofvolunteercommunitymembers appointedbytheCityCounciltoreviewandmakerecommendationsonmatterswithinacertain purview.ThesebodiesreportdirectlytotheCityCouncilandreceivesupportfromassignedCitystaff. TheCityofPismoBeachhassixAdvisoryBodies,fourlegislativeandtwononͲlegislative.Legislative AdvisoryBodiesholdpublicmeetingsthatserveasacommunityforumonthemattersassignedtothe body,providefeedbacktostaffontechnicalmatters,andmakerecommendationstotheCouncilon certainpolicyissues.NonͲlegislativeAdvisoryBodiesarenotcreatedbyactionoftheCityCouncil,but theyconsidercertainrequestsfromthepublicandprovidefeedbacktostaffontechnicalmatters. Thelegislativebodies,asdefinedbyGovernmentCode,aresubjecttotheBrownActandtheirmembers aresubjecttostateͲmandatedtrainingrequirementsincludingethicsandharassmentprevention.All bodiesaresubjecttotheCity'sCodeofEthicsandportionsofthePoliticalReformAct,andmost Membersfile"Form700"statementsoffinancialinterest.MostbodieshaveadoptedBylaws,andsome arealsoregulatedbyCitymunicipalcodeprovisions. MostbodiesconsistofPismoBeachresidents;afewhavespecializedprovisionsforqualifiednonͲ residentmembers.AllAdvisoryBodymembersareinterviewedandappointedbytheentireCityCouncil atSpecialMeetingsthatareopentothepublic.
AdvisoryBodyseatscarryatermoftwoyears,expiringthelastdayofFebruaryeveryotheryear,with notermlimits.Termsarestaggeredsoapproximatelyhalfofeachbody'sseatscomeupfor reappointmenteachyear.Thisapproachisdesignedtoachieveabalancebetweencontinuityof experienceanddiversityofviewpoints.TheCityClerk'sOfficeconductsanannualrecruitmentbetween NovemberandJanuaryforallseatsexpiringthefollowingFebruary.Additionally,ifunscheduledmidͲ termvacanciesariseduetoresignationorremoval,theCityCouncilmaydirecttheClerk'sOfficeto conductaspecialrecruitmenttofillthevacancies.
CompletePurposeStatementsandmeetingschedulesaresetforthineachbody'sBylawsand summarizedinSectionIX,whichwillbeupdatedasanyCouncilͲdirectedchangesoccurtothe constitutionofthebodies.
LegislativeBodiesSummaryofPurview
Conference&VisitorsBureau/
LBIDBoardAttractionoftourism;useofLBIDfunds
ParkingAdvisoryCommitteeCityparkingfacilityplanningandoperations Parks,Recreation&
BeautificationCommissionRecreationfacilities;artandbeautificationprograms PlanningCommissionInterpretationoflanduseregulations;developmententitlement 
NonͲLegislativeBodiesSummaryofPurview
SpecialEventsCommitteePermittingofcertainprivatelyͲsponsoredspecialeventsonpublic property
TrafficSafetyCommitteeEvaluationandimplementationoftrafficsafetymeasures Attachment 5.A
Council Agenda 11-7-2023 9.L-93

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page6 III. PHILOSOPHY
A. HowAdvisoryBodiesBenefittheCityandtheCityCouncil ThesubjectmatterjurisdictionoftheCityCouncilisquitebroad,andmakingwellͲinformeddecisions regardingeverymatterthatcomesbeforetheCouncilforconsiderationrequiresasignificant investmentoftimeandeffort.ItwouldbepracticallyinfeasibleforCouncilMemberstobecomesubject matterexpertsonallitemsrequiringtheapplicationofCouncilpolicy.Thus,forsubjectswarrantingthe mostthoroughstudyorrequiringthemostspecializedknowledgeinordertobeadequatelyaddressed, theCityCouncilcreatescitizenAdvisoryBodies.
Thesecitizensaretaskedwithinvestingenergyandleveragingspecializedknowledgetodistilltheissues withintheirassignedsubjectmatter.Theresultingrecommendationsinformthepolicydecisionsofthe Council,whichinturnhelpstheCityachieveitsmissionofservicetothepublic.Delegatingpowertothe PlanningCommissiontomakecertaindiscretionarydecisionsalsohelpslimitthenumberofmattersthat mustbeconsidereddirectlybytheCouncil.
Finally,AdvisoryBodiesactasaproxyfortheCouncilintheircollectionofcommunityinputontopics withinthebodies'purviews.AdvisoryBodyMembersarecommunitymemberswhointeractwithPismo Beach'sresidents,visitors,andbusinesscommunityeveryday,andthemajorityofbodiesholdcomment periodsateverymeeting.Thus,AdvisoryBodiesgreatlyincreasetheCity'scapacityforreceivingpublic input.
B. HowAdvisoryBodiesBenefitthePublic
AdvisoryBodiesandtheirMembersprovidemanyopportunitiesforthepublictoprovidetheirinputto theCity.Byitself,theCityCouncilprovidesapproximatelytwomeetingspermonthatwhichpublicinput maybeprovidedtotheentireCouncil,andfiveMembersatlargewholiveinthecommunityandserve asaconduitforcommunityfeedback.AmongtheCityCouncilandAdvisoryBodiescombined,however, thepublichasapproximatelyfivemeetingspermonthatwhichtoprovideinputandmorethan25 Membersatlargetointeractwith.
FormattersrequiringAdvisoryBodyconsideration,AdvisoryBodymeetingscanprovideanearlier opportunityforthepublictoprovideinput.Inaddition,AdvisoryBodymeetings,whicharelessformal thanCityCouncilmeetings,canbeawayformembersofthepublictoeaseintoparticipatingin meetingsoflocaldecisionͲmakers.
C. HowAdvisoryBodiesBenefittheirMembers
AdvisoryBodyserviceisauniqueopportunityformembersofthepublictohelpmakemeasurable improvementstothecommunity,improvethequalityoflifeforfellowcommunitymembers,getto knowlocalpublicofficials,andgainvaluableinsight.VolunteeringonanAdvisoryBodyallowsmembers ofthepublictoexperiencebeingapublicofficial,withtheassociatedesteemandresponsibility,but withouttherigorsofattainingelectedoffice.Thethresholdforentryisrelativelylow,andMembersget toexperiencetheirowngovernmentfromtheinside,gainingabalancedandwellͲinformedperspective ontheoperationofthegovernmentthatservesthemandtheirneighbors. AdvisoryBodyserviceisalsoadesirableadditiontoaresume,demonstratingawillingnesstoservethe community,andanabilitytomaintainacommitmentandfunctioninaresponsiblerolewithavarietyof demands.ManyPismoBeachresidentswhoareinterestedinholdingpublicofficeserveatleastone termonanAdvisoryBodybeforerunningforelectiontotheCityCouncil. Attachment 5.A
Council Agenda 11-7-2023 9.L-94

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page7 IV.ROLES,RELATIONSHIPS,ANDEXPECTATIONS
AdvisoryBodiesexisttoservethepublic,justastheCity'sstaffandelectedofficialsdo.Theirpurposeis tofurthertheworkoftheCity,whichisundertakenintheinterestofthepublicgood.Thegreatest servicetothepublicisachievedwhenAdvisoryBodyMembersarefocused,professional,efficient,and accountable.Allofthesecharacteristicsamounttogoodstewardshipofpublictrustandpublic resources.
WithintheCityorganization,AdvisoryBodyMembersfunctioninthespacebetweenthepolicydirection oftheCityCouncilandthetechnicalrecommendationsofstaff.Staffliaisonsrendertechnical recommendationstoAdvisoryBodies;AdvisoryBodiesrenderrecommendationstoCouncil;inturn,the CounciladoptspolicythatguidestheworkloadofstaffandAdvisoryBodies.Atalllevels,publicinputis consideredandrecommendationsanddecisionsaremadewiththewelfareofthepublicinmind.Refer tothediagrambelow.
LocalGovernmentProcess&Relationships


ContinuallybearingtheserelationshipsandexpectationsinmindiskeytothesuccessofAdvisoryBodies andtheirMembers.
A.RelationshipwiththeCityCouncil
TheCityCouncilistheelectedlegislativebodyoftheCityandisresponsibleformakingpolicydecisions, includingadoptingabudget,policyresolutions,andCitylaws.Thus,CouncilMembersareexpectedto makesounddecisionsregardingawidevarietyofissues,inservicetoanarrayofconstituents.The CouncilreliesonAdvisoryBodiestoactassubjectmatterexpertsonthetopicswithintheirpurview, makingtheCouncil'sdecisionͲmakingmoreefficientandwellͲinformed. Attachment 5.A
Council Agenda 11-7-2023 9.L-95

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page8 InherentintheCityCouncil’spolicymakingroleistheneedtoconsiderthebroadercontextof,and weighthetradeͲoffsinvolvedin,eachdecision.Consequently,whenanAdvisoryBodyrendersa recommendationtotheCouncil,theCouncilmayultimatelyaccept,reject,ormodifythe recommendation.Itisimportanttobearinmindthat,evenwhentheCouncildeclinestoactonthe recommendationofanAdvisoryBody,thebodyhasstillplayedacrucialpartintheprocess,actingasa conduittomaximizepublicinputanddistillingkeypointsforconsideration. InadditiontothepolicymakingrelationshipbetweenAdvisoryBodiesandtheCityCouncil,theCity CouncilexercisessolesupervisoryauthorityoverAdvisoryBodiesandtheirmembers.Membersare appointedby,anddirectlyaccountableto,theCityCouncilasawhole.Exceptasotherwiselimitedby statelaw(seeMaddyAct,page35),theCouncilreservestheauthoritytocreate,modify,anddissolve AdvisoryBodies,andtoappoint,discipline,andterminateMembersasitdeemsappropriate. B. RelationshipswithOtherAdvisoryBodyMembers
Rapport,civility,andaspiritofteamworkamongMembersplaysanimportantroleinthesuccessofCity AdvisoryBodies.WhileacertaindegreeofdifferingviewpointsisagivenamongtheMembersofany decisionͲmakingbody,workingtobuildconsensuswherepossibleanddealingprofessionallywith disagreementsiskeytotheconductofCitybusinessandservingtheinterestsofthepublic.The followingarerecommendedstartingpointsforcultivatingpositive,productiverelationshipsamong Members.
x RememberthatAdvisoryBodyMembers(alongwiththeCityCouncilandstaff)area"team" workingtowardacommongoalofgoodgovernanceandimprovingqualityoflifeforresidents, businessowners,andvisitors.
x RememberthatthesegoalsareaccomplishedinlargepartbydecisionͲmakingbodiesgetting theirworkdone—holdingmeetingsandmakingdecisionsefficiently. x RememberthateachMemberhasbeenchosenbytheCouncilbecauseofademonstrated willingnessandabilitytohelpfulfilltheCity'smission,andthatoneofthegoalsinappointing Membersisviewpointdiversity.
x Worktoidentifypointsofagreementasthestartingpointofadeliberation. x Ifpointsofdisagreementremain,identifythebasesforthedifferingviewpoints.Dependingon thecontext,Membersmaysimplyoragreetodisagree,ormayneedtoworktoreconcile differingviewpoints.WhenAdvisoryBodymembersinteractrespectfully,evenincaseof disagreement,thegroupasawholewillbemoreeffective. x Alloweachmember(andothermeetingparticipants)afairopportunitytovoicetheirviewpoint, whateveritmaybe.
x Don'tallowtechnicalorprofessionaldisagreementstonegativelyinfluencepersonal relationshipsbetweenMembers,andviceversa.
x DefertotheChairtorunmeetingsandrepresentthebody. x WelcomenewMembersandfacilitatetheirorientation. x RespectthecontributionsofpriormembersandbearinmindthatMembersmayresigntheir positions,ormaynotbereappointed,foravarietyofreasons. 
Attachment 5.A
Council Agenda 11-7-2023 9.L-96

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page9 C. RelationshipwithStaff
EachAdvisoryBodyreceivesstaffsupportfromaCitydepartment,asassignedbytheCityManager. ThesestaffliaisonssupportAdvisoryBodyMembersbyprovidingtechnicalrecommendationsand identifyingthedecisionͲmakingframeworkfortheissuesbeforethebody.AdvisoryBodyMembers interactmostoftenwiththeirprimaryStaffLiaisonandSecretary: AdvisoryBodyPrimaryLiaison Secretary
CVBB TEDDirector TourismCoordinator
PAC  CDDDirector  PlanningAdminSecretary
PRBC RecreationManager FacilitiesCoordinator
PC  CDDDir./PlanningManagerPlanningAdminSecretary SEC  TEDDirector(Chair)TourismCoordinator
TSC  PublicWorksDirector EngineeringTechnician AdvisoryBodiesandtheirMembersdonotsupervise,andarenotsupervisedby,Citystaff.Whilestaff arechargedwithassistingAdvisoryBodiesinaccomplishingtheirduties,staffareaccountabletotheir supervisorsandultimatelytheCityManager.
Staffliaisonsinvestasignificantamountoftimeresearching,writingreports,andcrafting recommendationsformatterstobebroughtbeforethebody.Staffareresponsibleforprovidingclear analysisofsometimescomplexissuestofacilitatethedecisionͲmakingworkofAdvisoryBodies.Because staffmustrenderrecommendationsthattheydeemtobeinthebestinterestofthepublicandmost appropriatefortheCity—legally,operationally,fiscally,andotherwise—staff'srecommendationstothe CityCouncilmayattimesdifferfromtherecommendationsofAdvisoryBodies.IntheeventtheCouncil willconsideramatterwherestaffandAdvisoryBodyrecommendationsdiffer,bothrecommendations willbeanalyzedfortheCouncil'sconsideration.
Inadditiontothetechnicalandlegislativesupportprovidedbystaffliaisons,eachbodyanditsMembers receiveadministrativesupportfromtheCityClerk'sOfficerelatingtomembership,training,and regulatorycompliance.

1. SupportProvidedbyStaff
LiaisonstaffprovidecomprehensivesupporttotheirAdvisoryBodiesbysettingandpublishingmeeting agendas;attendingmeetingsandfacilitatingparliamentaryprocess;providingtechnicalreportsand recommendationsintheformofwrittenstaffreportsandoralpresentations;clerkingmeetingsand preparingmeetingminutes;curatingandprovidingpublicaccesstorecords;providinginformation regardingCouncilpolicyframework;andprovidingproceduralguidancerelatingtotheBrownAct, PoliticalReformAct,andotherapplicablelaws.Inaddition,liaisonstaffactasaconduittootherCity staffanddepartments.
TheCityClerk'sOfficeisresponsibleforconductingrecruitments,arranginginterviewswiththeCity Council,administeringmembershiprecords,keepingtrainingrecords,andprovidingprocedural guidancerelatingtotheBrownAct,PoliticalReformAct,andotherapplicablelaws.

2. SupportNotProvidedbyStaff
LiaisonstaffdonotprovideadministrativesupporttoMembersoutsidetheroutinebusinessofthe body;undertakeresearchorotherassignmentsfromindividualMembers,undertakeassignmentsfrom Attachment 5.A
Council Agenda 11-7-2023 9.L-97

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page10 thebodyoutsideCouncilpolicydirection;orprovidelegaladvicetoindividualMembersorthebodyasa whole.
D.RelationshipswiththeGeneralPublicandMedia
Asdiscussedabove,aspublicofficials,AdvisoryBodiesexisttoservethepublicbyaidingtheconductof theCity'sbusiness.Tothisend,AdvisoryBodiesplayaroleinadvisingtheCityCouncil'sdecisionͲ making,andresponsible,ethicaluseofthispowerisnecessarytoearnthepublic'strust.AdvisoryBody Members,whoarethemselvesmembersofthepublic,canappreciatethetypeofcharacterandconduct thatmakeaMembertrustworthyandcredible,andshouldtrytoembodythesetraits. AfundamentalpurposeofAdvisoryBodymeetingsistoprovideaforumfordiscussiononspecific issues.AdvisoryBodieswelcomecitizeninputtoaidthebodyinunderstandingcommunityconcernsand gaugingcommunityreactiontovariouscoursesofactionunderconsideration. WhenspeakingpubliclyonmattersrelatingtoAdvisoryBodybusiness,Membersmustaccurately portraythepositionoftheirbody.Ifthebodyhasalreadytakenactiononaparticularmatter,afactual accountoftheactionmaybegiven.AMembermaypubliclyexpresstheirownreasonsforsupportingor opposingaparticularmatter,solongastheMemberclarifiesthattheyareonlyexpressingtheir individualviews.Ifthebodyhasnotdeliberatedasawholeonaparticularmatterthatisknownorlikely tobescheduledonanupcomingagenda,speculationastotheprobableoutcomeshouldnotbe undertakenpublicly.Further,Membersshouldnotpubliclystateanintenttosupportoropposethe iteminadvanceofthemeeting,asthiscanleadtoBrownActviolationsand,forcertainitems,impede dueprocess.

1.MediaInquiries
AdvisoryBodyMembersarestronglyencouragedtorefermediainquiriestoCitystaffforcomment.The MayorandtheCityManagermostcommonlyrepresenttheCityinthemedia. E.PoliticalActivity
AllCityoffices,includingthoseofelectedandappointedofficials,arenonͲpartisan.StaffandAdvisory BodyMembersareexpectedtobepoliticallyneutralintheinterestofequityforthepublic.However,as privatecitizens,Membershavearighttoexpressionofpersonalpoliticalviewsontheirowntimeand usingtheirownresources.Discretionisstilladvised,sincetheoverallefficacyofCitygovernment dependsonthepublic'strustinitsofficials'politicalneutrality. WhenexpressingpoliticalviewpointsunrelatedtoCitybusiness,Membersmustavoidreferencesto theircapacityasaCityofficial,andnototherwiseimplyorleverageanyconnectionto,orendorsement by,theCity.PoliticalactivitybyAdvisoryBodyMembersmaynotbeundertakenonCitypremises, utilizingCityresources,orwhileactinginanofficialcapacity.Formoreinformationonthelimitationson thepoliticalactivitiesofpublicofficials,seeCAGC§3201—3209. DuringCityelectionsseason(generally,betweenJulyandElectionDayinNovemberofevenͲnumbered years,oranytimeactivecampaignsforMayororCityCouncilMembersareunderway),AdvisoryBody MembersshouldcarefullyconsiderwhetherornottopubliclysupportoropposeaparticularMayoralor CityCouncilcandidateorlocalballotmeasure.
SittingAdvisoryBodyMemberswhoarecontemplatingrunningforanelectedpositionwhileservingon anAdvisoryBodyareencouragedtoconsultwithstaffregardingtheinterplaybetweenthetworoles. Attachment 5.A
Council Agenda 11-7-2023 9.L-98

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page11 V. PROCEDURALINFORMATION
A. ApplicationandAppointment
Theproceduresdescribedbelowareanoutlineoftypicalpracticesforrecruitmentandappointmentof AdvisoryBodyMembers.TheCityCouncilreservestheauthoritytomodifyorsuspendanyofthese practicesasitseesfitforanyvacancyorgroupofvacancies,exceptasrequiredbytheMaddyAct.

1. Opportunities&Eligibility
TheCityofPismoBeachencouragesitsresidentsandbusinessownerstoparticipateintheirlocal governmentbyapplyingtoserveonanAdvisoryBody.ApplicantsmaynotbeCityofficialsandmustbe atleast18yearsofageattimeofappointment.MunicipalCodeSection2.24prohibitstheappointment ofindividualswithanyfelonyconviction.AdditionaleligibilityrequirementsforeachAdvisoryBodymay vary.SeeSectionIXforanoverviewofeachbody'sindividualrequirements.Applicanteligibilityis verifiedbytheCityClerk'sOfficeforbothnewapplicantsandincumbents. ResidencyRequirements
ThemajorityofAdvisoryBodyseatsrequirethattheMemberbeaPismoBeachresident.(Certainseats ontheCVBBoardandPACpermitanexceptioniftheapplicantownsorrepresentsabusinessor commercialpropertyinthecityandhasrelatedexpertise.)TheAdvisoryBodyapplicationformasks whethertheapplicantisaresident,andwhethertheapplicantisaregisteredPismoBeachvoter,which informationcanbeusedbytheCityCounciltohelpgaugeanapplicant'sinvolvementinthecommunity. Whilevoterregistrationisdesirableasanindicatorofcivicengagementandusuallyaclearindicatorthat anapplicantisaresident,lackofvoterregistrationwillnotbeusedtodisqualifyanapplicant.Applicants claimingresidencywhoarenotregisteredtovotewillbeaskedtoprovidealternativeevidenceof residency,suchasautilitybillingaccount,ordriver'slicenseshowingtheresidenceaddress.

2. Vacancies
AdvisoryBodyseatsbecomevacantinthreeways:
x RoutineExpirationofTerm(ScheduledVacancy)
EachAdvisoryBodyseatautomaticallybecomesvacantonthelastdayofFebruaryofeveryotheryear. A"LocalAppointmentsList"(alsocalleda"MaddyList")ispostedbytheClerk'sOfficeatleastonceper year,nolaterthanDecember31,identifyingallcurrentandscheduledvacancies. x ResignationPriortoEndofTerm(UnscheduledVacancy) RefertoResignationfromOffice,below.
x RemovalfromOffice(UnscheduledVacancy)
RefertoRemovalfromOffice,below.

3. Recruitment
AnannualrecruitmentbeginninginNovemberorDecemberisundertakenbytheCityClerk'sOfficeto fillallvacanciesscheduledtooccurthefollowingFebruary,aswellasanyexistingvacancies.Noticesare postedonlineandatCityHall,anddistributedthroughtraditionalandsocialmedia.TheClerk'sOffice collectsapplicationsformsandverifieseligibility.
InaccordancewiththeMaddyAct,wheneveranunscheduledvacancyoccurs(duetoresignation, removalfromoffice,orotherreason,priortotheendofaterm),theClerk'sOfficewillpublishaNotice ofVacancynomorethan20daysbefore,andnomorethan20daysafter,theseatbecomesvacant. Attachment 5.A
Council Agenda 11-7-2023 9.L-99

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page12 SubjecttodeterminationoftheMayorand/orCouncil,theClerk'sOfficewilleitherproceedwithasolo recruitmentorallowthevacancytoremainopenuntilthenextannualrecruitmentperiod.

4. ApplicationProcess
NewApplicants
EachpersonapplyingforAdvisoryBodyservicemustsubmitanapplicationformtotheCityClerk's Office.Theapplicationformissubmittedonlineatpismobeach.org/abapply.Applicationsforallbodies areacceptedonanongoingbasis,whetherornotvacanciesexist. ApplicantsmayapplyforserviceonmorethanoneAdvisoryBody,butmayonlyserveontwobodies underlimitedcircumstances.RefertoDualService,page40.Applicantsinterestedinmorethanone AdvisoryBodyareencouragedtoapplyonlyforthetwoorthreebodieswhichbestsuittheirinterests andskills,andindicatetheirorderofpreferenceontheirapplication. Applicationtips:
x Atleastonereliablephonenumbermustbeprovidedforusebystaff. x Atleastonereliableemailaddressmustbeprovidedforusebystaff.Staffrelyuponemail communicationduringallstagesoftherecruitmentprocess.Applicantswithoutaccesstoemail shouldmakespecialarrangementswiththeClerk'sOffice. x Applicantsareencouragedtoattachadditionalpages(resumes,lettersofinterest). x Contactinformationdisclosure(optionAorB)mustbechecked.Seebelow. x Formmustbesigned(electronicorscannedsignaturesacceptable). Contactinformationprovidedonthisformisprimarilyforstaff'suse.Onlythecontactinformation authorizedbyeachapplicant,ifany,willbeadvertisedontheCity'swebsiteandpamphlets.However, AdvisoryBodyapplicationformsarepublicrecords,andapplicantswithspecificsafetyconcernsrelating totheprivacyoftheirpersonalcontactinformationshouldnotifytheClerk'sOfficewhenapplying. Reapplying
Applicantswithacurrentapplicationonfile(submittedwithinthepastyear)whohavenotbeen appointedtoanAdvisoryBodymayrequestthattheirapplicationbeconsideredforanyrecruitment thatoccurswhiletheirapplicationisstillactive,ormaysubmitanewapplication. CurrentAdvisoryBodyMembersareencouragedtonotifytheCityClerk'sOfficeastowhethertheywish toreapplyfortheircurrentseatattheendoftheirterm.ReapplyingMembersmayindicatethatthey wishtoreapplyusingtheapplicationalreadyonfile,ormaysubmitanewapplicationwithupdated informationpriortotheadvertiseddeadline.
LifetimeofApplication
Applicationsremain"onfile"(areconsideredactive)foroneyearfromthedateofsubmittal.Duringthis time,applicantswhohavenotbeenappointedtoabodywillbeinvitedtointerviewforanyvacancy withintheirAdvisoryBody(ies)ofinterest,forwhichtheyareeligible.CurrentMemberswillnotbe invitedtointerviewforvacanciesonotherbodiesunlessspecificallyrequested.Oneyearfrom submittal,applicationsforunͲappointedindividualsaredeactivatedwithoutnoticetotheapplicant, howevertheindividualmayreapplyatanytime.

5. Interviews
Followingtheclosureoftheapplicationperiod,theCityClerk'sOfficewillscheduleinterviewswithall eligibleapplicants.InterviewsofAdvisoryBodyapplicantsareheldwiththeentireCityCouncilaspartof Attachment 5.A
Council Agenda 11-7-2023 9.L-100

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page13 aspecialCouncilmeeting.Thesemeetingsarerequiredbylawtobepublic,howeverpublicattendance istypicallyminimaltonone.Forannualrecruitments,interviewsareheldinFebruaryandtermsbegin March1.Forrecruitmentstofillunscheduledvacancies,interviewdatesvaryandtermsbegin immediately.
ApplicantsareencouragedtobecomefamiliarwiththishandbookandattendatleastoneAdvisoryBody meetingpriortointerviewingwiththeCouncil.Additionally,recentlegislativedocuments(agendasand minutes)forthebodymaybereviewedonlineorrequestedfromstaff(seeStayingInformed&Being Responsive,page19).Applicantsareencouragedtocontactstaffwithquestionsaheadoftimeinorder tofullyunderstandthenatureofAdvisoryBodyserviceandassociatedresponsibilities,including meetingschedules,timecommitment,ethicsconsiderations,training,andconflictofinterest regulations.
TheCouncilinterviewsapplicantsindividually,typicallyfor15to20minutes.Questionstypicallypertain toissuesgermanetotheapplicant'sAdvisoryBody(ies)ofinterest.CouncilMembersmayaskwhichever questionstheydeemfit;applicantsmaybeaskedaboutthereasonsfortheirinterestinserving,their experiencerelevanttothebody,theirunderstandingoftheissueswithinthebody'spurview,andtheir availabilitytoattendmeetings.

6. Appointment
Onceallapplicantshavebeeninterviewed,CouncilMemberscasttheirvotesinopensession;thetop voteͲgettersareappointeduntilallavailableseatshavebeenfilled.TheCouncilalsoreservestherightto appointindividualswhodidnotappearforaninterview,ortoleaveaseatvacantforthetimebeing. Followingthetallyofvotes,resultsareannouncedbytheCityClerk,andnoticesaresenttoall applicants.
IntheeventtheCouncildoesnotfillallavailableseatsfollowinginterviews,theCouncilwilldirectthe CityClerktoeitherconductanewrecruitmentforthevacancy(ies)orallowthemtoremainunfilleduntil thenextrecruitmentcycle.TheMaddyActprovidesthatifanemergencyexists,theCouncilmay immediatelyappointaninterimMembertofillavacantseatuntilsuchtimethatafinalappointment maybemade.

Attachment 5.A
Council Agenda 11-7-2023 9.L-101

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page14 B. Orientation,Training&HoldingOffice

1. Orientation
PriortoaMember'sfirstmeeting,theCityClerk'sOfficeandthebody'sliaisondepartmentwilleach provideanorientationsession.Orientationwithliaisonstafflastsapproximatelyanhourandwillcover technicaldocumentsrelatingtothepurviewofthebody,operationalnormsforthedepartment, introductionofliaisonstaff,andabrieftouroftheofficeandCouncilChamber.Orientationwiththe Clerk'sOfficelasts45minutestoanhourandcoversadministrative(membership)onboarding,an overviewofapplicableregulations,andvariousfilingdeadlines. Followingorientation,thefollowingitemsmustbereturnedinorderforaMembertoholdoffice: x IRSFormWͲ9(iftheMemberwishestoreceiveastipend) x VolunteerProgramWaiver(within30daysfromtermstart) x StatementofCommitmenttotheCityEthicsPolicy(within30daysfromtermstart) x Form700AssumingOfficeStatement(within30daysfromfirsttermstart) x HarassmentPreventionTrainingCertificate(within6monthsfromtermstart) x EthicsTrainingCertificate(withinoneyearfromtermstart)

2. OathofOffice
Followingappointment,theCityClerkoradeputywilladministeranOathofOfficetoincomingAdvisory BodyMembers(seeAppendix3:OathofOffice).Thisoathisapromisetoupholdstateandfederal constitutionsandexecutethedutiesofofficeingoodfaith.Traditionally,oathsareadministeredasa ceremonialitematthebeginningofthemember'sfirstmeeting. Inthealternative,theoathmaybegivenatanytimebeforethemember'sfirstseatedmeeting.The membermaynotcommenceserviceonthebodyuntiltheirtermbeginsandtheiroathhasbeen administered.Aswithelectedofficials,anewoathisadministeredatthestartofeachtermfor reappointedAdvisoryBodyMembers.

3. AnnualCityAdvisoryBodyAcademy
Eachspring,CitystaffhostsatrainingatCityHallforallAdvisoryBodyMembers.EachMemberis requiredtoattendonlyeveryotheryear(onceperterm),butattendingeachyearisrecommended. Topicsincludeparliamentaryprocess,BrownActandPoliticalReformActcompliance,andethicslaws (however,thistrainingisnotaccreditedethicstraining,whichmustbecompletedseparatelypursuant toAB1234).TheCityManagerorotherstafftypicallyalsoprovideanoverviewoftheCouncilGoalsfor theyearandtheirimpactontheworkloadofAdvisoryBodies.Thistrainingsessionisdesignedtoensure thatMembersareengagedandaswellͲinformedaspossible.

4. LeagueofCaliforniaCitiesPlanningCommissionersAcademy NewPlanningCommissioners,orcontinuingPlanningCommissionerswhohavenotattendedrecently, mayhavetheopportunitytoattendtheLeagueofCaliforniaCitiesPlanningCommissionersAcademy, dependingontimingandavailabilityofresources.Informationaboutrecentandupcomingsessionsis availableontheLeagueofCaliforniaCitieswebsite.

5. OngoingTrainingRequirements
ForthedurationofaMember'sterm,certainfilingandtrainingdeadlinesmustbemetonarecurring basis.Failuretomeettheserequirementsmayhavedisciplinaryorlegalconsequences.Training completionrecordsareforwardedtotheCouncilfortheirconsiderationonaquarterlybasis.Beloware thetrainingandfilingdeadlinesthatapplytomostMembers.Regulationsaresubjecttochangeandthis Attachment 5.A
Council Agenda 11-7-2023 9.L-102

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page15 listmaynotnecessarilybecomplete.AlsoseeSectionVIIformoreinformationabouttraining regulationsandSectionVIIIformoreinformationregardinglocaldisciplinarypolicies. x Form700FinancialInterestDisclosures(statelaw;allbodiesexceptTSC) o Form700AssumingOfficeStatement(within30daysfromfirsttermstart) o Form700AnnualStatement(everyyearnolaterthanApril1whileinoffice) o Form700LeavingOfficeStatement(within30daysfromleavingoffice) 
x EthicsTraining(AB1234)(statelaw;allbodiesexceptSECandTSC) o TrainingCompletionCertificate(2hours)(withinoneyearfromtermstart) o TrainingCompletionCertificate(2hours)(atleastonceeverytwoyearsthereafter. 
x HarassmentPreventionTraining(AB1661)(statelaw;allbodiesexceptSECandTSC) o TrainingCompletionCertificate(2hours)(within6monthsfromtermstart) o TrainingCompletionCertificate(2hours)(atleastonceeverytwoyearsthereafter) 
x CityͲhostedAdvisoryBodyAcademy(allbodiesexceptSECandTSC;SECrecommended) o CityAdvisoryBodyAcademy(atleastonceperterm)

6. Attendance
ThroughoutaMember'sterm,satisfactoryattendanceisrequiredinorderfortheMembertofulfilltheir dutiesofofficeandremainingoodstanding.AttendancerecordsareforwardedtotheCouncilfortheir considerationonaquarterlybasis.Furtherinformationaboutexpectationsandpotentialdisciplinary consequencesforpoorattendancemaybefoundinSectionVIII.A.

7. TermsofOffice
ThetermofofficeforallAdvisoryBodyseatsistwoyears,withnotermlimits.Twoorthreeofeach legislativebody'sfiveseatsexpireeachyearinordertoachievestaggeringoftenure,andtoencourage policycontinuityanddevelopmentofinstitutionalknowledgewhileallowingtimefornewmembers withnewanddifferentpointsofviewtobeintegratedintothebody. Appointmentsmadetofillscheduledvacancies(routinetermexpirations)commenceMarch1ofeach yearandexpirethelastdayofFebruarytwoyearslater.Appointmentstofillunanticipatedvacancies beginthedaytheappointmentismadebytheCouncilandexpireattheexpirationoftheseat’sterm, unlessotherwisedirectedbyCouncil.

8. ResignationProcedures
SeesectionVIII.H,ResignationfromOffice.

9. SuspensionorRemovalfromOffice
SeesectionVIII.I,Suspension;RemovalfromOffice.
Attachment 5.A
Council Agenda 11-7-2023 9.L-103

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page16 C. ConductofBusiness

1. StaffLiaisons
Members'primarypointsofcontactattheCityaretheirstaffliaisonsandtheCityClerk.See RelationshipwithStaff,page9,formoreinformation.Generallyspeaking,informationaboutagendas, applicableregulations,andthebody'stechnicalpurviewwillbereceivedfrom,andquestionsshouldbe directedto,eachbody'sassignedliaisonstaff.Memberswillalsohavefrequentdirectcontactwithstaff fromtheCityClerk'sOfficeregardingmembershipadministration,regulatorycompliance,andtraining requirements.

2. MeetingAgendas
EachAdvisoryBodyhasaspecificpurview,assignedbytheCityCouncil,andtheworkundertakenby staffisguidedbytheCouncilͲadoptedbiennialBudgetandGoals.Workingwithintheseparameters, staffidentifiesandschedulestheitemsthatneedtobetakentoeachAdvisoryBodyforconsideration. Occasionally,theCityCouncilmayalsodirectstafftoscheduleaspecificitemforAdvisoryBody consideration.
MemberswhoidentifyaparticularmatterthatmaybesuitableforconsiderationbytheirAdvisoryBody mayseekconsensusfromthebody'smembershipinopensessiontoscheduletheitemforconsideration aspartofafutureagenda.Memberswishingtoproposeanitemareencouragedtocarefullyconsider whetherthematterfallswithinthepolicyandworkplandirectionoftheCouncil,consultingwithstaffif needed.
Staffformulatestheagendaforeachmeetingintheweeksleadinguptothemeeting.Agendasforeach legislative(BrownAct)bodymeetingaretypicallypublishedfourorfivedaysbeforethemeeting.(State lawrequiresatleast72hoursforregularmeetingsand24hoursforspecialmeetings.)AgendasforSEC andTSCmeetings,whicharenotregulatedbytheBrownAct,aretypicallypublished1–4daysbeforethe meeting.
AgendamaterialsforalllegislativebodymeetingsaredistributedviaNotifyMemailinglistandare availableonlineat www.pismobeach.org/agenda, andarchivedintheAccessPismopublicrecordsportal at www.pismobeach.org/accesspismo. Mostbodieswillalsoreceivetheiragendabyemailfromtheir liaisonstaff;hardcopiesareavailableuponarrangementwithstaff.

3. MeetingAdministration
Eachbody'smeetingregularscheduleissetforthinSectionIX.SpecialMeetingswillbescheduledas needed,andregularmeetingsmaybecancelledifthereisnobusinessofimmediateconcern.Specific regulationsforschedulingandcancellingmeetingsaresetforthineachbody'sBylaws. Traditionally,Julymeetingsofallbodies,includingtheCityCouncil,arecancelledtopermitmembersto takevacationsandtopermitstaffabreakinstaffreportworktofocusonotherpriorities.Additionally, meetingsthatfallonorproximatetoholidaysarecancelled.Mostoften,thisincludesthefirstmeeting ofJanuaryandthemeetingclosesttoThanksgivingorChristmas.AlistofCityholidaysisavailablefrom staffuponrequest.
Unlessotherwisenoticed,meetingsofalllegislativebodiesareheldintheCouncilChamberatCityHall. MeetingsofnonͲlegislativebodiesaregenerallyheldintheAdministrationConferenceroomatCityHall. Staffliaisonsareresponsibleforsecuringandsettingupmeetingrooms,testingandoperating equipment,andprovidingforpublicaccess.WateristypicallyprovidedforMembersandthepublic. Membersshouldbringwritingimplements,andanycopiesofagendamaterialsdesiredfordeliberation andnoteͲtaking.Otherlightrefreshmentsmaybeconsumedduringthemeetingifnodisruptionoccurs. Attachment 5.A
Council Agenda 11-7-2023 9.L-104

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page17 Businesscasualattire,ataminimum,isencouraged,andlayersofclothingarerecommendedas meetingroomtemperaturesmayfluctuate.

4. MeetingManagement(ParliamentaryProcess&Etiquette) Conductofmeetingsisdictatedbytheorderofagendaitems,eachbody'sBylawprovisions,andlegal requirementsforpublicparticipation(seeBrownAct,page23).Wherenootherpolicyprovisionexists, Robert'sRulesorRosenberg'sRulesmaybeusedasaguide.TheChairisgenerallyresponsiblefor movingthemeeting,includingkeepingparticipantsfocused,facilitatingdiscussion,andinformingthe audienceastoactionsbeingtaken.
Anoverviewoftypicalparliamentaryprocessconsiderationsisprovidedbelowforeaseofreference. Someprovisions,suchastherequirementthatpubliccommentbesolicitedbeforethebodytakesaction onanitem,arerequiredbylaw.Mostotherprovisionsvarysomewhatfrombodytobodyandare detailedineachbody'sBylaws.
GoalsofParliamentaryProcedure:
x Establishmentofframeworkfororderlyconduct
x Facilitationofefficientdecisionmaking
x Guaranteeingparticipationopportunityforthepublic x Enforcingthedirectionofthemajoritywhileprotectingtherightsoftheminority RoleoftheChair
x Mustunderstandproceduralpoliciesandlaws
x Mustknowtheagenda
x Takestheleadrole;Movesthemeetingalong
x Ensuresopportunityforpublicparticipation
x Keepsmemberdiscussionfocused
x Ifnecessary,maintainsorder
x Takeslessactiveroleindebate;rarelymoves
TipsforMembers
x Stayfocusedontheissuethatistheintendedsubjectofdeliberation x DefertotheChairtorunthemeeting,andasktheChair'spermissionbeforetakingactionsthat maybeoutoforder
x Waittoberecognizedbeforespeaking(moreformalbodies) x Whenindoubt,erronthesideofdecorum
x Addressothermembersas"CommitteeMemberX"or"CommissionerX" x Addressstaffbytitleandlastname,e.g."RecreationManagerX"or"DirectorX" TypicalAgendaFormat(OrdersofBusiness)
x Calltoorderandrollcall
x Openpubliccommentperiod(requiredforregularmeetings) x Adoptionofpriormeetingminutes
x Publichearings,ifany
x Businessitems,ifany
x Staffcommentperiod
x Membercommentperiod
x Adjournment
Attachment 5.A
Council Agenda 11-7-2023 9.L-105

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page18 TypicalProcedureforActionItems:
x Chairannouncestheagendaitem
x AnyMemberswithaconflictofinterestannouncetheirrecusalandleavethedais x Staffprovidesareportontheitem
x Membersasktechnicalquestionsofstaff
x Chairinvitespubliccomment
x Deliberation
x Chairinvitesamotion
x Motionismade
x Motionisseconded
x Additionaldebate“underdiscussion”;amendmentstomotionifdesired x Clerkcallsthevote,thenannouncestheresult
MotionsandCountingVotes
Thethresholdforpassageofamotionisasimplemajority(morethanhalf)ofallmemberspresentand voting,withveryrarelegalexceptions.Thismeansthatabsent,abstaining,andrecusedmembersare notcounted.
Examplesofpassingmotionsfora5Ͳmemberbody:
4yes—1no(5memberspresentandvotingͲ0membersabsent/abstaining/recused) 3yes—2no(5memberspresentandvotingͲ0membersabsent/abstaining/recused) 3yes—1no(4memberspresentandvotingͲ1memberabsent/abstaining/recused) 2yes—1no(3memberspresentandvotingͲ2membersabsent/abstaining/recused) Noteinthe2yes—1noscenariothatlessthanamajorityofthebody’smembers(2outof5)have actuallypassedamotiononbehalfoftheentirebody.ThismayseemcounterͲintuitive,butitis permissibleexceptincaseswherethelawrequiresanaffirmativevoteofthemajorityofthefullbody. 
Amotionisdeemedtohavefailedwhenlessthanamajorityofthosepresentandvotingvoteyesonthe motion,whichincludestievotescenarios.
Examplesoffailingmotionsfora5Ͳmemberbody:
2yes—3no(5memberspresentandvotingͲ0membersabsent/abstaining/recused) 2yes—2no(4memberspresentandvotingͲ1memberabsent/abstaining/recused) Itisimportanttonotethatthefailureofamotionissimplyafailureofthebodytoact.Itdoesnot constituteadenialofthematterathand.Toillustratepotentialscenarios: MotionVoteCountResultingAction
Approvetheproject.3yes—2no(motionpassed)Projectapproved. Approvetheproject.2yes—3no(motionfailed)Noactiontaken. Denytheproject.3yes—2no(motionpassed)Projectdenied. 
Attachment 5.A
Council Agenda 11-7-2023 9.L-106

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page19 VI. BESTPRACTICESANDRULESOFTHUMB
Thefollowinghighlightssomeofthebestpracticesandkeyconceptsthatshouldbeborneinmind duringaMember'stermofservice.Moredetailedinformationabouteachofthesetopicsisprovided elsewhereinthishandbook,andavailablefromstaff.
A. StayingInformed&BeingResponsive

1. CommunicationsfromStaff
Staffspendsasignificantamountoftimeresearchingandpreparingagendareportsandother communicationstotheirAdvisoryBodies,preparingtrainingandorientationmaterials,and administeringmembership.EverycommunicationdeliveredtoAdvisoryBodyMembersisdesignedto helpMembersmakewellͲinformeddecisions,meettrainingandfilingdeadlines,andstaycurrenton regulations.StaffareawarethatAdvisoryBodyMembersarecommunitymemberswithbusylives,and communicationsaregenerallytailoredwiththisinmind. AsignificantportionofcommunicationtoAdvisoryBodyMembersisaccomplishedbyemail,and Membersareencouragedtopromptlyandthoroughlyreademailsreceivedfromstaff.Prompt responsestorequestsforinformation,suchasavailabilityforspecialmeetingdates,areverymuch appreciatedbystaffandhelpexpeditetheworkofthebody.

2. UpdatesforStaff
Throughouttheirtermofoffice,Membersshouldnotifystaffpromptlyifanyofthefollowingoccur: x Changeofresidenceaddress
x Saleorpurchaseofrealproperty
x Saleorpurchaseofabusiness
x Changeofemployer
x Changeofphonenumber
x Changeofemailaddress
ChangestoaMember’slocationofresidence,sourcesofincome,andfinancialinterestsinrealproperty andbusinessentitiesmayhavematerialeffectsontheMember’seligibilitytoserve,reportable interests,anddisqualifyingconflictsofinterest.

3. AgendaMaterials&MailingLists
Inadditiontothoroughlyreadingandconsideringtheinformationprovidedbystaffliaisons,Members areencouragedtostayupͲtoͲdateontheactivitiesoftheCityCouncilandCityingeneral.Beingaware ofthebroadercontextwithinwhichAdvisoryBodydecisionsaremadeallowsMemberstoanticipate forthcomingagendaitemsandbeaswellͲinformedaspossible. MembersareencouragedtosignupfortheCity's"NotifyMe"servicetoreceivemeetingagendasby email.AdvisoryBodyMemberswillbesignedupbystafftoreceivetheirownbody'sagendasbyemail, asafailsafetoavoidthepossibilityofa"missed"agendaemailfromstaff,andCityCouncilagendas, whichareanefficientwaytogeta"bigpicture"readonCityactivitiesandupcomingCouncilactions thatmayimpactAdvisoryBodies.Visit www.pismobeach.org/notifyme toregisterforotherlists.A numberofother"NotifyMe"listsareavailable,includingBidPostings,Ordinanceupdates,City Newsletter,andpublicnotices.
Inaddition,agendas,minutes,andotherlegislativerecordsfortheCouncil,aswellasallAdvisory Bodies,arearchivedonlineat www.pismobeach.org/accesspismo. Attachment 5.A
Council Agenda 11-7-2023 9.L-107

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page20 MembersareencouragedtoattendorwatchCityCouncilMeetingsasasourceofgeneralinformation. Regularmeetingsareheldthe1stand3rdTuesdaysofeachmonthat5:30p.m.AdditionalSpecial Meetingsarenoticedperiodically.MeetingsoftheCouncilarestreamedliveongovernmentaccess Channel20inPismoBeachandontheCity'swebsite.Liveandarchivedmeetingvideoareavailable onlineat www.pismobeach.org/agenda.

4. CitySocialMediaContent
TheCityregularlypostssocialmediacontentontheplatformsbelow.ItshouldbenotedthatAdvisory BodyMembersshouldnotinteractwith("like,"share,commentingon)theCity'ssocialmediaposts,in thatanycommentmadebyaCityofficialregardingCitybusinesscouldbeconsideredanofficialrecord, andinthatlikingorsharingpostsrelatedtodiscretionaryprojectsmaybedeemedasanendorsement andhaveBrownActordueprocessimplications.
x Facebook(City):facebook.com/cityofpismobeach
x Facebook(ClassicCalifornia):facebook.com/pismobeachca x Instagram:instagram.com/pismobeachca
x Twitter(City):twitter.com/cityofpismo
x Twitter(ClassicCalifornia):twitter.com/pismotravel

5. GoogleAlerts
Visit www.google.com/alerts andsignuptoreceivealertsbyemailwhenwebcontentrelatingtoPismo Beach,suchasnewscontent,isposted.Subscribetothekeyword"CityofPismoBeach"(withquotation marks)toreceivealertsabouttheCity.Subscribeto"PismoBeach"forbroaderinformationaboutthe area.
B. LegalandRegulatoryBestPractices
Fordetailedinformationaboutspecificregulations,seeSectionVII.ApplicableStateandLocal Regulations.

1. EthicsandConflictofInterest
Whiletheconceptsofethicsandconflictofinterestarerootedincommonsense,thetechnicallycorrect applicationofethicsandconflictofinterestlawsmaynotalwaysbeintuitive.AdvisoryBodyMembers areencouragedtobearinmindrulesofthumbtoavoidinadvertentlyrunningafouloflawsandpublic perceptionsrelatingtoethicsandconflictofinterest,andtoseektechnicaladvicewhenindoubt. WhenachangeinthelifecircumstancesofaMemberorMember'simmediatefamilyoccurs,Members areencouragedtoconsiderwhetherthechangeinvolvesnewfinancialinterests(e.g.newsourceof income,newinvestments,newrealpropertyholdings,newbusinessrelationships)andevaluateearlyon whetherthosenewinterestsmayintersectwiththeAdvisoryBody'sbusiness.Suchchangesinfinancial interestsmayneedtobereportedontheMember'snextForm700and/orwarranttheMember's disqualificationfrommakingcertaindecisions.Alsoseepage27forprecautionsrelatingtoGovernment Code§1090,whichprohibitsselfͲdealingbyinfluencingpubliccontracts. Inadditiontobeingawareofpotentialsourcesoffinancialconflict,Membersshouldevaluatewhethera changeinlifecircumstancescreatesnewrelationshipsthatcouldcreatetheperceptionofconflictof interestorothernonͲfinancialbias.
Membersareencouragedtobeconservativeindeterminingwhichinterestsandaffiliationsmay constituteconflictsofinterestandrecusethemselveswhenindoubt.Memberswhodeterminethata particularprojectorotheragendamatterwillconstituteanactualorperceivedconflictofinterest Attachment 5.A
Council Agenda 11-7-2023 9.L-108

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page21 shouldnotifystaffassoonaspossible—ifamember'srecusalmayposeaparliamentaryproblem(for example,ifonlythreememberswillbeinattendanceatameetingandoneofthemmayhaveaconflict ofinterest),acarefulevaluationoftheMember'sabilitytoparticipatemustbemadeinadvance. IfaMemberwishestoseekformaladviceastowhethertheirparticipationinaparticulardecisionis permittedbythePoliticalReformActorGovernmentCode§1090,orwhetheraparticularinterestmust bereportedontheMember'sForm700,formaladviceshouldbesoughtfromtheFPPCasearlyas possibletoallowforprocessingtime.Formoreinformationaboutinformalandformaladvicefromthe FPPC,pleasevisitfppc.ca.gov/advice.html.Additionally,aMembermayopttoconsultwithapersonal attorney.WhiletheCityAttorneycanprovidegeneralinformationregardingconflictsasameasureto avertpotentiallegalissuesfortheCity,theCityAttorneydoesnotrepresentindividualAdvisoryBody members,andnoimmunityisconferredupontheMemberbyrelyingoninformationprovidedbythe CityAttorney.OnlyformaladvicefromtheFPPCprovidessuchimmunity. Aspublicofficialswhosepotentialconflictsofinterestarebothregulatedbylawandcloselyscrutinized bythepublic,AdvisoryBodyMembersareencouraged,asageneralrule,toavoidtheacceptanceof thingsofvaluefromdevelopers,businesses,otherentities,andmembersofthepublic(someexceptions applytofamilyandpersonalfriends).Theacceptanceofcertainitemsmaybelegallypermissible dependingonthesourceandvalue,andsomemayrequirereporting,howeverothersaresimply prohibitedoutright.Allscenarioshavethepotentialtocreatenegativepublicperception,thuscautionis warranted.
Insummary,Membersshould:
x Evaluatelifechangesinthecontextoffinancialinterest,nonͲfinancialbiases,andpotential connectiontoCitybusiness
x Recusethemselvesfromparticipation,whenindoubt
x Notifystaffearlyonwhenapotentialconflictisforeseen x SeekFPPCadviceearlyon,ifaformaldeterminationisdesired x Avoidtheacceptanceofgiftsandotherthingsofvalueasageneralrule

2. BrownActandTransparency
FordetailedinformationabouttheapplicabilityoftheBrownActandotherrecordsͲrelatedregulations toAdvisoryBodies,seeSectionVII.
UnderlyingPrinciples:
x Publicofficialsderivetheirauthorityfrom,andconducttheirbusinessonbehalfof,thepublic. x Thepeople’sbusinessmustthereforebeconductedpublicly. x Thepublicisguaranteedtherighttoobserveandparticipateindecisionmakingproceedings, withverylimitedexceptions.
BasicRules:
x Anygatheringofamajorityofbodymemberswherebusinessisdiscussedisa"meeting."(Note: informalgatherings,serialemails,andothercommunicationscanconstitutea"meeting.") x Ameetingmaynotbeheldwithoutprovidingpublicnotice.Theagendaconstitutesthisnotice. x Wheneverameetingisheld,publicaccessmustbeallowed,withverylimitedexceptions. x Duringameeting,deliberationcanonlytakeplaceonnoticedagendaitems. x Anydeliberativeorinformationalmaterialsmadeavailabletoamajorityofbodymembersmust bemadeavailabletothepublic.
Attachment 5.A
Council Agenda 11-7-2023 9.L-109

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page22 BestPracticesforMembers:
x Avoiddiscussingdeliberativematterswithothermembersoutsideofnoticedmeetings x Avoidengagingingroupemailsortextswithothermembers x CopyCitystaffmembersoncommunicationswiththepublicaboutCitybusiness x Providestaffwithcopiesofcorrespondencereceiveddirectlyfromthepublic

3. TrainingandFilingDeadlines
StaffwillmakeagoodͲfaithefforttoremindAdvisoryBodyMembersofupcomingtrainingandfiling deadlines(detailedonpage14).However,Membersareultimatelyresponsiblefortheirown compliancewithapplicableregulations,andareencouragedtosetrecurringcalendarremindersfor filingdeadlinesthroughouttheirterm.

Attachment 5.A
Council Agenda 11-7-2023 9.L-110

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page23 VII. STATEANDLOCALREGULATIONS
TheinformationbelowdescribesthefrequentlyͲencounteredstateandlocallawsthatregulatethe conductofAdvisoryBodyMembersandadministrationoftheirmembership.Thisinformationisbyno meansexhaustive,anditisnotintendedtobesolelyrelieduponformakingdecisionsaboutproperor legalconduct.Staffmaybeconsultedforexpandedtechnicalinformationaboutanyofthetopicsbelow. WhiletheCityAttorneymayrenderlegaladvicetostaffortheCouncilrelatingtotheworkofan AdvisoryBody,individualAdvisoryBodyMembersgenerallymaynotexpecttorelyontheCityAttorney asaresourcefordeterminationsrelatingtotheseregulations.Withregardtoconflictofinterestlawsin particular,MembersmaywishtoconsultdirectlywiththeFPPCorapersonalattorney. A. StateLaws

1. BrownAct
WhentheBrownActwasadoptedin1953followingaSanFranciscoChronicleexposéonthe widespreadpracticeofclosedͲdoordecisionͲmakingbylocalgovernmentofficials,theCalifornia Legislaturedeclared:"…Thepubliccommissions,boardsandcouncilsandtheotherpublicagenciesin thisStateexisttoaidintheconductofthepeople’sbusiness.Itistheintentofthelawthattheiractions betakenopenlyandthattheirdeliberationsbeconductedopenly." TheBrownAct,CAGC§54950—54963,isCalifornia's"openmeeting"law.Whilethestatutehasbecome morecomplexovertime,itsintentisstillbestcapturedbyoneofitsearliestprovisions:"Allmeetingsof thelegislativebodyofalocalagencyshallbeopenandpublic,andallpersonsshallbepermittedto attendanymeetingofthelegislativebodyofalocalagency,exceptasotherwiseprovidedinthis chapter.""Exceptasprovided"referstopermissible"ClosedSessions"thatmaybeheldinorderto discusstopicswhich,ifdiscussedpublicly,wouldundulycompromiseindividualprivacyortheintegrity ofcertainnegotiatingprocesses.ClosedSessionprovisionsareonlyexercisedbytheCityCounciland thusarenotfullyreflectedintheguidelinesbelow.
Applicability
TheBrownActappliesto"legislativebodies"asdefinedintheAct.Atthecitygovernmentlevel, legislativebodiesgenerallyincludetheCityCouncilandadvisorybodiescreatedbytheCityCouncil.In PismoBeach,BrownActrequirementsapplytothemeetingsandmembersoftheCityCouncil,Planning Commission,CVBBoard,PAC,andPRBC.Understatelaw,individualswhohavebeenelectedtotheCity CouncilbuthaveyettoassumeofficearealreadysubjecttotheBrownAct,andtheCitydeemsthis provisiontoextendtonewlyͲappointedAdvisoryBodyMemberswhohaveyettoassumeoffice.TheSEC andTSCarenotsubjecttotheBrownAct,inshortbecausetheywerenotcreatedbytheCouncil. UnderlyingPrinciples:
x Publicofficialsderivetheirauthorityfrom,andconducttheirbusinessonbehalfof,thepublic. x Thepeople’sbusinessmustthereforebeconductedpublicly. x Thepublicisguaranteedtherighttoobserveandparticipateindecisionmakingproceedings, withverylimitedexceptions.
BasicRules:
x Anygatheringofamajorityofbodymemberswherebusinessisdiscussedisa"meeting." (Informalgatherings,serialemails,andothercommunicationscanconstituteillegal"meetings.") x Ameetingmaynotbeheldwithoutprovidingpublicnotice.Theagendaconstitutesthisnotice. x Wheneverameetingisheld,publicaccessmustbeallowed,withverylimitedexceptions. Attachment 5.A
Council Agenda 11-7-2023 9.L-111

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page24 x Duringameeting,deliberationcanonlytakeplaceonnoticedagendaitems. x Anydeliberativeorinformationalmaterialsmadeavailabletoamajorityofbodymembersmust bemadeavailabletothepublic.
Meetings
Whatisameeting?
Anysituationinvolvingamajority(morethanhalf)ofthemembersofalegislativebodywherematters withinthepurviewofthebodyarediscussedoracteduponisameeting."Meetings"canbedeemedto occurwhenmembersinteractinperson,viatelephoneorelectronicmedium,orviaintermediaries. "Meetings"canoccuratonetime,orserially,wherememberAtalkstomemberB,whotalkstomember C,andsoon.
Onlymeetingsheldatonetime,withadvancenoticetothepublic,wherepublicaccessandparticipation areallowed,arelegal.Allothertypesofmeetings(exceptpermissibleClosedSessions)areviolationsof theBrownAct.
Whatisnotameeting?(Permissibleexceptions)
x Asituationwherelessthanamajorityofmembersdiscussbusinesswithinthebody'spurview, providednoneofthemcommunicatewithothermembersaboutthematteroutsideofanoticed meeting.
x Asituationwhereamajorityofmembersaregatheredforasocial,educational,orceremonial event,oranoticedmeetingofanotherBrownActbody,providednodiscussionofspecific businesswithinthebody'sjurisdictionoccurs.
x Communicationswithstaff.Eachmemberofabodymaycommunicatewithstaffindividuallyor ingroupsoflessthanaquorum,solongasthestaffmemberdoesnotconveythepositionsof memberstoeachother.
Whatisprohibited?
x Anymeetingthatisconductedwithoutrequirednotice. x Anymeetingthatisconductedwithoutpublicaccess. BasicsofCompliance
Agendas(Noticing):
x Foraregularmeeting(thebody'susualmeetingdayandtime),theagendamustbeposted publiclyatleast72hoursinadvance,inafreelyͲaccessiblephysicallocationandontheCity website.Abriefdescriptionofeachmattertobediscussedmustbeincluded. x Foraspecialmeeting(anythingotherthanthebody'susualmeetingdayandtime),theagenda mustbepostedpubliclyatleast24hoursinadvance,inafreelyͲaccessiblephysicallocationand ontheCitywebsite.Abriefdescriptionofeachmattertobediscussedmustbeincluded. x Limited"emergency"exceptionsapply,typicallyfortheCityCouncilonly. MeetingConductandPublicAccess:
x Allmeetingsmustbeopentoallmembersofthepublicwithoutqualification.Forexample,no feemaybecharged,andsignͲinsheetsmustbemarkedasoptional. x Meetingsmustbeheldinfacilitiesaccessibletothedisabledinmostcases,andother reasonableaccommodationsmustbemadeforindividualswithdisabilities. Attachment 5.A
Council Agenda 11-7-2023 9.L-112

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page25 x AtRegularMeetings,membersofthepublicmustbegiventheopportunitytoaddressthebody onanytopicwithinitspurviewduringanopenpubliccommentperiod.Reasonabletimelimits maybeimposedandunduedisruptionmaybeprohibited. x Atallmeetings,membersofthepublicmustbegiventheopportunitytospeakonagendaitems beforeactionistaken.
x Speakerscannotberequiredtogivetheirnameoraddress,butitmayberequested. x Membersofthepublicmustbeallowedtorecordtheproceedings,solongasnodisruption occurs.
x Thebodymaynotactonanitemthatisnotontheagenda.However,thebodymaydirectstaff toplaceaparticularitemonafutureagendaforconsideration.(Limited"emergency" exceptionsapply.)
HandlingofMaterials:
x Allagendapacketmaterials,andanyothermaterialsdistributedtomembersinconnectionwith amatterbeingconsideredatameeting,arepublic,andmustbeprovidedwithoutdelay.In PismoBeach,thesematerialsareproactivelypostedanddistributed,includingonline. x Anyadditionaldocument/informationprovidedtoamajorityofthemembersofabodyis public,exceptwhereexemptfromdisclosurebylaw.
x Ifmaterialsaredistributedtomemberswithin72hoursbeforethemeeting,thematerialsmust bemadeavailabletopublicatthesametime.
x Ifmaterialsaredistributedtomembersatthemeetingbystaff,thematerialsmustbemade availabletopublicatthemeeting.
x Ifmaterialsaredistributedtomembersatthemeetingbyathirdparty,thematerialsmustbe madeavailabletopublicbystaffassoonasfeasiblethenextday. CommonQuestionsabouttheBrownAct
Whatare"serial"meetings?
Serialmeetingsarecommunicationsamongamajorityofabody'smembersaboutbusiness,whichoccur outsideofanoticedmeetinganddonotinvolveamajorityofthebodymeetingatthesameplaceand time.AllformsofserialsmeetingsareviolationsoftheBrownAct. Ina"daisychain"meeting,MemberAcommunicateswithMemberB,whothencommunicateswith MemberC.Forexample:MemberAtellsMemberBthattheyplantovoteforanupcomingproject,then MemberBcallsMemberCtotellMemberChowMemberAplanstovote. Ina"hubͲandͲspoke"meeting,memberscommunicateindividuallywithathirdparty,whotheneither deliberatelyorinadvertentlyconveysthemembers'positionstoeachother.Forexample:Adeveloper meetswithtwoPlanningCommissioners,whoindicatethattheysupportthedeveloper'sproject,then thedevelopermeetswithathirdPlanningCommissionerandtellsthethirdPlanningCommissionerthat twootherCommissionersareinfavoroftheproject.
Whyareserialmeetingsillegal,andethicallyproblematic? Inbothscenarios,anillegalmeeting(deliberation,ordevelopmentofconcurrence,amongamajorityof membersoutsideanoticedmeeting)hasoccurredassoonasathirdmemberbecomesinvolved.One Memberbecomingawareofthepositionsoftwoormoreothermembersconstitutesameeting, becausedefactodeliberationamongamajorityofmembershasoccurred,eventhoughtheyhaven't necessarilyconvenedatthesametimeandplace.Becausethisdeliberationtookplaceoutsideanoticed Attachment 5.A
Council Agenda 11-7-2023 9.L-113

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page26 meeting,andthepublicwasnotprovidedpropernoticeandthereforedeniedtheopportunityto observeandparticipate,itisaBrownActviolation.
Keyconcept:Thesescenariosillustratethewayinwhichforeknowledgeofhowothermembersplanto votecanjeopardizeamember'sabilitytoactasafairandimpartialdecisionͲmaker,andunderminedue processfortheapplicantandotherparticipants,whoexpectthebodyanditsmemberstoconductopen, meritͲbaseddeliberations.RegardingfairandimpartialdecisionͲmaking,alsoseeDueProcess,page34. WhatisaQuorum?
Aquorumisthemajority(morethanhalf)ofthetotalnumberofestablishedmembersofabody, regardlessofwhetheranyseatsarevacant.Aquorummustbepresentinorderforameetingtobeheld oractiontobetaken.Ifamemberleavesduringthemeeting,resultinginthelackofaquorum,no furtherbusinessmaybeconductedandthemeetingmustbeimmediatelyadjourned. Ifamemberisabsent,canthememberstillvote?No.
Canmembersparticipatevirtually?
Generally,yes.Thereareanumberoflegalframeworkswithinwhichamembercanparticipatevirtually (knowntechnicallyasteleconferencing):
x Participationduringastateofdeclaredemergency:LegislationoriginallyenactedunderAB361 inresponsetotheCOVIDͲ19pandemicallowsanunlimitednumberofmemberstoparticipatein ameetingremotelyduringadeclaredstateofemergency,ifthereisanactualnexusbetween theemergencyandtheirneedtoberemote.Thisoptionissimpletoadminister,butstatesof declaredemergencyareveryuncommon.

x ParticipationunderAB2449for“emergencycircumstances”(suchasamedicalemergency)or “justcause”(suchasbeingawayoncityͲsanctionedtravel):Exercisingeitheroftheseoptions requiresadvancenoticetostaff,compliancemeasuresconductedpubliclyduringthemeeting, andislimitedtoonlyahandfulofusesperyear.Formoreinformation,seetheCity’sAB2449 TeleconferenceMeetingParticipationPolicy.Thisoptionisthemostworktoadministerforboth staffandthemember,andisconstrainedbybothcircumstanceandfrequency. 
x Participationunder“traditional”teleconferencerules:PredatingthepandemicandZoomera, theBrownActhasaprovisionallowingamembertoparticipateremotely(originallyby telephone),providedtheirremotelocationisshownontheagendaitself,theagendaisposted andpubliccommentissolicitedattheremotelocation,andothercompliancemeasures.This optionissimplesttoadministerforstaff,butismoreworkforthememberandrequires disclosureoftheiraddress.
CanAdvisoryBodyMemberscommunicateviaemailortexttodiscussbusiness? ThenatureofemailandgrouptextconversationscanlenditselftoinadvertentBrownActviolations. WhiletwomembersofafiveͲmemberboard,forexample,mayappropriatelycommunicatewithone anotheraboutAdvisoryBodybusinessbytextmessage,theforwardingofsuchamessagetoathird memberwouldresultinaviolation.Or,whileit'sroutineforstafftosendanemailtoallmemberswith informationaboutanitem,amemberwhorepliestoallwithacommentaboutthemattercaneasily causeaBrownActviolation.Forthesereasons,emailandtextcommunicationamongmembersabout bodybusinessshouldbekepttoaminimum.
Attachment 5.A
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PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page27

2. ConflictofInterestRegulations
"Conflictofinterest"doctrineisthecommonͲsenseideathatapublicofficialcannotactimpartiallyand inthepublicinterestwhentheofficialhasafinancialorotherpersonalinterestinadecisiontobemade. Forthisreason,publicofficialsincludingAdvisoryBodymembersmustdeclinetoparticipateinany decisioninwhichtheyhaveamaterialfinancialinterestorotherbias. Whilethereexistsastigmaaroundtheconceptofconflictofinterest,itshouldbecarefullynotedthat theexistenceofconflictofinterest,inandofitself,isnotnecessarilyillegal.Conflictsofinterestare relativelycommoninacitythesizeofPismoBeach.TheMember'sconductwithregardtodisclosure anddisqualification,i.e.whethertheymakerequireddisclosuresandwhethertheydisqualify themselvesfromcertaindecisionswhenwarranted,iswhatdetermineswhethertheletterandintentof thelawhasbeenmet.Forthatreason,AdvisoryBodyMembersareencouragedtodevelopaworking familiaritywithapplicableregulationsandtheirunderlyingconcepts,andconsultwithstaffformore informationifneeded.
Conflictofinterestregulationscomprisenumerousstatelaws,regulations,andlegalopinions,the cornerstoneofwhichisthePoliticalReformAct(PRA).ThePRAandotherconflictofintereststatutes includingGovernmentCode§1090etseq.(contractsandselfͲdealing)aresummarizedherefor reference.
AB1234/EthicsTraining
AssemblyBill1234(CAGC§53234etseq.),adoptedin2005,stipulatesthatifalocalagencyprovides compensationtoanymemberofalegislative(BrownAct)body,allmembersoftheagency'slegislative bodiesmustreceiveethicstraining.Whilethetrainingisbilledas"ethics"trainingandcoversawide awayofethicalconsiderations,alargeportionofthecontentrelatestoconflictofinterestregulations. Seepage33fordetailedinformation.
GovernmentCode§1090etseq.
CAGC§1090stipulatesthatlocalpublicofficials,includingAdvisoryBodyMembers,shallnotbe involvedinthemakingofanycontractinwhichtheofficialhasafinancialinterest,andmaynotbea partytoanypurchaseorsalemadebytheofficialintheirofficialcapacity.Theserestrictionsare commonlyknownas"selfͲdealing"prohibitions.WhileAdvisoryBodiesdonothavethepowertobind theCitytocontractsormakepurchasingdecisions,theremaybeoccasionswhereanAdvisoryBodyor individualMembershaveanopportunitytodirectlyorindirectlyinfluencetheselectionofavendoror othercontractserviceprovider.
WhenbeginningAdvisoryBodyservice,Membersshouldcarefullyconsiderwhethertheyhaveany financialinterestinanyvendor,serviceprovider,oranyotherentityofthetypelikelytodobusiness withacity(i.e.providegoodsorservicestoacityinexchangeforpayment).Membersareencouraged tonotifystaffifanysuchfinancialtiesexist,andbevigilantinavoidinginvolvementinanykindof vendor/contractorselectionprocessesthatmayrelatetoafinancialinterest.(Additionally,thistypeof financialinterestmayneedtobedisclosedontheMember'sForm700). Severepenaltiesmayattachtoviolations,bothwillfulandinadvertent,ofGovernmentCode§1090, includingvoidingofthecontract,misdemeanororfelonycharges,andabanonholdingpublicoffice. GreatcautionshouldbeexercisedindeterminingwhetheranAdvisoryBodyMemberissufficiently disinterestedfromacontractwhichmaybemadebytheCity. Attachment 5.A
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PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page28 ContractswiththeCity
TheCityhasestablishedaprohibitiononAdvisoryBodyMembersactingasaconsultant,contractor,or othervendortotheCity,unlesstheCityAttorneydeterminesinadvancethattheMember'sfinancial interestinthearrangementiscompletelyunrelatedtotheMember'spurviewasanAdvisoryBody Member,andthatminimalornorisktotheCitywillbeincurred.Forthefullpolicy,seeSectionVII.B.6. 
Attachment 5.A
Council Agenda 11-7-2023 9.L-116

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page29 PoliticalReformAct
ThePoliticalReformActof1974wasadoptedbytheCalifornialegislatureinthewakeoftheWatergate scandal.ThecoreprincipleofPoliticalReformActisthatthefinancialaffairsofpublicofficialsmustbe transparentinordertoexposepotentialconflictsofinterest.Thistransparencyhelpsprevent improperlybiaseddecisionͲmaking,andallowsthepublictoevaluatewhetheranofficialissufficiently disinterestedintheirofficialdecisionͲmakingactivities. TheFairPoliticalPracticesCommission(FPPC)isthenonͲpartisanstateagencycreatedtopromulgate thePoliticalReformActandrelatedregulations,byprovidingadvice,holdinghearings,andpursuing enforcementactions.Asof2013,theFPPCalsohastheauthoritytoissueadviceandpursue enforcementactionsrelatingtoGovernmentCodeSection§1090(selfͲdealingprohibitions),although theseregulationsarenotpartofthePoliticalReformAct.TheFPPCalsoofferstheonlineethicstraining coursemostfrequentlyusedbyAdvisoryBodyMembers,althoughtheethicstrainingrequirementisnot partofthePoliticalReformAct.
ThePoliticalReformAct(CAGC§81000etseq.)regulatesvariousgroupsofCityofficialsdifferently: x Mostbroadly,Section87100etseq.oftheActsaysthatnopublicofficialshallparticipateina decisioniftheofficialhasaconflictofinteresttherein;thisregulationappliestoallelectedand appointedofficialsandstaff,fromstatetolocallevel. x Section87200oftheActstipulatesthatPlanningCommissionersaredirectlyregulatedinthe samemannerasCityCouncilMembersandtheCityManager,CityAttorney,andCityTreasurer (knownas"87200"filers).PlanningCommissionersareregulatedmorerigorouslythanother AdvisoryBodyMembersbecausePlanningCommissionsarerecognizedbystatelaw,andare granteddiscretionarypowertomakecertainlandusedecisionsthatarefinalifnotappealed. x TheActrequirestheCitytoadoptalocalConflictofInterestCode,whichidentifiesallotherCity officials,suchasAdvisoryBodyMembersandmanagementstaff,withenoughdecisionͲmaking authoritytobepotentiallysusceptibletoconflictsofinterest(knownas"Designated"filers).The City'sConflictofInterestCodeestablishestheForm700filingrequirementsfortheseofficials,as wellasotherlocalconflictofinterestpolicies.
x Inadditiontotheabove,theActappliestomostelectedofficialsandcertainappointedofficials throughoutstateandlocalgovernments,includingtheGovernor,districtattorneys,andcounty supervisors,andregulatescampaignfinancelimitationsanddisclosuresforallelections. TheprovisionsofthePoliticalReformActthatapplytoAdvisoryBodyMemberscangenerallybedivided intotwocomponents:disqualification,theprinciplethatpublicofficialswithdecisionͲmakingauthority mustnotparticipateinmakingdecisionsinwhichtheyhaveormayhaveafinancialinterest,and disclosure,whichrequirespublicofficialswithdecisionͲmakingauthoritytofiledisclosuresofcertain personalfinancialinterests.
Disqualification(AllCityOfficials)
"Nopublicofficialatanylevelofstateorlocalgovernmentshallmake,participateinmakingorinany wayattempttousehisofficialpositiontoinfluenceagovernmentaldecisioninwhichheknowsorhas reasontoknowhehasafinancialinterest."ThePoliticalReformActsetsforththisbroadtenet prohibitingallpublicofficialsfromactingincaseswheretheyhaveaconflictofinterest(afinancialtieto thedecisionbeingmade,asdefinedbythelaw).Notparticipatinginagovernmentaldecisiondueto conflictofinterestisknownas"disqualification."Thisgeneraldisqualificationrequirementappliestoall Cityemployees,contractstaff,volunteers,AdvisoryBodyMembers,CityCouncilMembers. Attachment 5.A
Council Agenda 11-7-2023 9.L-117

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page30 ThetypesoffinancialintereststhatconstitutedisqualifyingconflictsofinterestunderthePolitical ReformActaresetforthinCAGC§87103.Additionalprovisionsforinterpretingtheseregulations,such asdeterminingwhatconstitutesa"materialfinancialeffect,"arecontainedinFPPCRegulations(CATitle 2CCR§18700etseq.).Whatdistinguishesastatutorilyrecognizedconflictmaynotalwaysbeintuitive, andcarefulconsiderationiswarranted.Membersareresponsibleformakingtheirowndeterminations astowhentodisqualifythemselves,andstaffmaynotprovidelegaladviceastowhatconstitutesa conflictofinterest,howeverstaffisavailabletohelpMemberslocatepertinentregulations. CATitle2CCR§18700(a)setsforththis"BasicRule"fordeterminingwhetheraprohibitedconflictof interestexists.Parsingthewordingofthissection,ausefuldecisionͲmakingframeworkemerges: x Apublicofficialatanylevelofstateorlocalgovernment…(CAGC§82048) x …hasaprohibitedconflictofinterestandmaynotmake,participateinmaking,orinanyway useorattempttousehisorherofficialpositiontoinfluenceagovernmentaldecision…(CATitle 2CCR§18704)
x …whenheorsheknowsorhasreasontoknowheorshehasadisqualifyingfinancialinterest. x Apublicofficialhasadisqualifyingfinancialinterestifthedecisionwillhaveareasonably foreseeable…(CATitle2CCR§18701)
x …materialfinancialeffect…(CATitle2CCR§18702etseq.) x …distinguishablefromtheeffectonthepublicgenerally…(CATitle2CCR§18703) x …directlyontheofficial,orhisorherimmediatefamily…(CAGC§82029) x …oronanyfinancialinterest.(CAGC§87103;CATitleCCR§18700(c)(6)) MembersmaywishtousethirdͲpartypublicationssuchastheInstituteforLocalGovernment's UnderstandingtheBasicsofPublicServiceEthicsLawsasguidetounderstandingdisqualifyingfinancial interests.MembersareencouragedtoconsultwiththeFPPCforadviceinadvancewhenaformal determinationissoughtregardingtheabilitytoparticipateinaparticulardecision. RealPropertyConflicts
AcommontopicofconcernamongAdvisoryBodyMembersisconflictofinterestarisingfromreal propertyinterests.RealpropertyinterestisdefinedbyCAGC§87103,andstandardsfordetermining whetheraparticulardecisionwillhavea"materialeffect"onanofficial'srealpropertyinterestsareset forthinCATitle2CCR§18702.2.
Subjecttotheavailabilityofstaffresources,AdvisoryBodyMemberssubjecttotheseregulationswillbe providedwithmapsshowingparcelsoflandwithinthevicinityoftheirownrealpropertyinterests,to aidinmakingdeterminationsofmaterialfinancialeffectunderCATitle2CCR§18702.2. RecusalProcedure
WhenaMemberneedsordesirestodisqualifythemselvesfromanagendaitemduetoconflictof interest,theMemberisencouragedtonotifystaffasearlyaspossible,andtostillattendthemeeting. FollowingtheannouncementoftheitembytheChair,theMemberwillannouncethereasonfortheir recusalandleavethedaisbeforediscussioncommences.Membersaretechnicallypermittedtoremain intheaudienceforthedurationoftheitemandevenaddresstheirownbodyasamemberofthepublic, butonlytodiscusstheirpersonalinterestsintheitem.Membersareencouragedtocarefullyweighthe possibleperceptionofthisapproach,andaregenerallyencouragedtoleavetheroomfortheduration ofthediscussion.TherecusalprocedureforPlanningCommissionersissetforthinCAGC§87105andCA Title2CCR§18707;recusalproceduresforotherAdvisoryBodyMembers,assetforthineachbody's Bylaws,havebeenwrittentomirrortheseregulations. Attachment 5.A
Council Agenda 11-7-2023 9.L-118

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page31 Note:Recusaldiffersfromabstention,inwhichaMembervoluntarilydeclinestoparticipateinavotefor areasonotherthanconflictofinterest,anddoesnotneedtovacatetheirseatorannounceareasonfor theabstention.
Disclosure(Form700filers)
Inadditiontothedisqualificationrequirementsoutlinedabove,thePoliticalReformActusesproactive disclosureoffinancialinterestsasaprincipaltoolforachievingtransparency.Thecoreof"Disclosure" forpublicofficialsistheFPPCForm700,StatementofEconomicInterests.Generally,themoreauthority anofficialhas,thegreatertheirpotentialforconflictofinterest,andthemorepersonalfinancial intereststheymustdiscloseontheirForm700.Thisinformationhelpsthepublictoevaluatewhetheran officialissufficientlydisinterestedfromdecisionsmade. TheActrequiresthatPlanningCommissionersandotherSection87200filersfileaForm700disclosing financialinterestsheldineachrecognizedcategory(investments;realproperty;income,loans,& businesspositions;gifts;travelpayments).TheCity'sConflictofInterestCoderequiresthatother AdvisoryBodyMembersandcertainstaffdisclosefinancialinterestswithinasubsetoftheabove categories.Todeterminewhichtypesofinterestsmustbedisclosed,Membersshouldrefertothe ConflictofInterestCodetofindtheirbody's"DisclosureCategory." Theinvestmentsthatmustbedisclosedineachcategoryaregenerallylimitedtothosewithinthe official'sdecisionͲmakingjurisdictionorotherwisebearingontheofficial'sbusinesswiththeCity, howevercertainexceptionsapply.Eachtypeofinterestisreportedonaseparate"schedule"andthe instructionsincludedwitheachscheduleshouldbecarefullyconsidered. AllAdvisoryBodyMembersexceptTrafficSafetyCommitteeMembersmustfileForm700satthe followingintervals:
x An"AssumingOffice"Statement,due30daysfromtermstart o Reportsinvestments,interestsinrealproperty,andbusinesspositions,ifrequiredto disclose,heldondateofassumingoffice;andloans,gifts,andtravelpayments,if requiredtodisclose,heldwithintheyearprior

x AnnualStatements,dueeveryyearbeforeApril1
o ReportsfinancialinterestswithintheMember'sDisclosureCategoryheldduringthe priorcalendaryear,orbetweendateofassumingofficeandendofyear 
x A"LeavingOffice"Statement,due30daysfromleavingoffice o ReportsfinancialinterestswithintheMember'sDisclosureCategoryheldbetweenthe mostrecentStatement(AssumingorAnnual)andthedateofleavingoffice NoteontheEffectofDisclosure
Whiledisclosureisacriticalmeasureofconflictofinterestcomplianceandtransparency,theactof disclosingaparticularfinancialinterest,initself,doesnotmitigateanyassociatedconflictofinterest. Forexample,ifaPRBCMemberdisclosesa20%ownershipinterestinalocalcorporationontheirForm 700,disclosureoftheconflictdoesnotrelievetheCommissioneroftheobligationtodisqualify themselvesifthebusinessappearsbeforethebodywithadevelopmentproposal.Inthesamevein, disclosingafinancialinterestthatisalreadyprohibiteddoesnotmakeitanylessprohibited.For example,ifaPlanningCommissionerhasaccepted$600ingiftsfromalocalbusinessinthepastyear, disclosingreceiptofthegiftontheCommissioner'sForm700doesnotmakeitlegaltohaveaccepted thegift(whichisoverthedollaramountlimitforCommissioners). Attachment 5.A
Council Agenda 11-7-2023 9.L-119

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page32 Prohibitions
Inadditiontothegenerallimitationthatnopublicofficialmayinfluenceadecisioniftheofficialhasa conflictofinterest,andtherequirementthatcertaintypesofinterestsmustbeproactivelydisclosed, othertypesoffinancial"interests"aresimplyprohibitedoutright.Notypeofdisclosureor disqualificationmakessuchinterestspermissible.Someprohibitions,includingreceivinggiftsabovea certaindollaramountandallhonoraria(speakingfees),applystatutorilytoPlanningCommissionersand other87200filersonly.However,allAdvisoryBodyMembersareencouragedtocomportthemselvesin accordancewiththeselimitationsintheinterestofmaintainingthehighestethicalstandards. Enforcement
Ifitisfoundthatapublicofficialhasfailedtodisqualifythemselvesfromparticipatinginadecisionin whichtheofficialhadaconflictofinterest,orfailedtoproperlydiscloseaninterest(includinglateor incompleteForm700filings),theofficialmaybesubjecttofinesbytheCity,foundguiltyofacrime,or besubjecttocivilpenalties.TheFPPCmayalsopursueadministrativepenaltiesandthesubjectaction maybeinvalidated.
NoteontheScopeofthePRA
WhilethePoliticalReformActispopularlysynonymouswiththeprincipleofconflictofinterestasit relatestopublicofficials,itshouldbenotedthattheActisonlyonepieceofthepuzzle."Conflictof interest"withinthemeaningoftheActisasetofdefinedfinancialconflicts,buttheActisnottheonly statutorysourceoffinancialconflictofinterestprohibitions.Further,whilefinancialconflictisatthe heartofconflictofinterestdoctrine,careshouldbetakentorecognizethatothertypesofconflicts,such asrealorperceivedpersonalbiases,havearealimpactonapublicofficial'sethics,whetherprohibited bystatuteornot.
PerceivedandCommonLawConflictsofInterest
InadditiontothedisqualificationrequirementthatexistswhenaMemberhasarecognizedfinancial conflictofinterestinadecision,Membersmustbemindfulof"perceived"and"commonlaw"conflicts ofinterest.Evenwhenanofficialdoesnothaveaconflictofinterestasdefinedbythelaw(statutory conflict),theMembermayhavesomeothernonͲfinancialconnectiontothedecisionathand,suchas beingpersonalfriendswithaprojectapplicant,whichmaycauseareasonablememberofthepublicto doubttheMember'sabilitytoconsiderthematterimpartially,andcompromisedueprocessforthe partiesinvolved.
AMemberwhoparticipatesinmakingadecisiondespitetheexistenceofanexternalfactorthatmay biastheirdecisionͲmakingislikelytoincurnegativepublicperception.Forthisreasonalone,the existenceofsuchnonͲfinancialconflictmaybesufficienttowarranttheMember'sdisqualification. Further,courtshaveattimesfoundapublicofficialtohaveactedimproperlydespitetheabsenceofa statutoryconflictofinterest,andattimesintheabsenceoffinancialinterestaltogether. TheCity'sCodeofEthics(SeeAppendix2:CodeofEthics)saysthatAdvisoryBodyMembersshallnot usetheirpositionstoinfluencedecisionswhich"whichmaygivetheappearanceofaconflictof interest,"ameasurethatassuresthepublicthatAdvisoryBodyMembersactimpartiallyandingood faithtothegreatestextent.
MiscellaneousProvisions
Additionalconflictofinterestregulationsincludeaprohibitiononpublicofficials,includingAdvisory BodyMembers,engagingin"incompatibleoutsideactivities"forcompensationorholding"incompatible offices."
Attachment 5.A
Council Agenda 11-7-2023 9.L-120

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page33 x The"incompatibleoutsideactivities"prohibition(CAGC§1125etseq.)saysthatpublicofficials "shallnotengageinanyemployment,activity,orenterpriseforcompensationwhichis inconsistent,incompatible,inconflictwith,orinimicalto"theirdutiesasapublicofficialorthe functionsoftheCity.
x The"incompatibleoffices"prohibition(CAGC§1099)saysthatpublicofficialsmaynot simultaneouslyholdtwopublicofficesifthedutiesoftherespectiveofficesareinconflictwith oneanother,orifonepossessessupervisorypowerovertheother. Membersarealsosubjecttothe"revolvingdoor"limitation(CAGC§87407)underthePoliticalReform Actthat,priortoleavingoffice,apublicofficialmaynotusehisorherofficialpositiontoinfluenceany decisionrelatingtoapersonorentitywithwhomtheofficialisnegotiatingprospectiveemployment. Additionalinformationregardingtheseprovisionsmayberequestedfromstaff. ThemorewellͲknown"revolvingdoor"prohibitionthatapublicofficialwhohasleftanagencymaynot, foroneyearafterleavingoffice,bepaidtoappearbeforethatsameagencyinordertoinfluencecertain decisions(CAGC§87406.3)doesnotapplystatutorilytoAdvisoryBodyMembers.

3. EthicsLaws
Thefoundationofpublicserviceethicsistheideathatapublicofficialmustexercisethedutiesofhisor herofficeimpartiallyandforthebenefitofthepublic,ratherthanforthebenefitoftheofficial's personalinterests,andthatholdingofficedoesnotentitleanofficialtospecialadvantages.Aswith conflictofinterest,theregulationsthatcomprise"ethics"lawsaremanyandvaried,andthereisagreat dealofoverlapbetweenthetwodoctrines.Theethicslawsandprinciplesmostfrequentlyencountered byAdvisoryBodymembersareoutlinedbelow.
AB1234/EthicsTraining
AssemblyBill1234(CAGC§53234etseq.),adoptedin2005,stipulatesthatifalocalagencyprovides compensationtoanymemberofalegislative(BrownAct)body,allmembersoftheagency'slegislative bodiesmustreceiveethicstraining.Whilethetrainingisbilledas"ethics"trainingandcoversawide awayofethicalconsiderations,alargeportionofthecontentrelatestoconflictofinterestregulations. AB1234requiresthatsubjectofficialsreceivetwohoursofaccreditedethicstrainingwithintheirfirst yearofoffice,andanadditionaltwohoursatleastonceeverytwoyearsthereafter.Trainingcompletion certificatesmustbefiledwiththeCityClerk'sOffice,andarethenpostedintheCity'sonlinepublic recordsportal.
TheFPPC'sfreeonlineethicstrainingcourseisrecommendedforAdvisoryBodyMembers.Anaccount maybesetupat http://localethics.fppc.ca.gov andusedformultipletrainings.Trainingmaybe completedinmultiplesessions,butatotaloftwohoursormoreoftrainingtimemustbeshownonthe completioncertificate.Iftrainingtimeisundertwohours,thecertificatewillnotbeaccepted,anda supplementalcourseofinstructionmustbetaken.
LiveethicstrainingseminarsareperiodicallyavailablefromorganizationssuchastheLeagueof CaliforniaCities.Othervendorsmaybeutilizedforethicstraining;pleaseconsultwithstaffbefore choosinganalternativevendor.
AB1661/HarassmentPreventionTraining
AssemblyBill1661(CAGC§53237etseq.),passedin2016,requiresmembersofalocalagency's legislativebodiestoreceivesexualharassmentpreventionandeducationtraining,inadditiontothe existingrequirementthatpublicemployeesreceivesuchtraining.MembersoflegislativeAdvisory Bodiesmustreceiveatleasttwohoursofharassmentpreventiontrainingwithinsixmonthsoftaking Attachment 5.A
Council Agenda 11-7-2023 9.L-121

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page34 office,andagainatleasteverytwoyearsthereafter.Trainingcompletioncertificatesmustbefiledwith theCityClerk'sOffice,andarethenpostedintheCity'sonlinepublicrecordsportal. PeriodicAB1661onlinetrainingwebinarsandinͲpersontrainingseminarsareprovidedbyagenciessuch astheLeagueofCaliforniaCities.OccasionalinͲpersontrainingsessionsforCouncilandAdvisoryBody Members,organizedthroughtheCaliforniaJointPowersInsuranceAuthority,arealsoheldatvarious locationsinthecounty.AdvisoryBodyMembersmayalsoinquirewithstaffaboutattendingqualifying trainingsessionsatothertimesandlocations.Memberswhoreceiveharassmentpreventiontraining fromtheiremployerspursuanttoCAGC§12950.1mayrequestthattheiremployerͲprovidedtrainingbe consideredtosatisfythisrequirement.
BriberyandExtortion
Twoofthemostseriousviolationsofpublictrustoccurintheformofbriberyandextortion,forwhich penalties,includingprisontime,fines,andbansonholdingoffice,aresevere.Briberyinvolvesapublic officialacceptingmoneyorotherthingsofvalueinexchangeforfavorablevotesorexertingother favorableinfluence.Extortioninvolvesusingone'sstatusasapublicofficialtoimproperlyobtainspecial advantagesorperks.Lawsprohibitingbriberyandextortionarestrictlyenforced,andpublicperception ofthesephenomenaisextremelynegative;thuseventheremotestappearanceofsuchactivitiesmust bescrupulouslyavoided.
CityCodeofEthics
SeeAppendix2:CodeofEthics.
DueProcess
ThedoctrineofDueProcessgetsitsnamefromtheFifthandFourteenthAmendmentstotheUnited StatesConstitution,andhasitsphilosophicaloriginsinthe13thͲcenturyMagnaCarta.Whilelegal applicationofdueprocessrightsiscomplex,thespiritofthedoctrineisembodiedatthelocallevelina fewkeyprinciples,amongthemthat:
x Citizensareguaranteedfair,impartial,meritͲbasedconsiderationbydecisionͲmakers x Citizensareguaranteedtherighttotakeadvantageofallavailableproceduresoflaw, particularlybeforehavingtheirrightslimitedbythegovernment x Governmentalandjudicialentitieswillfollowthelaw Dueprocessisalsocommonlyconceivedas"therighttofairandunbiaseddecisionͲmakers."Advisory BodyMembersembodytheseprinciplesby:
x Treatingallmembersofthepublicequally(basedonmerit,freefrombias) x Interpretingapplicableregulationsconsistently
x BeingmindfuloffactorswhichmayinfluencedecisionͲmaking,specificallythepotentialfor personalgain
x Disqualifyingthemselvesiftheyeverfindtheyareunabletoactimpartially. PlanningCommissionersinparticular,becausetheypossesstheauthoritytoactashearingofficersand makebindingdecisions,mustdotheirutmosttobefairandimpartial,andavoidcapriceandbias,inthe executionoftheirduties.
Transparency
PublicofficialsincludingAdvisoryBodyMembershaveadutytoconducttheiractivitiesinatransparent manner.TheCaliforniaConstitutionprovidesthatthepublichas"therightofaccesstoinformation concerningtheconductofthepeople’sbusiness,and,therefore,themeetingsofpublicbodiesandthe Attachment 5.A
Council Agenda 11-7-2023 9.L-122

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page35 writingsofpublicofficialsandagenciesshallbeopentopublicscrutiny."Thistransparencyisameasure bywhichpublicofficialsearnthepublic'strust.ThefollowingaresomeofthewaysinwhichAdvisory Bodymembersadvancetheprincipleoftransparency:
x CooperationwithstaffoncompliancewithPublicRecordsActrequests x Sharingrecordsrelatedtotheconductofbusiness,suchascommunicationsreceivedfrom membersofthepublic,withstaff
x DisclosureoffinancialinterestsonForm700s
x Announcementoffinancialtiesthatgiverisetorecusals x HonoringBrownActrequirementsfor:
o Conductingdeliberationsonlyduringnoticed,publicmeetings o Permittingpublicaccessto,andparticipationin,meetings o Takingactiononlyonagendaitems
UseofPublicResources
Acommonethicalconsiderationforpublicofficialsistheresponsiblestewardshipofpublicresources (publicfunds,andthingsboughtorbuiltwithpublicfunds,includingthestafftimeofpublicemployees). Generallyspeaking,anyfrivoloususeofpublicresourcesisethicallyunsound,andthelawprescribes specificpenaltiesandprohibitionsforcertaintypesofmisuse. Daytoday,responsibleuseofpublicresourcesincludesrespectfuluseofstaff'stime,andcarein handlingmaterialssuppliedbytheCity.Inaddition,statutoryprovisionsincludeprohibitionsonuseof publicfundsandresourcesforpersonalpurposesorpoliticalpurposes.Specifically,publicresourcesmay notbeusedforadvocacyrelatedtoballotmeasuresorpoliticalcandidates,includingmassmailings whichgivetheappearanceofpromotingaparticularofficeholder.Formoreinformation,seePolitical Activity,page10,andCAGC§3201—3209.

4. MaddyAct
TheMaddyAct(CAGC§54970etseq.)declaresthevalueofcitizenAdvisoryBodies,stipulatesthe timingofNoticesofVacancyandappointmentsforunscheduledvacancies,andrequiresthatanannual rosterofAdvisoryBodymembershipinformation(the"MaddyList")beposted.TheCityClerk'sOfficeis responsibleforcomplyingwiththeseregulations.TheCityretainsauthoritytoadoptpoliciesand proceduresgoverningallotheraspectsofAdvisoryBodymembershipadministration.

5. PublicRecords
TheCaliforniaPublicRecordsAct(CPRA,CAGC§7920etseq.)providesthat,unlessexemptbylaw,the recordscreated,used,sent,received,orstoredbyallCityofficialsinthecourseofconductingCity businessarepublicrecords.EssentiallyallrecordsassociatedwiththebusinessoftheCity'sAdvisory Bodies(agendas,staffreports,minutes,resolutions,publiccomments,meetingrecordings)are unequivocallypublicinnature,andmostaremadereadilyavailableontheCity'swebsiteinorderto reducetheneedforthepublictofilerecordsrequests.Inaddition,AdvisoryBodyMember communicationssuchasemailsortextmessagestoorfromstafforthepublicarepublicrecords, regardlessofthedeviceoraccountusedtosendorreceivethem.(seeCaliforniaSupremeCourtrulingin CityofSanJosev.SuperiorCourt,2017).
InadditiontotheCity’sobligationtoreleasecopiesofmostcommunicationrecordsunderthePublic RecordsAct,anevengreaterdegreeofdisclosuremayberequiredinordertocomplywithasubpoena orlitigationdiscovery.Forthesereasons,AdvisoryBodyMembersmustexercisetactandcautionwhen communicatingaboutCitybusinessinwriting.
Attachment 5.A
Council Agenda 11-7-2023 9.L-123

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page36 IntheeventtheCityreceivesapublicrecordsrequestthescopeofwhichincludesAdvisoryBody Membercommunications,Citystaffwillidentify,evaluateforexemptions,andreleaserecordsof communicationsstoredontheCity’semailserver(i.e.anyconversationinvolvingapismobeach.org domainemailaddress).StaffarethecustodiansoftheseAdvisoryBodyrecordsandresponsiblefor providingpublicaccesstothesameincompliancewiththePublicRecordsActandBrownAct. Inaddition,eachMemberwhomaypossessresponsivecommunicationssentorreceivedusinga personaldeviceoraccount(suchastextmessages,orGmailaccountcommunications)willbeaskedto searchtheirowndevice,provideanyresponsiverecordstoStaff,andsignanaffidavitdeclaringthatthe Memberhasconductedasearchingoodfaithandprovidedanyrelevantrecords.Membersare encouragedtocopystaffonsuchcommunicationsroutinely,inordertominimizethenumberofrecords thatneedtobeproducedfromapersonaldevicewhenarecordsrequestisreceived. UndertheBrownAct(seepage23),anyrecordprovidedtoorutilizedbyatleastamajorityofaBrown Actbodymustbemadeavailabletothepublic,unlessanexemptionapplies.Anywritten communicationrelatingtoCitybusinessthatisdeliveredtoamajorityofthebody,butnotcopiedto staff,shouldbeforwardedtostafftobeplacedinthepublicrecord. B. CityLawsandPolicies
WherestatelawdoesnotregulateaparticularaspectofAdvisoryBodyconstitutionoroperation,the CitymayestablishitsownlawsandpoliciesregulatingitsAdvisoryBodies.Citylawsareestablishedby CouncilOrdinance.CitypolicyisgenerallyestablishedbyCouncilResolution;toalesserextent, executivestaffmayestablishoperational(administrative)policieswithintheframeworkofformal Councilpolicy.

1. AttendanceRequirements
Localpoliciesrelatingtopermissibleattendanceratesareestablishedbyeachbody'sBylaws(seesection I.A.1above).Localpoliciesrelatingtodisciplinaryconsequencesforexcessiveabsenteeismareprovided inSectionVIII.A.

2. Bylaws
TheCounciladoptsandperiodicallyupdatesBylawsgoverningthepurpose,constitution,and parliamentarypracticesofeachlegislativeAdvisoryBody.Bylawssetfortheachbody'sduties, membershipparametersandattendanceexpectations,aswellasfineͲgrainedpolicyandprocedurefor electionofofficers(ChairandViceͲChair),voting,minutes,creationofcommittees,andmore. BylawsarereviewedbienniallybyeachAdvisoryBodyandanyrecommendationsforrevisionsthereto aremadetotheCouncil.AdvisoryBodyMembersarestronglyencouragedtobecomefamiliarwiththeir body'sBylaws,andtonotifystaffiftheBylawsappeartoneedanupdate.Appendix4:Linksto RegulationsandResourceswillbekeptcurrentwithlinkstothemostrecentlyͲadoptedBylawsforeach AdvisoryBody.

3. CityCode
TheCityCode,orMunicipalCode,istheCity'ssetoflocallaws,whichareadopted,revised,and repealedbyCouncilOrdinance.TheCityCodecontainsthefollowingprovisionsrelatedto administrationAdvisoryBodies.AllotherprovisionsforAdvisoryBodyadministrationareestablishedby Councilpolicyoradministrativepractice.
Attachment 5.A
Council Agenda 11-7-2023 9.L-124

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page37 x Chapter2.20establishesthePlanningCommissionandspecifiesthenumberofmembers, eligibilityrequirements,termofoffice,andprocedureforremovalofmembers.CAGC§65100 requiresthattheCityassignthedutiesofits"PlanningAgency"inthismannerbyordinance. x Chapter12.16setsforththedutiesandgeneralcompositionoftheSpecialEventsCommittee andspecifiesthatitshallincludetwo"resident"membersappointedbytheCouncil.(Note:the SpecialEventsCommitteewasnotcreatedbyordinance.) x Chapter2.24stipulatesthat"…anypersonconvictedofafelonyshallbeineligibletoserve"ona CityAdvisoryBody.Convictionofafelonyduringtermofofficeisgroundsforterminationofthe Member.FurtherinformationisprovidedinSectionVIII. StaffmakesanefforttokeepAdvisoryBodyMembersapprisedofchangestoMunicipalCodethataffect AdvisoryBodies.IndividualCouncilOrdinancesarearchivedonlineatmayberesearchedbyvisiting www.pismobeach.org/accesspismo. Complete,codifiedregulationsareavailableonlineat www.pismobeach.org/municode.

4. CodeofEthics
ThePismoBeachCityCouncilhasestablishedaCodeofEthicstoarticulateexpectationsforlocalofficials andhelpassurethepublic’sconfidenceintheintegrityoflocalgovernment.InkeepingwiththeCity’s commitmenttoaboveͲparpublicservice,theCity'sCodeofEthicsrequires,inpart,thatCityCouncil MembersandAdvisoryBodyMembers:
x Complywithboththeletterandspiritofthelawsandpoliciesaffectingtheoperationsof government;
x Beindependent,impartialandfairintheirjudgmentandactions; x Usepublicofficeforpublicgood,notforpersonalgain; x Conductpublicdeliberationsandprocessesopenly,unlesslegallyconfidential,inanatmosphere ofrespectandcivility.
x AvoidinfluencingdecisionsinwhichtheMemberhas,ormayappeartohave,aconflictof interest.
Duringorientation,eachAdvisoryBodyMemberwillbeaskedtosigna"StatementofCommitment"to theCity'sCodeofEthics,tobekeptonfileduringtheirtermofoffice.SeeAppendix2:CodeofEthics.

5. ConflictofInterestCode
TheCity'sConflictofInterestCodeisaCouncilͲadoptedlocalpolicyonconflictofinterestregulationsfor localofficials.SeeConflictofInterestRegulations,page27,formoreinformation.

6. ContractswiththeCity
NoAdvisoryBodyMember,orentityinwhichaMemberhasafinancialinterest,maybeapartytoany agreementforprofessionalservicesortangiblegoodsexecutedbytheCity,orotherwiseactasa consultant,contractor,orvendortotheCity,normayanyAdvisoryBodyMemberparticipateinany decisionrelatingtosuchanagreement,unlesstheCityAttorneydeterminesinwritingthatthe Member'sfinancialinterestinsucharrangementissufficientlyremovedfromtheMember'sinfluenceor capacityasaCityofficialsuchthatnoconflictwiththeprovisionsofGovernmentCode§1090orother conflictͲofͲintereststatuteisforeseen,andthatminimalornorisktotheCityisanticipated. AnysuchdeterminationbytheCityAttorneyshallbemadeforthebenefitoftheCityonly,anddoesnot relievetheAdvisoryBodyMemberofanyresponsibilityfordeterminingtheirowndutiesandlimitations underapplicablelaw,orprovideanyimmunitytotheMemberintheeventoflegalactionrelatingtothe same.SeealsoSectionI.A.2formoreinformationaboutConflictofInterest. Attachment 5.A
Council Agenda 11-7-2023 9.L-125

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page38

7. TrainingRequirements
AssemblyBills1234and1661donotprovideanypenaltiesforwhoofficialswhodonotcomplywith theirrequirementsforethicsorharassmentpreventiontraining,respectively.However,theCityhas adoptedlocalpenaltiesforAdvisoryBodyMemberswhodonotcompletetheirtrainingsinatimely manner.SeeSectionVIII.B.

8. OtherCityPolicies
Generallyspeaking,theCouncilResolutionadoptingeachAdvisoryBody'sBylaws(seeabove)isthe City'spolicystatementonthecompositionandadministrationofthebody.However,fromtimetotime theCouncilmayadoptotherResolutions,suchasthepoliciesonMembercompensation,andthis Handbook,thatrelatetoAdvisoryBodies.
StaffmakesanefforttokeepAdvisoryBodyMembersapprisedofchangestoCouncilpoliciesthataffect AdvisoryBodies.CouncilResolutionsarearchivedonlineatmayberesearchedbyvisiting www.pismobeach.org/accesspismo. Membersmayconsultstaffwithquestionsrelatingtoother applicablepolicies.
C. CulturalNorms
ThecultureofPismoBeachAdvisoryBodiesisoneofcivildiscussion,respectfulinterpersonal interactions,andanoverarchinggoalofdoingtheworkrequiredofthebodyefficiently,legally,andwith theinterestsoftheCityandthepublicmind.However,eachAdvisoryBodydevelopsacultureofitsown withregardtomattersnotdictatedbylaworCitypolicy.NewMembersareencouragedtoobserveand comportwithinternalnormsfortheirbody,andconsultwithstaffforanswerstoanyquestions. 
Attachment 5.A
Council Agenda 11-7-2023 9.L-126

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page39 VIII. ADMINISTRATIVEPOLICIES
A. Attendance
Theimportanceofregularattendanceatmeetingscannotbeemphasizedenough.BecauseAdvisory Bodiesmeetonlyperiodically,asmallnumberofabsencescanequatetomissingalargeportionofthe body'sworkfortheyear.Forexample,ifanAdvisoryBodymeetsonceeveryothermonth,anda Membermissestwomeetingsinayear,theMemberhasmissedoutonathirdofthebody'sactivities fortheyear.
EachAdvisoryBody'sBylawsspecifythemaximumnumberofmeetingsthatmaybemissedbyMembers ofthebody(seebelow)anddisciplinaryconsequenceswillresultfromexcessiveabsenteeism. AttendancerecordsareprovidedtotheCouncilfortheirinformationonaquarterlybasis.

1. PermissibleAbsencesperYear
ConferenceandVisitorsBureauBoard 3regularmeetings(ofapprox.11) ParkingAdvisoryCommittee2meetings(approx.4regular) Parks,RecreationandBeautificationCommission2meetings(ofapprox.6) PlanningCommission4regularmeetings(ofapprox.21)

2. DisciplinaryConsequencesforExcessiveAbsenteeism SeeSectionH.,Suspension;RemovalfromOffice,below. B. TrainingCompletion
ForthedurationofaMember'sterm,certaintrainingdeadlinesmustbemetonarecurringbasis. TrainingcompletionrecordsareforwardedtotheCouncilfortheirconsiderationonaquarterlybasis. Thedisciplinaryconsequencesdescribedbelowdonotpreemptanyotherlegalconsequencesthatmay resultfromaMember'sfailuretomeettheirtrainingrequirements.Belowarethetrainingdeadlines thatapplytolegislativebodymembers.Regulationsaresubjecttochangeandthislistmaynot necessarilybecomplete.AlsoseeSectionVIIformoreinformationabouttrainingregulations. x EthicsTraining(AB1234)
o TrainingCompletionCertificate(2hours)(withinoneyearfromtermstart) o TrainingCompletionCertificate(2hours)(atleastonceeverytwoyearsthereafter) 
x HarassmentPreventionTraining(AB1661)
o TrainingCompletionCertificate(2hours)(within6monthsfromtermstart) o TrainingCompletionCertificate(2hours)(atleastonceeverytwoyearsthereafter) 

1. DisciplinaryConsequencesforFailuretoTimelyCompleteTraining SeeSectionH.,Suspension;RemovalfromOffice,below. Attachment 5.A
Council Agenda 11-7-2023 9.L-127

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page40 C. Compensation
AdvisoryBodyMembersreceivecompensationasoutlinedbelow.2Thiscompensationisastipend(not employmentincome),andisintendedtooffsetincidentalcostsassociatedwithpreparingfor,attending, andtravellingtoandfrommeetings.Paymentismadeonanapproximatelyquarterlybasis. 
ConferenceandVisitorsBureauBoard$25/meeting
ParkingAdvisoryCommittee$25/meeting
Parks,RecreationandBeautificationCommission$25/meeting PlanningCommission$50/meeting
SpecialEventsCommitteeNotcompensated
TrafficAdvisoryCommitteeNotcompensated
AdvisoryBodyMemberswishingtoreceiveastipendmustsubmitacompletedIRSFormWͲ9tothe City'sClerk'sOffice.MemberswishingtowaivetheirstipendshouldsubmitanemailtotheCityClerk constitutingtheirwaiver.WaiverofstipenddoesnotrelieveaMemberofstateͲmandatedtraining requirementsforcompensatedofficials.
Membersaregenerallynoteligibleforanyexpensereimbursementbeyondtheirapprovedstipend. D. Travel
Inverylimitedcases,Membersmaybeapprovedforreimbursementofexpensesassociatedwith travelingtotrainingorconferencesdirectlyrelatingtotheMember’sassignedpurview.Thelawstrictly regulatesthereimbursementofappointedpublicofficials’expenses;unlikeCityemployees,electedand appointedofficialsarenoteligibleforadvancepaymentoftravelexpenses.Anylegitimatetravel expenses(e.g.meals)mayonlybereimbursedafterthefact;substantiatedbyreceipts;andinamounts nottoexceedwhatwouldotherwisebetheapplicableperdiemamountfortheactivityanddestination. TravelpoliciesapplicabletoAdvisoryBodyMembersaresetforthintheCity’sPurchasingPolicyManual, adoptedbyCouncilResolutionRͲ2022Ͳ067orsupersedingresolution.CityͲsanctionedtravelistypically limitedtoPlanningCommissioners.Pleaseconsultwithstaffinadvanceregardingtravelexpenses. E. DualService
Asageneralpolicy,anapplicantshallnotbeappointedtoserveonmorethanonelegislative(Brown Act)AdvisoryBodyatanyonetime,howeveramemberofalegislativeAdvisoryBodymayserve concurrentlyonanonͲlegislativeAdvisoryBody(SpecialEventsCommitteeorTrafficSafetyCommittee). WhenacurrentMemberofalegislativeAdvisoryBodyappliesforserviceonanotherlegislativeAdvisory Body,theMemberwillautomaticallybedeemedtohaveresignedtheirpositionwithonebodyupon beingappointedtotheother.
F. InjuryandClaims
AdvisoryBodyMembersarenotCityemployeesandassucharenotentitledtomedicalinsuranceorany otherbenefitaffordedtoemployees.AdvisoryBodyMembersmustsignavolunteerwaiveragreeing 

2RͲ2019Ͳ060
Attachment 5.A
Council Agenda 11-7-2023 9.L-128

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page41 thataWorkers'CompensationclaimistheMember'ssolerecourseshouldtheMemberbeinjuredinthe courseoftheirCityduties.BysigningtheWaiver,theMemberagreesnottosuetheCity.Ageneral liabilityclaimprocessisavailabletoAdvisoryBodyMembers,inthesamemannerastoallmembersof thepublic,intheeventofpropertyͲrelatedlossoccurringinthecourseofduty. G. Recognition
TheCityCouncilgreatlyvalueseachindividualwhovolunteerstheirtimeandenergyservingtheCityon anAdvisoryBody.TheCityperiodicallyorganizesaVolunteerBanquetevent,StateoftheCityaddress, orsimilareventtoexpresstheCity'sappreciationforAdvisoryBodymembersandtheCity'smanyother volunteers.
Approximatelyquarterly,ameetingisheldwiththeMayor,MayorProTempore,ChairandViceͲChairof eachAdvisoryBody,andtheCityManagerorotherstaff,toreceiveanupdateonCityprojectsand initiatives,providingbroadercontextforeachbody’sdecisionͲmakingactivities. Typically,anAdvisoryBodyMemberwhohasservedatleastoneyearandisingoodstandingupontheir resignationortermexpiration,subjecttodeterminationoftheMayorand/orCouncil,willalsobe invitedtoreceiverecognitionfortheirserviceatafutureCityCouncilmeeting. H. ResignationfromOffice
AnAdvisoryBodyMemberwishingtoresignmustsubmitaletteroremailofresignationtotheCity Clerk.Ifnodateofresignationisprovided,resignationwillbedeemedeffectiveimmediatelyupon receipt.TheMemberwillthenberequiredtofileafinal,"LeavingOffice"StatementofEconomic Interests(Form700).
I. Suspension;RemovalfromOffice
MembersofAdvisoryBodiesserveatthepleasureoftheCouncilandmayberemovedwithorwithout causebytheCityCouncilatanytime,aslongastheactionisproperlyagendizedandtakeninopen session.OutlinedbelowaresomeofthespecificcircumstancesthatmayleadtoaMember’ssuspension ortermination(removalfromoffice),alongwithotherrelatedpolicyprovisions.Noneofthesespecific policyprovisionsisintendedtoabridgetheCityCouncil’soveralldiscretiontodismissanAdvisoryBody Memberforanyreason.

1. Definitions.
SuspensionofmembershipshallmeanthataMemberisnotpermittedtoattendmeetingsasamember ofthebodyorcollectanystipenduntilsuchtimethattheCouncilreinstatestheMember.Suspensionof membershipshallnotrelievetheMemberofanyotherdutyorregulationnormallyapplicabletothe Memberholdingoffice,suchasconflictofinterestprohibitionsorfinancialinterestreporting.Inthe eventamemberissuspendedatthetimetheirtermofofficeends,theMemberisnotdeemedtohave beenterminated.
TerminationshallmeanthattheMember'sseatisdeemedtobecompletelyvacated.Aterminated MembermaybeprohibitedfromfutureAdvisoryBodyservice,dependingonthecausefortermination.

2. ExcessiveAbsence;LeaveofAbsence.
IntheeventaMemberexceedsthepermissiblenumberofabsencesbyoneabsence,theCityCouncil shallbenotifiedbytheCityClerk’sOffice.Memberswhoincuradditionalabsenceswillbeaskedtomeet withtheMayorregardingtheirabilitytocontinuetoserve.IftheMayordeterminesthattheMember's excessiveabsenceswarrantit,theMayorwilldirecttheClerktoscheduleanagendaitemallowingthe Attachment 5.A
Council Agenda 11-7-2023 9.L-129

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page42 CityCounciltoconsiderinopensessionthedismissaloftheMember.Inthealternative,theCouncil,in opensession,maygrantaMemberadefinedleaveofabsencewithoutpenalty.

3. FailuretoTimelyCompleteTraining.
IntheeventaMemberfailstotimelycompleteethicstraining,harassmentpreventiontraining,orany othertrainingrequiredforAdvisoryBodyMembersbyfederal,state,orlocallaw,orbyCitypolicy,staff shallautomatically,administrativelytakethefollowingactions: x SuspensionofstipendpaymentswhenaMemberis3ormoremonthsoutofcompliance; x SuspensionofmembershipwhenaMemberis4ormoremonthsoutofcompliance. Uponcompletionoftrainingandsubmittalofevidenceofcompletion,staffshallautomaticallyreinstate theMember.

4. WorkplaceHarassment.
IntheeventaMemberisthesubjectofaninvestigationrelatingtoworkplaceharassment,staffmay,at itsdiscretiondependingonthenatureoftheallegations,administrativelysuspendtheMemberuntilthe conclusionoftheinvestigation.IntheeventtheMemberisfoundbyanindependentthirdͲparty investigatortohavecommittedunlawfulharassmentagainstaCityemployee,Cityofficial,City contractor,oranyotherpersoninthecourseoftheMember’sofficialconduct,theCityClerk’sOffice shallautomatically,administrativelyvacatetheMember’sseatand,within30days,bringbeforetheCity Councilareportonthevacancyseekingdirectiontofilltheseat.IntheeventtheMember’stermends 30daysorfewerfromthedateoftermination,theCityClerk’sOfficeshallnotifytheCouncilofthe terminationandfilltheseatasanyotherroutinevacancy. Terminationinaccordancewiththissectionshallbewithprejudice;thatis,theMembershallnotbe permittedtoreapplyforconsiderationforfutureservice.

5. FelonyConviction.
InaccordancewithPismoBeachMunicipalCodeSection2.24.010,intheeventtheCitybecomesaware ofcredibleevidencethataMemberhasbeenconvictedofanyfelonybeforeorduringtheMember’s termofoffice,theCityClerk’sOfficeshallautomaticallybringbeforetheCityCouncilanagendaitem recommendingthattheCouncilexerciseitsdiscretiontoterminatethememberandseekingdirectionto filltheseat.
Terminationinaccordancewiththissectionshallbewithprejudice;thatis,theMembershallnotbe permittedtoreapplyforconsiderationforfutureservice.

6. IneligibilitytoServe.
IntheeventaseatedMemberisdeterminedtobeineligibletoserveintheirappointedcapacitydueto failuretomeetobjectiveminimumqualifications,suchasresidencywithinthecity,oranyotherfactor notaddressedinSections2through5above,theCityClerk’sOfficeshallautomaticallybringbeforethe CityCouncilanagendaitemrecommendingthattheCouncileitherterminatethemember,orsuspend theMemberuntilsuchtimethatproofofeligibilityisdemonstrated.

7. PublicProceedings.
CityCouncilactionrelatingtothemembershipstatusofanyMembershallbeproperlyagendizedand conductedinopensessioninaccordancewiththeBrownAct,andactionbytheCounciltosuspendor terminateaMembershallbeapprovedbymajorityvote.BecauseAdvisoryBodyMembersarenot employees,theyarenotsubjecttotheprovisionsoftheBrownActallowingforClosedSession Attachment 5.A
Council Agenda 11-7-2023 9.L-130

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page43 discussionofemployeediscipline.TheMembershallbepermittedtoparticipateintheCityCouncil meetingproceedingsasanymemberofthepublic.

8. NoticetoMember;NoticetoCouncil.
IntheeventtheconsiderationofdisciplinaryactionagainstaMemberistobebroughtbeforetheCity Council,theCityClerk’sOfficeshallprovidedirectnoticebyemailtotheMemberoftheproceedings,no laterthanthepublicationdateoftheagendaforthemeetingwheretheactionisagendized.Shoulda Memberelecttoresignuponbeingnotifiedofpendingdisciplinaryaction,staffmaywithdrawany relatedagendaitempriortoconsiderationbytheCouncil,ifnootherCouncildirectionissought.Inthe eventthesuspensionorterminationofaMemberiseffectedbystaffinaccordancewiththissection, theCityClerk’sOfficeshallprovidedirectnoticebyemailtotheaffectedMemberassoonaspracticable. Intheeventstafftakesadministrativeactiontosuspend,terminate,orreinstateaMemberin accordancewiththissection,staffshallprovidenoticebyemailtotheCityCouncilassoonas practicable,exceptwhendoingsowouldendangertheintegrity,orsuccessfulcompletion,ofan investigation.

9. Noappeal.
ThedecisionoftheCityCouncilorstafftosuspendorterminateaMembershallbefinal,andthereshall benoappealmechanism.
J. Technology
Generallyspeaking,AdvisoryBodyMembersarenotgrantedaccesstooruseofCityequipment, devices,oraccounts.PlanningCommissionersareassignedaCitydomain(@pismobeach.org)email address.PlanningCommissionersareallowedaccesstoCityemailviawebbrowser(webmail),and personalsmartphoneapplication,butarenotprovidedcredentialstoaccessanyothernetwork resources.
PlanningCommissionersshouldalwaysuse,orcopy(cc:),theirCityemailaddresswhencommunicating regardingCitybusiness.AdvisoryBodyMemberswithoutCityemailaddressesareencouragedtoalways copyastaffmember(butnototherAdvisoryBodyMembers)whencommunicatingregardingCity business.Theseapproachesensurethatpublicrecordsofcommunicationsarealreadyavailableinthe City'sfilesifrequested,anddonotneedtobeproducedbytheAdvisoryBodyMemberintheeventofa recordsrequest.

Attachment 5.A
Council Agenda 11-7-2023 9.L-131

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page44 IX. ADVISORYBODIES

x Conference&VisitorsBureauBoard
x ParkingAdvisoryCommittee
x Parks,Recreation&BeautificationCommission
x PlanningCommission
x SpecialEventsCommittee
x TrafficSafetyCommittee
Thefollowingsectioncontainsarestatementofthepurpose,duties,membershipqualifications, meetingschedule,andotherinformationforeachAdvisoryBody,assetforthintheCouncilͲadopted Bylaws.Inaddition,milestonesinCouncillegislationestablishingandamendingeachbodyarenotedfor quickreference.Membersareencouragedtofamiliarizethemselveswiththeirbody'scompleteBylaws, whicharelinkedineachsection.

Attachment 5.A
Council Agenda 11-7-2023 9.L-132

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page45 X. CONFERENCE&VISITORSBUREAUBOARD(CVBB)
&LODGINGBUSINESSIMPROVEMENTDISTRICTBOARD(LBIDBoard) Legislative/BrownActBody?Yes
Bylaws:ResolutionRͲ2020Ͳ011

1. Eligibility
EachMemberoftheCVBBoardshallbearesidentofPismoBeachoracommercialpropertyowneror businessowneroragentofthesame.Membersshallhavedirectexperienceandprofessionalinterestin increasinglocalbusinessbypromotingPismoBeachtoleisuretravelers,guidingmarketingefforts directedtowardconsumerandtouroperators,coordinatingpublicrelations,visitorinformation,and developingmarketingandadvertisingprograms.
NumberofMembers:5

2. Purpose
AstheExecutiveBoardofthePismoBeachConference&VisitorsBureau,theCVBBoardexiststo furtherthemissionoftheCVBtobuildovernightvisitorrevenues,aswellasdestinationawareness,by consistentlypromotinganidentifiable,effective,ongoingtargetedpromotionalmessage,andserveas thevoiceofPismoBeachtourisminpartnershipwiththediverseactivitiesoftheChamberof Commerce,thePismoBeachHospitalityAssociation,andthecommunityatlarge.

3. DutiesandResponsibilities
A.ToreviewandmakerecommendationstotheCityCouncilconcerningthehiringofprofessional services,contracts,budgets,policiesandoperatingguidelinesthatrelatetotheoverallCVBworkeffort toattracttourists,tourgroups,andconferencegroupstocometoPismoBeach,tomarketandadvertise PismoBeach,andprovidepublicrelations,tradeshowandmarketingservicesthatwilleffectively promotePismoBeachtourismforthespecificpurposeofgeneratingincreasedtransientoccupancyand retailsaleswithintheCityofPismoBeach.
B.ToprovidedirectiontostaffontheexpenditureoffundsintheCouncilͲadoptedCVBMarketing Budget.

4. Terms/Limits
TwoyearͲterms,withnotermlimits.

5. Meetings&Attendance
MeetingsareheldthethirdWednesdayofeachmonthat3:00p.m.MeetingsareheldintheCouncil ChamberatCityHallunlessotherwisenoticed.Julymeetingsandothermeetingsproximatetoholidays maybecancelled.Occasionalspecialmeetingsmaybescheduledasneeded.Membersmaymissno morethan3regularmeetingsperyear.

6. EstablishmentandLegislativeHistory(abridged)
x June7,1994:OriginallyestablishedbyRͲ1994Ͳ051
x October17,2017:ReͲestablishedandBylawsrevisedbyRͲ2017Ͳ092 x March5,2019:BylawsrevisedbyRͲ2019Ͳ014
x August20,2019:StipendsetbyRͲ2019Ͳ060
x February4,2020:BylawsrevisedbyRͲ2020Ͳ011
x November7,2023:BylawsrevisedbyRͲ2023ͲXXX
Attachment 5.A
Council Agenda 11-7-2023 9.L-133

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page46

7. SpecialNotes
TheCVBBoardalsoservesastheCity'sLodgingBusinessImprovementDistrict(LBID)AdvisoryBoard (seePBMCChapter3.26).TheBoard'sBylawsdonotreflecttheLBIDdutiesbecausetheLBIDBoardisa differentlegalentity.LBIDdutiesincludepreparinganannualreportofLBIDassessmentsimposed,for CityCouncilapprovalinAprilofeachyear,andmakingrecommendationsontheuseofLBIDassessment revenues.

Attachment 5.A
Council Agenda 11-7-2023 9.L-134

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page47 XI. PARKINGADVISORYCOMMITTEE(PAC)
Legislative/BrownActBody?Yes
Bylaws:ResolutionRͲ2020Ͳ012

1. Eligibility

1.EachMemberofthePACshallhavedemonstratedinterestin,andknowledgeof,PismoBeach parkingissues;

2.AtleastthreeMembersshallberesidentsofPismoBeach;and

3.NomorethantwoMembersmaybeindividualswhoarenotresidentsofPismoBeach,provided theyareowners/operatorsofbusinesseswithinPismoBeachcitylimits. NumberofMembers:5

2. Purpose
ThePACisabodyofcommunitymemberscreatedtoadvisetheCityCouncilonparkingͲrelatedissues withinPismoBeachcitylimits.

3. DutiesandResponsibilities
ThePACshallhavetheability,asvestedbytheCityCouncil,andberequired: A.ToactasanadvisorycommitteetotheCityCouncilwithrespecttoimplementationofanoverall ParkingManagementProgram;
B.ToactasanadvisorycommitteetotheCityCouncilwithrespecttoparkingissueswithinPismo Beach;
C.Toactasacommunityforumtohearrequestsfromthepublicregardingtheoperationand maintenanceofparkinglotsandprogramswithinPismoBeach; D.Tomaintainadequateliaisonwithothercommittees,agenciesanddistricts;and E.ToadviseCouncilastoothermattersupontheCouncil’srequest.

4. Terms/Limits
TwoyearͲterms,withnotermlimits.

5. Meetings&Attendance
MeetingsareheldthefourthWednesdayofeverythirdmonth(quarterly)at9:00a.m.(January,April, July,andOctober.)MeetingsareheldintheCouncilChamberatCityHallunlessotherwisenoticed.July meetingsandothermeetingsproximatetoholidaysmaybecancelled.Occasionalspecialmeetingsmay bescheduledasneeded.Membersmaymissnomorethan2meetingsperyear.

6. EstablishmentandLegislativeHistory(abridged)
x February6,2007:OriginallyestablishedbyRͲ2007Ͳ009 x February17,2015:ReducedtoquarterlymeetingfrequencybyRͲ2015Ͳ009 x October17,2017:ReͲestablishedandBylawsrevisedbyRͲ2017Ͳ093 x March5,2019:BylawsrevisedbyRͲ2019Ͳ015
x August20,2019:StipendsetbyRͲ2019Ͳ060
x February4,2020:BylawsrevisedbyRͲ2020Ͳ012
Attachment 5.A
Council Agenda 11-7-2023 9.L-135

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page48 x November7,2023:BylawsrevisedbyRͲ2023ͲXXX

7. SpecialNotes
TheChamberofCommerceͲappointedseat,prescribedbytheCouncilwhenthePACwasoriginally established,wasconvertedtostandard,publicseatinOctober2017. Attachment 5.A
Council Agenda 11-7-2023 9.L-136

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page49 XII. PARKS,RECREATIONANDBEAUTIFICATIONCOMMISSION(PRBC) Legislative/BrownActBody?Yes
Bylaws:ResolutionRͲ2020Ͳ013

1. Eligibility
EachMemberofthePRBCshallbearesidentofthecityofPismoBeachatthetimeofappointmentand duringtheentiretermofservice.
NumberofMembers:5

2. Purpose
ThePRBCisabodyofcitizenscreatedtoadvisetheCityCouncilinallmatterspertainingtoparks,public recreation,access,openspace,trails,andcommunitybeautification.

3. DutiesandResponsibilities
A.Tomakerecommendationsand/ortakeactiontoassisttheCityCouncilinachievingitsstated goalspertainingtoparks,publicrecreation,access,openspace,trails,andcommunity beautification.
B.Togatherpublicinputonallmatterspertainingtoparks,publicrecreation,access,openspace, trails,andcommunitybeautification,andtocooperatewithothergovernmentalagenciesand civicgroupsfortheenhancementofvisualqualityandtheadvancementofsoundparksand recreationplanningandprogramming.
C.TorecommendpoliciesandfeesforparkandrecreationservicesforapprovalbytheCityCouncil andinterpretthesepoliciesandfeestothepublic.
D.Toencourageindividualsandcitizengroupstovolunteereffort,time,andresourcesforthe developmentandoperationofrecreationandparkfacilitiesandatalltimesgenerallyenlist communityinterestinrecreationandparks.
E.TorecommendtotheCityCouncilthedevelopmentofrecreationalareas,parks,facilities, programsandimprovedrecreationservices.
F.TorecommendtotheCityCounciltheadoptionofstandardsconcerningparks,recreation, access,openspace,andtrailswithrespecttoareas,facilities,programsandimprovedrecreation services.
G.ToadviseParksandRecreationstaffinthepreparationoftheannualparksmaintenance,park improvement,andrecreationprogrambudgetsandrecommendlongͲrangeparkandrecreation facilitiesimprovements.
H.TorecommendtotheCityCouncilrulesandregulationsgoverningtheuseofrecreationareas andfacilitiesconsistentwithordinancesoftheCityforthesafeandappropriateuseofCityparks andfacilities.
I.ToreviewandmakerecommendationsonlandscapeplansforpublicrightsͲofͲway,parks,major subdivisions,publicproperties,andotherprojectsonreferralfromtheCityCouncilorthe PlanningCommission.
J.Toidentifyandrecognizeeffortstoimprovethevisualqualityofthecommunity. Attachment 5.A
Council Agenda 11-7-2023 9.L-137

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page50 K.Toreviewpublicartconcepts,selectadͲhocreviewcommittees,holdhearings,make recommendationstotheCityCouncil,andotherdutiesrelatedtotheCity'sPublicArtProgram. L.Todeviseprocessesand/orprovideoversightforspecialprojects,oraspectsofprojects,thatfall underthecategoryofpublicartorenhancementofCityvisualquality.

4. Terms/Limits
TwoyearͲterms,withnotermlimits.

5. Meetings&Attendance
MeetingsareheldthefirstThursdayofeveryothermonthat6:00p.m.(January,March,May,July, September,andNovember.)MeetingsareheldintheCouncilChamberatCityHallunlessotherwise noticed.Julymeetingsandothermeetingsproximatetoholidaysmaybecancelled.Occasionalspecial meetingsmaybescheduledasneeded.Membersmaymissnomorethan2regularmeetingsperyear.

6. EstablishmentandLegislativeHistory(abridged)
x August25,1969:OriginallyestablishedbyOͲ135
x September5,2017:ReͲestablishedbyRͲ2017Ͳ076
x October17,2017:BylawsrevisedbyRͲ2017Ͳ094
x March5,2019:BylawsrevisedbyRͲ2019Ͳ016
x August20,2019:StipendsetbyRͲ2019Ͳ060
x February4,2020:BylawsrevisedbyRͲ2020Ͳ013
x November7,2023:BylawsrevisedbyRͲ2023ͲXXX
x 

7. SpecialNotes
TheParks,RecreationandBeautificationCommissionwasremovedfromtheMunicipalCodeandreͲ establishedbyResolutionin2017tofacilitateeasierupdatestothebody'sregulationswhenwarranted. ThePRBCwasoriginallycodifiedin1969whenitwascommonpracticetocreatelegislativebodiesby Ordinance;sincethattime,establishingsuchbodiesbyResolutionhasbecomethenorm. 
Attachment 5.A
Council Agenda 11-7-2023 9.L-138

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page51 XIII. PLANNINGCOMMISSION(PC)
Legislative/BrownActBody?Yes
Bylaws:ResolutionRͲ2020Ͳ014

1. Eligibility
EachMemberorthePlanningCommissionshallbearesidentofthecityofPismoBeachatthetimeof appointmentandduringtheentiretermofservice.
NumberofMembers:5

2. Purpose
ThePlanningCommissionisabodyofcitizenscreatedtoadvisetheCity’sCommunityDevelopment DepartmentandtheCouncil.

3. DutiesandResponsibilities
A.Toprepare,periodicallyreview,andrevise,asnecessary,theGeneralPlan. B.ToimplementtheGeneralPlanthroughactionsincluding,butnotlimitedto,theadministration ofSpecificPlansandZoningandSubdivisionOrdinances. C.ToannuallyreviewtheCity'sCapitalImprovementProgramforconsistencywiththeGeneral Plan.
D.Toendeavortopromotepublicinterestin,commenton,andunderstandingoftheGeneralPlan, andregulationsrelatingtoit.
E.Toadvisepublicofficialsandagencies,publicutilitycompanies,civic,educational,professional andotherorganizations,andcitizensgenerallyconcerningimplementationoftheGeneralPlan. F.Topromotethecoordinationoflocalplansandprogramswiththeplansandprogramsofother publicagencies.
G.PerformotherfunctionsastheCouncildirects,includingconductingstudiesandpreparingplans otherthanthoserequired.

4. Terms/Limits
TwoyearͲterms,withnotermlimits.

5. Meetings&Attendance
MeetingsareheldthesecondandfourthTuesdaysofeachmonthat6:00p.m.Meetingsareheldinthe CouncilChamberatCityHallunlessotherwisenoticed.Julymeetingsandothermeetingsproximateto holidaysmaybecancelled.Occasionalspecialmeetingsmaybescheduledasneeded.Membersmay missnomorethan4regularmeetingsperyear.

6. EstablishmentandLegislativeHistory(abridged)
x December16,1946:OriginallyestablishedbyOͲ009
x October17,2017:BylawsrevisedbyRͲ2017Ͳ095
x March5,2019:BylawsrevisedbyRͲ2019Ͳ017
x August20,2019:StipendsetbyRͲ2019Ͳ060
x February4,2020:BylawsrevisedbyRͲ2020Ͳ014
x November7,2023:BylawsrevisedbyRͲ2023ͲXXX
Attachment 5.A
Council Agenda 11-7-2023 9.L-139

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page52

7. SpecialNotes
ThePlanningCommissionistheonlyAdvisoryBodyestablishedbyOrdinanceinpartbecausetheCityis requiredbystatestatute(CAGC65100etseq.)toestablishits"PlanningAgency"byOrdinance.The PlanningCommissionistheonlyAdvisoryBodywhoseMembersaredirectlyregulatedbythePolitical ReformAct(CAGC§81000etseq.).
Attachment 5.A
Council Agenda 11-7-2023 9.L-140

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page53 XIV. SPECIALEVENTSCOMMITTEE(SEC)
Legislative/NonͲBrownActBody?No
Bylaws:None

1. Eligibility
EachResidentMemberoftheSECshallbeaPismoBeachresident.

2. NumberofMembers
2ResidentMembers,plusstaffrepresentativesfromvariousCitydepartments,andaChamberͲ appointedrepresentativefromtheChamberofCommerceBoard. PerPismoBeachMunicipalCodeSection12.16.020:"Inordertoassureworkingrepresentationfromall appropriatesegmentsofthecitygovernmentandtoprovideeffectivedeliberationofallimpacting events,theSECconsistsofmembersfromvariouscitydepartmentsthatsupportandregulatespecial events,suchas,Administration,Police,Fire,PublicWorks,CommunityDevelopment,Conferenceand VisitorsBureau,PismoBeachChamberofCommerceandtwomembers,appointedbytheCityCouncil, whoareresidentsofthecityofPismoBeach."

3. Purpose
TheSpecialEventsCommitteeisauthorizedtocarryouttheprovisionsofthespecialeventspoliciesand Citymunicipalcodes(PBMC12.16.020).

4. DutiesandResponsibilities
TheSECwillreviewallSpecialEventapplicationsandmakerecommendationstotheCityManager,who willreviewtherecommendationsoftheCommitteeandtheapplicant'scompliancewiththepermitting proceduresandmaintaintheultimateapprovalauthority.(PBMC12.16.020)Dutiesalsoinclude providingcertainlogisticalandsafetyoversighttoapprovedevents.

5. Terms/Limits
TwoyearͲterms,withnotermlimits.

6. Meetings
MeetingsareheldthefourthTuesdayofeverymonthat9:00a.m.Meetingsareheldinthe AdministrationConferenceRoomatCityHallunlessotherwisenoticed.Julymeetingsandother meetingsproximatetoholidaysmaybecancelled.Occasionalspecialmeetingsmaybescheduledas needed.

7. EstablishmentandLegislativeHistory(abridged)
x Originallyestablishedbystaffinearly1994
x June17,2003:CouncilMinuteOrdertoaddtwo"resident"memberstotheSEC x April15,2003:CertainregulationsrestatedinOͲ03Ͳ01 x March4,2014:Termssetto2yearsbyRͲ2014Ͳ018

8. SpecialNotes
TheSECisadvisorytotheCityManager,ratherthantheCityCouncil. 
Attachment 5.A
Council Agenda 11-7-2023 9.L-141

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page54 XV. TRAFFICSAFETYCOMMITTEE(TSC)
Legislative/BrownActBody?No
Bylaws:None

1. Eligibility
EachResidentMemberoftheTrafficSafetyCommitteeshallbeaPismoBeachresident.

2. NumberofMembers
3ResidentMembers,plusstaffrepresentativesfromvariousCitydepartments

3. Purpose
TheTSCevaluatesandhelpsaddresstrafficsafetyissueswithinPismoBeach.

4. DutiesandResponsibilities
TheTSC’smajordutiesare:
A.ToreviewanddiscusstrafficsafetyͲrelatedconcernssubmittedbythepublic,andapprisethe complainantoftheCommittee'sfindings
B.TodiscusstrafficsafetyͲrelatedconcernsraisedbystaff C.ToforwardrecommendationsontrafficsafetyactionitemswarrantingCouncilaction D.TodirectlyaddresstrafficsafetyactionitemsnotrequiringCouncilaction

5. Terms/Limits
TwoyearͲterms,withnotermlimits.

6. Meetings
MeetingsareheldthesecondThursdayofthemonthat10:30a.m.,quarterly,asneeded.Meetingsare heldintheAdministrationConferenceRoomatCityHallunlessotherwisenoticed.Julymeetingsand othermeetingsproximatetoholidaysmaybecancelled.Occasionalspecialmeetingsmaybescheduled asneeded.

7. EstablishmentandLegislativeHistory
x Originallyestablishedbystaffatanunknowndatepriorto1991 x June17,2003:CouncilMinuteOrdertoadda"citizen"member,withaoneͲyearterm. x April2016:TSCactiontoextendthecitizenmembertermlengthtotwoyears. x February14,2023:CouncilMinuteordertodirectstafftoaddasecondresidentseat. x February21,2023:CouncilMinuteordertodirectstafftoaddathirdresidentseat.

8. SpecialNotes
TheTrafficSafetyCommitteewascreatedbystaffsometimepriorto1991.In2003,theCityCouncil actedtoadda"citizen"membertothebody,whichhashistoricallybeeninterpretedbystafftomeana residentmember.DuetothelimitationsofSB225(2019),citizenshipstatusmaynotbeusedasa qualifyingfactorforadvisorybodyservice,andtheseatisnowknownasa“resident”memberseat.In April2016,theTSCactedtoextendthecitizenmembertermlengthtotwoyears,commensuratewith thetermlengthforallotherAdvisoryBodies.

Attachment 5.A
Council Agenda 11-7-2023 9.L-142

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page55 XVI. APPENDICES

1. GovernmentOrganizationandOperations

2. CodeofEthics

3. OathofOffice

4. LinkstoRegulationsandOtherResources

5. ConflictsandDisclaimer

Attachment 5.A
Council Agenda 11-7-2023 9.L-143

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page56 XVII. APPENDIX1:GOVERNMENTORGANIZATION&OPERATIONS A. CityCharacter
TheCityofPismoBeachwasincorporatedin1946.TheCityislocatedontheCentralCoastalongsix milesofthePacificOceaninSanLuisObispoCounty,approximatelymidwaybetweenLosAngelesand SanFrancisco.TheCityisvisitedannuallybyasubstantialnumberoftouristsseekingtoenjoythearea’s moderateclimate,oceanviews,finerestaurants,andamplerecreationalopportunities.TheCity’s downtowncoreareaandhotelareasareanchoredbythePier,Plaza,andPromenade,andPismoBeach iswellͲknownforavarietyofspecialeventsincludingtheannualCarShowandClamFestivalevents.The city,whichislargelyresidentialandalmostfullysubdivided,ishometoanestimated8,036peopleasof July2021.
B. Government&CityCouncil
TheCityofPismoBeachisagenerallawcityoperatingunderaCouncilͲManagerformofgovernment, withtheCityCouncilactingasitslegislativebodyandtheCityManageractingasitsadministrator.The CityisanonͲprofitmunicipalcorporation,anditslegalorganizationisanalogoustothatofanyother corporation;theCouncilisitsboardofdirectors,theCityManageritsadministrator(CEO),theCityClerk itsSecretary,andtheAdministrativeServicesDirectoritstreasurer(CFO). TheCityCounciliscomprisedoffiveelectedpositions:fourCouncilMembersandadirectlyͲelected Mayor,eachelectedbyandfromamongtheregisteredvotersofthecity,torepresentthecityasa whole.ElectionsareheldconcurrentwiththestatewidegeneralelectioninNovemberofevenͲ numberedyears.EachCouncilMemberservesafourͲyeartermandtheMayorservesatwoͲyearterm, withnotermlimits.Aftereachelection,theCouncilappointstheMayorProTempore(ViceMayor)from amongitsexistingmembersforatwoͲyeartermcoincidingwiththatoftheMayor. TheCityCouncilsetstheCity'sbudgetandgoalsonabiennialbasis;adoptslocallawsbyordinance;sets localpolicybyresolution;hiresaCityManagerandCityAttorney;appointsandsupervisesAdvisoryBody Members,makesceremonialdeclarationsbyproclamation,andprovidesothergeneralpolicydirection. ThebudgetandgoalssetbytheCouncilareformulatedbasedoninputfromthepublicregarding priorities,inconjunctionwithtechnicalrecommendationsfromstaffforprioritizingprojectsthatwill increasesafety,minimizerisk,enhancequalityoflife,andensurecompliancewiththelaw. CouncilMembersareemployeesandreceiveamonthlysalaryintendedtopartiallyoffsetthecostof holdingoffice,aswellascertainotherbenefits.TheCouncilanditsMembersdonotpossesssupervisory authorityoverstaff,buttheCouncilasawholeexercisessupervisorydirectionovertheCityManager andCityAttorney.Additionally,theCouncilpossessestheauthoritytoselect,discipline,andterminate AdvisoryBodyMembersandsetpolicygoverningthebodies. C. AdvisoryBodies
AdvisoryBodymembersarevolunteerappointedofficialswhoprovidetechnicalandpolicy recommendationstotheCouncilonthematterswithinthebody'spurviewasassignedbytheCouncil. TherespectivepurviewsoftheCity'sfour,fiveͲmemberlegislativeAdvisoryBodiesaretourismand lodging(ConferenceandVisitorsBureauBoard),parkingplanningandoperations(ParkingAdvisory Committee),parksandrecreation(Parks,RecreationandBeautificationCommission),andgeneralplan andlanduse(PlanningCommission).CitystaffalsoadministertwononͲlegislativeAdvisoryBodiesto whichtheCouncilappointsafewpublicmembers,thepurviewsofwhicharespecialevents administration(SpecialEventsCommittee)andtrafficsafety(TrafficSafetyCommittee). Attachment 5.A
Council Agenda 11-7-2023 9.L-144

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page57 AdvisoryBodiesmakerecommendations,andinsomecasesrenderdecisions,basedontechnical analysisfromstaffandwithinthepolicydirectionoftheCityCouncil.Formoreinformationonthese organizationalrelationships,seeSectionIV.
AdvisoryBodymembersserveatthepleasureoftheCityCouncil,arenotCityemployees,anddonot exercisesupervisoryauthorityoverstaff.MembersofAdvisoryBodiesareselectedbytheCityCouncilto filltwoͲyearterms,withnotermlimits.EachbodyreceivesstaffsupportfromadesignatedCity department.
D. CityOperations&Services
TheCitydoesbusinessatCityHall,locatedonMattieRoad,theCorporationYardandWastewater TreatmentPlant,locatedonFradyLane,thePoliceDepartment,locatedonBelloStreet,twoFire Stations,locatedonBelloStreetandShellBeachRoad,aVisitorInformationCenter(VIC)andParking Annex,locatedonDolliverStreet,andaVisitorInformationKiosk(VIK)locatedatthePier.Inaddition, theCityownsandmaintainsthePier,twoVeterans'Halls,locatedonBelloStreetandLeewardAvenue, andapproximately14parks/sportsfacilitiesincludingDinosaurCavesPark. TheCityprovidesstreetsandparksmaintenance,waterandwastewater(sewer)service,utilitybilling, policeprotection,publicparking,touristrelations,buildingpermitting,planningandzoning,public information,andcommunityrecreationactivities,amongotherservices,toresidentsandvisitors.The CitycontractswithCalFireandisstaffedbytheSanLuisObispoUnitforprovisionofcoͲbrandedfire servicesincludingalifeguardprogram.BoththePoliceDepartmentandFireDepartmentparticipatein mutualaidagreementswithneighboringagenciesandorganizations. TheCitycontractswithSouthCountySanitaryServiceforgarbagecollectionandparticipatesinjoint powersagreementsfortheprovisionofwastemanagementandtransitservices.TheCountyofSanLuis Obispoprovidesservicesincludingschools,assessmentandtaxcollection,recordingandvitalrecords, consolidatedelections,healthservices,animalcontrol,libraries,andsocialservicestotheresidentsof PismoBeach.Privatecompaniesprovidetelephone,internet,television,naturalgas,andelectricservice tothearea.TheCityownsitsPier,butleasesthePierareaandbeachfromtheStateofCalifornia;the statealsoownsandmaintainstheportionsofHighway1(DolliverStreet)andHighway101withincity limits.
E. CityDepartmentsandDivisions
TheCityemploysapproximately100fullͲtimestaff;thenumberofpartͲtime,contract,andvolunteer staffvarieswidelyattimes,dependingprimarilyontheseason,withanincreaseduringsummermonths duetoincreasedtouristandrecreationalactivityinthecity.Muchoftheinformationbelowis paraphrasedfromtheCity'sadoptedBudget,whichalsoincludesdetailedorganizationalchartsforeach departmentandawealthofotherinformationaboutCityfinances,organization,andoperations.Learn morebyvisitingpismobeach.org/budget.

Attachment 5.A
Council Agenda 11-7-2023 9.L-145

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page58 F. CitywideOrganizationalChart

Source:2024—2025AdoptedBudget


1. AdministrativeServicesDepartment
TheAccountingandFinanceDivisionspreparethetwoͲyearbudget,andareresponsiblefortheCity's accountsreceivable,accountspayable,payroll,utilitybilling,businesslicensing,debtmanagement, investment,purchasingactivities,andcollectionoftransientoccupancytax(TOT)revenues. TheInformationTechnology(IT)DivisionisresponsibleforInformationSystemsplanningand implementation,includinginformationsecurity,ITinfrastructure(data,telecommunications,radio,etc.), helpdesk,andmanagingtechnologyprojects.
Lifeguard
Attachment 5.A
Council Agenda 11-7-2023 9.L-146

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page59

2. CityCouncil
SeeabovefordiscussionoftheorganizationanddutiesoftheCityCouncilDepartment.Asnoted,the CityCouncil'sdirectreportsaretheCityManager,CityAttorney,andAdvisoryBodyMembers.TheCity CouncilreceivesadministrativesupportfromtheExecutiveAssistant(CityManager'sOffice),and legislativesupportfromtheManagementServicesDepartment. CityCouncilDepartmentOrganizationalChart

Source:2024—2025AdoptedBudget

3. CityAttorney’sOffice
TheCityAttorneyisthechieflegaladvisorfortheCitythroughacontractualarrangement.TheCity Attorney’sclientistheCityCouncil,andmorebroadly,theCityorganization.TheCityAttorneycannot givelegaladvicetothirdparties,orrepresentCouncilMembers,AdvisoryBodyMembers,orstaff personally.TheCityAttorney’sOfficemanagesallaspectsoftheCity’slegalaffairs,includingdrafting legislation,contracts,andotherlegaldocuments,representingtheCityincourtproceedings,and supervisingoutsidecounselasneeded.TheCityAttorneymaintainsperiodicofficehoursatCityHall, andappearsatmeetingsandhearingsasneeded.TheAssistantCityAttorneyactsaslegalcounseltothe PlanningCommission.TheCityAttorneyisoneoftwoCitystaffwhoreportdirectlytotheCityCouncil.

4. CityManager'sOffice
TheCityManageristheCity'sChiefExecutiveOfficerandisresponsibleforimplementingthepolicy directionoftheCityCouncil.ResponsibilitiesincludecoordinatingtheworkeffortsCityDepartments, implementingtheCouncilͲapprovedbudget,interfacingwiththepublic,andservingastheCity’s personnelandpurchasingofficer.TheCityManagerisoneoftwoCitystaffwhoreportdirectlytothe CityCouncil.

5. CommunityDevelopmentDepartment
TheCommunityDevelopmentDepartmentisresponsibleforhelpingtoensureasafeandenjoyable livingenvironmentforresidentsandvisitorsthroughtwomaindivisions:Planning,andBuilding/. Attachment 5.A
Council Agenda 11-7-2023 9.L-147

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page60 TheBuildingDivisionisresponsibleforassuringsafetyandcodeͲcomplianceintheconstruction, alteration,andrepairofbuildingsthroughplanreview,permitissuance,constructioninspection,and codecompliance.
CodeComplianceisamajorprogramoftheBuildingDivisionandisresponsibleforconducting inspectionsandissuingcitationsforzoningordinanceviolationsandmiscellaneousadministrative violations.
ThePlanningDivisionisresponsibleforguidingthedevelopmentandpreservationofresidential, commercial,openspace,andpublicareas,throughprocessingapplicationsfordevelopment entitlements,administeringtheCity'sGeneralPlan,LocalCoastalProgram,andZoningOrdinance,and overseeingspecialprograms.
ThePlanningDivisionistheliaisondivisiontothePlanningCommissionandtheParkingAdvisory Committee.
TheCommunityDevelopmentDirectorandPlanningManagerserveasthestaffliaisonstothePlanning Commission;theCommunityDevelopmentDirectorservesasstaffliaisontothePAC.ThePlanning AdministrativeSecretaryservesastheSecretarytobothbodies.

6. FireDepartment
TheFireDepartmentisresponsibleforprotectinglife,property,andthenaturalenvironmentviathree maindivisions:FireOperations,Lifeguards,andWeedAbatement.Servicesareprovidedthrougha contractwithCalFire(CaliforniaDepartmentofForestryandFireProtection). TheFireOperationsDivisionisresponsiblefortheoperationoftheBelloStreetFireStation(#64)andthe ShellBeachFireStation(#63),bothstaffedwithCalFirepersonnel.Servicesincluderespondingto emergencymedicalincidents,hazardousmaterialincidents,andfires,andconductingrescues.Staffalso providesfireprevention,codeenforcement,planreview,andpubliceducationservices. TheseasonalLifeguardProgramstaffsmultiplelifeguardtowersthroughoutthetouristseasonfrom MemorialDaythroughLaborDay,primarilybylifeguardswhoareseasonalCitystaff.Staffwithinthis programoverseetheJuniorLifeguardprogram.
TheWeedAbatementprogramensuresthemanagementofvegetationtoaddressfirehazardsinthe interfacebetweenurbanandwildlandareas.

7. ManagementServicesDepartment
TheManagementServicesDepartmentisresponsibleforHumanResources,includingrecruitment,staff development,andlabornegotiations.ManagementServicesalsooverseesPublicOutreachandPublic InformationOfficer(PIO)functions;andRiskManagement,includingtheSafetyProgram. TheCityClerkDivisionisresponsibleforCityCouncillegislativerecordkeeping,andcompliancewiththe BrownAct,PublicRecordsAct,PoliticalReformAct,andotherregulationsincooperationwiththeCity Attorney'sOffice.TheCityClerkistheCity'sElectionsOfficial,FPPCFilingOfficer,RecordsManager,and AdvisoryBodymembershipadministrator.

8. PoliceDepartment
ThePoliceDepartmentemploys"communityͲoriented"policingspeciallytailoredtoPismoBeach'shigh leveloftourism.TheDepartmenthasmaintainedaccreditationfromtheCommissiononAccreditation forLawEnforcementAgencies(CALEA)since2007.Organizationally,theDepartmentconsistsoftwo majordivisions:OperationsandSupport.
Attachment 5.A
Council Agenda 11-7-2023 9.L-148

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page61 ThePoliceChiefandCommandersprovidesupplementalstaffsupporttothePAC. TheOperationsDivisionisresponsibleforpatrol,trafficoperations,ReserveOfficers,theKͲ9Unit,SWAT, DARE,citizenvolunteerpatrol,theMyCopprogram,SpecialEvents,emergencyoperations,andthe Downtown/SpecialProblemsUnit.
TheParkingBureau,partoftheOperationsDivision,isresponsibleforenforcingtheCity'sparking regulations,administeringtimedparkingandpaidparkingprograms,andissuingcitations. TheSupportServicesDivisionisresponsiblefortheRecordsBureauandCrimeAnalyst,Communication Center(dispatch),InvestigationsBureau,Training,CALEAAccreditation,andAdministrativeServices includingpersonnel.

9. PublicWorksDepartment
ThePublicWorksDepartmentisprimarilyresponsibleforthedesign,construction,andmaintenanceof Cityfacilitiesandinfrastructure,viatwomainoperatingdivisions—EngineeringandPublicWorks,which includesPublicFacilitiesandPublicUtilities.
TheEngineeringDivisionisresponsibleforprovidingdesign,projectmanagement,andinspectionfor CapitalImprovementProjects(CIPs),planreviewandinspectionforprivatedevelopment,issuing encroachmentpermits,andoverseeingwaterconservationinitiatives. ThePublicFacilitiesDivisionisresponsibleforinspecting,repairing,andmaintainingtheCity'sstreets andsigns,parkinglots,sidewalks,beaches,cityͲownedbuildings,parks,playgroundequipment,andthe Cityfleet.
ThePublicUtilitiesDivisionincludesWaterandWastewaterOperations.WaterOperationsisresponsible formaintainingtheCity’swells,tanks,andwaterdistributionsystem.WastewaterOperationsis responsibleforoperationandmaintenanceofthewastewater(sewer)collectionfacilitiesincluding pumpsandpipelines.

10. TourismandEventsDepartment
TheTourismandEventsDepartment(TED)isresponsibleforthepermittingandoversightoftheevents, withdifferentdivisionsspecializinginresidentͲorientedandvisitorͲorientedprogramsandevents. TheConference&VisitorsBureau(CVB)isresponsibleforpromotingtourismtoPismoBeach,enhancing revenuethroughincreasedtransientoccupancytaxes(TOT)andsalestaxrevenues.Effortsinclude promotionofPismoBeachinsocialandtraditionalmedia,tradeshows,andlodgingindustry partnerships.TEDalsocoordinatestheCityͲorganizedClamFestivalandFourthofJulyspecialevents. TEDistheliaisondepartmenttotheConferenceandVisitorsBureau/LodgingBusinessImprovement DistrictBoardandtheSpecialEventsCommittee.TheTourismandEventsDirectorservesasthestaff liaisontotheCVBBoardandChairoftheSEC;theTourismCoordinatorservesastheSecretarytoboth bodies.TheSpecialEventsCommitteeisadvisorytotheCityManager,recommendingtheCity Manager'sapprovalordenialofprivateSpecialEventPermitapplications. TheRecreationDivisionisresponsiblefortheadministrationofrecreationclassesofferedbycontract instructors,theCity'svolleyballprogram,facilityrentals,andthecoordinationofCityͲsponsoredspecial eventsgearedtowardresidentsofPismoBeachandsurroundingcommunities,includingtheEaster Eggstravaganza,MoviesinthePark,PumpkinsonthePier,andHolidayHarmony. TEDistheliaisondepartmenttotheParks,RecreationandBeautificationCommission(PRBC).The RecreationManagerservesasthestaffliaisontothePRBCandaFacilitiesCoordinatorservesasthe Secretary.
Attachment 5.A
Council Agenda 11-7-2023 9.L-149

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page62 XVIII. APPENDIX2:CODEOFETHICS
CODEOFETHICS
FortheCityofPismoBeachCouncil,BoardsandCommissionMembers AdoptedbythePismoBeachCityCouncil
Dateapproved—October4,2005(ResolutionRͲ2005Ͳ067) Preamble
AllcitizensandbusinessesofPismoBeachareentitledtohavefair,ethicalandaccountablelocal government,whichhasearnedthepublic'sfullconfidenceforintegrity.InkeepingwiththeCityof PismoBeach'scommitmenttoexcellence,theeffectivefunctioningofdemocraticgovernment, therefore,requiresthat:
x Publicofficials,bothelectedandappointed,complywithboththeletterandspiritofthelaws andpoliciesaffectingtheoperationsofgovernment;
x Publicofficialsbeindependent,impartialandfairintheirjudgmentandactions; x Publicofficebeusedforpublicgood,notforpersonalgain; x Publicdeliberationsandprocessesbeconductedopenly,unlesslegallyconfidential,inan atmosphereofrespectandcivility.
ThisCodeofEthics,asadoptedbythePismoBeachCityCouncilpertainstomembersoftheCityCouncil andoftheCity'sboardsandcommissionsandtothosevendorsdoingbusinesswithourcity,toassure publicconfidenceintheintegrityoflocalgovernmentanditseffectiveandfairoperation.

1.ActsinthePublicInterest
MemberswillworkforthecommongoodofthepeopleofPismoBeachandnotforanyprivateor personalinterest,andtheywillassurefairandequaltreatmentofallpersons,claimsandtransactions comingbeforethePismoBeachCityCouncil,boardsandcommissions.

2.ComplywiththeLaw
Membersshallcomplywiththelawsofthenation,theStateofCaliforniaandtheCityofPismoBeachin theperformanceoftheirpublicduties.Theselawsincludebutarenotlimitedto:TheUnitedStatesand Californiaconstitutions,FairPoliticalPracticeslawspertainingtoconflictsofinterest,election campaigns,financialdisclosures,employerresponsibilitiesandopenprocessesofgovernmentand adoptedCityordinancesandpolicies.

3.ConductofMembers
Theprofessionalandpersonalconductofmembersmustbeabovereproachandavoideventhe appearanceofimpropriety.Membersshallrefrainfromabusiveconduct,personalchargesorverbal attacksuponthecharacterormotivesofothermembersofthecouncil,boardsandcommissions,the publicandstaff.

4.RespectforProcess
Membersshallperformtheirdutiesinaccordancewiththeprocessesandrulesoforderestablishedby theCitycouncilandboardsandcommissionsgoverningthedeliberationofpublicpolicyissues, meaningfulinvolvementofthepublicandimplementationofpolicydecisionsoftheCityCouncilbystaff.

5.ConductofPublicMeetings
Attachment 5.A
Council Agenda 11-7-2023 9.L-150

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page63 Membersshallpreparethemselvesforpublicissues,listencourteouslyandattentivelytoallpublic discussionsbeforethebodyandfocusonthebusinessathand.Theyshallrefrainfrominterrupting otherspeakers,makingpersonalcommentsnotgermanetothebusinessofthebodyorotherwise interferingwiththeorderlyconductofmeetings.

6.DecisionsBasedonMerit
Membersshallbasetheirdecisionsonthemeritsandsubstanceofthematterathand,ratherthanon unrelatedconsiderations.

7.Communication
Membersshallpubliclysharesubstantiveinformationthatisrelevanttoamatterunderconsideration bytheCouncilorboardsandcommissions,whichtheymayhavereceivedfromsourcesoutsideofthe publicdecisionmakingprocess.

8.ConflictofInterest
Inordertoassuretheirindependenceandimpartialityonbehalfofthecommongood,membersshall notusetheirofficialpositionstoinfluencegovernmentdecisionsinwhichtheyhaveamaterialfinancial interestorwheretheyhaveanorganizationalresponsibilityorpersonalrelationship,whichmaygivethe appearanceofaconflictofinterest.Inaccordancewiththelaw,membersshalldiscloseinvestments, interestsinrealproperty,sourceofincome,andgifts,andtheyshallabstainfromparticipatingin deliberationsanddecisionͲmakingwhereconflictsmayexist.

9.GiftsandFavors
Membersshallrefrainfromacceptinganygifts,favorsorpromisesoffuturebenefitswhichmight compromisetheirindependenceofjudgmentoractionorgivetheappearanceofbeingcompromised.

10.ConfidentialInformation
Membersshallrespecttheconfidentialityofinformationconcerningproperty,personneloraffairsof theCity.Theyshallneitherdiscloseconfidentialinformationwithoutproperlegalauthorization,noruse suchinformationtoadvancetheirpersonal,financialorprivateinterests.

11.UseofPublicResources
Membersshallnotusepublicresourcesunavailabletothepublicingeneral,suchasCitystafftime, equipment,suppliesorfacilities,forprivategainorpersonalpurposes.

12.RepresentationofPublicInterests
Inkeepingwiththeirroleasstewardsofthepublicinterest,membersshallnotappearonbehalfofthe privateinterestsofthirdpartiesbeforetheCounciloranyboard,commissionorproceedingoftheCity, norshallmembersofboardsandcommissionsappearbeforetheirownbodiesorbeforetheCouncilon behalfoftheprivateinterestsofthirdpartiesonmattersrelatedtotheareasofserviceoftheirbodies.

13.Advocacy
MembersshallrepresenttheofficialpoliciesorpositionsoftheCityCouncil,boardorcommissiontothe bestoftheirabilitywhendesignatedasdelegatesforthispurpose.Whenpresentingtheirindividual opinionsandpositions,membersshallexplicitlystatetheydonotrepresenttheirbodyortheCityof PismoBeach,norwilltheyallowinferencethattheydo.

14.PolicyRoleofMembers
Attachment 5.A
Council Agenda 11-7-2023 9.L-151

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page64 MembersshallrespectandadheretothecouncilͲmanagerstructureofPismoBeachCitygovernmentas outlinedbythePismoBeachMunicipalCode.Inthisstructure,theCityCouncildeterminesthepolicies oftheCity,withtheadvice,informationandanalysisprovidedbythepublic,boardsandcommissions andCitystaff.ExceptasprovidedbytheCityMunicipalCode,membersshallnotinterferewiththe administrativefunctionsoftheCityortheprofessionaldutiesofCitystaff,norshalltheyimpairthe abilityofstafftoimplementCouncilpolicydecisions.

15.IndependenceofBoardsandCommissions
BecauseofthevalueoftheindependentadviceofboardsandcommissionstothepublicdecisionͲ makingprocess,membersofCouncilshallrefrainfromusingtheirpositiontoundulyinfluencethe deliberationsoroutcomesofboardandcommissionproceedings.

16.PositiveWorkPlaceEnvironment
MembersshallsupportthemaintenanceofapositiveandconstructiveworkplacefortheCity employeesandforthecitizensandbusinessesdealingwiththeCity.Membersshallrecognizetheir specialroleindealingswithCityemployeestoinnowaycreatetheperceptionofinappropriate directiontostaff.

17.Implementation
ThePismoBeachCodeofEthicsisintendedtobeselfͲenforcing,andisanexpressionofstandardsof conductformembersexpectedbytheCity.Itthereforebecomesmosteffectivewhenmembersare thoroughlyfamiliarwithitandembraceitsprovisions.Forthisreason,ethicalstandardsshallbe includedintheregularorientationsforcandidatesforCityCouncil,applicantstoboardsand commissions,andnewlyelectedandappointedofficials.Membersenteringofficeshallsignastatement affirmingtheyhavereadandunderstandtheCityofPismoBeachCodeofEthics.TheCodeofEthicsshall bereviewedannuallybytheCityCouncil,boardsandcommissions,andtheCityCouncilshallconsider recommendationsfromboardsandcommissionsandupdateasnecessary.

18.ComplianceandEnforcement
ThechairsofboardsandcommissionsandtheMayorhavetheadditionalresponsibilitytointervene whenactionsofmembersthatappeartobeinviolationoftheCodeofEthicsarebroughttotheir attention.TheCityCouncilmayimposesanctionsonmemberswhoseconductdoesnotcomplywiththe City'sethicalstandards,suchasreprimand,formalcensure,lossofseniorityorcommitteeassignment, orbudgetrestriction.UndertheCity'sMunicipalCode,theCityCouncilmayalsoremovemembersof boardsandcommissionsfromoffice.AviolationofthisCodeofEthicsshallnotbeconsideredasabasis forchallengingthevalidityofacouncil,boardorcommissiondecision. 
Attachment 5.A
Council Agenda 11-7-2023 9.L-152

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page65 CITYOFPISMOBEACHCODEOFETHICS
FORCITYCOUNCILANDADVISORYBODYMEMBERS
STATEMENTOFCOMMITMENT
AsamemberofthePismoBeachCityCouncilorasamemberofaPismoBeachAdvisoryBody,Iagreeto upholdtheCodeofEthicsforelectedandappointedofficialsadoptedbytheCityCouncilandconduct myselfbythefollowingmodelofbehavior.
Iwill:
x Recognizetheworthofindividualmembersandappreciatetheirindividualtalents,perspective andcontributions.
x Helpcreateanatmosphereofrespectandcivilitywhereindividualmembers,citystaffandthe publicarefreetoexpresstheirideasandworktotheirfullpotential. x Conductmypersonalandpublicaffairswithhonesty,integrity,fairnessandrespectforothers. x Respectthedignityandprivacyofindividualsandorganizations. x Keepthecommongoodasmyhighestpurposeandfocusonachievingconstructivesolutionsfor thepublicbenefit.
x Avoidanddiscourageconduct,whichisdivisiveorharmfultothebestinterestsofPismoBeach. x TreatallpeoplewithwhomIcomeincontactinthewayIwishtobetreated. x BeforeIspeakoractIwillaskmyselfthefollowingfourquestions: o Isitthetruth?
o Isitfairtoallconcerned?
o Willitbuildgoodwillandbetterfriendships?
o Willitbebeneficialtoallconcerned?
IaffirmthatIhavereadandthatIunderstand,acceptandsupporttheCityofPismoBeachCodeof Ethics.
CouncilorAdvisoryBody:________________________Position:______________________ Date:___________________________
PrintName:______________________
Signature:________________________
Attachment 5.A
Council Agenda 11-7-2023 9.L-153

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page66 XIX. APPENDIX3:OATHOFOFFICE

Attachment 5.A
Council Agenda 11-7-2023 9.L-154

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page67 XX. APPENDIX4:LINKSTOREGULATIONSANDRESOURCES
A. GeneralRegulations:
PismoBeachMunicipalCode(Codified,currentCitylaws) www.pismobeach.org/municode
PismoBeachOrdinances(allhistoricalandcurrentindividualCouncilͲadoptedlaws) www.pismobeach.org/ordinances
PismoBeachResolutions(allhistoricalandcurrentCouncilͲadoptedpolicies) www.pismobeach.org/resolutions

CaliforniaStateLaw(alltitles)
http://leginfo.legislature.ca.gov/faces/codes.xhtml
CaliforniaStateCodeofRegulations(CCR)
https://govt.westlaw.com/calregs/index

B. IndividualRegulations:
BrownAct
Regulation:CAGC§54950—54963
Resource:OpenandPublic:AGuidetotheRalphM.BrownAct(LeagueofCACities) 
Bylaws
Policy:ResolutionRͲ2020Ͳ011(CVBBoard)
Policy:ResolutionRͲ2020Ͳ012(PAC)
Policy:ResolutionRͲ2020Ͳ013(PRBC)
Policy:ResolutionRͲ2020Ͳ014(PlanningCommission)

CodeofEthics(PismoBeach)
Policy:ResolutionRͲ2005Ͳ067

ConflictofInterestCode(PismoBeach)
Policy:ResolutionRͲ2022Ͳ080

ConflictofInterest;Disqualification
Resource:UnderstandingtheBasicsofPublicServiceEthicsLaws,page11(ILG) Attachment 5.A
Council Agenda 11-7-2023 9.L-155

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page68 
ConflictofInterestRegulations(miscellaneousstateprovisions) Regulation:"Incompatibleoutsideactivities"(CAGC§1125etseq.) Regulation:"Incompatibleoffices"(CAGC§1099).
Regulation:"Revolvingdoor"limitations(CAGC§87407) 
Ethics&AB1234Training
Regulation:CAGC§53234etseq.(trainingrequirement) Resource:OnlineAB1234EthicsTrainingModule,hostedbyFPPC Resource:UnderstandingtheBasicsofPublicServiceEthicsLaws(ILG) ExpenseReimbursement(PismoBeach)
Policy:ResolutionRͲ2022Ͳ067

GovernmentCode1090SelfͲDealingProhibition
Regulation:CAGC§1090etseq.

HarassmentPreventionTraining(AssemblyBill1661)
Regulation:CAGC§53237etseq.

MaddyAct
Regulation:CAGC§54970etseq.

MunicipalCode(PismoBeach)
Regulation: www.pismobeach.org/municode
Regulation:Chapter2.20PlanningCommission
Regulation:Chapter12.16SpecialEventsCommittee
Regulation:Chapter2.42Felonyprohibition

PoliticalReformAct
Regulation:CAGC§81000etseq.
Resource:FPPCGift&HonorariaLimitations(DownloadLocalGiftsFactSheet) 
PublicRecordsAct(CPRA)
Attachment 5.A
Council Agenda 11-7-2023 9.L-156

PismoBeachAdvisoryBodyHandbook|Rev.November2023|Page69 Regulation:CAGC§7920etseq.
Resource:CityofSanJosev.SuperiorCourt(publicrecordsonofficials'personaldevices) 
PoliticalActivitybyPublicOfficials
Regulation:CAGC§3201—3209

Stipends
Policy:ResolutionRͲ2020Ͳ015

Teleconference(Remote/Virtual)MeetingParticipationUnderAB2449 Policy:ResolutionRͲ2023Ͳ021












C. ConflictsandDisclaimer
Theprovisionsofvariousstatelaws,citylaws,Bylaws,Councilpolicies,andadministrativepolicies relatingtoAdvisoryBodiesaresummarizedandrestatedinthisHandbookfortheconvenienceof applicants,AdvisoryBodyMembers,andothers,andwhiletheinformationcontainedhereinisbelieved tobesubstantiallycorrect,itisnotintendedtoprovidelegaladvice.AdvisoryBodyMembersandothers usingthisinformationmustbearfullresponsibilityfortheirowndeterminationsastoalllegalstandards anddutiesandastoallfactualmattercontainedherein. Inaddition,regulationsexternaltothisHandbookthatimpactAdvisoryBodiesarefrequentlyupdated. IntheeventofconflictbetweenthisHandbookandtheprovisionsofCityCodeorCouncilͲadopted Bylaws,theCodeortheBylawswillcontrol.IntheeventofconflictbetweenthisHandbookandany otherCouncilpolicy,thenewerofthepolicieswillcontrol.NothinginthisHandbookisintendedto modifyorabridgestateorfederallaw.IntheeventofconflictbetweenthisHandbookandstateor federallaworconstitutionalprovision,thelattershallcontrol. Attachment 5.A
Council Agenda 11-7-2023 9.L-157