Pismo Beach City Council
February 20, 2024

AGENDA
Pismo Beach City Council
Tuesday, February 20, 2024
Time Meeting Type Physical Location Virtual Participation Option 5:30 p.m. Regular Meeting 1 2 Council Chamber, City Hall https://us02web.zoom.us/j/84823715585 1 Live virtual participation is offered via Zoom.
2 Broadcast meeting also available, for viewing only, on cable Channel 20 and online at pismobeach.org/agenda.

0.HYBRID MEETING INSTRUCTIONS:

This meeting is being conducted in a hybrid format with both in-person and virtual public participation. Ways to watch this meeting and submit public comment are provided below.

Watch and participate in person:
•Visit the Council Chamber at City Hall, 760 Mattie Road, Pismo Beach, CA 93449. •To make public comment, please submit an optional blue “speaker slip” to staff; the Mayor will ask you to approach the lectern to speak during the public comment period on your item of interest.

Watch and participate via Zoom:
•Click this link on any computer or mobile device: https://us02web.zoom.us/j/84823715585 . This URL may also be typed into a web browser.
•To make public comment, press the “raise your hand” button when the comment period for your item of interest begins. You will be notified when you’ve been unmuted and it’s your turn to speak.

Listen and participate via telephone:
•Call 1-669-900-6833 to join by telephone audio only. Enter Meeting ID 848 2371 5585 when prompted. •To make public comment, press *9 to “raise your hand” when the comment period on your item of interest begins. You will be notified when you’ve been unmuted and it’s your turn to speak.

Watch online:
•Visit www.pismobeach.org/agenda and scroll to “Upcoming Events.” When the live broadcast begins, an “In Progress” link will appear; click this link to watch the livestream. A recording of the meeting will be available on demand shortly after the meeting ends.

Watch on Channel 20:
•Tune to local cable channel 20 in Pismo Beach; the meeting will be broadcast live. Meetings are also replayed at 9:00 a.m., 6:00 p.m., and 1:00 a.m. each day the following week.

Submit written comment:
•In advance of the meeting, written comments may be emailed to [email protected] or mailed or delivered to the City Clerk’s Office, 760 Mattie Road, Pismo Beach, CA 93449. During the meeting no later than the start of the comment period for your item of interest, written comment may be hand-delivered to staff in the Council Chamber. Emails submitted after the start of the meeting may not be fully considered prior to any action taken on the item.

Submit voicemail comment:
•Call 805-773-7005 and leave a voicemail before the meeting. Voicemails submitted after the start of the meeting may not be fully considered prior to any action taken on the item. This automated voicemail line will not be answered or monitored for other purposes.

Please note:
•Meetings may begin a few minutes after the scheduled start time. •Meetings will be recorded; these recordings are public record. •Phone numbers of call-in participants may be visible to other meeting participants, or in meeting recordings. •Phone numbers of voicemail commenters may be visible in the public record along with transcripts.

Please contact City Clerk Erica Inderlied at [email protected] with questions.

Council Agenda 2-20-2024

Pismo Beach City Council Agenda February 20, 2024

Regular Meeting—5:30 p.m.

Council Chamber, City Hall, 760 Mattie Road, Pismo Beach, CA 93449 CALL TO ORDER: Mayor Waage

1. ROLL CALL:

Mayor: Waage
Mayor Pro Tem: Reiss
Council Members: Guthrie, Inman, Newton

2. PLEDGE OF ALLEGIANCE

3. ACCEPTANCE OF AGENDA

4. PRESENTATIONS None.

5. PUBLIC COMMENT PERIOD
At this time, members of the public may comment on any item NOT appearing on the agenda. For items appearing on the agenda, including the Consent Calendar, the public will be invited to make comments during Council consideration of the item. In accordance with state law, matters raised as part of this comment period cannot be discussed or acted upon by the City Council at this time.

However, in response to a matter raised as part of this comment period, the Council may, during Item 13, City Council Comments and Requests, direct staff to assist a speaker, or schedule the matter for consideration on a future agenda.

Please adhere to the following procedures when addressing the Council:
• Please limit your comments to 3 minutes or less.
• Unduly disruptive behavior will not be permitted.

Documents submitted to the Council become public record unless otherwise exempt from disclosure.

6. CITY MANAGER’S REPORT - No action to be taken

7. CITY ATTORNEY’S REPORT / CLOSED SESSION REPORT - No action to be taken

8. COUNCIL COMMITTEE REPORTS

1. Air Pollution Control District, SLO County (Newton/Reiss)

2. California Joint Powers Insurance Authority (Reiss)

3. CAPSLO (Reiss)

4. Central Coast Blue Regional Recycled Water Authority (Waage)

5. Central Coast Community Energy Policy Board (Mayor)

6. Chapman Estate Foundation (Liaison) (Reiss)

7. Coastal Cities Group, League of CA Cities (Waage)

8. Conference and Visitors Bureau / LBID Board (Liaison) (Inman)

9. Friends of Price House Liaison (Waage)

10. Hazard Mitigation & Fire Safety (Inman/Waage)

11. Homeless Services Oversight Council (Guthrie/Reiss)

12. Integrated Waste Management Authority (Newton/Inman)

13. Mobile Home Rent Stabilization Subcommittee (Inman/Reiss)

14. REACH (Newton)

15. Regional Transit Authority, SLO (Waage/Reiss)

16. Shell Beach Improvement Group Liaison (Inman)

17. SLOCOG (Waage/Reiss)

18. South County Chambers Gov’t Affairs (Guthrie/Inman)

19. Visit SLO CAL Advisory Committee (Inman)

20. Water Resources Advisory Committee, SLO (Guthrie/Inman)

21. Zone 3 Water Advisory Committee, SLO (Guthrie/Inman) (Govt Code Section 53232.3)

Council Agenda 2-20-2024

Pismo Beach City Council Agenda February 20, 2024

9. CONSENT CALENDAR
All Consent Calendar items will be acted upon by a single action of the City Council unless otherwise requested by an individual Council Member for separate consideration. Public comment on Consent Calendar items will be invited prior to action on the Calendar.

Item 9.A: Adoption of Meeting Minutes (Inderlied)

Recommendation:

Adopt Minutes of the February 6, 2024 Regular Meeting.

Item 9.B: Payroll Register and Register of Demands (Feeser)

Recommendation:

1. Approve the Summary of Payroll Register for January 28, 2024;

2. Approve the Register of Demands for January 19, 2024, January 26, 2024 and February 2, 2024.

Item 9.C: Purchase of Additional Parking Meters, Associated Hardware, and Housings from IPS Group (Smith)

Recommendation:

Adopt a Resolution authorizing the purchase of 210 Parking Meters, associated hardware, and housings from IPS Group for a total of $288,646.10 in Fiscal Year 2024, and appropriating related budget adjustments.

10. ITEMS PULLED FROM CONSENT CALENDAR

11. PUBLIC HEARINGS - No earlier than 6:00 p.m. None.

12. BUSINESS ITEMS - May be reordered and heard prior to Public Hearings

Item 12.A: US 101 Five Cities Multimodal Project Concept Designs (Fine)

Recommendation:

Receive an update on the US 101 Five Cities Multimodal Project and provide input.

Item 12.B: Updates Advisory Body Bylaws and Handbook (Inderlied) 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 Resolution R-2020-015.

Council Agenda 2-20-2024

Pismo Beach City Council Agenda February 20, 2024

Item 12.C: Biennial Conflict of Interest Code Update (Inderlied)

Recommendation:

Adopt a Resolution adopting a revised Conflict of Interest Code; rescinding Resolution No. R-2022-080.

13. CITY COUNCIL COMMENTS AND REQUESTS - No action to be taken

14. ADJOURNMENT

To the following meeting(s). Special and Closed Session times may be subject to change, as noticed. Meetings will be held in a hybrid in-person / virtual format unless otherwise noted:

Meeting Time Date Location
Special Meeting 9:00 a.m. Wednesday, February 21, 2024 Admin Conference Room, City Hall Regular Meeting 5:30 p.m. Tuesday, March 5, 2024 Council Chamber, City Hall Regular Council meetings will adjourn by 11:00 p.m. unless four-fifths of the Council votes to continue past that time. If the meeting is adjourned at 11:00 p.m., any remaining agenda items will be continued to the next regular meeting (R-97-04).

AFFIDAVIT OF POSTING
I, Erica Inderlied, City Clerk for the City of Pismo Beach, declare under penalty of perjury that the foregoing agenda for the February 20, 2024 meeting(s) of the Pismo Beach City Council was posted on February 15, 2024, at City Hall, located at 760 Mattie Road, Pismo Beach, CA, as well as on the City’s website.

Erica Inderlied, City Clerk

Meeting Schedule: The City Council of Pismo Beach regularly meets on the first and third Tuesdays of each month at 5:30 p.m., unless otherwise noticed. Closed and Special sessions will be duly noticed as needed. Council Agendas: Agendas for Regular Meetings are available for public review on the City’s website at pismobeach.org/agenda and upon request from the City Clerk’s Office, typically by 4:00 p.m. on the Thursday prior to the meeting, but no later than 72 hours prior to the meeting. Agendas for Closed Sessions and other Special meetings are made available at least 72 hours prior to the meeting when possible, but no later than 24 hours prior to the meeting. Related Materials: All materials submitted to the Council relating to items on this agenda are open for public inspection unless otherwise exempt by law. Staff reports and attachments published as part of this agenda packet, as well as copies of correspondence received relating to these agenda items and materials distributed at the meeting, may be obtained 1) in the consolidated online Agenda Center at pismobeach.org/agenda, 2) in the Access Pismo public records portal at pismobeach.org/accesspismo, 3) by request from the City Clerk at [email protected], or 4) in person at the City Clerk's Office, City Hall, 760 Mattie Road, Pismo Beach, Mon–-Fri 8:00 a.m.–-5:00 p.m. Please call (805) 773-7003 with any questions. Broadcasting: Regular (televised) City Council meetings are available for viewing 24/7 at pismobeach.org/agenda, broadcast live on Channel 20, and re-broadcast during the week following the meeting on Channel 20 at 9:00 a.m., 6:00 p.m., and 1:00 a.m. each day. Use of Equipment: Please contact the City Clerk’s Office if requesting to use the chamber equipment during public comment or as part of a scheduled presentation, 24 hours prior to the meeting at (805) 773-7003. Notice Regarding Americans with Disabilities Act In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting or if you need agenda documents provided in an alternative format, please contact the City Clerk’s Office at 773- 7003 as soon as possible prior to the meeting to ensure that reasonable arrangements can be made (28CFR 35.102-35.104 ADA Title II).

Council Agenda 2-20-2024

PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #9.A
Meeting Date: February 20, 2024
TITLE:

Adoption of Meeting Minutes
RECOMMENDATION:

Adopt Minutes of the February 6, 2024 Regular Meeting.

DISCUSSION:

Attached for the Council’s consideration are the draft minutes of the subject meetings for review and adoption.

FISCAL IMPACT:

There is no fiscal impact associated with the preparation or adoption of meeting minutes.

ATTACHMENTS:

1.Draft Minutes of the February 6, 2024 Regular Meeting.

Submitted by:

Erica Inderlied, City Clerk
City Manager Approval:

Council Agenda 2-20-2024 9.A-1

DRAFT MINUTES
Pismo Beach City Council
Tuesday, February 6, 2024
Regular Meeting—5:30 p.m.

Council Chamber, City Hall, 760 Mattie Road, Pismo Beach, CA 93449 The City Council of the City of Pismo Beach met this date in a regular session with Mayor Waage presiding.

CALL TO ORDER: 5:30 p.m.

1.ROLL CALL:

Present: Absent:

Mayor Ed Waage Council Member Stacy Inman
Mayor Pro Tem Mary Ann Reiss
Council Member Marcia Guthrie
Council Member Scott Newton
There was consensus among the Council to note Council Member Inman’s absence as excused.

Staff Present:

Michael Codron, Interim Community Development Director
Nadia Feeser, Administrative Services Director
Benjamin Fine, Public Works Director/City Engineer
David Fleishman, City Attorney
Jorge Garcia, City Manager
Erica Inderlied, City Clerk
Mike James, Assistant City Manager
Paul Lee, Battalion Chief
Jeff Smith, Chief of Police
Other staff present as noted below

2.PLEDGE OF ALLEGIANCE
Mayor Waage led the Pledge of Allegiance.

3.ACCEPTANCE OF AGENDA
No requests to reorder the agenda.

Council Agenda 2-20-2024 9.A-2
Attachment 1

4. PRESENTATIONS

None.

5. PUBLIC COMMENT PERIOD

Call for public comment: No comment.

6. CITY MANAGER’S REPORT

City Manager Garcia commented on various topics, including new Assistant City Manager Mike James and incoming Community Development Director Scot Graham.

7. CITY ATTORNEY’S REPORT / CLOSED SESSION REPORT

City Attorney Fleishman had nothing to report.

8. COUNCIL COMMITTEE REPORTS

The Council reported on recent and upcoming meetings of various external bodies:

Council Member Guthrie:

San Luis Obispo County Homeless Services Oversight Council.

Mayor Waage:

Central Coast Blue Regional Recycled Water Authority.

Friends of Price House Board.

San Luis Obispo County Community Fire Safe Council.

9. CONSENT CALENDAR

Call for public comment: No comment.

Action: Adopt Consent Calendar.

Motion: Guthrie
Second: Newton

Vote: The motion passed on the following vote (Items 9.A through 9.I):

Ayes: 4 Guthrie, Newton, Reiss, Waage
Noes: 0

Absent: 1 Inman
Abstain: 0
Recused: 0

Council Agenda 2-20-2024 9.A-3
Attachment 1

Item 9.A: Adoption of Meeting Minutes (Inderlied)
Recommendation:

1.Adopt Minutes of the October 10, 2023 Special Parking Study Session;

2.Adopt Minutes of the January 16, 2024 Closed and Regular Meeting.

Item 9.B: Payroll Register and Register of Demands (Feeser) Recommendation:

1.Approve the Summary of Payroll Register for December 31, 2023 and January 14, 2024;

2.Approve the Register of Demands for January 5, 2024 and January 12, 2024.

Item 9.C: Monthly Investment Transaction Report of the City’s Cash and Investments for December 2023 of FY 2024 (Feeser)
Recommendation:

No action recommended; for information only.

Item 9.D: Fiscal Year 2024 Second Quarter Financial Status Report (Feeser)
Recommendation:

No action recommended; for information only.

Item 9.E: Quarterly Investment Report for the Three Months of October through December 2023 – the Second Quarter of Fiscal Year (FY) 2024 (Feeser)
Recommendation:

No action recommended; for information only.

Item 9.F: Update on January 9, 2023 and January 12, 2017 Emergency Proclamations (Inderlied)
Recommendation:

No action recommended; for information only.

Council Agenda 2-20-2024 9.A-4
Attachment 1

Item 9.G: Agreement with Diversified Project Services International for Engineering Design Services for the Digester #1 Demolition Project (Fine)

Recommendation:

Adopt a Resolution authorizing the City Manager to enter into a Professional Services Agreement with Diversified Project Services International in the amount of $71,915 for engineering design services for the Digester #1 Demolition project.

Legislative Record: Resolution R-2024-003 adopted.

Item 9.H: Amendment #2 to the Agreement with Bureau Veritas North America Inc. for Building Division Services (Codron)

Recommendation:

Adopt a Resolution authorizing the City Manager to execute Amendment #2 to the agreement with Bureau Veritas North America Inc. in the amount of $120,000 in Fiscal Year 2024 for professional Building Division services.

Legislative Record: Resolution R-2024-004 adopted.

Item 9.I: Agreement with Matrix Consulting Group, Ltd., for Operational Review and Assessment of the Public Works Department
(Garcia)

Recommendation:

Adopt a Resolution authorizing the City Manager to enter into a Professional Services Agreement with Matrix Consulting Group, Ltd., in the amount of $58,000 for an Operational Review and Assessment of the Public Works Department, and Appropriating Related Budget Adjustments in Fiscal Year 2024.

Legislative Record: Resolution R-2024-005 adopted.

10. ITEMS PULLED FROM CONSENT

None.

11. PUBLIC HEARINGS

None.

Council Agenda 2-20-2024 9.A-5
Attachment 1

12.BUSINESS ITEMS
Item 12.A: Risk Management Annual Report (Buchanan)
Recommendation: Receive the 2023 Risk Management Annual Report as information.

Presenting staff:

Bianka Buchanan, Human Resources Officer
Jorge Garcia, City Manager
Guest presenters:

Tim Karcz, California Joint Powers Insurance Authority
Call for public comment: No comment.

Action: No action.

Item 12.B: Outside Users Agreement with Coastal Christian School for Fire Suppression Water (Fine)
Recommendation:

Adopt a Resolution authorizing the City Manager to execute an Outside Users Agreement with Coastal Christian School for Fire Suppression Water.

Presenting staff:

Benjamin Fine, Public Works Director/City Engineer
Jorge Garcia, City Manager
Guest presenters / Call for public comment:

Carol Florence, Oasis Consultants
Ted Malley, Coastal Christian School
Action: Adopt a Resolution authorizing the City Manager to execute an Outside Users Agreement with Coastal Christian School for Fire Suppression Water.

Motion: Newton
Second: Reiss
Vote: The motion passed on the following vote:

Ayes: 4 Newton, Reiss, Guthrie, Waage
Noes: 0

Absent: 1 Inman
Abstain: 0
Recused: 0
Legislative Record: Resolution R-2024-006 adopted.

Council Agenda 2-20-2024 9.A-6
Attachment 1

13.CITY COUNCIL COMMENTS AND REQUESTS
The City Council commended staff for their response to the January 2024 storm events, and thanked Interim Community Development Director Michael Codron for his service.

14.ADJOURNMENT
At 6:14 p.m.

APPROVED: ATTEST:
________________________________ ________________________________ Ed Waage, Mayor Erica Inderlied, City Clerk
Council Agenda 2-20-2024 9.A-7
Attachment 1

PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #9.B
Meeting Date: February 20, 2024
TITLE:

Payroll Register and Register of Demands
RECOMMENDATION:

1. Approve the Summary of Payroll Register for January 28, 2024;

2. Approve the Register of Demands for January 19, 2024, January 26, 2024 and February 2, 2024.

DISCUSSION:

Attached are the Summary of Payroll Register(s) and Register(s) of Demands (Check Registers) noted above, provided for Council approval.

FISCAL IMPACT:

As demonstrated in the attached payroll and check registers.

ATTACHMENTS:

1.Payroll Summary

2. Registers of Demands
Submitted by: Nadia Feeser, Administrative Services Director/City Treasurer City Manager Approval:

Council Agenda 2-20-2024 9.B-1

FOR PERIOD ENDING 01/28/24
CHECKS DATED 02/02/24
PAYROLL CHECKS AND DIRECT DEPOSIT TRANSACTIONS
Checks 557056‐557058 3
ACH 124

EARNINGS
REGULAR 366,376.10
HOLIDAY 5,491.66
OVERTIME (Includes Comp Time Payouts)19,482.09
Administration
Building
Conference & Visitors Bureau
Police Department 14,074.28
Parking
Engineering
Fire 861.52
Recreation
Public Works 45.62
Water 2,153.71
Wastewater 2,346.96
Motor Vehicles
Subtotal‐Overtime 19,482.09$
SALARY ADJUSTMENTS 252.99
TRAINING / UNIFORM ALLOWANCE 207.00
OTHER EARNINGS 14,596.39
$406,406.23
LESS AUTHORIZED PAYROLL DEDUCTIONS
FEDERAL WITHHOLDING TAX 38,476.89
FICA & MEDICARE 31,476.59
STATE INCOME TAX 14,361.28
STATE DISABILITY INSURANCE 3,546.61
GARNISHMENTS 501.53
HEALTH 4,031.02
SUPPLEMENTAL DISABILITY 1,509.23
SECTION 125 2,276.56
PERS 34,390.90
DEFERRED COMPENSATION 13,353.72
ADDITIONAL LIFE INSURANCE 306.80
UNION DUES 2,459.36
PISMO ATHLETIC CLUB 495.50
OTHER
NET PAYROLL $259,220.24
DIRECT DEPOSIT DEDUCTION 256,702.22
NET PAYROLL AFTER ACH DEPOSIT 2,518.02
SUMMARY PAYROLL REGISTER
Council Agenda 2-20-2024 9.B-2
Attachment 1

City of Pismo Beach
Final Disbursement List Check Date 01/19/2024

US BANK
ACH/Vendor Check
Check#Number Payee Amount Description
ACH 10002 Internal Revenue Service 119,583.65$ Federal Income Tax PD 01/19/24 ACH 11208 SEIU Local 620 AFL/CIO 888.66 SEIU Dues PD 01/19/24 ACH 11224 Richards, Watson, Gershon Attorneys At Law 45,800.36 Professional Legal Services - November 2023 ACH 12211 CA. Public Emp Retirement Sys 113,850.13 Medical Insurance - January 2024 ACH 12260 dba: Mission Square ICMA Retirement Trust - 457 24,594.02 ICMA 457 Deferred Comp EE & ER PD 01/19/24 ACH 12305 Franchise Tax Board 23,472.40 State Income Tax PD 01/19/24 ACH 12360 CalPERS 457 Plan 291.67 PERS 457 Deferred Comp ER PD 01/19/24 ACH 12708 dba: Mission Square ICMA Retirement Trust-Roth IRA
725.00 ICMA Roth IRA PD 01/19/24
ACH 13455 Wex 549.88 Fuel for City Vehicles 12/07/23 - 01/06/24 ACH 14547 Quadient, Inc - Postage 1,000.00 Postage Dec 2023 ACH 14596 Missouri Dept. of Revenue - Taxation Division 226.42 2023 Q4 Withholding Taxes 128426 UB*01062 JOSEPH ADAMS 157.20 Refund Check 006710-001, 351 ESPARTO 128427 10800 Whitney Almaguer 1,152.00 Instructor: Creative Kids Musical Theater Camp 1/9-1/12/24 #11255 128428 14123 Amazon Business 46.29 Office Supplies
128429 13460 AT&T Mobility 287284035974 1,271.44 Cell Phone Services- Dec 2023 128430 14363 AT&T Mobility 287314925891 80.48 Wireless and Cell Services- Dec 2023 128431 12438 Avila Bay Athletic Club & Spa 392.00 Instructor: Avila Bay Club Winter Camp 1/2-1/5/24 #11251 128432 14744 Emiliano Barajas 500.00 Deposit Refund: PBVH Event 1/06/24 128433 10028 Brisco Mill & Lumber Yard 260.28 Maintenance Supplies 128434 10074 Burdine Printing 306.25 Office Supplies
128435 10110 California Law Enforcement Association of
Records

75.00 CLEARS 2024 Membership Dues
128436 14414 California State Disbursement Unit 461.53 Tax Withholding Order PD 01/19/24 128437 11451 Channel Islands Technology Integrators' Group 12,815.86 Rapid Fire Tools FY24 128438 11169 Coast Riders Powersport Sales 353.15 Vehicle Maintenance 128439 14247 Coastal Tree Experts, Inc.1,500.00 Tree Maintenance 128440 14747 Cuesta College 250.00 Deposit Refund: City to the Sea Event 11/11/23 128441 11986 Culligan/Central Coast Water 216.00 Car Wash Filtration & Service 1/8/24 128442 14313 Culligan/Santa Maria 220.64 Drinking Water Dec 2023 128443 14217 Deltina Coffee Roasters 62.50 Coffee
128444 12307 Department Of Justice 170.00 Livescan Services & Pre-Employment Fingerprinting- Dec 2023 128445 14344 Mary Elizabeth Douglas 250.00 Senior Dance Band 1/9/2024 128446 14519 Matthew Downs 376.00 M&IE: K9 School Week 3 - 1/28-2/2/24 128447 10746 Electricraft Inc.930.35 Electrical Work - 900 Bello 128448 14741 Epic Entertainment, Inc.400.00 DJ Deposit: July 4th 2024 128449 12123 Farm Supply 107.61 Maintenance Supplies
128450 13401 Rebecca Forcier 1,725.37 Reimb Airfare/Car/Hotel/M&IE: PB Meeting/Wk days 12/31/23-1/7/24 128451 13846 Franchise Tax Board-Tax Withholding-2 40.00 Tax Withholding Order PD 01/19/24 128452 14216 GovInvest, Inc.3,000.00 Costing Module - Annual Subscription Fee 10/01/2023 to 02/28/2025 128453 14043 Health & Human Resource Center, Inc.159.80 Employee EAP capitation for period of February 2024 128454 UB*01063 JOSEPH KOSAREFF (T)120.11 Refund Check 018649-000, 108 PEYTON COURT 128455 12096 Lee Wilson Electric Co Inc 990.00 Signal Light Repairs 12/13/23 & Signal Monitoring - Nov 2023 128456 10097 Miners Hardware 780.52 Maintenance Supplies 128457 11172 Mullahey Ford 960.05 Vehicle Maintenance
128458 10039 New Times 157.00 Legal Advertising
128459 12199 Noble Saw, Inc 84.39 Equipment Maintenance 128460 14343 ODP Business Solutions, LLC 244.92 Office Supplies 128461 13862 Ami Ortloff 300.00 Clam Island Painting - Jan 2024 128462 10633 Pismo Beach Athletic Club Inc 736.32 PBAC Dues collected for January 2024 128463 12022 Pismo Beach Police Officer's Association 1,436.92 POA Dues PD 01/19/24 128464 14740 Premier Supply, LLC 64.65 Maintenance Supplies 128465 12335 Procare Janitorial Supply Inc 454.71 Janitorial Supplies 128466 14613 Dennis Richardson 180.00 Instructor: Tennis with Dennis 12/2-12/30/23 #11347 128467 14557 Securitas Technology Corporation 355.68 Quarterly Maintenance & Monitoring Pier Airstreams - 1/1-3/31/24 128468 11168 Sherwin-Williams 410.49 Maintenance Supplies 128469 11323 Streator Pipe & Supply 894.34 Maintenance Supplies 128470 11549 Tech Time Communications 225.00 Quarterly Alarm Monitoring - Sta 63 1st Qtr 2024 128471 12461 TJA Advertising 142,229.52 CVB & LBID Advertising & Promotion: Nov 2023 128472 12301 TK Elevator 505.64 Elevator Maintenance - 760 Mattie Road 1/1/24 - 3/31/24 128473 12924 Traffic Management Inc 617.87 Streets Signs Council Agenda 2-20-2024 9.B-3
Attachment 2

City of Pismo Beach
Final Disbursement List Check Date 01/19/2024

US BANK
ACH/Vendor Check
Check#Number Payee Amount Description
128474 13905 Tripepi, Smith and Associates, Inc 1,123.75 General Public Outreach and Education - Dec 2023 128475 13651 Kimberly Turner 1,398.00 Online Training: Communications Training Officer 128476 12622 USA Bluebook Acct: 82507 922.17 Water &Waste Water Maintenance 128477 14457 Vigilant Solutions, LLC 22,500.00 Annual Subscription for LPR Services 8/23 - 7/24 128478 14034 Vital Records Holdings, LLC 182.83 Document Storage January 2024 128479 14091 Wonderful Things, Inc 918.71 City Flags
Total:537,055.53$
Council Agenda 2-20-2024 9.B-4
Attachment 2

City of Pismo Beach
Final Disbursement List Check Date 01/26/2024

US BANK
ACH/Vendor Check
Check#Number Payee Amount Description
ACH 12944 Leaf 1,322.25$ Monthly Copier Lease - Jan 2024 ACH 10371 Visit SLO County 135,572.82 TMD Payments Nov 2023 ACH 11305 Public Employees Retirement System 212,494.52 PERS Retirement EE & ER PD 12/22/23, PERS Retirement EE & ER PD 01/05/24, PERS Retirement EE & ER PD 01/19/24
ACH 12017 Vantagepoint Transfer Agents 9,684.00 Retiree Health Longevity Premiums PD 02/01/24 ACH 14257 Igoe Administrative Services 12,146.24 IGOE FAS and DDS Reimbursement - Jan 2024/ Medical and/or Dependent Care Monthly Participation Fee
128480 10434 Abalone Coast Analytical Inc 432.00 Water Analysis 128481 10446 Achievement House, Inc.12,504.55 Shell Beach & Pismo Beach Litter Removal & Clean-up Services, Sidewalk Cleaning & Pressure Washing - Dec 2023
128482 10341 Alliant Insurance Services Inc-NPB Main 1,587.00 Facility Insurance for Events Oct-Dec 2023 128483 11365 American Legal Publishing Corporation 75.64 Ordinance Codification 128484 10147 Arrowhead Scientific, Inc 699.49 Evidence supplies 128485 13278 AT&T 9391059148 1,926.77 Phone Bill - 12/10/2023 - 01/09/2024 128486 13638 BESST Inc.5,318.50 Well #5 Air Entrainment Video Survey 128487 14229 Brendler Janitorial Service 16,152.00 Janitorial Services - December 2023 128488 13139 Brough Construction 251,944.75 Chumash and Palisades Park - Dec 2023 128489 13591 Ryan Bullock 108.00 M&IE: Journey to AMI 1/23-1/24/24 128490 12098 Burke & Pace Lumber of Arroyo Grande 114.87 Maintenance Supplies 128491 14402 Carol A. Burner 866.66 900 Bello Lease - February 2024 128492 10626 California Highway Adoption Co 1,050.00 Highway 101 On/Off Ramp Mitigation - Jan 2024 128493 11333 California Rural Water Association 1,582.00 Membership Dues 2/1/24-2/1/25 128494 14349 Callander Associates Landscape Architecture, Inc 670.46 Prep Construction Docs - Chumash & Palisades Park - Nov 2023 128495 12610 CalPortland Construction 14,850.08 Paving Project - Sept 2023 128496 11451 Channel Islands Technology Integrators' Group 23,294.32 SunRidge RIMS Installation - July 2023, Monthly Help Desk - Jan 2024, Windows Server OS Upgrades - City Hall, IT Professional Services 128497 10281 City of Arroyo Grande 11,943.51 Fall 2023 Activity Guide & Winter/Spring 2024 Activity Guide 128498 14247 Coastal Tree Experts, Inc.3,200.00 Tree Maintenance 128499 14658 Container Stop, Inc.15,550.00 Corp Yard 40' Containers 128500 13257 Core & Main LLP 1,303.09 Water System Meters 128501 14313 Culligan/Santa Maria 49.92 Drinking Water Dec 2023 128502 14217 Deltina Coffee Roasters 62.50 Coffee
128503 14519 Matthew Downs 376.00 M&IE: K9 School Week 4- 2/4-2/9/24 128504 12541 Engel & Gray Inc 10,501.86 Composting Biosolids December 2023 128505 14638 F&H Construction 216,643.40 Public Safety Facility Design-Build Progress Payment 3- Dec 2023 128506 13586 Famcon Pipe & Supply Inc.6,493.02 Distribution Maintenance 128507 12123 Farm Supply 316.80 Maintenance Supplies
128508 11868 FGL Environmental 1,256.00 Water Analysis
128509 13980 Garing, Taylor & Associates, Inc.3,250.00 Surveying & Eng Services for Hinds/Ocean View Path - Dec 2023 128510 14748 Gifts Galore, LLLP 1,941.50 Plastic Easter Eggs 128511 10732 Granite Construction Company 186,121.15 Ocean Blvd Improvements - Nov 2023 & Ocean Blvd Improvements - Retention Release
128512 12691 Billy Haas 108.00 M&IE: Journey to AMI 1/23-1/24/24 128513 12691 Billy Haas 295.00 Reimb: Grade III exam fees 128514 12538 Hds White Cap Const Supply 716.50 Maintenance Supplies 128515 12653 Dan Herlihy 138.00 M&IE: LCW Conference 2/7-2/9/24 128516 10376 Hinderliter, de Llamas & Associates 1,494.94 Contract Services, Audit Services, Transactions Tax, Sales Tax - Qtr2/2023
128517 11706 Shirley Horacek 720.00 Instructor: Watercolor - Color Knowledge 1/10-1/24/24 128518 14246 Hunter Smith Architecture 6,687.50 Ira Lease Pergola Repair Design and Engineering - Dec 2023 128519 13276 InfoSend, Inc.1,514.71 Processing-Printing-Mailing Utility Bills Dec 2023 128520 12351 International Association Of Chiefs Of Police 570.00 Annual Membership: 1/1/24-12/31/24 128521 13385 IPS Group, Inc.2,706.35 IPS Transaction Fees - Dec 2023 128522 11739 J.B. Dewar Incorporated 6,693.35 Diesel & Unleaded Fuel Deliveries 12/21/23 & Trash Cans 128523 13926 Jack Handley Construction Services 51,768.83 Chapman Estate ADA Restroom - Nov 2023 128524 10474 Joseph Wolosz 6,500.00 Wolosz Parking Lot Lease - Feb 2024 128525 14734 Caron Krauch 1,044.12 Photography Services 128526 14277 Kyle Laughlin 256.00 M&IE: FTO Training 2/6 - 2/9/24 128527 14577 LK Graphics 594.87 City Hall Nameplates & Nametags 128528 14401 Barbara L. Maraist 866.67 900 Bello Lease - February 2024 128529 13645 MDN Engineering, LLP 3,935.00 Bello Bridge Habitat Monitoring - Dec 2023 128530 14042 Merjan Enterprises, Inc.150.00 Camera Maintenance 128531 13836 Mesa Energy Systems, Inc 4,868.00 Police Department IT Room AC Unit 128532 13892 Mesco Corporation 354.00 Booster Station Maintenance 128533 10097 Miners Hardware 1,355.72 Maintenance Supplies Council Agenda 2-20-2024 9.B-5
Attachment 2

City of Pismo Beach
Final Disbursement List Check Date 01/26/2024

US BANK
ACH/Vendor Check
Check#Number Payee Amount Description
128534 14405 Mission Linen Supply 2,009.53 Uniforms - Dec 2023 128535 11172 Mullahey Ford 1,069.06 Vehicle Maintenance 128536 10039 New Times 896.00 Legal Advertising
128537 12199 Noble Saw, Inc 7,205.66 Replacement Gas Powered Parks Equipment 128538 14343 ODP Business Solutions, LLC 149.36 Office Supplies 128539 10728 Oilfield Environmental & Compliance, Inc.6,147.50 Lab Analysis - Oct & Nov 2023 128540 13197 Pioneer Americas, LLC 10728 11,476.00 Sodium Hypochlorite 128541 12453 Polydyne, Inc.4,232.36 Polymer Tote
128542 14403 Betty J. Pratt 866.67 900 Bello Lease - February 2024 128543 12335 Procare Janitorial Supply Inc 1,205.13 Janitorial Supplies 128544 11266 San Luis Auto Parts Inc 66.03 Vehicle Maintenance 128545 11796 San Luis Powerhouse, Inc.1,109.21 Annual Service Vista Del Mar Lift Station 128546 12108 Santa Maria Tire, Inc.2,792.26 Vehicle Maintenance 128547 13994 SBRK Finance Holdings, Inc.1,053.00 FLSA PR Professional Services - Nov 2023 & CivicPay IVR Transaction Fees Dec 2023
128548 10016 Sea Venture Resort 25,000.00 Release Bond: 140 Addie per Property Compliance Agreement 128549 14557 Securitas Technology Corporation 894.75 Monthly Security & Fire Monitoring - Feb 2024 & Quarterly Alarm & Fire Maintenance & Monitoring- 2/1-4/30/24
128550 12171 State Water Resources Control Board 2,509.00 Bello Bridge Annual Permit Fee - 7/1/23-6/30/24 128551 14299 Natalia Stilleson 18.00 Translation Services 128552 11323 Streator Pipe & Supply 12.21 Maintenance Supplies 128553 14109 Anthony R Testa 4,500.00 Interior Paint at Bello Vets Hall 128554 12629 Tetra Tech Inc 1,312.50 Map Checking - Nov 2023 128555 12321 The Gas Company 3,180.45 Gas Service 12/13/23-01/18/24 128556 14721 Andrew Thomson 787.50 Well Maintenance
128557 14737 John Stanley Tkach 2,100.00 Electrical Maintenance 128558 12924 Traffic Management Inc 232.20 Street Signs 128559 12651 Chris Trimble 138.00 M&IE: LCW Conference 2/7-2/9/24 128560 14746 Trojan Petroleum, Inc.1,194.32 Diesel Fuel Delivery 1/18/24 128561 14187 Billy Tyler 1,000.00 K9 Kennel
128562 12982 Ultrex Business Products 1,396.55 Monthly Copier Usage Dec 2023 128563 12041 United Rentals Northwest, Inc 24,782.50 Backup Generator for Suite A-1 128564 12622 USA Bluebook Acct: 82507 1,686.93 Water Supplies, WWTP Lab Supplies, Booster Maintenance 128565 12299 Valley Instrument Service Inc 2,403.83 Collection System Maintenance 128566 12527 Water Systems Consulting Inc 334,302.73 NCMA Staff Extension - Nov & Dec 2023, NCMA Management Agreement Update - Sept/Oct/Nov 2023 & CCB - Program Mgmt- Permitting & Final Design - Nov 2023
128567 12263 Westech Engineering Inc 958.84 WWTP Aerators 128568 12132 White Flag Pest Control Inc 1,126.00 Pest Control 128569 11997 Whittle Fire Protection 610.00 Facilities Maintenance 128570 10107 Zee Medical Service Co 186.08 Office Supplies Total:1,707,353.39$
Council Agenda 2-20-2024 9.B-6
Attachment 2

City of Pismo Beach
Final Disbursement List Check Date 02/02/2024

US BANK
ACH/Vendor Check
Check#Number Payee Amount Description
ACH 10002 Internal Revenue Service 101,430.07$ Federal Income Tax PD 02/02/24 ACH 12360 CalPERS 457 Plan 291.67 PERS 457 Deferred Comp ER PD 02/02/24 ACH 12260 dba: Mission Square ICMA Retirement Trust - 457 25,027.10 ICMA 457 Deferred Comp EE & ER PD 02/02/24 ACH 12708 dba: Mission Square ICMA Retirement Trust-Roth IRA
725.00 ICMA Roth IRA PD 02/02/24
ACH 12305 Franchise Tax Board 17,868.11 State Income Tax & SDI PD 02/02/24 ACH 14547 Quadient, Inc - Postage 1,000.00 Postage Jan 2024 ACH 11208 SEIU Local 620 AFL/CIO 906.52 SEIU Dues PD 02/02/24 128572 10025 State Water Resource Ctrl Brd 34,545.38 Water System Annual Fees 7/1/23-6/30/24 128573 10028 Brisco Mill & Lumber Yard 38.34 Maintenance Supplies 128574 10085 Cannon Associates 19,006.86 CM Inspection Materials Testing - 2022 Paving Project, James Way Beautification CM, Inspection and Admin, Ocean Blvd Construction Management - Dec 2023
128575 10097 Miners Hardware 942.18 Maintenance Supplies 128576 10242 Dooley Enterprises, Inc.2,262.96 Ammunition 128577 10269 Carquest Auto Parts 245.44 Vehicle Maintenance 128578 10428 League Of California Cities 300.00 Membership dues: Channel Counties Division 2024 128579 10711 Robert Stock 850.00 DJ - Father/Daughter Dance 2/3/24 128580 10817 PRP Co Dba PRP Companies 292.32 Uniforms
128581 10913 Siteone Landscape Supply LLC 119.18 Parks Maintenance 128582 10945 Tom Meinhold Photography 268.13 Photography - Father/Daughter Dance 2024 128583 11168 Sherwin-Williams 72.58 Maintenance Supplies 128584 11172 Mullahey Ford 1,514.69 Vehicle Maintenance 128585 11202 Pavement Engineering, Inc.10,450.00 Paving Project ESDC - Dec 2023 128586 11222 Drive Customs 950.00 Vehicle Maintenance
128587 11289 eGenoa, LLC 242.44 Vehicle Maintenance
128588 11383 Language Testing International 145.00 Language Testing 128589 11392 Brenntag Pacific Inc.1,948.99 Sodium Bisulfite 128590 11451 Channel Islands Technology Integrators' Group 7,196.92 Monthly Backup Subscriptions Oct/Nov 2023 128591 11469 Eikhof Design Group Inc 2,065.00 Storm Inspection & Development Review Services - Dec 2023 128592 11722 SP Maintenance Services Inc 4,688.75 Parking Lot & Street Sweeping Services - Dec 2023 128593 11739 J.B. Dewar Incorporated 6,524.52 Diesel & Unleaded Fuel Deliveries 1/4/24 128594 11828 Gordon Jackson 53.86 Reimb: Council Lunch/Office Supplies 128595 11833 Keylock Security Specialists 11.64 Facilities Maintenance 128596 11942 Maintenance Superintendents Association 150.00 Membership Dues 2024 128597 11993 Information Technology 1,212.03 Data Lines and External User Access: Oct - Dec 2023 128598 12022 Pismo Beach Police Officer's Association 1,552.84 POA Dues PD 02/02/24 128599 12096 Lee Wilson Electric Co Inc 265.00 Signal Light Repairs 128600 12098 Burke & Pace Lumber of Arroyo Grande 192.23 Maintenance Supplies 128601 12108 Santa Maria Tire, Inc.1,496.75 Vehicle Maintenance 128602 12132 White Flag Pest Control Inc 135.00 Pest Control 128603 12255 Iron Mountain Information Mgmt, Inc 191.29 Shredding Services 128604 12335 Procare Janitorial Supply Inc 746.66 Janitorial Supplies 128605 12371 Kemira Water Solutions Inc 11,365.96 Ferrous Chloride 128606 12425 Central Coast Tourism Council 950.00 Membership Renewal 128607 12433 Alpha Electrical Service Inc 322.00 Well Maintenance 128608 12516 County of San Luis Obispo Health Agency 11,263.86 Animal Services Shelter- FY24 Debt Service Installment #1 128609 12527 Water Systems Consulting Inc 243,869.58 CCB - Program Mgmt-Permitting & Final Design - Dec 2023 128610 12560 The Vernon Company 2,339.22 Cuz We're Pismo Collateral 3/20/24 128611 13255 Rib Line 1,846.03 Deposit: Catering - Chapman Estate Neighborhood Gathering 4/5/24 128612 13377 Willdan Financial Services 1,725.00 Accounting & Analyst Support Services - Sept 2023 128613 13385 IPS Group, Inc.3,800.00 Installation & Training for Multi-Space Meters 128614 13392 Urban Planning Concepts 14,715.00 In-house Planning Services - Dec 2023 128615 13491 Wilmington Trust, National Association 2,000.00 2017 CREBS Bond Trustee Fees 128616 13530 TCA Tools Inc 1,088.22 Vehicle Maintenance 128617 13548 Jodi Weimer 238.00 M&IE: Supervisory Leadership Institute 1/31-2/3/24 (Week 2) 128618 13575 Jorge Garcia 363.82 Mileage/M&IE: LOCC City Managers Conference 2/7-2/9/24 128619 13646 Eurofins Eaton Analytical, LLC 4,665.00 Influent Testing 128620 13697 Dudek 1,648.75 Prof Svcs GP/LCP 10/28/23 - 11/24/23 128621 13846 Franchise Tax Board-Tax Withholding-2 40.00 Tax Withholding Order PD 02/02/24 128622 13951 Central Coast Portables 541.80 Portable Restrooms - Tennis Courts - Dec 2023 128623 14119 Boone Printing & Graphics, Inc.99.24 Business Cards 128624 14202 Crisp Imaging 98.04 Printing Services
128625 14343 ODP Business Solutions, LLC 187.63 Office Supplies Council Agenda 2-20-2024 9.B-7
Attachment 2

City of Pismo Beach
Final Disbursement List Check Date 02/02/2024

US BANK
ACH/Vendor Check
Check#Number Payee Amount Description
128626 14383 Ellison Schneider Harris & Donlan LLP 1,745.50 Water Counsel Services - December 2023 128627 14414 California State Disbursement Unit 461.53 Tax Withholding Order PD 02/02/24 128628 14415 CLAD Consulting, Inc.48,251.50 CM, Inspection and Admin for Palisades and Chumash Parks, CM, Inspection and Admin Services for Parking Annex, Inspection Services - 2655 Shell Beach Rd PIP - Dec 2023
128629 14427 Rubio Medina 4,517.02 Architectural Design Services for the Police Annex - Dec 2023 128630 14429 California Connections Academy 250.00 Refund: Deposit DCP Event 6/9/23 128631 14514 BEK Collective Inc 697.07 James Way Beautification Design - Dec 2023 128633 14537 F.S.O.C. LLC 2,774.91 PD Safety Equipment
128634 14557 Securitas Technology Corporation 129.86 Monthly Security & Fire Monitoring - 570 Frady Ln. Feb 2024 128635 14575 GE Software, Inc.1,188.00 EKOS Fuel Site Module - 1/1/24 - 12/31/24 128636 14609 Jason Stingley 376.00 M&IE: ICI Sexual Assault 2/11-2/16/24 128637 14674 McGrath Rentcorp 138,385.44 3 Temporary Trailers 330 Main St. - Jan 2024 128638 14720 American AED 13,160.00 Replacement AED Machines 128639 14746 Trojan Petroleum, Inc.3,765.84 Unleaded Fuel Deliveries 1/18/24 128640 14749 Michael James 504.96 M&IE: LCW Annual Conference 2/7-2/9/24 128641 14749 Michael James 29.95 Reimb: Pre-Employment Live Scan 128642 14750 Mark Miller 2,020.00 Pre-Employment Background 128643 14751 James A. Santilli Jr.390.00 Reg: Online Drone Training 1/31-2/1/24 128644 14752 Robert Patriquin 2,500.00 Release Encroachment Permit Bond - 143 Vista Del Mar 128645 14753 Kenneth Brokaw 2,032.00 Cash for Grass - 733 & 735 Vista Pacifica 128646 14754 Schwind Electric 2,483.00 Electrical Labor & Materials - Pier Promenade 128647 UB*01057 JOHN MARCUS 196.00 Refund Check 013448-000, 100 PISMO #126 128648 UB*01064 WILLIAM & TYLER SKINNER (T)20.66 Refund Check 018792-000, 102 BEACHCOMBER 128649 UB*01065 MEGAN & TODD MCKINLEY 51.96 Refund Check 019173-000, 734 VISTA PACIFICA 128650 UB*01066 ANNE ADLER (T)1.62 Refund Check 017225-000, 1308 COSTA DEL SOL 128651 UB*01067 ADAM & CHRISTINA PECK (T)45.05 Refund Check 017589-000, 728 SHAMROCK 128652 UB*01068 SHARR YODER (T)25.38 Refund Check 019169-000, 763 WHITE OAK Total:777,095.85$
Council Agenda 2-20-2024 9.B-8
Attachment 2

PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #9.C
Meeting Date: February 20, 2024
TITLE:

PURCHASE OF ADDITIONAL PARKING METERS, ASSOCIATED HARDWARE, AND

HOUSINGS FROM IPS GROUP
RECOMMENDATION:

Adopt a Resolution authorizing the purchase of 210 Parking Meters, associated hardware, and housings from IPS Group for a total of $288,646.10 in Fiscal Year 2024, and appropriating related budget adjustments.

DISCUSSION:

On January 17, 2023, the City Council adopted Resolution R-2023-004 authorizing the purchase of 210 parking meters, associated hardware, and housings from IPS Group.

This authorization was made in anticipation of the Council’s direction regarding the layout of the paid parking along Price Street, following testing of different configurations and consideration of public feedback. The Fiscal Year (FY) 2023 and FY 2024 paving project on Price Street will include the installation of poles along a new center median designated for both diagonal parking spaces, as well as parallel spaces opposite the diagonal spaces.

The poles will be affixed with parking meters. Staff has identified a need for a total of 210 meters, 100 yoke assembly kits (for installation of two meters on one pole), and the hardware and labor associated with meter installation. The cost of the meters, hardware, housings, and the labor to install has gone up in the year since a quote was last received from IPS Group, from $255,911.00 to $286,646.10, an increase of $30,735.10. A new quote was requested after the street configuration, including the need for a different number of single and double metered poles, changed. The change in the pole type will minimize the visual and physical impacts along Price Street.

The Council has directed that paid parking will only be in effect from Friday evening to Sunday evening, as to not impede residents from conducting business during the week.

Staff recommends that the new meters be purchased from IPS Group, the manufacturer of the City's current parking meters, so that the new meters will be completely compatible with the existing meters and provide a consistent experience for users. This purchase of meters will include vehicle sensors, mobile payment options, and housings, and will pair with the existing enforcement applications. Additionally, the MKS Single-Space Meters from IPS Group are solar powered with rechargeable battery packs, wirelessly networked, and the patented meter mechanism accepts payment by coins, credit/debit card, smart card and tokens, pay-by-phone, or contactless payment. Due to the City's existing relationship with IPS Group, the proprietary nature of some of the IPS equipment, and the need for compatibility with existing equipment, the IPS Group purchase of the new parking meters is being recommended as a sole-source purchase. The IPS Group quote is provided as Attachment 1.A.

9.C-1Council Agenda 2-20-2024

Conclusion and Recommendation
Staff recommends that the City Council adopt a Resolution (Attachment 1) authorizing the purchase of 210 Parking Meters, the associated hardware, and the housings from IPS Group for $288,646.10 in Fiscal Year 2024, including appropriating related budget adjustments.

FISCAL IMPACT:

The fiscal impact of adopting the attached Resolution is an additional cost of $286,646.10 for the purchase and installation of 210 parking meters, hardware, and housings. On January 17, 2023, per Resolution R-2023-004, Council appropriated $256,000 for these parking meters. Due to increase in cost, staff recommends that Council appropriate the additional $31,000 in the Parking Enterprise Fund Capital Outlay for machines and equipment in FY 2024, supported by the Parking Enterprise Fund's available fund balance, for the purchase of the additional parking meters, associated hardware, and housings from IPS Group.

ATTACHMENTS:

1. Resolution

1.A. Exhibit A to Resolution: IPS Group Quote
Prepared by:

Chris Trimble, Police Commander
Submitted by: Jeff Smith, Chief of Police
City Manager Approval:

9.C-2Council Agenda 2-20-2024

RESOLUTION NO. R-2024-XXX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH, CALIFORNIA AUTHORIZING THE PURCHASE OF 210 PARKING METERS,

ASSOCIATED HARDWARE, AND HOUSINGS FROM IPS GROUP FOR A TOTAL OF $288,646.10 IN FISCAL YEAR 2024, AND APPROPRIATING RELATED BUDGET

ADJUSTMENTS
WHEREAS, the Fiscal Year 2024 Parking Enterprise Fund budget includes $256,000 for the purchase of new parking meters as the paid parking area expands to extend along Price Street; and
WHEREAS, over two hundred parking meters will be affixed along Price Street in curbside parking spaces and diagonal spaces adjacent to the newly constructed center median, in accordance with the Price Street Paving Project plan; and WHEREAS, parking meters are a vital tool for the City of Pismo Beach and the Parking Division for the collection of parking revenue and to ensure the regular flow of vehicles in the paid parking areas; and
WHEREAS, these parking meters are the same as the existing parking meters installed in the downtown area, and the parking personnel are familiar with how to conduct minor repairs and general operational procedures for the meters; and WHEREAS, this purchase is being recommended as a “sole source” purchase because the product is compatible with the City’s equipment and this product is available from only one vendor, with whom the City has a current relationship.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby authorizes the purchase of 210 parking meters, the associated hardware, and housings from IPS Group for the amount of $288,646.10 (cost proposal provided as Exhibit A).

BE IT FURTHER RESOLVED that the City Council of the City of Pismo Beach hereby appropriates $31,000 in the Parking Enterprise Fund capital outlay machinery and equipment account in FY 2024, supported by Parking Enterprise Fund net position (available fund balance).

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 20th day of February 2024, by the following vote:

AYES:

NOES:

ABSENT:

9.C-3Council Agenda 2-20-2024
Attachment 1

ABSTAIN:

RECUSED:

Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Pismo Beach, California, on _______________________. ________________________
Erica Inderlied, City Clerk

9.C-4Council Agenda 2-20-2024
Attachment 1

120-009 Large Coin Can Assembly - IPS LOCK 210 $50.00 $10,500.00 101-033-B IPS meter yoke assembly (Black)100 $85.00 $8,500.00 101-009 Pole Mount Kit 2 3/8 inch ID 100 $15.00 $1,500.00 101-027-ASY-B Model 147/247 Housing (M95) - Large Vault - Abloy Top Lock - Abloy Vault Lock -
BLACK
210 $330.00 $69,300.00
Installation On-site Services
(2 Technician(s) - 5 Days)
1 $9,950.00 $9,950.00
347-504-SABM MK5 Model 247 SSPM Meter Mechanism
w/Stereoscopic w/NFC2A w/BLE w/Modem
210 $770.00 $161,700.00
N/A Coin Type : COINS 1 $00.00 $00.00
N/A Coin Slots : Dollar 1 $00.00 $00.00
N/A Card Decals :

VISA,MASTERCARD,AMERICAN

EXPRESS,DISCOVER
1 $00.00 $00.00

7737 Kenamar Court,
San Diego, CA 92121
IPS-2024-0201122228
IPS Sales Quote
Date Quote # Customer
Sub-Contractor
02/06/2024 IPS-2024-
0201122228
Pismo Beach
CA (613)
None
Bill To
City of Pismo Beach Shipping
1000 Bello Street
Pismo Beach, CA 93449
Ship To
City of Pismo Beach Shipping
1000 Bello Street
Pismo Beach, CA 93449
Rep NS Terms FOB Contract
JH NO Net 30 San Diego
Item Description Qty Price Total

9.C-5Council Agenda 2-20-2024
Attachment 1.A

Notes-Freight + FREIGHT CHARGES
(SHIPPING_FREIGHT_ECONOMY)
1 $7,704.85 $7,704.85

7737 Kenamar Court,
San Diego, CA 92121
IPS-2024-0201122228
IPS Sales Quote
Date Quote # Customer
Sub-Contractor
02/06/2024 IPS-2024-
0201122228
Pismo Beach
CA (613)
None
Bill To
City of Pismo Beach Shipping
1000 Bello Street
Pismo Beach, CA 93449
Ship To
City of Pismo Beach Shipping
1000 Bello Street
Pismo Beach, CA 93449
Rep NS Terms FOB Contract
JH NO Net 30 San Diego
Item Description Qty Price Total
Order Remarks:

TERMS AND CONDITIONS:

1. Quote is stated in USD. Shipping and sales tax charges may apply.

2. Orders will not be submitted until a Purchase Order has been issued or a signed copy of the quote is received by IPS Group, Inc. If your company uses a blanket purchase order, please write the number in the 'P.O. No.' box near the top of the quote.

3. A signed copy of this quote must be returned to your sales representative for further processing. Notification will be sent once the order is submitted for processing.

4. This quote expires 90 days after the date it was issued.

5. Additional installation services required will be charged $995/day per technician.

6. Training and Commissioning will be $1000 minimum on a new installation if applicable.

7. if you have any questions, or require further assistance please contact customer support by submitting your questions to the email address below.

Subtotal $269,154.85
Sales Tax (7.750%)$19,491.25
Grand Total $288,646.10
Signature _______________________________
Phone #Fax #E-mail
858-568-7648 858-408-7839 [email protected]

9.C-6Council Agenda 2-20-2024
Attachment 1.A

PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #12.A
Meeting Date: February 20, 2024
TITLE:

US 101 Five Cities Multimodal Project Concept Designs
RECOMMENDATION:

Receive an update on the US 101 Five Cities Multimodal Project and provide input.

DISCUSSION:

The California Department of Transportation (Caltrans) and the San Luis Obispo Council of Governments (SLOCOG) have been working together since 2014 to find a solution to the congestion on US 101, specifically on the southbound lanes during peak travel times.

Due to right-of-way and topographical restrictions, the addition of a third travel lane has proven to be impractical and financially unrealistic. However, the design team has come up with the concept of a “managed shoulder” or “part-time travel lane” to increase the capacity of the freeway during peak hours.

Caltrans and SLOCOG staff presented initial design concepts to the City Council on December 5, 2023 that included the medians on US 101, and the Council asked that the project team return with visual simulations of the retaining wall along Price Street.

Caltrans and SLOCOG staff will be providing a presentation on the project concept designs to allow the City to stay informed of the project and to provide input. Some of the visual simulations from the presentation have been included as Attachment 1.

Conclusion and Recommendation
Staff recommends that the Council provide feedback on the project concept designs.

FISCAL IMPACT:

There are no direct fiscal impact associated with this report.

ATTACHMENTS:

1. Visual simulations (reduced size). Full-size exhibits are available online in the Access Pismo1 public records portal.

Submitted by: Benjamin A. Fine, P.E., Director of Public Works/City Engineer City Manager Approval:
1 Full URL:
https://accesspismo.pismobeach.org/WebLink/DocView.aspx?id=512395&dbid=0&repo=Laserfiche Council Agenda 2-20-2024 12.A-1

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101 - FIVE CITIES MULTIMODAL TRANSPORTATION NETWORK ENHANCEMENT PROJECT Northbound Median Barrier Height Study
Prepared by District 5 Landscape Architecture
February 13, 2024
Project Viewpoints South
2’ Higher Than Existing Barrier2’ Higher Than Existing Barrier

3.8” Lower Than Existing Barrier3.8” Lower Than Existing Barrier 3.4” Higher Than Existing Barrier3.4” Higher Than Existing Barrier Council Agenda 2-20-2024 12.A-2
Attachment 1

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7 101 - FIVE CITIES MULTIMODAL TRANSPORTATION NETWORK ENHANCEMENT PROJECT Northbound Median Barrier Height Study
Prepared by District 5 Landscape Architecture
February 13, 2024
Project Viewpoints North

1.7” Higher Than Existing Barrier1.7” Higher Than Existing Barrier1’-2” Higher Than Existing Barrier1’-2” Higher Than Existing Barrier2’-1” Higher Than Existing Barrier2’-1” Higher Than Existing Barrier

3.5” Lower Than Existing Barrier3.5” Lower Than Existing Barrier Council Agenda 2-20-2024 12.A-3
Attachment 1

101 - FIVE CITIES MULTIMODAL TRANSPORTATION NETWORK ENHANCEMENT PROJECT Prepared by District 5 Landscape Architecture
February 13, 2024Northbound Median Barrier Height Study - Eye Height Aprox. 4’-9” View 1 - Existing
View 1 - Proposed
Existing Barrier Height
Council Agenda 2-20-2024 12.A-4
Attachment 1

101 - FIVE CITIES MULTIMODAL TRANSPORTATION NETWORK ENHANCEMENT PROJECT Prepared by District 5 Landscape Architecture
February 13, 2024
View 2 - Existing
View 2 - Proposed
Northbound Median Barrier Height Study - Eye Height Aprox. 4’-9” Existing Barrier Height
Council Agenda 2-20-2024 12.A-5
Attachment 1

101 - FIVE CITIES MULTIMODAL TRANSPORTATION NETWORK ENHANCEMENT PROJECT Prepared by District 5 Landscape Architecture
February 13, 2024
View 3 - Existing
View 3 - Proposed
Northbound Median Barrier Height Study - Eye Height Aprox. 4’-9” Existing Barrier Height
Council Agenda 2-20-2024 12.A-6
Attachment 1

101 - FIVE CITIES MULTIMODAL TRANSPORTATION NETWORK ENHANCEMENT PROJECT Prepared by District 5 Landscape Architecture
February 13, 2024
View 4 - Existing
View 4 - Proposed
Northbound Median Barrier Height Study - Eye Height Aprox. 4’-9” Existing Barrier Height
Council Agenda 2-20-2024 12.A-7
Attachment 1

101 - FIVE CITIES MULTIMODAL TRANSPORTATION NETWORK ENHANCEMENT PROJECT Prepared by District 5 Landscape Architecture
February 13, 2024
View 5 - Existing
View 5 - Proposed
Northbound Median Barrier Height Study - Eye Height Aprox. 4’-9” Existing Barrier Height
Council Agenda 2-20-2024 12.A-8
Attachment 1

101 - FIVE CITIES MULTIMODAL TRANSPORTATION NETWORK ENHANCEMENT PROJECT Prepared by District 5 Landscape Architecture
February 13, 2024
View 6 - Existing
View 6 - Proposed
Northbound Median Barrier Height Study - Eye Height Aprox. 4’-9” Existing Barrier Height
Council Agenda 2-20-2024 12.A-9
Attachment 1

101 - FIVE CITIES MULTIMODAL TRANSPORTATION NETWORK ENHANCEMENT PROJECT Prepared by District 5 Landscape Architecture
February 13, 2024
View 7 - Existing
View 7 - Proposed
Existing Barrier Height
Northbound Median Barrier Height Study - Eye Height Aprox. 4’-9” Council Agenda 2-20-2024 12.A-10
Attachment 1

Price Street Visual Simulation
101 - FIVE CITIES MULTIMODAL TRANSPORTATION NETWORK ENHANCEMENT PROJECT Prepared by District 5 Landscape Architecture
February 13, 2024Median Barrier Design Intent
Council Agenda 2-20-2024 12.A-11
Attachment 1

Price Street Existing Conditions
101 - FIVE CITIES MULTIMODAL TRANSPORTATION NETWORK ENHANCEMENT PROJECT Prepared by District 5 Landscape Architecture
February 13, 2024Median Barrier Design Intent
Council Agenda 2-20-2024 12.A-12
Attachment 1

Southbound Highway 101 Visual Simulation
101 - FIVE CITIES MULTIMODAL TRANSPORTATION NETWORK ENHANCEMENT PROJECT Prepared by District 5 Landscape Architecture
February 13, 2024Median Barrier Design Intent
Council Agenda 2-20-2024 12.A-13
Attachment 1

Southbound Highway 101 Existing Conditions
101 - FIVE CITIES MULTIMODAL TRANSPORTATION NETWORK ENHANCEMENT PROJECT Prepared by District 5 Landscape Architecture
February 13, 2024Median Barrier Design Intent
Council Agenda 2-20-2024 12.A-14
Attachment 1

PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #12.B
Meeting Date: February 20, 2024
TITLE:

Updated 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 Resolution R-2020-015.

DISCUSSION:

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 Updates
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 2-20-2024 12.B-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, including when reappointed.
 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 Council Agenda 2-20-2024 12.B-2

Conflict of Interest Code (to be considered as part of this meeting agenda).

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, other than the Bylaw documents themselves. The Handbook functions as a companion policy to the Bylaws and it is typically reviewed and updated 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 Council Agenda 2-20-2024 12.B-3

of an Advisory Body Member, in order to limit the risk to the City that can be associated 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
This is an existing policy and no change is recommended. 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.

Failure to Timely Complete Training
This is an existing policy and no change is recommended. 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.

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 2-20-2024 12.B-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, in accordance with the Brown Act, 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.

ATTACHMENTS:

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

2. Provide additional direction to staff.

Submitted by: Erica Inderlied, City Clerk
City Manager Approval:

Council Agenda 2-20-2024 12.B-5

RESOLUTION NO. R-2024-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 Act 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 20th day of February 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RECUSED:

Approved: Attest:

________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Pismo Beach, California, on _______________________.

________________________
Erica Inderlied, City Clerk
Council Agenda 2-20-2024 12.B-6
Attachment 1

City of Pismo Beach

Conference and Visitors Bureau Board

BYLAWS

Revision History:

R-2024-XXX, February 20, 2024
R-2020-011, February 4, 2020
R-2019-014, March 5, 2019
R-2017-092, October 17, 2017
R-2009-055, August 18, 2009
Council Agenda 2-20-2024 12.B-7
Attachment 1.A

1 Rev. 2024-02-15

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 Council Agenda 2-20-2024 12.B-8
Attachment 1.A

2 Rev. 2024-02-15
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

Council Agenda 2-20-2024 12.B-9
Attachment 1.A

3 Rev. 2024-02-15
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.

Council Agenda 2-20-2024 12.B-10
Attachment 1.A

4 Rev. 2024-02-15
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 Council Agenda 2-20-2024 12.B-11
Attachment 1.A

5 Rev. 2024-02-15
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 Council Agenda 2-20-2024 12.B-12
Attachment 1.A

6 Rev. 2024-02-15
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.

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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.

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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.

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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.

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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.

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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.

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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.

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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;
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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 Council Agenda 2-20-2024 12.B-21
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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.

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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 Council Agenda 2-20-2024 12.B-23
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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.

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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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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.

Council Agenda 2-20-2024 12.B-26
Attachment 1.A

RESOLUTION NO. R-2024-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 Act 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 20th day of February 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RECUSED:

Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Pismo Beach, California, on _______________________. ________________________
Erica Inderlied, City Clerk
Council Agenda 2-20-2024 12.B-27
Attachment 2

City of Pismo Beach

Parking Advisory Committee

BYLAWS

Revision History:

R-2024-XXX, February 20, 2024
R-2020-012, February 4, 2020
R-2019-015, March 5, 2019
R-2017-093, October 17, 2017
R-2009-056, August 18, 2009
Council Agenda 2-20-2024 12.B-28
Attachment 2.A

1 Rev. 2024-02-15

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 Council Agenda 2-20-2024 12.B-29
Attachment 2.A

2 Rev. 2024-02-15
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

Council Agenda 2-20-2024 12.B-30
Attachment 2.A

3 Rev. 2024-02-15
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 Council Agenda 2-20-2024 12.B-31
Attachment 2.A

4 Rev. 2024-02-15
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.

Council Agenda 2-20-2024 12.B-32
Attachment 2.A

5 Rev. 2024-02-15
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.

Council Agenda 2-20-2024 12.B-33
Attachment 2.A

6 Rev. 2024-02-15
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.

Council Agenda 2-20-2024 12.B-34
Attachment 2.A

7 Rev. 2024-02-15
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.

Council Agenda 2-20-2024 12.B-35
Attachment 2.A

8 Rev. 2024-02-15
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.

Council Agenda 2-20-2024 12.B-36
Attachment 2.A

9 Rev. 2024-02-15
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.

Council Agenda 2-20-2024 12.B-37
Attachment 2.A

10 Rev. 2024-02-15
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.

Council Agenda 2-20-2024 12.B-38
Attachment 2.A

11 Rev. 2024-02-15
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.

Council Agenda 2-20-2024 12.B-39
Attachment 2.A

12 Rev. 2024-02-15
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 Council Agenda 2-20-2024 12.B-40
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13 Rev. 2024-02-15
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 Council Agenda 2-20-2024 12.B-41
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14 Rev. 2024-02-15
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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15 Rev. 2024-02-15

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.

Council Agenda 2-20-2024 12.B-43
Attachment 2.A

16 Rev. 2024-02-15
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.

Council Agenda 2-20-2024 12.B-44
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17 Rev. 2024-02-15
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. 2024-02-15
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.

Council Agenda 2-20-2024 12.B-46
Attachment 2.A

RESOLUTION NO. R-2024-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 Act 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 20th day of February 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RECUSED:

Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Pismo Beach, California, on _______________________. ________________________
Erica Inderlied, City Clerk
Council Agenda 2-20-2024 12.B-47
Attachment 3

City of Pismo Beach
Parks, Recreation and Beautification Commission
BYLAWS
Revision History:

R-2024-XXX, February 20, 2024
R-2020-013, February 4, 2020
R-2019-016, March 5, 2019
R-2017-094, October 17, 2017
R-2009-054, August 18, 2009
Council Agenda 2-20-2024 12.B-48
Attachment 3.A

1 Rev. 2024-02-15

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 Council Agenda 2-20-2024 12.B-49
Attachment 3.A

2 Rev. 2024-02-15
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

Council Agenda 2-20-2024 12.B-50
Attachment 3.A

3 Rev. 2024-02-15
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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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 Council Agenda 2-20-2024 12.B-52
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5 Rev. 2024-02-15
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.

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6 Rev. 2024-02-15
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.

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7 Rev. 2024-02-15
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.

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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 Council Agenda 2-20-2024 12.B-56
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9 Rev. 2024-02-15
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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• 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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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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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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• 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.

Council Agenda 2-20-2024 12.B-66
Attachment 3.A

RESOLUTION NO. R-2024-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 Act 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 20th day of February 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RECUSED:

Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Pismo Beach, California, on _______________________. ________________________
Erica Inderlied, City Clerk
Council Agenda 2-20-2024 12.B-67
Attachment 4

City of Pismo Beach
Planning Commission
BYLAWS
Revision History:

R-2024-XXX, February 20, 2024
R-2020-014, February 4, 2020
R-2019-017, March 5, 2019
R-2017-095, October 17, 2017
R-2009-053, August 18, 2009
Council Agenda 2-20-2024 12.B-68
Attachment 4.A

1 Rev. 2024-02-15

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 Council Agenda 2-20-2024 12.B-69
Attachment 4.A

2 Rev. 2024-02-15
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

Council Agenda 2-20-2024 12.B-70
Attachment 4.A

3 Rev. 2024-02-15
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.

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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.

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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.

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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.

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• 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.

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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.

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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.

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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 Council Agenda 2-20-2024 12.B-81
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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 Council Agenda 2-20-2024 12.B-82
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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.

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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.

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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.

Council Agenda 2-20-2024 12.B-85
Attachment 4.A

18 Rev. 2024-02-15
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.

Council Agenda 2-20-2024 12.B-86
Attachment 4.A

19 Rev. 2024-02-15
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.

Council Agenda 2-20-2024 12.B-87
Attachment 4.A

RESOLUTION NO. R-2024-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 20th day of February 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RECUSED:

Approved: Attest:

________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Pismo Beach, California, on _______________________.

________________________
Erica Inderlied, City Clerk
Attachment 5
Council Agenda 2-20-2024 12.B-88

rs
ADVISORY BODY

HANDBOOK

CONFERENCE & VISITORS BUREAU BOARD
PARKING ADVISORY COMMITTEE
PARKS, RECREATION & BEAUTIFICATION COMMISSION
PLANNING COMMISSION
SPECIAL EVENTS COMMITTEE
TRAFFIC SAFETY COMMITTEE

Revision History:

Amended by Resolution No. R‐2023‐XXX
Amended by Resolution No. R‐2020‐015
Amended by Resolution No. R‐2019‐060
Amended by Resolution No. R‐2019‐013
Amended by Resolution No. R‐2018‐021
Adopted by Resolution No. R‐2015‐010

Produced by:

Pismo Beach City Clerk's Office | 760 Mattie Road, Pismo Beach, CA 93449 Phone (805) 773‐4657
Clerk's Office webpage: pismobeach.org/cityclerk
Advisory Bodies webpage: pismobeach.org/advisorybodies
Attachment 5.A
Council Agenda 2-20-2024 12.B-89

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 2 I. Introduction ............................................................................................................................ 4 II. Advisory Body Overview .......................................................................................................... 5 III. Philosophy ............................................................................................................................... 6 A. How Advisory Bodies Benefit the City and the City Council .................................................. 6 B. How Advisory Bodies Benefit the Public ................................................................................ 6 C. How Advisory Bodies Benefit their Members ........................................................................ 6 IV. Roles, Relationships, and Expectations .................................................................................... 7 A. Relationship with the City Council ......................................................................................... 7 B. Relationships with Other Advisory Body Members ............................................................... 8 C. Relationship with Staff ........................................................................................................... 9 D. Relationships with the General Public and Media ............................................................... 10 E. Political Activity .................................................................................................................... 10 V. Procedural Information ......................................................................................................... 11 A. Application and Appointment .............................................................................................. 11 B. Orientation, Training & Holding Office ................................................................................ 14 C. Conduct of Business ............................................................................................................. 16 VI. Best Practices and Rules of Thumb......................................................................................... 19 A. Staying Informed & Being Responsive ................................................................................. 19 B. Legal and Regulatory Best Practices .................................................................................... 20 VII. State and Local Regulations ................................................................................................... 23 A. State Laws ............................................................................................................................ 23 B. City Laws and Policies........................................................................................................... 36 C. Cultural Norms ..................................................................................................................... 38 VIII. Administrative Policies .......................................................................................................... 39 A. Attendance ........................................................................................................................... 39 B. Training Completion ............................................................................................................. 39 C. Compensation ...................................................................................................................... 40 D. Travel .................................................................................................................................... 40 E. Dual Service .......................................................................................................................... 40 F. Injury and Claims .................................................................................................................. 40 G. Recognition .......................................................................................................................... 41 H. Resignation from Office ....................................................................................................... 41 I. Suspension; Removal from Office ........................................................................................ 41 J. Technology ........................................................................................................................... 43 IX. Advisory Bodies ..................................................................................................................... 44 Attachment 5.A
Council Agenda 2-20-2024 12.B-90

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 3 X. Conference & Visitors Bureau Board (CVBB) .......................................................................... 45 XI. Parking Advisory Committee (PAC) ........................................................................................ 47 XII. Parks, Recreation and Beautification Commission (PRBC) ...................................................... 49 XIII. Planning Commission (PC) ..................................................................................................... 51 XIV. Special Events Committee (SEC) ............................................................................................. 53 XV. Traffic Safety Committee (TSC) .............................................................................................. 54 XVI. Appendices ............................................................................................................................ 55 XVII. Appendix 1: Government Organization & Operations ............................................................ 56 A. City Character ....................................................................................................................... 56 B. Government & City Council .................................................................................................. 56 C. Advisory Bodies .................................................................................................................... 56 D. City Operations & Services ................................................................................................... 57 E. City Departments and Divisions ........................................................................................... 57 F. Citywide Organizational Chart ............................................................................................. 58 XVIII. Appendix 2: Code of Ethics .................................................................................................... 62 XIX. Appendix 3: Oath of Office .................................................................................................... 66 XX. Appendix 4: Links to Regulations and Resources .................................................................... 67 A. General Regulations: ............................................................................................................ 67 Individual Regulations: ......................................................................................................... 67 B. 67
C. Conflicts and Disclaimer ....................................................................................................... 69

Attachment 5.A
Council Agenda 2-20-2024 12.B-91

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 4 I. INTRODUCTION

Advisory Body service is a unique opportunity for citizens to help shape their communities by interfacing with their local government. Volunteer service on an Advisory Body is a mutually beneficial relationship that advances the goals of the Council and the City, serves the interests of the public at large, and is personally enriching for members.

For many, Advisory Body service is their first transition from member of the public to public official. The goal of this Handbook is to help prospective members determine whether Advisory Body service may be right for them, demystify the associated responsibilities and regulations, and help current members navigate their role.

Staff and the Council greatly appreciate your interest in serving your community. Current and potential applicants, current members, and others are encouraged to contact staff for more information about any of the topics covered in this Handbook.

With much gratitude,

The City of Pismo Beach

Attachment 5.A
Council Agenda 2-20-2024 12.B-92

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 5 II. ADVISORY BODY OVERVIEW

Advisory Bodies are commissions, committees, and boards consisting of volunteer community members appointed by the City Council to review and make recommendations on matters within a certain purview. These bodies report directly to the City Council and receive support from assigned City staff.

The City of Pismo Beach has six Advisory Bodies, four legislative and two non‐legislative. Legislative Advisory Bodies hold public meetings that serve as a community forum on the matters assigned to the body, provide feedback to staff on technical matters, and make recommendations to the Council on certain policy issues. Non‐legislative Advisory Bodies are not created by action of the City Council, but they consider certain requests from the public and provide feedback to staff on technical matters.

The legislative bodies, as defined by Government Code, are subject to the Brown Act and their members are subject to state‐mandated training requirements including ethics and harassment prevention. All bodies are subject to the City's Code of Ethics and portions of the Political Reform Act, and most Members file "Form 700" statements of financial interest. Most bodies have adopted Bylaws, and some are also regulated by City municipal code provisions.

Most bodies consist of Pismo Beach residents; a few have specialized provisions for qualified non‐ resident members. All Advisory Body members are interviewed and appointed by the entire City Council at Special Meetings that are open to the public.

Advisory Body seats carry a term of two years, expiring the last day of February every other year, with no term limits. Terms are staggered so approximately half of each body's seats come up for reappointment each year. This approach is designed to achieve a balance between continuity of experience and diversity of viewpoints. The City Clerk's Office conducts an annual recruitment between November and January for all seats expiring the following February. Additionally, if unscheduled mid‐ term vacancies arise due to resignation or removal, the City Council may direct the Clerk's Office to conduct a special recruitment to fill the vacancies.

Complete Purpose Statements and meeting schedules are set forth in each body's Bylaws and summarized in Section IX, which will be updated as any Council‐directed changes occur to the constitution of the bodies.

Legislative Bodies Summary of Purview
Conference & Visitors Bureau /
LBID Board  Attraction of tourism; use of LBID funds
Parking Advisory Committee City parking facility planning and operations Parks, Recreation &
Beautification Commission Recreation facilities; art and beautification programs Planning Commission Interpretation of land use regulations; development entitlement

Non‐Legislative Bodies Summary of Purview
Special Events Committee Permitting of certain privately‐sponsored special events on public property
Traffic Safety Committee Evaluation and implementation of traffic safety measures Attachment 5.A
Council Agenda 2-20-2024 12.B-93

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 6 III. PHILOSOPHY
A. How Advisory Bodies Benefit the City and the City Council The subject matter jurisdiction of the City Council is quite broad, and making well‐informed decisions regarding every matter that comes before the Council for consideration requires a significant investment of time and effort. It would be practically infeasible for Council Members to become subject matter experts on all items requiring the application of Council policy. Thus, for subjects warranting the most thorough study or requiring the most specialized knowledge in order to be adequately addressed, the City Council creates citizen Advisory Bodies.

These citizens are tasked with investing energy and leveraging specialized knowledge to distill the issues within their assigned subject matter. The resulting recommendations inform the policy decisions of the Council, which in turn helps the City achieve its mission of service to the public. Delegating power to the Planning Commission to make certain discretionary decisions also helps limit the number of matters that must be considered directly by the Council.

Finally, Advisory Bodies act as a proxy for the Council in their collection of community input on topics within the bodies' purviews. Advisory Body Members are community members who interact with Pismo Beach's residents, visitors, and business community every day, and the majority of bodies hold comment periods at every meeting. Thus, Advisory Bodies greatly increase the City's capacity for receiving public input.

B. How Advisory Bodies Benefit the Public
Advisory Bodies and their Members provide many opportunities for the public to provide their input to the City. By itself, the City Council provides approximately two meetings per month at which public input may be provided to the entire Council, and five Members at large who live in the community and serve as a conduit for community feedback. Among the City Council and Advisory Bodies combined, however, the public has approximately five meetings per month at which to provide input and more than 25 Members at large to interact with.

For matters requiring Advisory Body consideration, Advisory Body meetings can provide an earlier opportunity for the public to provide input. In addition, Advisory Body meetings, which are less formal than City Council meetings, can be a way for members of the public to ease into participating in meetings of local decision‐makers.

C. How Advisory Bodies Benefit their Members
Advisory Body service is a unique opportunity for members of the public to help make measurable improvements to the community, improve the quality of life for fellow community members, get to know local public officials, and gain valuable insight. Volunteering on an Advisory Body allows members of the public to experience being a public official, with the associated esteem and responsibility, but without the rigors of attaining elected office. The threshold for entry is relatively low, and Members get to experience their own government from the inside, gaining a balanced and well‐informed perspective on the operation of the government that serves them and their neighbors.

Advisory Body service is also a desirable addition to a resume, demonstrating a willingness to serve the community, and an ability to maintain a commitment and function in a responsible role with a variety of demands. Many Pismo Beach residents who are interested in holding public office serve at least one term on an Advisory Body before running for election to the City Council.

Attachment 5.A
Council Agenda 2-20-2024 12.B-94

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 7 IV. ROLES, RELATIONSHIPS, AND EXPECTATIONS
Advisory Bodies exist to serve the public, just as the City's staff and elected officials do. Their purpose is to further the work of the City, which is undertaken in the interest of the public good. The greatest service to the public is achieved when Advisory Body Members are focused, professional, efficient, and accountable. All of these characteristics amount to good stewardship of public trust and public resources.

Within the City organization, Advisory Body Members function in the space between the policy direction of the City Council and the technical recommendations of staff. Staff liaisons render technical recommendations to Advisory Bodies; Advisory Bodies render recommendations to Council; in turn, the Council adopts policy that guides the workload of staff and Advisory Bodies. At all levels, public input is considered and recommendations and decisions are made with the welfare of the public in mind. Refer to the diagram below.

Local Government Process & Relationships

Continually bearing these relationships and expectations in mind is key to the success of Advisory Bodies and their Members.

A. Relationship with the City Council
The City Council is the elected legislative body of the City and is responsible for making policy decisions, including adopting a budget, policy resolutions, and City laws. Thus, Council Members are expected to make sound decisions regarding a wide variety of issues, in service to an array of constituents. The Council relies on Advisory Bodies to act as subject matter experts on the topics within their purview, making the Council's decision‐making more efficient and well‐informed.

Attachment 5.A
Council Agenda 2-20-2024 12.B-95

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 8 Inherent in the City Council’s policymaking role is the need to consider the broader context of, and weigh the trade‐offs involved in, each decision. Consequently, when an Advisory Body renders a recommendation to the Council, the Council may ultimately accept, reject, or modify the recommendation. It is important to bear in mind that, even when the Council declines to act on the recommendation of an Advisory Body, the body has still played a crucial part in the process, acting as a conduit to maximize public input and distilling key points for consideration.

In addition to the policymaking relationship between Advisory Bodies and the City Council, the City Council exercises sole supervisory authority over Advisory Bodies and their members. Members are appointed by, and directly accountable to, the City Council as a whole. Except as otherwise limited by state law (see Maddy Act, page 35), the Council reserves the authority to create, modify, and dissolve Advisory Bodies, and to appoint, discipline, and terminate Members as it deems appropriate.

B. Relationships with Other Advisory Body Members
Rapport, civility, and a spirit of teamwork among Members plays an important role in the success of City Advisory Bodies. While a certain degree of differing viewpoints is a given among the Members of any decision‐making body, working to build consensus where possible and dealing professionally with disagreements is key to the conduct of City business and serving the interests of the public. The following are recommended starting points for cultivating positive, productive relationships among Members.
 Remember that Advisory Body Members (along with the City Council and staff) are a "team" working toward a common goal of good governance and improving quality of life for residents, business owners, and visitors.
 Remember that these goals are accomplished in large part by decision‐making bodies getting their work done—holding meetings and making decisions efficiently.  Remember that each Member has been chosen by the Council because of a demonstrated willingness and ability to help fulfill the City's mission, and that one of the goals in appointing Members is viewpoint diversity.
 Work to identify points of agreement as the starting point of a deliberation.  If points of disagreement remain, identify the bases for the differing viewpoints. Depending on the context, Members may simply or agree to disagree, or may need to work to reconcile differing viewpoints. When Advisory Body members interact respectfully, even in case of disagreement, the group as a whole will be more effective.  Allow each member (and other meeting participants) a fair opportunity to voice their viewpoint, whatever it may be.
 Don't allow technical or professional disagreements to negatively influence personal relationships between Members, and vice versa.
 Defer to the Chair to run meetings and represent the body.  Welcome new Members and facilitate their orientation.  Respect the contributions of prior members and bear in mind that Members may resign their positions, or may not be reappointed, for a variety of reasons.

Attachment 5.A
Council Agenda 2-20-2024 12.B-96

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 9 C. Relationship with Staff
Each Advisory Body receives staff support from a City department, as assigned by the City Manager.

These staff liaisons support Advisory Body Members by providing technical recommendations and identifying the decision‐making framework for the issues before the body. Advisory Body Members interact most often with their primary Staff Liaison and Secretary:

Advisory Body   Primary Liaison    Secretary
CVBB    TED Director    Tourism Coordinator
PAC      CDD Director      Planning Admin Secretary
PRBC    Recreation Manager    Facilities Coordinator
PC      CDD Dir./Planning Manager  Planning Admin Secretary SEC      TED Director (Chair)  Tourism Coordinator
TSC      Public Works Director    Engineering Technician Advisory Bodies and their Members do not supervise, and are not supervised by, City staff. While staff are charged with assisting Advisory Bodies in accomplishing their duties, staff are accountable to their supervisors and ultimately the City Manager.

Staff liaisons invest a significant amount of time researching, writing reports, and crafting recommendations for matters to be brought before the body. Staff are responsible for providing clear analysis of sometimes complex issues to facilitate the decision‐making work of Advisory Bodies. Because staff must render recommendations that they deem to be in the best interest of the public and most appropriate for the City—legally, operationally, fiscally, and otherwise—staff's recommendations to the City Council may at times differ from the recommendations of Advisory Bodies. In the event the Council will consider a matter where staff and Advisory Body recommendations differ, both recommendations will be analyzed for the Council's consideration.

In addition to the technical and legislative support provided by staff liaisons, each body and its Members receive administrative support from the City Clerk's Office relating to membership, training, and regulatory compliance.

1. Support Provided by Staff
Liaison staff provide comprehensive support to their Advisory Bodies by setting and publishing meeting agendas; attending meetings and facilitating parliamentary process; providing technical reports and recommendations in the form of written staff reports and oral presentations; clerking meetings and preparing meeting minutes; curating and providing public access to records; providing information regarding Council policy framework; and providing procedural guidance relating to the Brown Act, Political Reform Act, and other applicable laws. In addition, liaison staff act as a conduit to other City staff and departments.

The City Clerk's Office is responsible for conducting recruitments, arranging interviews with the City Council, administering membership records, keeping training records, and providing procedural guidance relating to the Brown Act, Political Reform Act, and other applicable laws.

2. Support Not Provided by Staff
Liaison staff do not provide administrative support to Members outside the routine business of the body; undertake research or other assignments from individual Members, undertake assignments from Attachment 5.A
Council Agenda 2-20-2024 12.B-97

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 10 the body outside Council policy direction; or provide legal advice to individual Members or the body as a whole.

D. Relationships with the General Public and Media
As discussed above, as public officials, Advisory Bodies exist to serve the public by aiding the conduct of the City's business. To this end, Advisory Bodies play a role in advising the City Council's decision‐ making, and responsible, ethical use of this power is necessary to earn the public's trust. Advisory Body Members, who are themselves members of the public, can appreciate the type of character and conduct that make a Member trustworthy and credible, and should try to embody these traits.

A fundamental purpose of Advisory Body meetings is to provide a forum for discussion on specific issues. Advisory Bodies welcome citizen input to aid the body in understanding community concerns and gauging community reaction to various courses of action under consideration.

When speaking publicly on matters relating to Advisory Body business, Members must accurately portray the position of their body. If the body has already taken action on a particular matter, a factual account of the action may be given. A Member may publicly express their own reasons for supporting or opposing a particular matter, so long as the Member clarifies that they are only expressing their individual views. If the body has not deliberated as a whole on a particular matter that is known or likely to be scheduled on an upcoming agenda, speculation as to the probable outcome should not be undertaken publicly. Further, Members should not publicly state an intent to support or oppose the item in advance of the meeting, as this can lead to Brown Act violations and, for certain items, impede due process.

1. Media Inquiries
Advisory Body Members are strongly encouraged to refer media inquiries to City staff for comment. The Mayor and the City Manager most commonly represent the City in the media.

E. Political Activity
All City offices, including those of elected and appointed officials, are non‐partisan. Staff and Advisory Body Members are expected to be politically neutral in the interest of equity for the public. However, as private citizens, Members have a right to expression of personal political views on their own time and using their own resources. Discretion is still advised, since the overall efficacy of City government depends on the public's trust in its officials' political neutrality.

When expressing political viewpoints unrelated to City business, Members must avoid references to their capacity as a City official, and not otherwise imply or leverage any connection to, or endorsement by, the City. Political activity by Advisory Body Members may not be undertaken on City premises, utilizing City resources, or while acting in an official capacity. For more information on the limitations on the political activities of public officials, see CA GC §3201—3209.

During City elections season (generally, between July and Election Day in November of even‐numbered years, or any time active campaigns for Mayor or City Council Members are underway), Advisory Body Members should carefully consider whether or not to publicly support or oppose a particular Mayoral or City Council candidate or local ballot measure.

Sitting Advisory Body Members who are contemplating running for an elected position while serving on an Advisory Body are encouraged to consult with staff regarding the interplay between the two roles.

Attachment 5.A
Council Agenda 2-20-2024 12.B-98

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 11 V. PROCEDURAL INFORMATION
A. Application and Appointment
The procedures described below are an outline of typical practices for recruitment and appointment of Advisory Body Members. The City Council reserves the authority to modify or suspend any of these practices as it sees fit for any vacancy or group of vacancies, except as required by the Maddy Act.

1. Opportunities & Eligibility
The City of Pismo Beach encourages its residents and business owners to participate in their local government by applying to serve on an Advisory Body. Applicants may not be City officials and must be at least 18 years of age at time of appointment. Municipal Code Section 2.24 prohibits the appointment of individuals with any felony conviction. Additional eligibility requirements for each Advisory Body may vary. See Section IX for an overview of each body's individual requirements. Applicant eligibility is verified by the City Clerk's Office for both new applicants and incumbents.

Residency Requirements
The majority of Advisory Body seats require that the Member be a Pismo Beach resident. (Certain seats on the CVB Board and PAC permit an exception if the applicant owns or represents a business or commercial property in the city and has related expertise.) The Advisory Body application form asks whether the applicant is a resident, and whether the applicant is a registered Pismo Beach voter, which information can be used by the City Council to help gauge an applicant's involvement in the community.

While voter registration is desirable as an indicator of civic engagement and usually a clear indicator that an applicant is a resident, lack of voter registration will not be used to disqualify an applicant. Applicants claiming residency who are not registered to vote will be asked to provide alternative evidence of residency, such as a utility billing account, or driver's license showing the residence address.

2. Vacancies
Advisory Body seats become vacant in three ways:
 Routine Expiration of Term (Scheduled Vacancy)
Each Advisory Body seat automatically becomes vacant on the last day of February of every other year.

A "Local Appointments List" (also called a "Maddy List") is posted by the Clerk's Office at least once per year, no later than December 31, identifying all current and scheduled vacancies.  Resignation Prior to End of Term (Unscheduled Vacancy) Refer to Resignation from Office, below.
 Removal from Office (Unscheduled Vacancy)
Refer to Removal from Office, below.

3. Recruitment
An annual recruitment beginning in November or December is undertaken by the City Clerk's Office to fill all vacancies scheduled to occur the following February, as well as any existing vacancies. Notices are posted online and at City Hall, and distributed through traditional and social media. The Clerk's Office collects applications forms and verifies eligibility.

In accordance with the Maddy Act, whenever an unscheduled vacancy occurs (due to resignation, removal from office, or other reason, prior to the end of a term), the Clerk's Office will publish a Notice of Vacancy no more than 20 days before, and no more than 20 days after, the seat becomes vacant.

Attachment 5.A
Council Agenda 2-20-2024 12.B-99

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 12 Subject to determination of the Mayor and/or Council, the Clerk's Office will either proceed with a solo recruitment or allow the vacancy to remain open until the next annual recruitment period.

4. Application Process
New Applicants
Each person applying for Advisory Body service must submit an application form to the City Clerk's Office. The application form is submitted online at pismobeach.org/abapply. Applications for all bodies are accepted on an ongoing basis, whether or not vacancies exist.

Applicants may apply for service on more than one Advisory Body, but may only serve on two bodies under limited circumstances. Refer to Dual Service, page 40. Applicants interested in more than one Advisory Body are encouraged to apply only for the two or three bodies which best suit their interests and skills, and indicate their order of preference on their application.

Application tips:
 At least one reliable phone number must be provided for use by staff.  At least one reliable email address must be provided for use by staff. Staff rely upon email communication during all stages of the recruitment process. Applicants without access to email should make special arrangements with the Clerk's Office.  Applicants are encouraged to attach additional pages (resumes, letters of interest).  Contact information disclosure (option A or B) must be checked. See below.  Form must be signed (electronic or scanned signatures acceptable).

Contact information provided on this form is primarily for staff's use. Only the contact information authorized by each applicant, if any, will be advertised on the City's website and pamphlets. However, Advisory Body application forms are public records, and applicants with specific safety concerns relating to the privacy of their personal contact information should notify the Clerk's Office when applying.

Reapplying
Applicants with a current application on file (submitted within the past year) who have not been appointed to an Advisory Body may request that their application be considered for any recruitment that occurs while their application is still active, or may submit a new application.

Current Advisory Body Members are encouraged to notify the City Clerk's Office as to whether they wish to reapply for their current seat at the end of their term. Reapplying Members may indicate that they wish to reapply using the application already on file, or may submit a new application with updated information prior to the advertised deadline.

Lifetime of Application
Applications remain "on file" (are considered active) for one year from the date of submittal. During this time, applicants who have not been appointed to a body will be invited to interview for any vacancy within their Advisory Body(ies) of interest, for which they are eligible. Current Members will not be invited to interview for vacancies on other bodies unless specifically requested. One year from submittal, applications for un‐appointed individuals are deactivated without notice to the applicant, however the individual may reapply at any time.

5. Interviews
Following the closure of the application period, the City Clerk's Office will schedule interviews with all eligible applicants. Interviews of Advisory Body applicants are held with the entire City Council as part of Attachment 5.A
Council Agenda 2-20-2024 12.B-100

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 13 a special Council meeting. These meetings are required by law to be public, however public attendance is typically minimal to none. For annual recruitments, interviews are held in February and terms begin March 1. For recruitments to fill unscheduled vacancies, interview dates vary and terms begin immediately.

Applicants are encouraged to become familiar with this handbook and attend at least one Advisory Body meeting prior to interviewing with the Council. Additionally, recent legislative documents (agendas and minutes) for the body may be reviewed online or requested from staff (see Staying Informed & Being Responsive, page 19). Applicants are encouraged to contact staff with questions ahead of time in order to fully understand the nature of Advisory Body service and associated responsibilities, including meeting schedules, time commitment, ethics considerations, training, and conflict of interest regulations.

The Council interviews applicants individually, typically for 15 to 20 minutes. Questions typically pertain to issues germane to the applicant's Advisory Body(ies) of interest. Council Members may ask whichever questions they deem fit; applicants may be asked about the reasons for their interest in serving, their experience relevant to the body, their understanding of the issues within the body's purview, and their availability to attend meetings.

6. Appointment
Once all applicants have been interviewed, Council Members cast their votes in open session; the top vote‐getters are appointed until all available seats have been filled. The Council also reserves the right to appoint individuals who did not appear for an interview, or to leave a seat vacant for the time being.

Following the tally of votes, results are announced by the City Clerk, and notices are sent to all applicants.

In the event the Council does not fill all available seats following interviews, the Council will direct the City Clerk to either conduct a new recruitment for the vacancy(ies) or allow them to remain unfilled until the next recruitment cycle. The Maddy Act provides that if an emergency exists, the Council may immediately appoint an interim Member to fill a vacant seat until such time that a final appointment may be made.

Attachment 5.A
Council Agenda 2-20-2024 12.B-101

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 14 B. Orientation, Training & Holding Office

1. Orientation
Prior to a Member's first meeting, the City Clerk's Office and the body's liaison department will each provide an orientation session. Orientation with liaison staff lasts approximately an hour and will cover technical documents relating to the purview of the body, operational norms for the department, introduction of liaison staff, and a brief tour of the office and Council Chamber. Orientation with the Clerk's Office lasts 45 minutes to an hour and covers administrative (membership) onboarding, an overview of applicable regulations, and various filing deadlines.

Following orientation, the following items must be returned in order for a Member to hold office:
 IRS Form W‐9 (if the Member wishes to receive a stipend)  Volunteer Program Waiver (within 30 days from term start)  Statement of Commitment to the City Ethics Policy (within 30 days from term start)  Form 700 Assuming Office Statement (within 30 days from first term start)  Harassment Prevention Training Certificate (within 6 months from term start)  Ethics Training Certificate (within one year from term start)

2. Oath of Office
Following appointment, the City Clerk or a deputy will administer an Oath of Office to incoming Advisory Body Members (see Appendix 3: Oath of Office). This oath is a promise to uphold state and federal constitutions and execute the duties of office in good faith. Traditionally, oaths are administered as a ceremonial item at the beginning of the member's first meeting.

In the alternative, the oath may be given at any time before the member's first seated meeting. The member may not commence service on the body until their term begins and their oath has been administered. As with elected officials, a new oath is administered at the start of each term for reappointed Advisory Body Members.

3. Annual City Advisory Body Academy
Each spring, City staff hosts a training at City Hall for all Advisory Body Members. Each Member is required to attend only every other year (once per term), but attending each year is recommended.

Topics include parliamentary process, Brown Act and Political Reform Act compliance, and ethics laws (however, this training is not accredited ethics training, which must be completed separately pursuant to AB 1234). The City Manager or other staff typically also provide an overview of the Council Goals for the year and their impact on the workload of Advisory Bodies. This training session is designed to ensure that Members are engaged and as well‐informed as possible.

4. League of California Cities Planning Commissioners Academy New Planning Commissioners, or continuing Planning Commissioners who have not attended recently, may have the opportunity to attend the League of California Cities Planning Commissioners Academy, depending on timing and availability of resources. Information about recent and upcoming sessions is available on the League of California Cities website.

5. Ongoing Training Requirements
For the duration of a Member's term, certain filing and training deadlines must be met on a recurring basis. Failure to meet these requirements may have disciplinary or legal consequences. Training completion records are forwarded to the Council for their consideration on a quarterly basis. Below are the training and filing deadlines that apply to most Members. Regulations are subject to change and this Attachment 5.A
Council Agenda 2-20-2024 12.B-102

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 15 list may not necessarily be complete. Also see Section VII for more information about training regulations and Section VIII for more information regarding local disciplinary policies. Form 700 Financial Interest Disclosures (state law; all bodies except TSC) o Form 700 Assuming Office Statement (within 30 days from first term start) o Form 700 Annual Statement (every year no later than April 1 while in office) o Form 700 Leaving Office Statement (within 30 days from leaving office) Ethics Training (AB 1234) (state law; all bodies except SEC and TSC) o Training Completion Certificate (2 hours) (within one year from term start) o Training Completion Certificate (2 hours) (at least once every two years thereafter. Harassment Prevention Training (AB 1661) (state law; all bodies except SEC and TSC) o Training Completion Certificate (2 hours) (within 6 months from term start) o Training Completion Certificate (2 hours) (at least once every two years thereafter) City‐hosted Advisory Body Academy (all bodies except SEC and TSC; SEC recommended) o City Advisory Body Academy (at least once per term)

6.Attendance
Throughout a Member's term, satisfactory attendance is required in order for the Member to fulfill their duties of office and remain in good standing. Attendance records are forwarded to the Council for their consideration on a quarterly basis. Further information about expectations and potential disciplinary consequences for poor attendance may be found in Section VIII.A.

7.Terms of Office
The term of office for all Advisory Body seats is two years, with no term limits. Two or three of each legislative body's five seats expire each year in order to achieve staggering of tenure, and to encourage policy continuity and development of institutional knowledge while allowing time for new members with new and different points of view to be integrated into the body.

Appointments made to fill scheduled vacancies (routine term expirations) commence March 1 of each year and expire the last day of February two years later. Appointments to fill unanticipated vacancies begin the day the appointment is made by the Council and expire at the expiration of the seat’s term, unless otherwise directed by Council.

8.Resignation Procedures
See section VIII.H, Resignation from Office.

9.Suspension or Removal from Office
See section VIII.I, Suspension; Removal from Office.

Attachment 5.A
Council Agenda 2-20-2024 12.B-103

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 16 C. Conduct of Business

1. Staff Liaisons
Members' primary points of contact at the City are their staff liaisons and the City Clerk. See Relationship with Staff, page 9, for more information. Generally speaking, information about agendas, applicable regulations, and the body's technical purview will be received from, and questions should be directed to, each body's assigned liaison staff. Members will also have frequent direct contact with staff from the City Clerk's Office regarding membership administration, regulatory compliance, and training requirements.

2. Meeting Agendas
Each Advisory Body has a specific purview, assigned by the City Council, and the work undertaken by staff is guided by the Council‐adopted biennial Budget and Goals. Working within these parameters, staff identifies and schedules the items that need to be taken to each Advisory Body for consideration.

Occasionally, the City Council may also direct staff to schedule a specific item for Advisory Body consideration.

Members who identify a particular matter that may be suitable for consideration by their Advisory Body may seek consensus from the body's membership in open session to schedule the item for consideration as part of a future agenda. Members wishing to propose an item are encouraged to carefully consider whether the matter falls within the policy and work plan direction of the Council, consulting with staff if needed.

Staff formulates the agenda for each meeting in the weeks leading up to the meeting. Agendas for each legislative (Brown Act) body meeting are typically published four or five days before the meeting. (State law requires at least 72 hours for regular meetings and 24 hours for special meetings.) Agendas for SEC and TSC meetings, which are not regulated by the Brown Act, are typically published 1–4 days before the meeting.

Agenda materials for all legislative body meetings are distributed via Notify Me mailing list and are available online at  www.pismobeach.org/agenda , and archived in the Access Pismo public records portal at  www.pismobeach.org/accesspismo . Most bodies will also receive their agenda by email from their liaison staff; hard copies are available upon arrangement with staff.

3. Meeting Administration
Each body's meeting regular schedule is set forth in Section IX. Special Meetings will be scheduled as needed, and regular meetings may be cancelled if there is no business of immediate concern. Specific regulations for scheduling and cancelling meetings are set forth in each body's Bylaws.

Traditionally, July meetings of all bodies, including the City Council, are cancelled to permit members to take vacations and to permit staff a break in staff report work to focus on other priorities. Additionally, meetings that fall on or proximate to holidays are cancelled. Most often, this includes the first meeting of January and the meeting closest to Thanksgiving or Christmas. A list of City holidays is available from staff upon request.

Unless otherwise noticed, meetings of all legislative bodies are held in the Council Chamber at City Hall.

Meetings of non‐legislative bodies are generally held in the Administration Conference room at City Hall.

Staff liaisons are responsible for securing and setting up meeting rooms, testing and operating equipment, and providing for public access. Water is typically provided for Members and the public.

Members should bring writing implements, and any copies of agenda materials desired for deliberation and note‐taking. Other light refreshments may be consumed during the meeting if no disruption occurs.

Attachment 5.A
Council Agenda 2-20-2024 12.B-104

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 17 Business casual attire, at a minimum, is encouraged, and layers of clothing are recommended as meeting room temperatures may fluctuate.

4.Meeting Management (Parliamentary Process & Etiquette) Conduct of meetings is dictated by the order of agenda items, each body's Bylaw provisions, and legal requirements for public participation (see Brown Act, page 23). Where no other policy provision exists, Robert's Rules or Rosenberg's Rules may be used as a guide. The Chair is generally responsible for moving the meeting, including keeping participants focused, facilitating discussion, and informing the audience as to actions being taken.

An overview of typical parliamentary process considerations is provided below for ease of reference.

Some provisions, such as the requirement that public comment be solicited before the body takes action on an item, are required by law. Most other provisions vary somewhat from body to body and are detailed in each body's Bylaws.

Goals of Parliamentary Procedure:
Establishment of framework for orderly conduct
Facilitation of efficient decisionmaking
Guaranteeing participation opportunity for the public
Enforcing the direction of the majority while protecting the rights of the minority Role of the Chair
Must understand procedural policies and laws
Must know the agenda
Takes the lead role; Moves the meeting along
Ensures opportunity for public participation
Keeps member discussion focused
If necessary, maintains order
Takes less active role in debate; rarely moves
Tips for Members
Stay focused on the issue that is the intended subject of deliberation Defer to the Chair to run the meeting, and ask the Chair's permission before taking actions that may be out of order
Wait to be recognized before speaking (more formal bodies) When in doubt, err on the side of decorum
Address other members as "Committee Member X" or "Commissioner X" Address staff by title and last name, e.g. "Recreation Manager X" or "Director X" Typical Agenda Format (Orders of Business)
Call to order and roll call
Open public comment period (required for regular meetings) Adoption of prior meeting minutes
Public hearings, if any
Business items, if any
Staff comment period
Member comment period
Adjournment
Attachment 5.A
Council Agenda 2-20-2024 12.B-105

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 18 Typical Procedure for Action Items:
 Chair announces the agenda item
 Any Members with a conflict of interest announce their recusal and leave the dais  Staff provides a report on the item
 Members ask technical questions of staff
 Chair invites public comment
 Deliberation
 Chair invites a motion
 Motion is made
 Motion is seconded
 Additional debate “under discussion”; amendments to motion if desired  Clerk calls the vote, then announces the result
Motions and Counting Votes
The threshold for passage of a motion is a simple majority (more than half) of all members present and voting, with very rare legal exceptions. This means that absent, abstaining, and recused members are not counted.

Examples of passing motions for a 5‐member body:
4 yes—1 no (5 members present and voting ‐ 0 members absent/abstaining/recused) 3 yes—2 no (5 members present and voting ‐ 0 members absent/abstaining/recused) 3 yes—1 no (4 members present and voting ‐ 1 member absent/abstaining/recused) 2 yes—1 no (3 members present and voting ‐ 2 members absent/abstaining/recused) Note in the 2 yes—1 no scenario that less than a majority of the body’s members (2 out of 5) have actually passed a motion on behalf of the entire body. This may seem counter‐intuitive, but it is permissible except in cases where the law requires an affirmative vote of the majority of the full body.

A motion is deemed to have failed when less than a majority of those present and voting vote yes on the motion, which includes tie vote scenarios.

Examples of failing motions for a 5‐member body:
2 yes—3 no (5 members present and voting ‐ 0 members absent/abstaining/recused) 2 yes—2 no (4 members present and voting ‐ 1 member absent/abstaining/recused) It is important to note that the failure of a motion is simply a failure of the body to act. It does not constitute a denial of the matter at hand. To illustrate potential scenarios:

Motion Vote Count Resulting Action
Approve the project. 3 yes—2 no (motion passed) Project approved.

Approve the project. 2 yes—3 no (motion failed) No action taken.

Deny the project. 3 yes—2 no (motion passed) Project denied.

Attachment 5.A
Council Agenda 2-20-2024 12.B-106

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 19 VI. BEST PRACTICES AND RULES OF THUMB
The following highlights some of the best practices and key concepts that should be borne in mind during a Member's term of service. More detailed information about each of these topics is provided elsewhere in this handbook, and available from staff.

A. Staying Informed & Being Responsive

1. Communications from Staff
Staff spends a significant amount of time researching and preparing agenda reports and other communications to their Advisory Bodies, preparing training and orientation materials, and administering membership. Every communication delivered to Advisory Body Members is designed to help Members make well‐informed decisions, meet training and filing deadlines, and stay current on regulations. Staff are aware that Advisory Body Members are community members with busy lives, and communications are generally tailored with this in mind.

A significant portion of communication to Advisory Body Members is accomplished by email, and Members are encouraged to promptly and thoroughly read emails received from staff. Prompt responses to requests for information, such as availability for special meeting dates, are very much appreciated by staff and help expedite the work of the body.

2. Updates for Staff
Throughout their term of office, Members should notify staff promptly if any of the following occur:
 Change of residence address
 Sale or purchase of real property
 Sale or purchase of a business
 Change of employer
 Change of phone number
 Change of email address
Changes to a Member’s location of residence, sources of income, and financial interests in real property and business entities may have material effects on the Member’s eligibility to serve, reportable interests, and disqualifying conflicts of interest.

3. Agenda Materials & Mailing Lists
In addition to thoroughly reading and considering the information provided by staff liaisons, Members are encouraged to stay up‐to‐date on the activities of the City Council and City in general. Being aware of the broader context within which Advisory Body decisions are made allows Members to anticipate forthcoming agenda items and be as well‐informed as possible.

Members are encouraged to sign up for the City's "Notify Me" service to receive meeting agendas by email. Advisory Body Members will be signed up by staff to receive their own body's agendas by email, as a failsafe to avoid the possibility of a "missed" agenda email from staff, and City Council agendas, which are an efficient way to get a "big picture" read on City activities and upcoming Council actions that may impact Advisory Bodies. Visit  www.pismobeach.org/notifyme  to register for other lists. A number of other "Notify Me" lists are available, including Bid Postings, Ordinance updates, City Newsletter, and public notices.

In addition, agendas, minutes, and other legislative records for the Council, as well as all Advisory Bodies, are archived online at  www.pismobeach.org/accesspismo .

Attachment 5.A
Council Agenda 2-20-2024 12.B-107

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 20 Members are encouraged to attend or watch City Council Meetings as a source of general information.

Regular meetings are held the 1st and 3rd Tuesdays of each month at 5:30 p.m. Additional Special Meetings are noticed periodically. Meetings of the Council are streamed live on government access Channel 20 in Pismo Beach and on the City's website. Live and archived meeting video are available online at  www.pismobeach.org/agenda .

4. City Social Media Content
The City regularly posts social media content on the platforms below. It should be noted that Advisory Body Members should not interact with ("like," share, commenting on) the City's social media posts, in that any comment made by a City official regarding City business could be considered an official record, and in that liking or sharing posts related to discretionary projects may be deemed as an endorsement and have Brown Act or due process implications.
 Facebook (City): facebook.com/cityofpismobeach
 Facebook (Classic California): facebook.com/pismobeachca  Instagram: instagram.com/pismobeachca
 Twitter (City): twitter.com/cityofpismo
 Twitter (Classic California): twitter.com/pismotravel

5. Google Alerts
Visit  www.google.com/alerts  and sign up to receive alerts by email when web content relating to Pismo Beach, such as news content, is posted. Subscribe to the keyword "City of Pismo Beach" (with quotation marks) to receive alerts about the City. Subscribe to "Pismo Beach" for broader information about the area.

B. Legal and Regulatory Best Practices
For detailed information about specific regulations, see Section VII. State and Local Regulations.

1. Ethics and Conflict of Interest
While the concepts of ethics and conflict of interest are rooted in common sense, the technically correct application of ethics and conflict of interest laws may not always be intuitive. Advisory Body Members are encouraged to bear in mind rules of thumb to avoid inadvertently running afoul of laws and public perceptions relating to ethics and conflict of interest, and to seek technical advice when in doubt.

When a change in the life circumstances of a Member or Member's immediate family occurs, Members are encouraged to consider whether the change involves new financial interests (e.g. new source of income, new investments, new real property holdings, new business relationships) and evaluate early on whether those new interests may intersect with the Advisory Body's business. Such changes in financial interests may need to be reported on the Member's next Form 700 and/or warrant the Member's disqualification from making certain decisions. Also see page 27 for precautions relating to Government Code §1090, which prohibits self‐dealing by influencing public contracts.

In addition to being aware of potential sources of financial conflict, Members should evaluate whether a change in life circumstances creates new relationships that could create the perception of conflict of interest or other non‐financial bias.

Members are encouraged to be conservative in determining which interests and affiliations may constitute conflicts of interest and recuse themselves when in doubt. Members who determine that a particular project or other agenda matter will constitute an actual or perceived conflict of interest should notify staff as soon as possible—if a member's recusal may pose a parliamentary problem (for Attachment 5.A
Council Agenda 2-20-2024 12.B-108

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 21 example, if only three members will be in attendance at a meeting and one of them may have a conflict of interest), a careful evaluation of the Member's ability to participate must be made in advance.

If a Member wishes to seek formal advice as to whether their participation in a particular decision is permitted by the Political Reform Act or Government Code §1090, or whether a particular interest must be reported on the Member's Form 700, formal advice should be sought from the FPPC as early as possible to allow for processing time. For more information about informal and formal advice from the FPPC, please visit fppc.ca.gov/advice.html. Additionally, a Member may opt to consult with a personal attorney. While the City Attorney can provide general information regarding conflicts as a measure to avert potential legal issues for the City, the City Attorney does not represent individual Advisory Body members, and no immunity is conferred upon the Member by relying on information provided by the City Attorney. Only formal advice from the FPPC provides such immunity.

As public officials whose potential conflicts of interest are both regulated by law and closely scrutinized by the public, Advisory Body Members are encouraged, as a general rule, to avoid the acceptance of things of value from developers, businesses, other entities, and members of the public (some exceptions apply to family and personal friends). The acceptance of certain items may be legally permissible depending on the source and value, and some may require reporting, however others are simply prohibited outright. All scenarios have the potential to create negative public perception, thus caution is warranted.

In summary, Members should:
 Evaluate life changes in the context of financial interest, non‐financial biases, and potential connection to City business
 Recuse themselves from participation, when in doubt
 Notify staff early on when a potential conflict is foreseen  Seek FPPC advice early on, if a formal determination is desired  Avoid the acceptance of gifts and other things of value as a general rule

2. Brown Act and Transparency
For detailed information about the applicability of the Brown Act and other records‐related regulations to Advisory Bodies, see Section VII.

Underlying Principles:
 Public officials derive their authority from, and conduct their business on behalf of, the public.  The people’s business must therefore be conducted publicly.  The public is guaranteed the right to observe and participate in decisionmaking proceedings, with very limited exceptions.

Basic Rules:
 Any gathering of a majority of body members where business is discussed is a "meeting." (Note:
informal gatherings, serial emails, and other communications can constitute a "meeting.")  A meeting may not be held without providing public notice. The agenda constitutes this notice.  Whenever a meeting is held, public access must be allowed, with very limited exceptions.  During a meeting, deliberation can only take place on noticed agenda items.  Any deliberative or informational materials made available to a majority of body members must be made available to the public.

Attachment 5.A
Council Agenda 2-20-2024 12.B-109

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 22 Best Practices for Members:
 Avoid discussing deliberative matters with other members outside of noticed meetings  Avoid engaging in group emails or texts with other members  Copy City staff members on communications with the public about City business  Provide staff with copies of correspondence received directly from the public

3. Training and Filing Deadlines
Staff will make a good‐faith effort to remind Advisory Body Members of upcoming training and filing deadlines (detailed on page 14). However, Members are ultimately responsible for their own compliance with applicable regulations, and are encouraged to set recurring calendar reminders for filing deadlines throughout their term.

Attachment 5.A
Council Agenda 2-20-2024 12.B-110

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 23 VII. STATE AND LOCAL REGULATIONS
The information below describes the frequently‐encountered state and local laws that regulate the conduct of Advisory Body Members and administration of their membership. This information is by no means exhaustive, and it is not intended to be solely relied upon for making decisions about proper or legal conduct. Staff may be consulted for expanded technical information about any of the topics below.

While the City Attorney may render legal advice to staff or the Council relating to the work of an Advisory Body, individual Advisory Body Members generally may not expect to rely on the City Attorney as a resource for determinations relating to these regulations. With regard to conflict of interest laws in particular, Members may wish to consult directly with the FPPC or a personal attorney.

A. State Laws

1. Brown Act
When the Brown Act was adopted in 1953 following a San Francisco Chronicle exposé on the widespread practice of closed‐door decision‐making by local government officials, the California Legislature declared: "…The public commissions, boards and councils and the other public agencies in this State exist to aid in the conduct of the people’s business. It is the intent of the law that their actions be taken openly and that their deliberations be conducted openly." The Brown Act, CA GC §54950—54963, is California's "open meeting" law. While the statute has become more complex over time, its intent is still best captured by one of its earliest provisions: "All meetings of the legislative body of a local agency shall be open and public, and all persons shall be permitted to attend any meeting of the legislative body of a local agency, except as otherwise provided in this chapter." "Except as provided" refers to permissible "Closed Sessions" that may be held in order to discuss topics which, if discussed publicly, would unduly compromise individual privacy or the integrity of certain negotiating processes. Closed Session provisions are only exercised by the City Council and thus are not fully reflected in the guidelines below.

Applicability
The Brown Act applies to "legislative bodies" as defined in the Act. At the city government level, legislative bodies generally include the City Council and advisory bodies created by the City Council. In Pismo Beach, Brown Act requirements apply to the meetings and members of the City Council, Planning Commission, CVB Board, PAC, and PRBC. Under state law, individuals who have been elected to the City Council but have yet to assume office are already subject to the Brown Act, and the City deems this provision to extend to newly‐appointed Advisory Body Members who have yet to assume office. The SEC and TSC are not subject to the Brown Act, in short because they were not created by the Council.

Underlying Principles:
 Public officials derive their authority from, and conduct their business on behalf of, the public.  The people’s business must therefore be conducted publicly.  The public is guaranteed the right to observe and participate in decisionmaking proceedings, with very limited exceptions.

Basic Rules:
 Any gathering of a majority of body members where business is discussed is a "meeting." (Informal gatherings, serial emails, and other communications can constitute illegal "meetings.")  A meeting may not be held without providing public notice. The agenda constitutes this notice.  Whenever a meeting is held, public access must be allowed, with very limited exceptions.

Attachment 5.A
Council Agenda 2-20-2024 12.B-111

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 24  During a meeting, deliberation can only take place on noticed agenda items.  Any deliberative or informational materials made available to a majority of body members must be made available to the public.

Meetings
What is a meeting?
Any situation involving a majority (more than half) of the members of a legislative body where matters within the purview of the body are discussed or acted upon is a meeting. "Meetings" can be deemed to occur when members interact in person, via telephone or electronic medium, or via intermediaries. "Meetings" can occur at one time, or serially, where member A talks to member B, who talks to member C, and so on.

Only meetings held at one time, with advance notice to the public, where public access and participation are allowed, are legal. All other types of meetings (except permissible Closed Sessions) are violations of the Brown Act.

What is not a meeting? (Permissible exceptions)
 A situation where less than a majority of members discuss business within the body's purview, provided none of them communicate with other members about the matter outside of a noticed meeting.
 A situation where a majority of members are gathered for a social, educational, or ceremonial event, or a noticed meeting of another Brown Act body, provided no discussion of specific business within the body's jurisdiction occurs.
 Communications with staff. Each member of a body may communicate with staff individually or in groups of less than a quorum, so long as the staff member does not convey the positions of members to each other.

What is prohibited?
 Any meeting that is conducted without required notice.  Any meeting that is conducted without public access.

Basics of Compliance
Agendas (Noticing):
 For a regular meeting (the body's usual meeting day and time), the agenda must be posted publicly at least 72 hours in advance, in a freely‐accessible physical location and on the City website. A brief description of each matter to be discussed must be included.  For a special meeting (anything other than the body's usual meeting day and time), the agenda must be posted publicly at least 24 hours in advance, in a freely‐accessible physical location and on the City website. A brief description of each matter to be discussed must be included.  Limited "emergency" exceptions apply, typically for the City Council only.

Meeting Conduct and Public Access:
 All meetings must be open to all members of the public without qualification. For example, no fee may be charged, and sign‐in sheets must be marked as optional.  Meetings must be held in facilities accessible to the disabled in most cases, and other reasonable accommodations must be made for individuals with disabilities.

Attachment 5.A
Council Agenda 2-20-2024 12.B-112

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 25  At Regular Meetings, members of the public must be given the opportunity to address the body on any topic within its purview during an open public comment period. Reasonable time limits may be imposed and undue disruption may be prohibited.
 At all meetings, members of the public must be given the opportunity to speak on agenda items before action is taken.
 Speakers cannot be required to give their name or address, but it may be requested.  Members of the public must be allowed to record the proceedings, so long as no disruption occurs.
 The body may not act on an item that is not on the agenda. However, the body may direct staff to place a particular item on a future agenda for consideration. (Limited "emergency" exceptions apply.)
Handling of Materials:
 All agenda packet materials, and any other materials distributed to members in connection with a matter being considered at a meeting, are public, and must be provided without delay. In Pismo Beach, these materials are proactively posted and distributed, including online.  Any additional document/information provided to a majority of the members of a body is public, except where exempt from disclosure by law.
 If materials are distributed to members within 72 hours before the meeting, the materials must be made available to public at the same time.
 If materials are distributed to members at the meeting by staff, the materials must be made available to public at the meeting.
 If materials are distributed to members at the meeting by a third party, the materials must be made available to public by staff as soon as feasible the next day.

Common Questions about the Brown Act
What are "serial" meetings?
Serial meetings are communications among a majority of a body's members about business, which occur outside of a noticed meeting and do not involve a majority of the body meeting at the same place and time. All forms of serials meetings are violations of the Brown Act.

In a "daisy chain" meeting, Member A communicates with Member B, who then communicates with Member C. For example: Member A tells Member B that they plan to vote for an upcoming project, then Member B calls Member C to tell Member C how Member A plans to vote.

In a "hub‐and‐spoke" meeting, members communicate individually with a third party, who then either deliberately or inadvertently conveys the members' positions to each other. For example: A developer meets with two Planning Commissioners, who indicate that they support the developer's project, then the developer meets with a third Planning Commissioner and tells the third Planning Commissioner that two other Commissioners are in favor of the project.

Why are serial meetings illegal, and ethically problematic? In both scenarios, an illegal meeting (deliberation, or development of concurrence, among a majority of members outside a noticed meeting) has occurred as soon as a third member becomes involved. One Member becoming aware of the positions of two or more other members constitutes a meeting, because de facto deliberation among a majority of members has occurred, even though they haven't necessarily convened at the same time and place. Because this deliberation took place outside a noticed Attachment 5.A
Council Agenda 2-20-2024 12.B-113

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 26 meeting, and the public was not provided proper notice and therefore denied the opportunity to observe and participate, it is a Brown Act violation.

Key concept: These scenarios illustrate the way in which foreknowledge of how other members plan to vote can jeopardize a member's ability to act as a fair and impartial decision‐maker, and undermine due process for the applicant and other participants, who expect the body and its members to conduct open, merit‐based deliberations. Regarding fair and impartial decision‐making, also see Due Process, page 34.

What is a Quorum?
A quorum is the majority (more than half) of the total number of established members of a body, regardless of whether any seats are vacant. A quorum must be present in order for a meeting to be held or action to be taken. If a member leaves during the meeting, resulting in the lack of a quorum, no further business may be conducted and the meeting must be immediately adjourned.

If a member is absent, can the member still vote? No.

Can members participate virtually?
Generally, yes. There are a number of legal frameworks within which a member can participate virtually (known technically as teleconferencing):
 Participation during a state of declared emergency: Legislation originally enacted under AB 361 in response to the COVID‐19 pandemic allows an unlimited number of members to participate in a meeting remotely during a declared state of emergency, if there is an actual nexus between the emergency and their need to be remote. This option is simple to administer, but states of declared emergency are very uncommon.

 Participation under AB 2449 for “emergency circumstances” (such as a medical emergency) or “just cause” (such as being away on city‐sanctioned travel): Exercising either of these options requires advance notice to staff, compliance measures conducted publicly during the meeting, and is limited to only a handful of uses per year. For more information, see the City’s AB 2449 Teleconference Meeting Participation Policy. This option is the most work to administer for both staff and the member, and is constrained by both circumstance and frequency.

 Participation under “traditional” teleconference rules: Predating the pandemic and Zoom era, the Brown Act has a provision allowing a member to participate remotely (originally by telephone), provided their remote location is shown on the agenda itself, the agenda is posted and public comment is solicited at the remote location, and other compliance measures. This option is simplest to administer for staff, but is more work for the member and requires disclosure of their address.

Can Advisory Body Members communicate via email or text to discuss business? The nature of email and group text conversations can lend itself to inadvertent Brown Act violations.

While two members of a five‐member board, for example, may appropriately communicate with one another about Advisory Body business by text message, the forwarding of such a message to a third member would result in a violation. Or, while it's routine for staff to send an email to all members with information about an item, a member who replies to all with a comment about the matter can easily cause a Brown Act violation. For these reasons, email and text communication among members about body business should be kept to a minimum.

Attachment 5.A
Council Agenda 2-20-2024 12.B-114

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 27

2. Conflict of Interest Regulations
"Conflict of interest" doctrine is the common‐sense idea that a public official cannot act impartially and in the public interest when the official has a financial or other personal interest in a decision to be made.

For this reason, public officials including Advisory Body members must decline to participate in any decision in which they have a material financial interest or other bias.

While there exists a stigma around the concept of conflict of interest, it should be carefully noted that the existence of conflict of interest, in and of itself, is not necessarily illegal. Conflicts of interest are relatively common in a city the size of Pismo Beach. The Member's conduct with regard to disclosure and disqualification, i.e. whether they make required disclosures and whether they disqualify themselves from certain decisions when warranted, is what determines whether the letter and intent of the law has been met. For that reason, Advisory Body Members are encouraged to develop a working familiarity with applicable regulations and their underlying concepts, and consult with staff for more information if needed.

Conflict of interest regulations comprise numerous state laws, regulations, and legal opinions, the cornerstone of which is the Political Reform Act (PRA). The PRA and other conflict of interest statutes including Government Code §1090 et seq. (contracts and self‐dealing) are summarized here for reference.

AB 1234 / Ethics Training
Assembly Bill 1234 (CA GC §53234 et seq.), adopted in 2005, stipulates that if a local agency provides compensation to any member of a legislative (Brown Act) body, all members of the agency's legislative bodies must receive ethics training. While the training is billed as "ethics" training and covers a wide away of ethical considerations, a large portion of the content relates to conflict of interest regulations.

See page 33 for detailed information.

Government Code §1090 et seq.

CA GC §1090 stipulates that local public officials, including Advisory Body Members, shall not be involved in the making of any contract in which the official has a financial interest, and may not be a party to any purchase or sale made by the official in their official capacity. These restrictions are commonly known as "self‐dealing" prohibitions. While Advisory Bodies do not have the power to bind the City to contracts or make purchasing decisions, there may be occasions where an Advisory Body or individual Members have an opportunity to directly or indirectly influence the selection of a vendor or other contract service provider.

When beginning Advisory Body service, Members should carefully consider whether they, or any immediate family member, have any financial interest in any vendor, service provider, or any other entity of the type likely to do business with a city (i.e. provide goods or services to a city in exchange for payment). Members are encouraged to notify staff if any such financial ties exist, and be vigilant in avoiding involvement in any kind of vendor/contractor selection processes that may relate to a financial interest. (Additionally, this type of financial interest may need to be disclosed on the Member's Form 700).

Severe penalties may attach to violations, both willful and inadvertent, of Government Code §1090, including voiding of the contract, misdemeanor or felony charges, and a ban on holding public office.

Great caution should be exercised in determining whether an Advisory Body Member is sufficiently disinterested from a contract which may be made by the City.

Attachment 5.A
Council Agenda 2-20-2024 12.B-115

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 28 Contracts with the City
The City has established a prohibition on Advisory Body Members acting as a consultant, contractor, or other vendor to the City, unless the City Attorney determines in advance that the Member's financial interest in the arrangement is completely unrelated to the Member's purview as an Advisory Body Member, and that minimal or no risk to the City will be incurred. For the full policy, see Section VII.B.6.

Attachment 5.A
Council Agenda 2-20-2024 12.B-116

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 29 Political Reform Act
The Political Reform Act of 1974 was adopted by the California legislature in the wake of the Watergate scandal. The core principle of Political Reform Act is that the financial affairs of public officials must be transparent in order to expose potential conflicts of interest. This transparency helps prevent improperly biased decision‐making, and allows the public to evaluate whether an official is sufficiently disinterested in their official decision‐making activities.

The Fair Political Practices Commission (FPPC) is the non‐partisan state agency created to promulgate the Political Reform Act and related regulations, by providing advice, holding hearings, and pursuing enforcement actions. As of 2013, the FPPC also has the authority to issue advice and pursue enforcement actions relating to Government Code Section §1090 (self‐dealing prohibitions), although these regulations are not part of the Political Reform Act. The FPPC also offers the online ethics training course most frequently used by Advisory Body Members, although the ethics training requirement is not part of the Political Reform Act.

The Political Reform Act (CA GC §81000 et seq.) regulates various groups of City officials differently:
 Most broadly, Section 87100 et seq. of the Act says that no public official shall participate in a decision if the official has a conflict of interest therein; this regulation applies to all elected and appointed officials and staff, from state to local level.  Section 87200 of the Act stipulates that Planning Commissioners are directly regulated in the same manner as City Council Members and the City Manager, City Attorney, and City Treasurer (known as "87200" filers). Planning Commissioners are regulated more rigorously than other Advisory Body Members because Planning Commissions are recognized by state law, and are granted discretionary power to make certain land use decisions that are final if not appealed.  The Act requires the City to adopt a local Conflict of Interest Code, which identifies all other City officials, such as Advisory Body Members and management staff, with enough decision‐making authority to be potentially susceptible to conflicts of interest (known as "Designated" filers). The City's Conflict of Interest Code establishes the Form 700 filing requirements for these officials, as well as other local conflict of interest policies.
 In addition to the above, the Act applies to most elected officials and certain appointed officials throughout state and local governments, including the Governor, district attorneys, and county supervisors, and regulates campaign finance limitations and disclosures for all elections.

The provisions of the Political Reform Act that apply to Advisory Body Members can generally be divided into two components: disqualification, the principle that public officials with decision‐making authority must not participate in making decisions in which they have or may have a financial interest, and disclosure, which requires public officials with decision‐making authority to file disclosures of certain personal financial interests.

Disqualification (All City Officials)
"No public official at any level of state or local government shall make, participate in making or in any way attempt to use his official position to influence a governmental decision in which he knows or has reason to know he has a financial interest." The Political Reform Act sets forth this broad tenet prohibiting all public officials from acting in cases where they have a conflict of interest (a financial tie to the decision being made, as defined by the law). Not participating in a governmental decision due to conflict of interest is known as "disqualification." This general disqualification requirement applies to all City employees, contract staff, volunteers, Advisory Body Members, City Council Members.

Attachment 5.A
Council Agenda 2-20-2024 12.B-117

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 30 The types of financial interests that constitute disqualifying conflicts of interest under the Political Reform Act are set forth in CA GC §87103. Additional provisions for interpreting these regulations, such as determining what constitutes a "material financial effect," are contained in FPPC Regulations (CA Title 2 CCR §18700 et seq.). What distinguishes a statutorily recognized conflict may not always be intuitive, and careful consideration is warranted. Members are responsible for making their own determinations as to when to disqualify themselves, and staff may not provide legal advice as to what constitutes a conflict of interest, however staff is available to help Members locate pertinent regulations.

CA Title 2 CCR §18700(a) sets forth this "Basic Rule" for determining whether a prohibited conflict of interest exists. Parsing the wording of this section, a useful decision‐making framework emerges:
 A public official at any level of state or local government… (CA GC §82048)  …has a prohibited conflict of interest and may not make, participate in making, or in any way use or attempt to use his or her official position to influence a governmental decision… (CA Title 2 CCR §18704)
 …when he or she knows or has reason to know he or she has a disqualifying financial interest.  A public official has a disqualifying financial interest if the decision will have a reasonably foreseeable… (CA Title 2 CCR §18701)
 …material financial effect… (CA Title 2 CCR §18702 et seq.)  …distinguishable from the effect on the public generally… (CA Title 2 CCR §18703)  …directly on the official, or his or her immediate family… (CA GC §82029)  …or on any financial interest. (CA GC §87103; CA Title CCR §18700(c)(6)) Members may wish to use third‐party publications such as the Institute for Local Government's Understanding the Basics of Public Service Ethics Laws as guide to understanding disqualifying financial interests. Members are encouraged to consult with the FPPC for advice in advance when a formal determination is sought regarding the ability to participate in a particular decision.

Real Property Conflicts
A common topic of concern among Advisory Body Members is conflict of interest arising from real property interests. Real property interest is defined by CA GC §87103, and standards for determining whether a particular decision will have a "material effect" on an official's real property interests are set forth in CA Title 2 CCR §18702.2.

Subject to the availability of staff resources, Advisory Body Members subject to these regulations will be provided with maps showing parcels of land within the vicinity of their own real property interests, to aid in making determinations of material financial effect under CA Title 2 CCR §18702.2.

Recusal Procedure
When a Member needs or desires to disqualify themselves from an agenda item due to conflict of interest, the Member is encouraged to notify staff as early as possible, and to still attend the meeting.

Following the announcement of the item by the Chair, the Member will announce the reason for their recusal and leave the dais before discussion commences. Members are technically permitted to remain in the audience for the duration of the item and even address their own body as a member of the public, but only to discuss their personal interests in the item. Members are encouraged to carefully weigh the possible perception of this approach, and are generally encouraged to leave the room for the duration of the discussion. The recusal procedure for Planning Commissioners is set forth in CA GC §87105 and CA Title 2 CCR §18707; recusal procedures for other Advisory Body Members, as set forth in each body's Bylaws, have been written to mirror these regulations.

Attachment 5.A
Council Agenda 2-20-2024 12.B-118

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 31 Note: Recusal differs from abstention, in which a Member voluntarily declines to participate in a vote for a reason other than conflict of interest, and does not need to vacate their seat or announce a reason for the abstention.

Disclosure (Form 700 filers)
In addition to the disqualification requirements outlined above, the Political Reform Act uses proactive disclosure of financial interests as a principal tool for achieving transparency. The core of "Disclosure" for public officials is the FPPC Form 700, Statement of Economic Interests. Generally, the more authority an official has, the greater their potential for conflict of interest, and the more personal financial interests they must disclose on their Form 700. This information helps the public to evaluate whether an official is sufficiently disinterested from decisions made.

The Act requires that Planning Commissioners and other Section 87200 filers file a Form 700 disclosing financial interests held in each recognized category (investments; real property; income, loans, & business positions; gifts; travel payments). The City's Conflict of Interest Code requires that other Advisory Body Members and certain staff disclose financial interests within a subset of the above categories. To determine which types of interests must be disclosed, Members should refer to the Conflict of Interest Code to find their body's "Disclosure Category." The investments that must be disclosed in each category are generally limited to those within the official's decision‐making jurisdiction or otherwise bearing on the official's business with the City, however certain exceptions apply. Each type of interest is reported on a separate "schedule" and the instructions included with each schedule should be carefully considered.

All Advisory Body Members except Traffic Safety Committee Members must file Form 700s at the following intervals:
 An "Assuming Office" Statement, due 30 days from term start o Reports investments, interests in real property, and business positions, if required to disclose, held on date of assuming office; and loans, gifts, and travel payments, if required to disclose, held within the year prior

 Annual Statements, due every year before April 1
o Reports financial interests within the Member's Disclosure Category held during the prior calendar year, or between date of assuming office and end of year

 A "Leaving Office" Statement, due 30 days from leaving office o Reports financial interests within the Member's Disclosure Category held between the most recent Statement (Assuming or Annual) and the date of leaving office Note on the Effect of Disclosure
While disclosure is a critical measure of conflict of interest compliance and transparency, the act of disclosing a particular financial interest, in itself, does not mitigate any associated conflict of interest.

For example, if a PRBC Member discloses a 20% ownership interest in a local corporation on their Form 700, disclosure of the conflict does not relieve the Commissioner of the obligation to disqualify themselves if the business appears before the body with a development proposal. In the same vein, disclosing a financial interest that is already prohibited does not make it any less prohibited. For example, if a Planning Commissioner has accepted $600 in gifts from a local business in the past year, disclosing receipt of the gift on the Commissioner's Form 700 does not make it legal to have accepted the gift (which is over the dollar amount limit for Commissioners).

Attachment 5.A
Council Agenda 2-20-2024 12.B-119

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 32 Prohibitions
In addition to the general limitation that no public official may influence a decision if the official has a conflict of interest, and the requirement that certain types of interests must be proactively disclosed, other types of financial "interests" are simply prohibited outright. No type of disclosure or disqualification makes such interests permissible. Some prohibitions, including receiving gifts above a certain dollar amount and all honoraria (speaking fees), apply statutorily to Planning Commissioners and other 87200 filers only. However, all Advisory Body Members are encouraged to comport themselves in accordance with these limitations in the interest of maintaining the highest ethical standards.

Enforcement
If it is found that a public official has failed to disqualify themselves from participating in a decision in which the official had a conflict of interest, or failed to properly disclose an interest (including late or incomplete Form 700 filings), the official may be subject to fines by the City, found guilty of a crime, or be subject to civil penalties. The FPPC may also pursue administrative penalties and the subject action may be invalidated.

Note on the Scope of the PRA
While the Political Reform Act is popularly synonymous with the principle of conflict of interest as it relates to public officials, it should be noted that the Act is only one piece of the puzzle. "Conflict of interest" within the meaning of the Act is a set of defined financial conflicts, but the Act is not the only statutory source of financial conflict of interest prohibitions. Further, while financial conflict is at the heart of conflict of interest doctrine, care should be taken to recognize that other types of conflicts, such as real or perceived personal biases, have a real impact on a public official's ethics, whether prohibited by statute or not.

Perceived and Common Law Conflicts of Interest
In addition to the disqualification requirement that exists when a Member has a recognized financial conflict of interest in a decision, Members must be mindful of "perceived" and "common law" conflicts of interest. Even when an official does not have a conflict of interest as defined by the law (statutory conflict), the Member may have some other non‐financial connection to the decision at hand, such as being personal friends with a project applicant, which may cause a reasonable member of the public to doubt the Member's ability to consider the matter impartially, and compromise due process for the parties involved.

A Member who participates in making a decision despite the existence of an external factor that may bias their decision‐making is likely to incur negative public perception. For this reason alone, the existence of such non‐financial conflict may be sufficient to warrant the Member's disqualification.

Further, courts have at times found a public official to have acted improperly despite the absence of a statutory conflict of interest, and at times in the absence of financial interest altogether.

The City's Code of Ethics (See Appendix 2: Code of Ethics) says that Advisory Body Members shall not use their positions to influence decisions which "which may give the appearance of a conflict of interest," a measure that assures the public that Advisory Body Members act impartially and in good faith to the greatest extent.

Miscellaneous Provisions
Additional conflict of interest regulations include a prohibition on public officials, including Advisory Body Members, engaging in "incompatible outside activities" for compensation or holding "incompatible offices."
Attachment 5.A
Council Agenda 2-20-2024 12.B-120

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 33  The "incompatible outside activities" prohibition (CA GC §1125 et seq.) says that public officials "shall not engage in any employment, activity, or enterprise for compensation which is inconsistent, incompatible, in conflict with, or inimical to" their duties as a public official or the functions of the City.
 The "incompatible offices" prohibition (CA GC §1099) says that public officials may not simultaneously hold two public offices if the duties of the respective offices are in conflict with one another, or if one possesses supervisory power over the other.

Members are also subject to the "revolving door" limitation (CA GC §87407) under the Political Reform Act that, prior to leaving office, a public official may not use his or her official position to influence any decision relating to a person or entity with whom the official is negotiating prospective employment.

Additional information regarding these provisions may be requested from staff.

The more well‐known "revolving door" prohibition that a public official who has left an agency may not, for one year after leaving office, be paid to appear before that same agency in order to influence certain decisions (CA GC §87406.3) does not apply statutorily to Advisory Body Members.

3. Ethics Laws
The foundation of public service ethics is the idea that a public official must exercise the duties of his or her office impartially and for the benefit of the public, rather than for the benefit of the official's personal interests, and that holding office does not entitle an official to special advantages. As with conflict of interest, the regulations that comprise "ethics" laws are many and varied, and there is a great deal of overlap between the two doctrines. The ethics laws and principles most frequently encountered by Advisory Body members are outlined below.

AB 1234 / Ethics Training
Assembly Bill 1234 (CA GC §53234 et seq.) , adopted in 2005, stipulates that if a local agency provides compensation to any member of a legislative (Brown Act) body, all members of the agency's legislative bodies must receive ethics training. While the training is billed as "ethics" training and covers a wide away of ethical considerations, a large portion of the content relates to conflict of interest regulations.

AB 1234 requires that subject officials receive two hours of accredited ethics training within their first year of office, and an additional two hours at least once every two years thereafter. Training completion certificates must be filed with the City Clerk's Office, and are then posted in the City's online public records portal.

The FPPC's free online ethics training course is recommended for Advisory Body Members. An account may be set up at  http://localethics.fppc.ca.gov  and used for multiple trainings. Training may be completed in multiple sessions, but a total of two hours or more of training time must be shown on the completion certificate. If training time is under two hours, the certificate will not be accepted, and a supplemental course of instruction must be taken.

Live ethics training seminars are periodically available from organizations such as the League of California Cities. Other vendors may be utilized for ethics training; please consult with staff before choosing an alternative vendor.

AB 1661 / Harassment Prevention Training
Assembly Bill 1661 (CA GC §53237 et seq.), passed in 2016, requires members of a local agency's legislative bodies to receive sexual harassment prevention and education training, in addition to the existing requirement that public employees receive such training. Members of legislative Advisory Bodies must receive at least two hours of harassment prevention training within six months of taking Attachment 5.A
Council Agenda 2-20-2024 12.B-121

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 34 office, and again at least every two years thereafter. Training completion certificates must be filed with the City Clerk's Office, and are then posted in the City's online public records portal.

Periodic AB 1661 online training webinars and in‐person training seminars are provided by agencies such as the League of California Cities. Occasional in‐person training sessions for Council and Advisory Body Members, organized through the California Joint Powers Insurance Authority, are also held at various locations in the county. Advisory Body Members may also inquire with staff about attending qualifying training sessions at other times and locations. Members who receive harassment prevention training from their employers pursuant to CA GC §12950.1 may request that their employer‐provided training be considered to satisfy this requirement.

Bribery and Extortion
Two of the most serious violations of public trust occur in the form of bribery and extortion, for which penalties, including prison time, fines, and bans on holding office, are severe. Bribery involves a public official accepting money or other things of value in exchange for favorable votes or exerting other favorable influence. Extortion involves using one's status as a public official to improperly obtain special advantages or perks. Laws prohibiting bribery and extortion are strictly enforced, and public perception of these phenomena is extremely negative; thus even the remotest appearance of such activities must be scrupulously avoided.

City Code of Ethics
See Appendix 2: Code of Ethics.

Due Process
The doctrine of Due Process gets its name from the Fifth and Fourteenth Amendments to the United States Constitution, and has its philosophical origins in the 13th‐century Magna Carta. While legal application of due process rights is complex, the spirit of the doctrine is embodied at the local level in a few key principles, among them that:
 Citizens are guaranteed fair, impartial, merit‐based consideration by decision‐makers  Citizens are guaranteed the right to take advantage of all available procedures of law, particularly before having their rights limited by the government  Governmental and judicial entities will follow the law Due process is also commonly conceived as "the right to fair and unbiased decision‐makers." Advisory Body Members embody these principles by:
 Treating all members of the public equally (based on merit, free from bias)  Interpreting applicable regulations consistently
 Being mindful of factors which may influence decision‐making, specifically the potential for personal gain
 Disqualifying themselves if they ever find they are unable to act impartially.

Planning Commissioners in particular, because they possess the authority to act as hearing officers and make binding decisions, must do their utmost to be fair and impartial, and avoid caprice and bias, in the execution of their duties.

Transparency
Public officials including Advisory Body Members have a duty to conduct their activities in a transparent manner. The California Constitution provides that the public has "the right of access to information concerning the conduct of the people’s business, and, therefore, the meetings of public bodies and the Attachment 5.A
Council Agenda 2-20-2024 12.B-122

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 35 writings of public officials and agencies shall be open to public scrutiny." This transparency is a measure by which public officials earn the public's trust. The following are some of the ways in which Advisory Body members advance the principle of transparency:
 Cooperation with staff on compliance with Public Records Act requests  Sharing records related to the conduct of business, such as communications received from members of the public, with staff
 Disclosure of financial interests on Form 700s
 Announcement of financial ties that give rise to recusals  Honoring Brown Act requirements for:
o Conducting deliberations only during noticed, public meetings o Permitting public access to, and participation in, meetings o Taking action only on agenda items
Use of Public Resources
A common ethical consideration for public officials is the responsible stewardship of public resources (public funds, and things bought or built with public funds, including the staff time of public employees).

Generally speaking, any frivolous use of public resources is ethically unsound, and the law prescribes specific penalties and prohibitions for certain types of misuse.

Day to day, responsible use of public resources includes respectful use of staff's time, and care in handling materials supplied by the City. In addition, statutory provisions include prohibitions on use of public funds and resources for personal purposes or political purposes. Specifically, public resources may not be used for advocacy related to ballot measures or political candidates, including mass mailings which give the appearance of promoting a particular officeholder. For more information, see Political Activity, page 10, and CA GC §3201—3209.

4. Maddy Act
The Maddy Act (CA GC §54970 et seq.) declares the value of citizen Advisory Bodies, stipulates the timing of Notices of Vacancy and appointments for unscheduled vacancies, and requires that an annual roster of Advisory Body membership information (the "Maddy List") be posted. The City Clerk's Office is responsible for complying with these regulations. The City retains authority to adopt policies and procedures governing all other aspects of Advisory Body membership administration.

5. Public Records
The California Public Records Act (CPRA, CA GC §7920 et seq.) provides that, unless exempt by law, the records created, used, sent, received, or stored by all City officials in the course of conducting City business are public records. Essentially all records associated with the business of the City's Advisory Bodies (agendas, staff reports, minutes, resolutions, public comments, meeting recordings) are unequivocally public in nature, and most are made readily available on the City's website in order to reduce the need for the public to file records requests. In addition, Advisory Body Member communications such as emails or text messages to or from staff or the public are public records, regardless of the device or account used to send or receive them. (see California Supreme Court ruling in City of San Jose v. Superior Court, 2017).

In addition to the City’s obligation to release copies of most communication records under the Public Records Act, an even greater degree of disclosure may be required in order to comply with a subpoena or litigation discovery. For these reasons, Advisory Body Members must exercise tact and caution when communicating about City business in writing.

Attachment 5.A
Council Agenda 2-20-2024 12.B-123

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 36 In the event the City receives a public records request the scope of which includes Advisory Body Member communications, City staff will identify, evaluate for exemptions, and release records of communications stored on the City’s email server (i.e. any conversation involving a pismobeach.org domain email address). Staff are the custodians of these Advisory Body records and responsible for providing public access to the same in compliance with the Public Records Act and Brown Act.

In addition, each Member who may possess responsive communications sent or received using a personal device or account (such as text messages, or Gmail account communications) will be asked to search their own device, provide any responsive records to Staff, and sign an affidavit declaring that the Member has conducted a search in good faith and provided any relevant records. Members are encouraged to copy staff on such communications routinely, in order to minimize the number of records that need to be produced from a personal device when a records request is received.

Under the Brown Act (see page 23), any record provided to or utilized by at least a majority of a Brown Act body must be made available to the public, unless an exemption applies. Any written communication relating to City business that is delivered to a majority of the body, but not copied to staff, should be forwarded to staff to be placed in the public record.

B. City Laws and Policies
Where state law does not regulate a particular aspect of Advisory Body constitution or operation, the City may establish its own laws and policies regulating its Advisory Bodies. City laws are established by Council Ordinance. City policy is generally established by Council Resolution; to a lesser extent, executive staff may establish operational (administrative) policies within the framework of formal Council policy.

1. Attendance Requirements
Local policies relating to permissible attendance rates are established by each body's Bylaws (see section I.A.1 above). Local policies relating to disciplinary consequences for excessive absenteeism are provided in Section VIII.A.

2. Bylaws
The Council adopts and periodically updates Bylaws governing the purpose, constitution, and parliamentary practices of each legislative Advisory Body. Bylaws set forth each body's duties, membership parameters and attendance expectations, as well as fine‐grained policy and procedure for election of officers (Chair and Vice‐Chair), voting, minutes, creation of committees, and more.

Bylaws are reviewed biennially by each Advisory Body and any recommendations for revisions thereto are made to the Council. Advisory Body Members are strongly encouraged to become familiar with their body's Bylaws, and to notify staff if the Bylaws appear to need an update. Appendix 4: Links to Regulations and Resources will be kept current with links to the most recently‐adopted Bylaws for each Advisory Body.

3. City Code
The City Code, or Municipal Code, is the City's set of local laws, which are adopted, revised, and repealed by Council Ordinance. The City Code contains the following provisions related to administration Advisory Bodies. All other provisions for Advisory Body administration are established by Council policy or administrative practice.

Attachment 5.A
Council Agenda 2-20-2024 12.B-124

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 37  Chapter 2.20 establishes the Planning Commission and specifies the number of members, eligibility requirements, term of office, and procedure for removal of members. CA GC §65100 requires that the City assign the duties of its "Planning Agency" in this manner by ordinance.  Chapter 12.16 sets forth the duties and general composition of the Special Events Committee and specifies that it shall include two "resident" members appointed by the Council. (Note: the Special Events Committee was not created by ordinance.)  Chapter 2.24 stipulates that "…any person convicted of a felony shall be ineligible to serve" on a City Advisory Body. Conviction of a felony during term of office is grounds for termination of the Member. Further information is provided in Section VIII.

Staff makes an effort to keep Advisory Body Members apprised of changes to Municipal Code that affect Advisory Bodies. Individual Council Ordinances are archived online at may be researched by visiting www.pismobeach.org/accesspismo . Complete, codified regulations are available online at www.pismobeach.org/municode .

4. Code of Ethics
The Pismo Beach City Council has established a Code of Ethics to articulate expectations for local officials and help assure the public’s confidence in the integrity of local government. In keeping with the City’s commitment to above‐par public service, the City's Code of Ethics requires, in part, that City Council Members and Advisory Body Members:
 Comply with both the letter and spirit of the laws and policies affecting the operations of government;
 Be independent, impartial and fair in their judgment and actions;  Use public office for public good, not for personal gain;  Conduct public deliberations and processes openly, unless legally confidential, in an atmosphere of respect and civility.
 Avoid influencing decisions in which the Member has, or may appear to have, a conflict of interest.

During orientation, each Advisory Body Member will be asked to sign a "Statement of Commitment" to the City's Code of Ethics, to be kept on file during their term of office. See Appendix 2: Code of Ethics.

5. Conflict of Interest Code
The City's Conflict of Interest Code is a Council‐adopted local policy on conflict of interest regulations for local officials. See Conflict of Interest Regulations, page 27, for more information.

6. Contracts with the City
No Advisory Body Member, or entity in which a Member has a financial interest (as defined by Government Code §87103), may be a party to any agreement for professional services or tangible goods executed by the City, or otherwise act as a consultant, contractor, or vendor to the City, nor may any Advisory Body Member participate in any decision relating to such an agreement, unless the City Attorney determines in writing that the Member's financial interest in such arrangement is sufficiently removed from the Member's influence or capacity as a City official such that no conflict with the provisions of Government Code §1090 or other conflict‐of‐interest statute is foreseen, and that minimal or no risk to the City is anticipated.

Any such determination by the City Attorney shall be made for the benefit of the City only, and does not relieve the Advisory Body Member of any responsibility for determining their own duties and limitations Attachment 5.A
Council Agenda 2-20-2024 12.B-125

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 38 under applicable law, or provide any immunity to the Member in the event of legal action relating to the same. See also Section I.A.2 for more information about Conflict of Interest.

7. Training Requirements
Assembly Bills 1234 and 1661 do not provide any penalties for who officials who do not comply with their requirements for ethics or harassment prevention training, respectively. However, the City has adopted local penalties for Advisory Body Members who do not complete their trainings in a timely manner. See Section VIII.B.

8. Other City Policies
Generally speaking, the Council Resolution adopting each Advisory Body's Bylaws (see above) is the City's policy statement on the composition and administration of the body. However, from time to time the Council may adopt other Resolutions, such as the policies on Member compensation, and this Handbook, that relate to Advisory Bodies.

Staff makes an effort to keep Advisory Body Members apprised of changes to Council policies that affect Advisory Bodies. Council Resolutions are archived online at may be researched by visiting www.pismobeach.org/accesspismo . Members may consult staff with questions relating to other applicable policies.

C. Cultural Norms
The culture of Pismo Beach Advisory Bodies is one of civil discussion, respectful interpersonal interactions, and an overarching goal of doing the work required of the body efficiently, legally, and with the interests of the City and the public mind. However, each Advisory Body develops a culture of its own with regard to matters not dictated by law or City policy. New Members are encouraged to observe and comport with internal norms for their body, and consult with staff for answers to any questions.

Attachment 5.A
Council Agenda 2-20-2024 12.B-126

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 39 VIII. ADMINISTRATIVE POLICIES
A. Attendance
The importance of regular attendance at meetings cannot be emphasized enough. Because Advisory Bodies meet only periodically, a small number of absences can equate to missing a large portion of the body's work for the year. For example, if an Advisory Body meets once every other month, and a Member misses two meetings in a year, the Member has missed out on a third of the body's activities for the year.

Each Advisory Body's Bylaws specify the maximum number of meetings that may be missed by Members of the body (see below) and disciplinary consequences will result from excessive absenteeism.

Attendance records are provided to the Council for their information on a quarterly basis.

1. Permissible Absences per Year
Conference and Visitors Bureau Board    3 regular meetings (of approx. 11) Parking Advisory Committee    2 meetings (approx. 4 regular) Parks, Recreation and Beautification Commission 2 meetings (of approx. 6) Planning Commission     4 regular meetings (of approx. 21)

2. Disciplinary Consequences for Excessive Absenteeism
See Section H., Suspension; Removal from Office, below.

B. Training Completion
For the duration of a Member's term, certain training deadlines must be met on a recurring basis.

Training completion records are forwarded to the Council for their consideration on a quarterly basis.

The disciplinary consequences described below do not preempt any other legal consequences that may result from a Member's failure to meet their training requirements. Below are the training deadlines that apply to legislative body members. Regulations are subject to change and this list may not necessarily be complete. Also see Section VII for more information about training regulations.  Ethics Training (AB 1234)
o Training Completion Certificate (2 hours) (within one year from term start) o Training Completion Certificate (2 hours) (at least once every two years thereafter)

 Harassment Prevention Training (AB 1661)
o Training Completion Certificate (2 hours) (within 6 months from term start) o Training Completion Certificate (2 hours) (at least once every two years thereafter)

1. Disciplinary Consequences for Failure to Timely Complete Training See Section H., Suspension; Removal from Office, below.

Attachment 5.A
Council Agenda 2-20-2024 12.B-127

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 40 C. Compensation
Advisory Body Members receive compensation as outlined below.2 This compensation is a stipend (not employment income), and is intended to offset incidental costs associated with preparing for, attending, and travelling to and from meetings. Payment is made on an approximately quarterly basis.

Conference and Visitors Bureau Board  $25/meeting
Parking Advisory Committee    $25/meeting
Parks, Recreation and Beautification Commission $25/meeting Planning Commission     $50/meeting
Special Events Committee    Not compensated
Traffic Advisory Committee     Not compensated
Advisory Body Members wishing to receive a stipend must submit a completed IRS Form W‐9 to the City's Clerk's Office. Members wishing to waive their stipend should submit an email to the City Clerk constituting their waiver. Waiver of stipend does not relieve a Member of state‐mandated training requirements for compensated officials.

Members are generally not eligible for any expense reimbursement beyond their approved stipend.

D. Travel
In very limited cases, Members may be approved for reimbursement of expenses associated with traveling to training or conferences directly relating to the Member’s assigned purview. The law strictly regulates the reimbursement of appointed public officials’ expenses; unlike City employees, elected and appointed officials are not eligible for advance payment of travel expenses. Any legitimate travel expenses (e.g. meals) may only be reimbursed after the fact; substantiated by receipts; and in amounts not to exceed what would otherwise be the applicable per diem amount for the activity and destination.

Travel policies applicable to Advisory Body Members are set forth in the City’s Purchasing Policy Manual, adopted by Council Resolution R‐2022‐067 or superseding resolution. City‐sanctioned travel is typically limited to Planning Commissioners. Please consult with staff in advance regarding travel expenses.

E. Dual Service
As a general policy, an applicant shall not be appointed to serve on more than one legislative (Brown Act) Advisory Body at any one time, however a member of a legislative Advisory Body may serve concurrently on a non‐legislative Advisory Body (Special Events Committee or Traffic Safety Committee).

When a current Member of a legislative Advisory Body applies for service on another legislative Advisory Body, the Member will automatically be deemed to have resigned their position with one body upon being appointed to the other.

F. Injury and Claims
Advisory Body Members are not City employees and as such are not entitled to medical insurance or any other benefit afforded to employees. Advisory Body Members must sign a volunteer waiver agreeing

2 R‐2019‐060
Attachment 5.A
Council Agenda 2-20-2024 12.B-128

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 41 that a Workers' Compensation claim is the Member's sole recourse should the Member be injured in the course of their City duties. By signing the Waiver, the Member agrees not to sue the City. A general liability claim process is available to Advisory Body Members, in the same manner as to all members of the public, in the event of property‐related loss occurring in the course of duty.

G. Recognition
The City Council greatly values each individual who volunteers their time and energy serving the City on an Advisory Body. The City periodically organizes a Volunteer Banquet event, State of the City address, or similar event to express the City's appreciation for Advisory Body members and the City's many other volunteers.

Approximately quarterly, a meeting is held with the Mayor, Mayor Pro Tempore, Chair and Vice‐Chair of each Advisory Body, and the City Manager or other staff, to receive an update on City projects and initiatives, providing broader context for each body’s decision‐making activities.

Typically, an Advisory Body Member who has served at least one year and is in good standing upon their resignation or term expiration, subject to determination of the Mayor and/or Council, will also be invited to receive recognition for their service at a future City Council meeting.

H. Resignation from Office
An Advisory Body Member wishing to resign must submit a letter or email of resignation to the City Clerk. If no date of resignation is provided, resignation will be deemed effective immediately upon receipt. The Member will then be required to file a final, "Leaving Office" Statement of Economic Interests (Form 700).

I. Suspension; Removal from Office
Members of Advisory Bodies serve at the pleasure of the Council and may be removed with or without cause by the City Council at any time, as long as the action is properly agendized and taken in open session. Outlined below are some of the specific circumstances that may lead to a Member’s suspension or termination (removal from office), along with other related policy provisions. None of these specific policy provisions is intended to abridge the City Council’s overall discretion to dismiss an Advisory Body Member for any reason.

1. Definitions.

Suspension of membership shall mean that a Member is not permitted to attend meetings as a member of the body or collect any stipend until such time that the Council reinstates the Member. Suspension of membership shall not relieve the Member of any other duty or regulation normally applicable to the Member holding office, such as conflict of interest prohibitions or financial interest reporting. In the event a member is suspended at the time their term of office ends, the Member is not deemed to have been terminated.

Termination shall mean that the Member's seat is deemed to be completely vacated. A terminated Member may be prohibited from future Advisory Body service, depending on the cause for termination.

2. Excessive Absence; Leave of Absence.

In the event a Member exceeds the permissible number of absences by one absence, the City Council shall be notified by the City Clerk’s Office. Members who incur additional absences will be asked to meet with the Mayor regarding their ability to continue to serve. If the Mayor determines that the Member's excessive absences warrant it, the Mayor will direct the Clerk to schedule an agenda item allowing the Attachment 5.A
Council Agenda 2-20-2024 12.B-129

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 42 City Council to consider in open session the dismissal of the Member. In the alternative, the Council, in open session, may grant a Member a defined leave of absence without penalty.

3. Failure to Timely Complete Training.

In the event a Member fails to timely complete ethics training, harassment prevention training, or any other training required for Advisory Body Members by federal, state, or local law, or by City policy, staff shall automatically, administratively take the following actions:
 Suspension of stipend payments when a Member is 3 or more months out of compliance;  Suspension of membership when a Member is 4 or more months out of compliance.

Upon completion of training and submittal of evidence of completion, staff shall automatically reinstate the Member.

4. Workplace Harassment.

In the event a Member is the subject of an investigation relating to workplace harassment, staff may, at its discretion depending on the nature of the allegations, administratively 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 against a City employee, City official, City contractor, or any other person in the course of the Member’s official conduct, the City Clerk’s Office shall automatically, administratively vacate the Member’s seat and, within 30 days, bring before the City Council a report on the vacancy seeking direction to fill the seat. In the event the Member’s term ends 30 days or fewer from the date of termination, the City Clerk’s Office shall notify the Council of the termination and fill the seat as any other routine vacancy.

Termination in accordance with this section shall be with prejudice; that is, the Member shall not be permitted to reapply for consideration for future service.

5. Felony Conviction.

In accordance with Pismo Beach Municipal Code Section 2.24.010, in the event the City becomes aware of credible evidence that a Member has been convicted of any felony before or during the Member’s term of office, the City Clerk’s Office shall automatically bring before the City Council an agenda item recommending that the Council exercise its discretion to terminate the member and seeking direction to fill the seat.

Termination in accordance with this section shall be with prejudice; that is, the Member shall not be permitted to reapply for consideration for future service.

6. Ineligibility to Serve.

In the event a seated Member is determined to be ineligible to serve in their appointed capacity due to failure to meet objective minimum qualifications, such as residency within the city, or any other factor not addressed in Sections 2 through 5 above, the City Clerk’s Office 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.

7. Public Proceedings.

City Council action relating to the membership status of any Member shall be properly agendized and conducted in open session in accordance with the Brown Act, and action by the Council to suspend or terminate a Member shall be approved by majority vote. Because Advisory Body Members are not employees, they are not subject to the provisions of the Brown Act allowing for Closed Session Attachment 5.A
Council Agenda 2-20-2024 12.B-130

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 43 discussion of employee discipline. The Member shall be permitted to participate in the City Council meeting proceedings as any member of the public.

8. Notice to Member; Notice to Council.

In the event the consideration of disciplinary action against a Member is to be brought before the City Council, the City Clerk’s Office shall provide direct notice by email to the Member of the proceedings, no later than the publication date of the agenda for the meeting where the action is agendized. Should a Member elect to resign upon being notified of pending disciplinary action, staff may withdraw any related agenda item prior to consideration by the Council, if no other Council direction is sought. In the event the suspension or termination of a Member is effected by staff in accordance with this section, the City Clerk’s Office shall provide direct notice by email to the affected Member as soon as practicable.

In the event staff takes administrative action to suspend, terminate, or reinstate a Member in accordance with this section, staff shall provide notice by email to the City Council as soon as practicable, except when doing so would endanger the integrity, or successful completion, of an investigation.

9. No appeal.

The decision of the City Council or staff to suspend or terminate a Member shall be final, and there shall be no appeal mechanism.

J. Technology
Generally speaking, Advisory Body Members are not granted access to or use of City equipment, devices, or accounts. Planning Commissioners are assigned a City domain (@pismobeach.org) email address. Planning Commissioners are allowed access to City email via web browser (webmail), and personal smartphone application, but are not provided credentials to access any other network resources.

Planning Commissioners should always use, or copy (cc:), their City email address when communicating regarding City business. Advisory Body Members without City email addresses are encouraged to always copy a staff member (but not other Advisory Body Members) when communicating regarding City business. These approaches ensure that public records of communications are already available in the City's files if requested, and do not need to be produced by the Advisory Body Member in the event of a records request.

Attachment 5.A
Council Agenda 2-20-2024 12.B-131

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 44 IX. ADVISORY BODIES

 Conference & Visitors Bureau Board
 Parking Advisory Committee
 Parks, Recreation & Beautification Commission
 Planning Commission
 Special Events Committee
 Traffic Safety Committee
The following section contains a restatement of the purpose, duties, membership qualifications, meeting schedule, and other information for each Advisory Body, as set forth in the Council‐adopted Bylaws. In addition, milestones in Council legislation establishing and amending each body are noted for quick reference. Members are encouraged to familiarize themselves with their body's complete Bylaws, which are linked in each section.

Attachment 5.A
Council Agenda 2-20-2024 12.B-132

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 45 X. CONFERENCE & VISITORS BUREAU BOARD (CVBB)
& LODGING BUSINESS IMPROVEMENT DISTRICT BOARD (LBID Board) Legislative/Brown Act Body? Yes
Bylaws: Resolution R‐2020‐011

1. Eligibility
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.

Number of Members: 5

2. 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.

3. Duties and Responsibilities
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.

4. Terms/Limits
Two year‐terms, with no term limits.

5. Meetings & Attendance
Meetings are held the third Wednesday of each month at 3:00 p.m. Meetings are held in the Council Chamber at City Hall unless otherwise noticed. July meetings and other meetings proximate to holidays may be cancelled. Occasional special meetings may be scheduled as needed. Members may miss no more than 3 regular meetings per year.

6. Establishment and Legislative History (abridged)
 June 7, 1994: Originally established by R‐1994‐051
 October 17, 2017: Re‐established and Bylaws revised by R‐2017‐092  March 5, 2019: Bylaws revised by R‐2019‐014
 August 20, 2019: Stipend set by R‐2019‐060
 February 4, 2020: Bylaws revised by R‐2020‐011
 February 20, 2024: Bylaws revised by R‐2024‐XXX
Attachment 5.A
Council Agenda 2-20-2024 12.B-133

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 46

7. Special Notes
The CVB Board also serves as the City's Lodging Business Improvement District (LBID) Advisory Board (see PBMC Chapter 3.26). The Board's Bylaws do not reflect the LBID duties because the LBID Board is a different legal entity. LBID duties include preparing an annual report of LBID assessments imposed, for City Council approval in April of each year, and making recommendations on the use of LBID assessment revenues.

Attachment 5.A
Council Agenda 2-20-2024 12.B-134

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 47 XI. PARKING ADVISORY COMMITTEE (PAC)
Legislative/Brown Act Body? Yes
Bylaws: Resolution R‐2020‐012

1. Eligibility

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.

Number of Members: 5

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

3. 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.

4. Terms/Limits
Two year‐terms, with no term limits.

5. Meetings & Attendance
Meetings are held the fourth Wednesday of every third month (quarterly) at 9:00 a.m. (January, April, July, and October.) Meetings are held in the Council Chamber at City Hall unless otherwise noticed. July meetings and other meetings proximate to holidays may be cancelled. Occasional special meetings may be scheduled as needed. Members may miss no more than 2 meetings per year.

6. Establishment and Legislative History (abridged)
 February 6, 2007: Originally established by R‐2007‐009  February 17, 2015: Reduced to quarterly meeting frequency by R‐2015‐009  October 17, 2017: Re‐established and Bylaws revised by R‐2017‐093  March 5, 2019: Bylaws revised by R‐2019‐015
 August 20, 2019: Stipend set by R‐2019‐060
 February 4, 2020: Bylaws revised by R‐2020‐012
Attachment 5.A
Council Agenda 2-20-2024 12.B-135

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 48  February 20, 2024: Bylaws revised by R‐2024‐XXX

7. Special Notes
The Chamber of Commerce‐appointed seat, prescribed by the Council when the PAC was originally established, was converted to standard, public seat in October 2017.

Attachment 5.A
Council Agenda 2-20-2024 12.B-136

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 49 XII. PARKS, RECREATION AND BEAUTIFICATION COMMISSION (PRBC) Legislative/Brown Act Body? Yes
Bylaws: Resolution R‐2020‐013

1. Eligibility
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.

Number of Members: 5

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

3. Duties and Responsibilities
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.

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.

Attachment 5.A
Council Agenda 2-20-2024 12.B-137

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 50 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.

4. Terms/Limits
Two year‐terms, with no term limits.

5. Meetings & Attendance
Meetings are held the first Thursday of every other month at 6:00 p.m. (January, March, May, July, September, and November.) Meetings are held in the Council Chamber at City Hall unless otherwise noticed. July meetings and other meetings proximate to holidays may be cancelled. Occasional special meetings may be scheduled as needed. Members may miss no more than 2 regular meetings per year.

6. Establishment and Legislative History (abridged)
 August 25, 1969: Originally established by O‐135
 September 5, 2017: Re‐established by R‐2017‐076
 October 17, 2017: Bylaws revised by R‐2017‐094
 March 5, 2019: Bylaws revised by R‐2019‐016
 August 20, 2019: Stipend set by R‐2019‐060
 February 4, 2020: Bylaws revised by R‐2020‐013
 February 20, 2024: Bylaws revised by R‐2024‐XXX

7. Special Notes
The Parks, Recreation and Beautification Commission was removed from the Municipal Code and re‐ established by Resolution in 2017 to facilitate easier updates to the body's regulations when warranted.

The PRBC was originally codified in 1969 when it was common practice to create legislative bodies by Ordinance; since that time, establishing such bodies by Resolution has become the norm.

Attachment 5.A
Council Agenda 2-20-2024 12.B-138

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 51 XIII. PLANNING COMMISSION (PC)
Legislative/Brown Act Body? Yes
Bylaws: Resolution R‐2020‐014

1. Eligibility
Each Member or 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.

Number of Members: 5

2. Purpose
The Planning Commission is a body of citizens created to advise the City’s Community Development Department and the Council.

3. Duties and Responsibilities
A. To prepare, periodically review, and revise, as necessary, the General Plan.

B. To implement the General 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.

D. To endeavor to promote public interest in, comment on, and understanding of the General 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.

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

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

4. Terms/Limits
Two year‐terms, with no term limits.

5. Meetings & Attendance
Meetings are held the second and fourth Tuesdays of each month at 6:00 p.m. Meetings are held in the Council Chamber at City Hall unless otherwise noticed. July meetings and other meetings proximate to holidays may be cancelled. Occasional special meetings may be scheduled as needed. Members may miss no more than 4 regular meetings per year.

6. Establishment and Legislative History (abridged)
 December 16, 1946: Originally established by O‐009
 October 17, 2017: Bylaws revised by R‐2017‐095
 March 5, 2019: Bylaws revised by R‐2019‐017
 August 20, 2019: Stipend set by R‐2019‐060
 February 4, 2020: Bylaws revised by R‐2020‐014
 February 20, 2024: Bylaws revised by R‐2024‐XXX
Attachment 5.A
Council Agenda 2-20-2024 12.B-139

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 52

7. Special Notes
The Planning Commission is the only Advisory Body established by Ordinance in part because the City is required by state statute (CA GC 65100 et seq.) to establish its "Planning Agency" by Ordinance. The Planning Commission is the only Advisory Body whose Members are directly regulated by the Political Reform Act (CA GC §81000 et seq.).

Attachment 5.A
Council Agenda 2-20-2024 12.B-140

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 53 XIV. SPECIAL EVENTS COMMITTEE (SEC)
Legislative/Non‐Brown Act Body? No
Bylaws: None

1. Eligibility
Each Resident Member of the SEC shall be a Pismo Beach resident.

2. Number of Members
2 Resident Members, plus staff representatives from various City departments, and a Chamber‐ appointed representative from the Chamber of Commerce Board.

Per Pismo Beach Municipal Code Section 12.16.020: "In order to assure working representation from all appropriate segments of the city government and to provide effective deliberation of all impacting events, the SEC consists of members from various city departments that support and regulate special events, such as, Administration, Police, Fire, Public Works, Community Development, Conference and Visitors Bureau, Pismo Beach Chamber of Commerce and two members, appointed by the City Council, who are residents of the city of Pismo Beach."

3. Purpose
The Special Events Committee is authorized to carry out the provisions of the special events policies and City municipal codes (PBMC 12.16.020).

4. Duties and Responsibilities
The SEC will review all Special Event applications and make recommendations to the City Manager, who will review the recommendations of the Committee and the applicant's compliance with the permitting procedures and maintain the ultimate approval authority. (PBMC 12.16.020) Duties also include providing certain logistical and safety oversight to approved events.

5. Terms/Limits
Two year‐terms, with no term limits.

6. Meetings
Meetings are held the fourth Tuesday of every month at 9:00 a.m. Meetings are held in the Administration Conference Room at City Hall unless otherwise noticed. July meetings and other meetings proximate to holidays may be cancelled. Occasional special meetings may be scheduled as needed.

7. Establishment and Legislative History (abridged)
 Originally established by staff in early 1994
 June 17, 2003: Council Minute Order to add two "resident" members to the SEC  April 15, 2003: Certain regulations restated in O‐03‐01  March 4, 2014: Terms set to 2 years by R‐2014‐018

8. Special Notes
The SEC is advisory to the City Manager, rather than the City Council.

Attachment 5.A
Council Agenda 2-20-2024 12.B-141

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 54 XV. TRAFFIC SAFETY COMMITTEE (TSC)
Legislative/Brown Act Body? No
Bylaws: None

1. Eligibility
Each Resident Member of the Traffic Safety Committee shall be a Pismo Beach resident.

2. Number of Members
3 Resident Members, plus staff representatives from various City departments

3. Purpose
The TSC evaluates and helps address traffic safety issues within Pismo Beach.

4. Duties and Responsibilities
The TSC’s major duties are:

A. To review and discuss traffic safety‐related concerns submitted by the public, and apprise the complainant of the Committee's findings
B. To discuss traffic safety‐related concerns raised by staff C. To forward recommendations on traffic safety action items warranting Council action D. To directly address traffic safety action items not requiring Council action

5. Terms/Limits
Two year‐terms, with no term limits.

6. Meetings
Meetings are held the second Thursday of the month at 10:30 a.m., quarterly, as needed. Meetings are held in the Administration Conference Room at City Hall unless otherwise noticed. July meetings and other meetings proximate to holidays may be cancelled. Occasional special meetings may be scheduled as needed.

7. Establishment and Legislative History
 Originally established by staff at an unknown date prior to 1991  June 17, 2003: Council Minute Order to add a "citizen" member, with a one‐year term.  April 2016: TSC action to extend the citizen member term length to two years.  February 14, 2023: Council Minute order to direct staff to add a second resident seat.  February 21, 2023: Council Minute order to direct staff to add a third resident seat.

8. Special Notes
The Traffic Safety Committee was created by staff some time prior to 1991. In 2003, the City Council acted to add a "citizen" member to the body, which has historically been interpreted by staff to mean a resident member. Due to the limitations of SB 225 (2019), citizenship status may not be used as a qualifying factor for advisory body service, and the seat is now known as a “resident” member seat. In April 2016, the TSC acted to extend the citizen member term length to two years, commensurate with the term length for all other Advisory Bodies.

Attachment 5.A
Council Agenda 2-20-2024 12.B-142

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 55 XVI. APPENDICES

1. Government Organization and Operations

2. Code of Ethics

3. Oath of Office

4. Links to Regulations and Other Resources

5. Conflicts and Disclaimer

Attachment 5.A
Council Agenda 2-20-2024 12.B-143

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 56 XVII. APPENDIX 1: GOVERNMENT ORGANIZATION & OPERATIONS
A. City Character
The City of Pismo Beach was incorporated in 1946. The City is located on the Central Coast along six miles of the Pacific Ocean in San Luis Obispo County, approximately midway between Los Angeles and San Francisco. The City is visited annually by a substantial number of tourists seeking to enjoy the area’s moderate climate, ocean views, fine restaurants, and ample recreational opportunities. The City’s downtown core area and hotel areas are anchored by the Pier, Plaza, and Promenade, and Pismo Beach is well‐known for a variety of special events including the annual Car Show and Clam Festival events. The city, which is largely residential and almost fully subdivided, is home to an estimated 8,036 people as of July 2021.

B. Government & City Council
The City of Pismo Beach is a general law city operating under a Council‐Manager form of government, with the City Council acting as its legislative body and the City Manager acting as its administrator. The City is a non‐profit municipal corporation, and its legal organization is analogous to that of any other corporation; the Council is its board of directors, the City Manager its administrator (CEO), the City Clerk its Secretary, and the Administrative Services Director its treasurer (CFO).

The City Council is comprised of five elected positions: four Council Members and a directly‐elected Mayor, each elected by and from among the registered voters of the city, to represent the city as a whole. Elections are held concurrent with the statewide general election in November of even‐ numbered years. Each Council Member serves a four‐year term and the Mayor serves a two‐year term, with no term limits. After each election, the Council appoints the Mayor Pro Tempore (Vice Mayor) from among its existing members for a two‐year term coinciding with that of the Mayor.

The City Council sets the City's budget and goals on a biennial basis; adopts local laws by ordinance; sets local policy by resolution; hires a City Manager and City Attorney; appoints and supervises Advisory Body Members, makes ceremonial declarations by proclamation, and provides other general policy direction.

The budget and goals set by the Council are formulated based on input from the public regarding priorities, in conjunction with technical recommendations from staff for prioritizing projects that will increase safety, minimize risk, enhance quality of life, and ensure compliance with the law.

Council Members are employees and receive a monthly salary intended to partially offset the cost of holding office, as well as certain other benefits. The Council and its Members do not possess supervisory authority over staff, but the Council as a whole exercises supervisory direction over the City Manager and City Attorney. Additionally, the Council possesses the authority to select, discipline, and terminate Advisory Body Members and set policy governing the bodies.

C. Advisory Bodies
Advisory Body members are volunteer appointed officials who provide technical and policy recommendations to the Council on the matters within the body's purview as assigned by the Council.

The respective purviews of the City's four, five‐member legislative Advisory Bodies are tourism and lodging (Conference and Visitors Bureau Board), parking planning and operations (Parking Advisory Committee), parks and recreation (Parks, Recreation and Beautification Commission), and general plan and land use (Planning Commission). City staff also administer two non‐legislative Advisory Bodies to which the Council appoints a few public members, the purviews of which are special events administration (Special Events Committee) and traffic safety (Traffic Safety Committee).

Attachment 5.A
Council Agenda 2-20-2024 12.B-144

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 57 Advisory Bodies make recommendations, and in some cases render decisions, based on technical analysis from staff and within the policy direction of the City Council. For more information on these organizational relationships, see Section IV.

Advisory Body members serve at the pleasure of the City Council, are not City employees, and do not exercise supervisory authority over staff. Members of Advisory Bodies are selected by the City Council to fill two‐year terms, with no term limits. Each body receives staff support from a designated City department.

D. City Operations & Services
The City does business at City Hall, located on Mattie Road, the Corporation Yard and Wastewater Treatment Plant, located on Frady Lane, the Police Department, located on Bello Street, two Fire Stations, located on Bello Street and Shell Beach Road, a Visitor Information Center (VIC) and Parking Annex, located on Dolliver Street, and a Visitor Information Kiosk (VIK) located at the Pier. In addition, the City owns and maintains the Pier, two Veterans' Halls, located on Bello Street and Leeward Avenue, and approximately 14 parks/sports facilities including Dinosaur Caves Park.

The City provides streets and parks maintenance, water and wastewater (sewer) service, utility billing, police protection, public parking, tourist relations, building permitting, planning and zoning, public information, and community recreation activities, among other services, to residents and visitors. The City contracts with Cal Fire and is staffed by the San Luis Obispo Unit for provision of co‐branded fire services including a lifeguard program. Both the Police Department and Fire Department participate in mutual aid agreements with neighboring agencies and organizations.

The City contracts with South County Sanitary Service for garbage collection and participates in joint powers agreements for the provision of waste management and transit services. The County of San Luis Obispo provides services including schools, assessment and tax collection, recording and vital records, consolidated elections, health services, animal control, libraries, and social services to the residents of Pismo Beach. Private companies provide telephone, internet, television, natural gas, and electric service to the area. The City owns its Pier, but leases the Pier area and beach from the State of California; the state also owns and maintains the portions of Highway 1 (Dolliver Street) and Highway 101 within city limits.

E. City Departments and Divisions
The City employs approximately 100 full‐time staff; the number of part‐time, contract, and volunteer staff varies widely at times, depending primarily on the season, with an increase during summer months due to increased tourist and recreational activity in the city. Much of the information below is paraphrased from the City's adopted Budget, which also includes detailed organizational charts for each department and a wealth of other information about City finances, organization, and operations. Learn more by visiting pismobeach.org/budget.

Attachment 5.A
Council Agenda 2-20-2024 12.B-145

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 58 F. Citywide Organizational Chart

Source: 2024—2025 Adopted Budget

1. Administrative Services Department
The Accounting and Finance Divisions prepare the two‐year budget, and are responsible for the City's accounts receivable, accounts payable, payroll, utility billing, business licensing, debt management, investment, purchasing activities, and collection of transient occupancy tax (TOT) revenues.

The Information Technology (IT) Division is responsible for Information Systems planning and implementation, including information security, IT infrastructure (data, telecommunications, radio, etc.), helpdesk, and managing technology projects.

Lifeguard
Attachment 5.A
Council Agenda 2-20-2024 12.B-146

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 59

2. City Council
See above for discussion of the organization and duties of the City Council Department. As noted, the City Council's direct reports are the City Manager, City Attorney, and Advisory Body Members. The City Council receives administrative support from the Executive Assistant (City Manager's Office), and legislative support from the Management Services Department.

City Council Department Organizational Chart

Source: 2024—2025 Adopted Budget

3. City Attorney’s Office
The City Attorney is the chief legal advisor for the City through a contractual arrangement. The City Attorney’s client is the City Council, and more broadly, the City organization. The City Attorney cannot give legal advice to third parties, or represent Council Members, Advisory Body Members, or staff personally. The City Attorney’s Office manages all aspects of the City’s legal affairs, including drafting legislation, contracts, and other legal documents, representing the City in court proceedings, and supervising outside counsel as needed. The City Attorney maintains periodic office hours at City Hall, and appears at meetings and hearings as needed. The Assistant City Attorney acts as legal counsel to the Planning Commission. The City Attorney is one of two City staff who report directly to the City Council.

4. City Manager's Office
The City Manager is the City's Chief Executive Officer and is responsible for implementing the policy direction of the City Council. Responsibilities include coordinating the work efforts City Departments, implementing the Council‐approved budget, interfacing with the public, and serving as the City’s personnel and purchasing officer. The City Manager is one of two City staff who report directly to the City Council.

The City Manager’s Office encompasses the functions formerly known as the Management Services Department, including City Clerk, Human Resources, and Risk Management functions. Human Resources is responsible for employee recruitment, staff development, and labor negotiations. The City Manager’s Office also oversees Public Outreach and Public Information Officer (PIO) functions; and Risk Management, including the Safety Program.

Attachment 5.A
Council Agenda 2-20-2024 12.B-147

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 60 The City Clerk Division is responsible for City Council legislative recordkeeping, and compliance with the Brown Act, Public Records Act, Political Reform Act, and other regulations in cooperation with the City Attorney's Office. The City Clerk is the City's Elections Official, FPPC Filing Officer, Records Manager, and Advisory Body membership administrator.

5. Community Development Department
The Community Development Department is responsible for helping to ensure a safe and enjoyable living environment for residents and visitors through two main divisions: Planning, and Building / .

The Building Division is responsible for assuring safety and code‐compliance in the construction, alteration, and repair of buildings through plan review, permit issuance, construction inspection, and code compliance.

Code Compliance is a major program of the Building Division and is responsible for conducting inspections and issuing citations for zoning ordinance violations and miscellaneous administrative violations.

The Planning Division is responsible for guiding the development and preservation of residential, commercial, open space, and public areas, through processing applications for development entitlements, administering the City's General Plan, Local Coastal Program, and Zoning Ordinance, and overseeing special programs.

The Planning Division is the liaison division to the Planning Commission and the Parking Advisory Committee.

The Community Development Director and Planning Manager serve as the staff liaisons to the Planning Commission; the Community Development Director serves as staff liaison to the PAC. The Planning Administrative Secretary serves as the Secretary to both bodies.

6. Fire Department
The Fire Department is responsible for protecting life, property, and the natural environment via three main divisions: Fire Operations, Lifeguards, and Weed Abatement. Services are provided through a contract with Cal Fire (California Department of Forestry and Fire Protection).

The Fire Operations Division is responsible for the operation of the Bello Street Fire Station (#64) and the Shell Beach Fire Station (#63), both staffed with Cal Fire personnel. Services include responding to emergency medical incidents, hazardous material incidents, and fires, and conducting rescues. Staff also provides fire prevention, code enforcement, plan review, and public education services.

The seasonal Lifeguard Program staffs multiple lifeguard towers throughout the tourist season from Memorial Day through Labor Day, primarily by lifeguards who are seasonal City staff. Staff within this program oversee the Junior Lifeguard program.

The Weed Abatement program ensures the management of vegetation to address fire hazards in the interface between urban and wild land areas.

7. Police Department
The Police Department employs "community‐oriented" policing specially tailored to Pismo Beach's high level of tourism. The Department has maintained accreditation from the Commission on Accreditation for Law Enforcement Agencies (CALEA) since 2007. Organizationally, the Department consists of two major divisions: Operations and Support.

The Police Chief and Commanders provide supplemental staff support to the PAC.

Attachment 5.A
Council Agenda 2-20-2024 12.B-148

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 61 The Operations Division is responsible for patrol, traffic operations, Reserve Officers, the K‐9 Unit, SWAT, DARE, citizen volunteer patrol, the MyCop program, Special Events, emergency operations, and the Downtown/Special Problems Unit.

The Parking Bureau, part of the Operations Division, is responsible for enforcing the City's parking regulations, administering timed parking and paid parking programs, and issuing citations.

The Support Services Division is responsible for the Records Bureau and Crime Analyst, Communication Center (dispatch), Investigations Bureau, Training, CALEA Accreditation, and Administrative Services including personnel.

8. Public Works Department
The Public Works Department is primarily responsible for the design, construction, and maintenance of City facilities and infrastructure, via two main operating divisions—Engineering and Public Works, which includes Public Facilities and Public Utilities.

The Engineering Division is responsible for providing design, project management, and inspection for Capital Improvement Projects (CIPs), plan review and inspection for private development, issuing encroachment permits, and overseeing water conservation initiatives.

The Public Facilities Division is responsible for inspecting, repairing, and maintaining the City's streets and signs, parking lots, sidewalks, beaches, city‐owned buildings, parks, playground equipment, and the City fleet.

The Public Utilities Division includes Water and Wastewater Operations. Water Operations is responsible for maintaining the City’s wells, tanks, and water distribution system. Wastewater Operations is responsible for operation and maintenance of the wastewater (sewer) collection facilities including pumps and pipelines.

9. Tourism and Events Department
The Tourism and Events Department (TED) is responsible for the permitting and oversight of the events, with different divisions specializing in resident‐oriented and visitor‐oriented programs and events.

The Conference & Visitors Bureau (CVB) is responsible for promoting tourism to Pismo Beach, enhancing revenue through increased transient occupancy taxes (TOT) and sales tax revenues. Efforts include promotion of Pismo Beach in social and traditional media, trade shows, and lodging industry partnerships. TED also coordinates the City‐organized Clam Festival and Fourth of July special events.

TED is the liaison department to the Conference and Visitors Bureau/Lodging Business Improvement District Board and the Special Events Committee. The Tourism and Events Director serves as the staff liaison to the CVB Board and Chair of the SEC; the Tourism Coordinator serves as the Secretary to both bodies. The Special Events Committee is advisory to the City Manager, recommending the City Manager's approval or denial of private Special Event Permit applications.

The Recreation Division is responsible for the administration of recreation classes offered by contract instructors, the City's volleyball program, facility rentals, and the coordination of City‐sponsored special events geared toward residents of Pismo Beach and surrounding communities, including the Easter Egg‐ stravaganza, Movies in the Park, Pumpkins on the Pier, and Holiday Harmony.

TED is the liaison department to the Parks, Recreation and Beautification Commission (PRBC). The Recreation Manager serves as the staff liaison to the PRBC and a Facilities Coordinator serves as the Secretary.

Attachment 5.A
Council Agenda 2-20-2024 12.B-149

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 62 XVIII. APPENDIX 2: CODE OF ETHICS
CODE OF ETHICS
For the City of Pismo Beach Council, Boards and Commission Members Adopted by the Pismo Beach City Council
Date approved — October 4, 2005 (Resolution R‐2005‐067) Preamble
All citizens and businesses of Pismo Beach are entitled to have fair, ethical and accountable local government, which has earned the public's full confidence for integrity. In keeping with the City of Pismo Beach's commitment to excellence, the effective functioning of democratic government, therefore, requires that:
 Public officials, both elected and appointed, comply with both the letter and spirit of the laws and policies affecting the operations of government;
 Public officials be independent, impartial and fair in their judgment and actions;  Public office be used for public good, not for personal gain;  Public deliberations and processes be conducted openly, unless legally confidential, in an atmosphere of respect and civility.

This Code of Ethics, as adopted by the Pismo Beach City Council pertains to members of the City Council and of the City's boards and commissions and to those vendors doing business with our city, to assure public confidence in the integrity of local government and its effective and fair operation.

1. Acts in the Public Interest
Members will work for the common good of the people of Pismo Beach and not for any private or personal interest, and they will assure fair and equal treatment of all persons, claims and transactions coming before the Pismo Beach City Council, boards and commissions.

2. Comply with the Law
Members shall comply with the laws of the nation, the State of California and the City of Pismo Beach in the performance of their public duties. These laws include but are not limited to: The United States and California constitutions, Fair Political Practices laws pertaining to conflicts of interest, election campaigns, financial disclosures, employer responsibilities and open processes of government and adopted City ordinances and policies.

3. Conduct of Members
The professional and personal conduct of members must be above reproach and avoid even the appearance of impropriety. Members shall refrain from abusive conduct, personal charges or verbal attacks upon the character or motives of other members of the council, boards and commissions, the public and staff.

4. Respect for Process
Members shall perform their duties in accordance with the processes and rules of order established by the City council and boards and commissions governing the deliberation of public policy issues, meaningful involvement of the public and implementation of policy decisions of the City Council by staff.

5. Conduct of Public Meetings
Attachment 5.A
Council Agenda 2-20-2024 12.B-150

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 63 Members shall prepare themselves for public issues, listen courteously and attentively to all public discussions before the body and focus on the business at hand. They shall refrain from interrupting other speakers, making personal comments not germane to the business of the body or otherwise interfering with the orderly conduct of meetings.

6. Decisions Based on Merit
Members shall base their decisions on the merits and substance of the matter at hand, rather than on unrelated considerations.

7. Communication
Members shall publicly share substantive information that is relevant to a matter under consideration by the Council or boards and commissions, which they may have received from sources outside of the public decision making process.

8. Conflict of Interest
In order to assure their independence and impartiality on behalf of the common good, members shall not use their official positions to influence government decisions in which they have a material financial interest or where they have an organizational responsibility or personal relationship, which may give the appearance of a conflict of interest. In accordance with the law, members shall disclose investments, interests in real property, source of income, and gifts, and they shall abstain from participating in deliberations and decision‐making where conflicts may exist.

9. Gifts and Favors
Members shall refrain from accepting any gifts, favors or promises of future benefits which might compromise their independence of judgment or action or give the appearance of being compromised.

10. Confidential Information
Members shall respect the confidentiality of information concerning property, personnel or affairs of the City. They shall neither disclose confidential information without proper legal authorization, nor use such information to advance their personal, financial or private interests.

11. Use of Public Resources
Members shall not use public resources unavailable to the public in general, such as City staff time, equipment, supplies or facilities, for private gain or personal purposes.

12. Representation of Public Interests
In keeping with their role as stewards of the public interest, members shall not appear on behalf of the private interests of third parties before the Council or any board, commission or proceeding of the City, nor shall members of boards and commissions appear before their own bodies or before the Council on behalf of the private interests of third parties on matters related to the areas of service of their bodies.

13. Advocacy
Members shall represent the official policies or positions of the City Council, board or commission to the best of their ability when designated as delegates for this purpose. When presenting their individual opinions and positions, members shall explicitly state they do not represent their body or the City of Pismo Beach, nor will they allow inference that they do.

14. Policy Role of Members
Attachment 5.A
Council Agenda 2-20-2024 12.B-151

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 64 Members shall respect and adhere to the council‐manager structure of Pismo Beach City government as outlined by the Pismo Beach Municipal Code. In this structure, the City Council determines the policies of the City, with the advice, information and analysis provided by the public, boards and commissions and City staff. Except as provided by the City Municipal Code, members shall not interfere with the administrative functions of the City or the professional duties of City staff, nor shall they impair the ability of staff to implement Council policy decisions.

15. Independence of Boards and Commissions
Because of the value of the independent advice of boards and commissions to the public decision‐ making process, members of Council shall refrain from using their position to unduly influence the deliberations or outcomes of board and commission proceedings.

16. Positive Work Place Environment
Members shall support the maintenance of a positive and constructive work place for the City employees and for the citizens and businesses dealing with the City. Members shall recognize their special role in dealings with City employees to in no way create the perception of inappropriate direction to staff.

17. Implementation
The Pismo Beach Code of Ethics is intended to be self ‐enforcing, and is an expression of standards of conduct for members expected by the City. It therefore becomes most effective when members are thoroughly familiar with it and embrace its provisions. For this reason, ethical standards shall be included in the regular orientations for candidates for City Council, applicants to boards and commissions, and newly elected and appointed officials. Members entering office shall sign a statement affirming they have read and understand the City of Pismo Beach Code of Ethics. The Code of Ethics shall be reviewed annually by the City Council, boards and commissions, and the City Council shall consider recommendations from boards and commissions and update as necessary.

18. Compliance and Enforcement
The chairs of boards and commissions and the Mayor have the additional responsibility to intervene when actions of members that appear to be in violation of the Code of Ethics are brought to their attention. The City Council may impose sanctions on members whose conduct does not comply with the City's ethical standards, such as reprimand, formal censure, loss of seniority or committee assignment, or budget restriction. Under the City's Municipal Code, the City Council may also remove members of boards and commissions from office. A violation of this Code of Ethics shall not be considered as a basis for challenging the validity of a council, board or commission decision.

Attachment 5.A
Council Agenda 2-20-2024 12.B-152

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 65 CITY OF PISMO BEACH CODE OF ETHICS
FOR CITY COUNCIL AND ADVISORY BODY MEMBERS
STATEMENT OF COMMITMENT
As a member of the Pismo Beach City Council or as a member of a Pismo Beach Advisory Body, I agree to uphold the Code of Ethics for elected and appointed officials adopted by the City Council and conduct myself by the following model of behavior.

I will:
 Recognize the worth of individual members and appreciate their individual talents, perspective and contributions.
 Help create an atmosphere of respect and civility where individual members, city staff and the public are free to express their ideas and work to their full potential.  Conduct my personal and public affairs with honesty, integrity, fairness and respect for others.  Respect the dignity and privacy of individuals and organizations.  Keep the common good as my highest purpose and focus on achieving constructive solutions for the public benefit.
 Avoid and discourage conduct, which is divisive or harmful to the best interests of Pismo Beach.  Treat all people with whom I come in contact in the way I wish to be treated.  Before I speak or act I will ask myself the following four questions:
o Is it the truth?
o Is it fair to all concerned?
o Will it build goodwill and better friendships?
o Will it be beneficial to all concerned?
I affirm that I have read and that I understand, accept and support the City of Pismo Beach Code of Ethics.

Council or Advisory Body: ________________________ Position: ______________________ Date: ___________________________
Print Name: ______________________
Signature: ________________________
Attachment 5.A
Council Agenda 2-20-2024 12.B-153

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 66 XIX. APPENDIX 3: OATH OF OFFICE

Attachment 5.A
Council Agenda 2-20-2024 12.B-154

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 67 XX. APPENDIX 4: LINKS TO REGULATIONS AND RESOURCES
A. General Regulations:

Pismo Beach Municipal Code (Codified, current City laws) www.pismobeach.org/municode
Pismo Beach Ordinances (all historical and current individual Council‐adopted laws) www.pismobeach.org/ordinances
Pismo Beach Resolutions (all historical and current Council‐adopted policies) www.pismobeach.org/resolutions

California State Law (all titles)
http://leginfo.legislature.ca.gov/faces/codes.xhtml
California State Code of Regulations (CCR)
https://govt.westlaw.com/calregs/index

B. Individual Regulations:

Brown Act
Regulation: CA GC §54950—54963
Resource: Open and Public: A Guide to the Ralph M. Brown Act (League of CA Cities)

Bylaws
Policy: Resolution R‐2020‐011 (CVB Board)
Policy: Resolution R‐2020‐012 (PAC)
Policy: Resolution R‐2020‐013 (PRBC)
Policy: Resolution R‐2020‐014 (Planning Commission)

Code of Ethics (Pismo Beach)
Policy: Resolution R‐2005‐067

Conflict of Interest Code (Pismo Beach)
Policy: Resolution R‐2022‐080

Conflict of Interest; Disqualification
Resource: Understanding the Basics of Public Service Ethics Laws, page 11 (ILG) Attachment 5.A
Council Agenda 2-20-2024 12.B-155

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 68

Conflict of Interest Regulations (miscellaneous state provisions) Regulation: "Incompatible outside activities" (CA GC §1125 et seq.) Regulation: "Incompatible offices" (CA GC §1099).

Regulation: "Revolving door" limitations (CA GC §87407)

Ethics & AB 1234 Training
Regulation: CA GC §53234 et seq. (training requirement) Resource: Online AB 1234 Ethics Training Module, hosted by FPPC Resource: Understanding the Basics of Public Service Ethics Laws (ILG) Expense Reimbursement (Pismo Beach)
Policy: Resolution R‐2022‐067

Government Code 1090 Self‐Dealing Prohibition
Regulation: CA GC §1090 et seq.

Harassment Prevention Training (Assembly Bill 1661)
Regulation: CA GC §53237 et seq.

Maddy Act
Regulation: CA GC §54970 et seq.

Municipal Code (Pismo Beach)
Regulation:  www.pismobeach.org/municode
Regulation: Chapter 2.20 Planning Commission
Regulation: Chapter 12.16 Special Events Committee
Regulation: Chapter 2.42 Felony prohibition

Political Reform Act
Regulation: CA GC §81000 et seq.

Resource: FPPC Gift & Honoraria Limitations (Download Local Gifts Fact Sheet)

Public Records Act (CPRA)
Attachment 5.A
Council Agenda 2-20-2024 12.B-156

Pismo Beach Advisory Body Handbook | Rev. November 2023 | Page 69 Regulation: CA GC §7920 et seq.

Resource: City of San Jose v. Superior Court (public records on officials' personal devices)

Political Activity by Public Officials
Regulation: CA GC §3201—3209

Stipends
Policy: Resolution R‐2020‐015

Teleconference (Remote / Virtual) Meeting Participation Under AB 2449 Policy: Resolution R‐2023‐021

C. Conflicts and Disclaimer
The provisions of various state laws, city laws, Bylaws, Council policies, and administrative policies relating to Advisory Bodies are summarized and restated in this Handbook for the convenience of applicants, Advisory Body Members, and others, and while the information contained herein is believed to be substantially correct, it is not intended to provide legal advice. Advisory Body Members and others using this information must bear full responsibility for their own determinations as to all legal standards and duties and as to all factual matter contained herein.

In addition, regulations external to this Handbook that impact Advisory Bodies are frequently updated.

In the event of conflict between this Handbook and the provisions of City Code or Council‐adopted Bylaws, the Code or the Bylaws will control. In the event of conflict between this Handbook and any other Council policy, the newer of the policies will control. Nothing in this Handbook is intended to modify or abridge state or federal law. In the event of conflict between this Handbook and state or federal law or constitutional provision, the latter shall control.

Attachment 5.A
Council Agenda 2-20-2024 12.B-157

PISMO BEACH CITY COUNCIL STAFF REPORT
Agenda Item #12.C
Meeting Date: February 20, 2024
TITLE:

Biennial Conflict of Interest Code Update
RECOMMENDATION:

Adopt a Resolution adopting a revised Conflict of Interest Code; rescinding Resolution No. R-2022-080.

DISCUSSION:

On November 7, 2023, the City Council considered revisions to the City’s Advisory Body policy documents, including the Bylaws and Handbook. The City Council ultimately continued the item, with the direction to revise the policies to reflect the fact that legislative body members who have a common-law conflict of interest (i.e. a conflict that does not rise to the level of a legally prohibited financial conflict) do not need to comply with the full breadth of disclosure regulations when announcing their recusal. As the City’s Conflict of Interest Code is its controlling conflict-of-interest policy document, and as the subject policy applies to both City Council and Advisory Body Members, staff has determined that this policy clarification is most appropriately located in the Conflict of Interest Code. The Code is therefore being brought to the Council for its consideration. The Code is also due for a biennial update in 2024, and this revision will satisfy that requirement as well.

The Political Reform Act (PRA) requires local government agencies to adopt and implement a Conflict of Interest Code setting forth the agency's conflict of interest policies, designating agency positions that are required to file Statements of Economic Interest (Fair Political Practices Commission Form 700), and assigning disclosure categories specifying the types of financial interests that filers must report. In addition to Form 700 filer policies, the Conflict of Interest Code sets forth the general rule that no agency official may participate in a governmental decision in which the official has a disqualifying financial interest, and provides specific recusal guidance for City officials who are members of legislative bodies.

Government Code §87200 mandates that specific agency officials file full-disclosure Form 700s and comply with the full breadth of the PRA. These positions include members of the City Council, members of the Planning Commission, City Manager, City Attorney, City Treasurer, and candidates for elective office. In addition to these "87200 filers," each local agency must designate other agency officials who are required file Form 700s because the nature or extent of the decision-making authority of those positions is such that the potential for material conflicts of interest exists. These filers include Advisory Body members, all Department Heads, the majority of Mid-Managers, and certain non- management staff who make governmental decisions such as building inspectors.

Local governmental agencies are required to review their Conflict of Interest Code at least biennially to determine whether revisions are needed due to creation or elimination of positions, changes in the duties assigned to existing positions, or the need to augment Council Agenda 2-20-2024 12.C-1

local conflict of interest policies. The City’s last Conflict of Interest Code update occurred as a biennial update in September 2022, via Resolution R-2022-0801.

Proposed Revisions
Revisions to the City's list of Form 700 filer positions and other provisions are necessary at this time due to recent staffing changes, legislative changes, and a request from the City Council. An overview of recommended revisions is provided below:

Filer Positions and Disclosure Categories
The General Rule has been updated to include the word “disqualifying financial interest” in accordance with the language of FPPC Regulation 18700(a). The definition and filing obligations of an Interim Filer (Individuals exercising the duties of a position not yet specifically identified in the Code, but required to file a Form 700 due to recognized potential for conflict of interest) has been clarified. The list of filer positions has been revised to reflect the following changes:
o Consolidation of the former Management Services Department under the City Manager’s Office.
o Removal of a reference to “voting members” of legislative bodies, since the City has no non-voting legislative body members.
o Removal of Assistant Planner and Senior Management Analyst positions from the Community Development Department group, since the positions are not held by any current staff.
o The addition of Assistant Fire Chief to the Fire Department group, to reflect a position in the San Luis Obispo Unit chain of command for the City’s Cal Fire contract.
o The addition of Capital Projects Manager, Engineering Manager, and Senior Management Analyst to the Public Works group, to reflect recently created positions, and a recent promotion, within the department. Timing requirements for Candidate Form 700 filings have been clarified to reflect the fact that a candidate must file their Form 700 concurrently with their other nomination paperwork.
The policy on retention of Form 700s has been revised to indicate that the City’s Records Retention Schedule will be followed, rather prescribing specific retention periods in this Code.
Types of disqualifying interests have been updated to reflect 2021 adjustments in Political Reform statutes, and the most recent increase to the gift limit. Recusal procedures have been restructured and clarified for ease of reference by staff and legislative body members.
1 Full URL:
https://accesspismo.pismobeach.org/WebLink/DocView.aspx?id=448206&dbid=0&repo=Laserfiche Council Agenda 2-20-2024 12.C-2

A Common-Law Conflicts section has been added, clarifying that, while it is desirable for legislative body members with common-law conflicts of interest (i.e. members who do not have a legally qualifying financial conflict with a particular decision, but still wish to recuse themselves due to their inability to be impartial for some other reason) to follow the prescribed recusal procedures to the greatest extent applicable, it is not required that they fully comply with the legal disclosure requirements for financial conflicts. This policy statement addresses a request from the City Council on November 7, 2023, to clarify these requirements, and it does not modify, but simply memorializes, the existing requirements for such situations. A Self-Dealing Prohibitions section has been added, summarizing the prohibitions of Government Code Section 1090, which pertains to self-dealing through contracts made in an official capacity. In addition, this section restates the long- standing City policy that Advisory Body Members may not have a financial interest in any contract with the City, whether or not the Member influences the making of the contract, unless the City Attorney determines that the interest in the contract is completely unrelated to the Member’s official decision-making purview. This policy has historically been contained in the City’s Advisory Body Handbook, but it has been restated in the Conflict of Interest Code, which is the City’s controlling conflict of interest policy document.
A Revolving Door Prohibitions section has been added, summarizing the provision of Government Code and FPPC regulations that prohibit City officials from influencing the governmental decisions of other agencies with whom the official is negotiating future employment.
A Pay-to-Play Prohibitions section has been added, summarizing the provisions of a 2022 amendment (the “Levine Act”) to political reform law that prohibits elected and appointed officials from participating in decision-making proceedings involving campaign donors who donated above a certain threshold within the preceding 12 months, and prohibits the solicitation or acceptance of campaign donations from the same during, and for the 12 months following, the decision. These are long- standing state laws that until now were not applicable to local elected officials. Throughout, portions of the policy have been reorganized for ease of use.

Conclusion and Recommendation
Staff recommends that the Council adopt a Resolution (Attachment 1) revising the City's Conflict of Interest Code (Attachment 1.A) to incorporate the changes outlined above, and rescinding the prior Code.

FISCAL IMPACT:

There is no fiscal impact associated with updating the City’s Conflict of Interest Code.

Staff time required for enforcement of the City's conflict of interest regulations is absorbed primarily by the adopted City Manager’s Office budget.

Council Agenda 2-20-2024 12.C-3

ATTACHMENTS:

1. Resolution Amending the Conflict of Interest Code

1.A. Exhibit A to Resolution: Conflict of Interest Code Submitted by: Erica Inderlied, City Clerk
City Manager Approval:

Council Agenda 2-20-2024 12.C-4

RESOLUTION NO. R-2024-XXX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH, CALIFORNIA ADOPTING A REVISED CONFLICT OF INTEREST CODE; RESCINDING RESOLUTION NO. R-2022-080
WHEREAS, the Political Reform Act of 1974 (California Government Code §81000, et seq.) provides that public officials shall not participate in or influence decisions relating to matters in which they know, or in which they have reason to believe, that they have a financial interest; and
WHEREAS, the Political Reform Act and implementing regulations (California Code of Regulations, Title 2, Division 6, §18104, et seq.) adopted by the Fair Political Practices Commission (FPPC) set forth various rules applicable to such conflicts of interest, including rules of disclosure and participation; and
WHEREAS, among the regulations are rules requiring cities to adopt Conflict of Interest Codes setting forth conflict of interest policies and identifying the agency's Form 700 filers, and to review and update these policies biennially; and WHEREAS, by Resolution the Pismo Beach City Council previously has adopted such a Conflict of Interest Code and desires to adopt necessary and appropriate amendments thereto.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pismo Beach that the City of Pismo Beach’s revised Conflict of Interest Code is hereby adopted as set forth in Exhibit A to this Resolution.

BE IT FURTHER RESOLVED that Resolution R-2022-080, adopting the most recent iteration of the City's Conflict of Interest Code, is hereby rescinded.

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 20th day of February 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

RECUSED:

Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
Council Agenda 2-20-2024 12.C-5
Attachment 1

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Pismo Beach, California, on _______________________. ________________________
Erica Inderlied, City Clerk
Council Agenda 2-20-2024 12.C-6
Attachment 1

CITY OF PISMO BEACH

CONFLICT OF INTEREST CODE
Adopted February 20, 2024 | City Council Resolution R-2024-XXX I.INCORPORATION AND TERMS .......................................................................................... 3 A.Incorporation ...................................................................................................................... 3 B.Conflict with other Laws ..................................................................................................... 3 II. CONFLICT OF INTEREST, GENERALLY ............................................................................ 3 A.Selected Principles ............................................................................................................. 3 B.General Rule ...................................................................................................................... 3 C.Gifts .................................................................................................................................... 3 III.DISCLOSURE (STATEMENTS OF ECONOMIC INTERESTS) ............................................ 4 A.Requirement to File ............................................................................................................ 4 B.Classification of Filers ........................................................................................................ 4

1.Statutory Filers (Category 1 Filers) ............................................................................. 4

2.Designated Filers (Category 2 and Category 3 Filers) ................................................ 4

3.Interim Filers ............................................................................................................... 4 C.List of Filer Positions (Gov. Code §87302(a)) .................................................................... 5 D.Disclosure Categories ........................................................................................................ 7

1.Category 1 .................................................................................................................. 7

2.Category 2 .................................................................................................................. 8

3.Category 3 .................................................................................................................. 8

4.Category Unassigned ................................................................................................. 8 E.Statement Filing and Retention .......................................................................................... 9

1.Filing of Statements .................................................................................................... 9

2.Filing Intervals and Deadlines (Gov. Code §87302(b) ................................................ 9

3.Format of Statements ............................................................................................... 10

4.Disposition of Statements ......................................................................................... 10

5.Retention and Destruction of Statements ................................................................. 10

6.Penalty ...................................................................................................................... 10 IV.DISQUALIFICATION ........................................................................................................... 11 A.Disqualification, Generally ................................................................................................ 11 B.Types of Disqualifying Interests ....................................................................................... 11 C.Disqualification/Recusal of Legislative Body Members .................................................... 11

1.Recusal Procedures .................................................................................................. 11 a.Open Session Meetings. ....................................................................................... 12 Council Agenda 2-20-2024
Attachment 1.A

12.C-7

b. Closed Session Meetings. ..................................................................................... 12

2. Content of Announcement of Conflict ....................................................................... 12

3. Common-Law Conflicts ............................................................................................. 13

4. Participation as a Member of the Public ................................................................... 13

5. Minute Record. .......................................................................................................... 13

6. Legal Requirement for Participation .......................................................................... 13

7. Tie Votes and Lack of Quorum ................................................................................. 13 D. Self-Dealing Prohibitions .................................................................................................. 13 E. Revolving Door Prohibitions ............................................................................................. 14 F. “Pay to Play” Prohibitions ................................................................................................. 14 G. Statutory Filers Not Limited by this Code ......................................................................... 15

Council Agenda 2-20-2024
Attachment 1.A

12.C-8

I.INCORPORATION AND TERMS
A. Incorporation
The Political Reform Act (Government Code §81000, et seq.) requires local government agencies to adopt and implement conflict of interest codes (Gov. Code §87300 et seq.).

The Fair Political Practices Commission ("FPPC") has adopted regulations (California Code of Regulations Title 2, Division 6, §18730, et seq.) containing the terms of a standard conflict of interest code, which may be incorporated by reference in a local agency’s Code. Regulations 18730, et seq. may be amended by the FPPC from time to time to conform to amendments to the Political Reform Act.

The terms of Regulation 18730, et seq. and any duly adopted amendments thereto are hereby incorporated into this Conflict of Interest Code by reference. FPPC Regulation 18730, et seq., together with the following Code provisions designating filer positions, establishing financial interest disclosure categories, and establishing supplemental local conflict of interest limitations, shall constitute the Conflict of Interest Code ("Code") of the City of Pismo Beach ("City").

B.Conflict with other Laws
The provisions of this Code are in addition to, and not intended to modify or abridge, the provisions of the Political Reform Act, Government Code §1090, et seq., California Code of Regulations Title 2, Division 6, §18104, et seq., or other federal, state, or local regulations pertaining to conflict of interest. In the event any provision of this Code is in conflict with federal, state, or local law, such law shall prevail and the validity of the remaining sections of this Code shall not be affected.

II.CONFLICT OF INTEREST, GENERALLY
A. Selected Principles

1.Local government should serve the needs and respond to the wishes of all individuals equally, without regard to their wealth;

2.Public officials, whether elected or appointed, should perform their duties in an impartial manner, free from bias caused by their own financial interests or the financial interests of persons who have supported them. (Gov. Code §81001) B. General Rule
No City official shall make, participate in making, or in any way attempt to use their official position to influence a governmental decision in which the official knows, or has reason to know, that that the official has a disqualifying financial interest. (Gov. Code §87100; Regulation 18700(a))
C. Gifts

1.Statutory (Category 1) filers shall comply with the provisions of the Political Reform Act relating to gifts, honoraria, travel payments, and loans, including but not limited to Gov. Code §82028, §89500 et seq., and accompanying regulations.

2.The City’s Tickets and Passes Policy, as amended from time to time by Council resolution, is hereby incorporated by reference. In particular, the receipt of tickets or passes by any Form 700 filer shall not constitute a gift if the tickets or passes are given for a public purpose, or meet any other exemption, as provided by the policy.

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12.C-9

3. For all City officials and employees who are subject to the City's Personnel Rules, Personnel Rule 25.02.01 relating to gratuities is hereby incorporated by reference.

III. DISCLOSURE (STATEMENTS OF ECONOMIC INTERESTS)
A. Requirement to File
The City of Pismo Beach positions identified in Section III.C have the authority to make, or participate in making, decisions that may foreseeably have a material effect on the personal financial interests of the individuals exercising the duties of the positions. Such individuals are deemed to have the potential for conflict of interest and thus shall be required to file FPPC Form 700 Statements of Economic Interests ("Form 700") with the City of Pismo Beach, in accordance with the intervals and deadlines set forth in Section III.E.2.

This requirement applies to any individual, whether employee, consultant, contractor, elected official, appointed official, volunteer, or otherwise, who performs the duties of the position.

B. Classification of Filers
City of Pismo Beach Form 700 Filers are hereby categorized as follows:

1. Statutory Filers (Category 1 Filers)
Individuals exercising the duties of City positions identified in Government Code §87200 are hereafter referred to as "statutory filers."

Statutory filers are herein classified as Category 1 filers for disclosure purposes. This Code does not establish the filing requirements or disclosure obligations for statutory filers, as those are established by applicable state law. Such requirements and obligations are partially restated herein for ease of reference. Supplemental policies may herein be imposed, but such policies are not intended to supersede or abridge other state regulations, and in the event of conflict with state regulation, the state regulation will control. Refer to Section I.B.

2. Designated Filers (Category 2 and Category 3 Filers) Individuals exercising the duties of all other City positions identified in this Code are hereafter referred to as "designated filers."

Designated filers are herein classified as Category 2 or Category 3 filers for disclosure purposes. This Code establishes the filing requirements and disclosure obligations for designated filers, to the extent that state regulation does not.

3. Interim Filers
Individuals exercising the duties of a position not specifically identified in this Code, but required by the City to file a Form 700 due to recognized potential for conflict of interest are hereafter referred to as “interim filers.” An individual assuming a position not yet covered under the City's Conflict of Interest Code must file a Form 700 if the duties of the position involve the making or influencing of governmental decisions.

These individuals must file full disclosure until the Code is revised to include the new position; in the alternative, the City may establish a written limited disclosure requirement for the position.

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The City Manager shall have the power to designate new or existing positions for disclosure on an interim basis pending revision of this Code. Such designations shall be made if the City Manager determines that the position entails the making or participating in the making of governmental decisions which may foreseeably have a material effect on personal financial interests.

This Code establishes the filing requirements and disclosure obligations for interim filers, to the extent that state regulation does not.

C. List of Filer Positions (Gov. Code §87302(a))
Department and Position Disclosure
Category
Form 700
Schedules

Administrative Services Department
City Treasurer (Gov. Code §87200) 1 All
Finance Manager 2 A-1, A-2, B, C
Information Technology Manager 3 A-1, A-2, C
Senior Management Analyst 3 A-1, A-2, C

Advisory Bodies
Building Appeals Board Member 2 A-1, A-2, B, C
Conference and Visitors Bureau Board Member 2 A-1, A-2, B, C Industrial Development Authority Board Member** 2 A-1, A-2, B, C Parking Advisory Committee Member 2 A-1, A-2, B, C
Parks, Recreation and Beautification Commissioner 2 A-1, A-2, B, C Planning Commissioner (Gov. Code §87200) 1 All
Public Financing Authority Board Member** 2 A-1, A-2, B, C Public Financing Agency Board Member** 2 A-1, A-2, B, C Special Events Committee Member 2 A-1, A-2, B, C

City Council and Candidates for Elective Office
Candidate for City Council Member (Gov. Code §87200) 1 All Candidate for Mayor (Gov. Code §87200) 1 All
City Council Member (Gov. Code §87200) 1 All
Mayor (Gov. Code §87200) 1 All

City Manager’s Office
Assistant City Attorney 2 A-1, A-2, B, C
Assistant City Manager 2 A-1, A-2, B, C
City Attorney (Gov. Code §87200) 1 All
City Manager (Gov. Code §87200) 1 All
City Clerk 2 A-1, A-2, B, C
Human Resources Officer 3 A-1, A-2, C
Management Analyst 3 A-1, A-2, C

Community Development
Associate Planner 2 A-1, A-2, B, C
Building Inspector 2 A-1, A-2, B, C
Building Official 2 A-1, A-2, B, C
Code Enforcement Officer 2 A-1, A-2, B, C
Community Development Director 2 A-1, A-2, B, C
Planning Manager 2 A-1, A-2, B, C
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Plans Examiner/Building Inspector 2 A-1, A-2, B, C
Senior Planner 2 A-1, A-2, B, C

Consultants
Engineering Consultants
Environmental Consultants
Legal Consultants
Other Consultants
Full disclosure
unless otherwise
assigned in
writing.*
All, unless
otherwise
assigned in
writing.*

Fire Department
Assistant Fire Chief 2 A-1, A-2, B, C
Battalion Chief 2 A-1, A-2, B, C
Deputy Fire Chief 2 A-1, A-2, B, C
Fire Captain 3 A-1, A-2, C
Fire Captain/Specialist 3 A-1, A-2, C
Fire Chief 2 A-1, A-2, B, C
Fire Marshal 2 A-1, A-2, B, C

Police Department
Police Chief 2 A-1, A-2, B, C
Police Commander 3 A-1, A-2, C

Public Works Department/Engineering Division
Assistant Engineer 2 A-1, A-2, B, C
Capital Projects Manager 2 A-1, A-2, B, C
Engineer 2 A-1, A-2, B, C
Engineering Manager 2 A-1, A-2, B, C
Management Analyst 3 A-1, A-2, C
Public Facilities Manager 2 A-1, A-2, B, C
Public Works Director/City Engineer 2 A-1, A-2, B, C Senior Civil Engineer 2 A-1, A-2, B, C
Senior Management Analyst 3 A-1, A-2, C
Utilities Manager 2 A-1, A-2, B, C

Tourism and Events Department
Director of Tourism and Events 2 A-1, A-2, B, C
Recreation Manager 3 A-1, A-2, C
Tourism Coordinator 3 A-1, A-2, C

Other positions (Interim Filers). New positions that involve the making or influencing of government positions but
have yet to be added to this Code; new or existing
positions identified by the City Manager as having the
potential for conflict of interest.

Full disclosure
unless otherwise
assigned in
writing.*

All, unless
otherwise
assigned in
writing.*
* The City Manager may determine in writing that a particular consultant has been hired to perform a range of duties that is sufficiently limited in scope so as not to require full compliance with the disclosure requirements of this Code. Such written determination shall include a description of the consultant's duties and, based upon that description, a statement of the extent of disclosure requirements, if any.

The determination of the City Manager is a public record and shall be retained for public inspection in the same manner and location as the consultant's Form 700s. In this Code, "consultant" shall have the meaning as defined in California Code of Regulations Title 2, Division 6, §18700.3(a).

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** City Council Members file an expanded Form 700 identifying Industrial Development Authority, Public Financing Authority, and Public Financing Agency membership.

D. Disclosure Categories
Disclosure categories describe the types of financial interests that filers must disclose on their Form 700s. These Categories are tailored to the financial interests potentially affected by the official's governmental decisionmaking authority, and do not require public officials to disclose private financial information that does not relate to their capacity as an official for the City of Pismo Beach.

Refer to Section III.C. above, which sets forth the Disclosure Category assigned to each filer position.

Category descriptions herein make general reference to the type of financial interest that must be disclosed. Actual disclosure must be made in accordance with the FPPC Regulations pertaining to each category of financial interest. The reporting period for a given filing varies depending on the type of filing and category of filer; some interests must be reported as of the date of filing; others within the preceding 12 months; others within the prior calendar year. Filers are encouraged to carefully read the instructions included with each schedule of the Form 700, and the accompanying Form 700 Reference Pamphlet, when determining which interests to disclose and which timeframes to report.

1. Category 1
Category 1 (statutory) filers must report the following (Form 700 schedules A-1, A-2, B, C, D and E (All schedules)):

1. Investments (Schedule A-1; Schedule A-2): direct or indirect financial interest worth $2,000 or more in any business entity (including a consulting business or other independent contracting business) that is located in, doing business in, planning to do business in, or that has done business during the previous two years in, the city of Pismo Beach. (Ownership of less than 10% and ownership of 10% or greater to be reported separately.)

2. Real Property (Schedule B): direct or indirect financial interest worth $2,000 or more in in real property located the city of Pismo Beach.

3. Income, Loans, & Business Positions (Schedule C): the source and amount of gross income of $500 or more received during the reporting period from source(s) located in, doing business in, planning to do business in, or having done business during the previous two years in, the city of Pismo Beach; includes job titles with each reportable business entity even if no income was received during the reporting period.

4. Gift (Schedule D): anything with an actual or estimated fair market value of $50 or more for which the filer not provided equal or greater consideration to the donor; includes gifts accepted but not used.

5. Travel payments (Schedule E): advances and reimbursements for travel and related expenses, including lodging and meals.

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The complete disclosure obligations for Category 1 Filers shall be in accordance with those set forth in Government Code §87200 et seq., and Title 2, California Code of Regulations §18104 et seq., including any duly adopted amendments thereto. These obligations are restated herein only for ease of reference.

2. Category 2
Individuals exercising the duties of positions classified as Category 2 filers must report the following (Form 700 schedules A-1, A-2, B, and C):

1.Investments (Schedule A-1; Schedule A-2): direct or indirect financial interest worth $2,000 or more in any business entity (including a consulting business or other independent contracting business) that is located in, doing business in, planning to do business in, or that has done business during the previous two years in, the city of Pismo Beach. (Ownership of less than 10% and ownership of 10% or greater to be reported separately.)

2.Real Property (Schedule B): direct or indirect financial interest worth $2,000 or more in in real property located the city of Pismo Beach.

3.Income, Loans, & Business Positions (Schedule C): the source and amount of gross income of $500 or more received during the reporting period from source(s) located in, doing business in, planning to do business in, or having done business during the previous two years in, the city of Pismo Beach; includes job titles with each reportable business entity even if no income was received during the reporting period.

3. Category 3
Individuals exercising the duties of positions classified as Category 3 filers must report (Form 700 schedules: A-1, A-2, and C):

1.Investments (Schedule A-1; Schedule A-2): direct or indirect financial interest worth $2,000 or more in any business entity (including a consulting business or other independent contracting business) that is located in, doing business in, planning to do business in, or that has done business during the previous two years in, the city of Pismo Beach. (Ownership of less than 10% and ownership of 10% or greater to be reported separately.)

2.Income, Loans, & Business Positions (Schedule C): the source and amount of gross income of $500 or more received during the reporting period from source(s) located in, doing business in, planning to do business in, or having done business during the previous two years in, the city of Pismo Beach; includes job titles with each reportable business entity even if no income was received during the reporting period.

4. Category Unassigned
Individuals filing a Form 700 pursuant to Section III.B.3 Interim Filers shall file under the broadest disclosure category, equivalent to the requirements of Category 1, (refer to Section III.D.3) unless a specific, limited disclosure category has been assigned in writing by the City Manager.

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E. Statement Filing and Retention

1. Filing of Statements
Individuals holding positions identified in Section III.C of this Code ("filers") shall be required to file FPPC Form 700 Statements of Economic Interests (“statements”) with the Pismo Beach City Clerk's Office, which will make the statements available for public inspection and reproduction in accordance with Gov. Code §81008.

2. Filing Intervals and Deadlines (Gov. Code §87302(b)
Unless otherwise provided by state law, Form 700s shall be filed at the following intervals, and be deemed timely only when received by the City Clerk's Office on or before the following deadlines:

a. Type of statement: Assuming Office Statement (Gov. Code §87202) Deadline: Within thirty (30) days of assuming office.

Applicable to:
 Individuals hired, promoted, reclassified, contracted, appointed, or elected to a filer position (date of swearing in, or commencement of duties, whichever occurs first, to constitute date of assuming office);
 Individuals currently holding a position that is newly classified by revision of this Code (date of revision to constitute date of assuming office for filing purposes);
 Individuals holding newly-created positions assigned a disclosure category on FPPC Form 804 (Interim Filers) (date of assignment to constitute date of assuming office).

Exception: Statutory filers who leave office and assume another statutory filer position within 45 days (Gov. Code §87205); Designated filers hired, promoted, reclassified, contracted or appointed to another designated filer position; Candidates for Council Member or Mayor.

b. Type of statement: Annual Statement (Gov. Code §87203) Deadline: April 1 of every year (Extended to next working day if April 1 falls on a weekend or holiday).

Applicable to: All Filers.

Exception: Filers who assumed office between October 1 and December 31 of the prior year, who shall not be required to file the immediately following April; Candidates for Council Member or Mayor.

c. Type of statement: Leaving Office Statement (Gov. Code §87204) Deadline: Within thirty (30) days of leaving office.

Applicable to: All Filers.

Exception: Statutory filers who leave office and assume another statutory filer position within 45 days (Gov. Code §87205); Designated filers hired, promoted, reclassified, contracted or appointed to another designated filer position; Candidates for Council Member or Mayor.

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d. Type of statement: Candidate Statement (Gov. Code §87200; §87201; §87302.3) Deadline: Per statute, no later than the final filing date for nomination papers. Per elections administration requirements, filing must be made prior to, or concurrent with, the candidate’s nomination paperwork.

Applicable to: Individuals seeking election, including re-election, to an elected City position.

Exception: Candidates who have filed an Assuming Office or Annual Statement within 60 days before the nomination deadline. (Gov. Code §87201; §87302.3)

3. Format of Statements
All filers shall be required to file Form 700s electronically using the City’s online eDisclosure filing system, or any successor system, unless an exception is authorized by the City Clerk due to extenuating circumstances. Any filer whose Form 700 is accepted in an alternative format due to extenuating circumstances shall have their filing uploaded to the City’s e-filing system as soon as practicable.

Statutory filers shall not file Form 700s using the FPPC’s online eDisclosure system.

Under no circumstances shall a Form 700 be accepted in the form of a scan of a wet-signed statement.

4. Disposition of Statements
Statements for all filers shall remain on file electronically and be duplicated for public viewing in the City's electronic document management system. Hard copy statements accepted for filing due to extenuating circumstances shall also be retained as described in Section III.E.5.

5. Retention and Destruction of Statements
Statements on file in the Clerk's Office will be retained in accordance with the City’s Records Retention Schedule, and in no case for less than the amount of time prescribed by Gov. Code §81009.

6. Penalty
Any filer who fails to timely file a complete Form 700 by the deadlines outlined in Section III.E.2 will be subject to a penalty of $10 per day for each day the statement is late, up to a maximum of $100, penalty to be assessed upon filing. These funds shall be deposited into the General Fund (Gov. Code §91013). Any filer who fails to timely file a completed Form 700 within 30 days of the missed filing deadline shall be referred to the FPPC for official enforcement action.

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IV. DISQUALIFICATION
A. Disqualification, Generally
All City of Pismo Beach officials are required to disqualify themselves from making, participating in, or in any way attempting to use their official position to influence, a governmental decision in which the official knows, or has reason to know, that he or she has a disqualifying financial interest. This disqualification requirement is distinct from, and in addition to, the financial interest disclosure requirements provided under state law and this Code. Disqualifying interests may include interests that the official is not required to disclose as part of their Form 700.

At a minimum, all agency officials shall disqualify themselves from making, participating in, or influencing a governmental decision (as defined by Regulation §18704), when the official has a financial interest (as defined by Gov. Code §87103), which may be reasonably foreseen (as defined by Regulation §18701), to be materially affected by the decision (as materiality is defined by Regulation §18702 et seq.) in a manner that is distinguishable from its effect on the public generally (as provided in Regulation §18703), upon the official or the official's spouse and dependent children (Gov. Code §82029). (Gov. Code 87302(c))
B. Types of Disqualifying Interests
Enumerated, the types of disqualifying interests provided in Gov. Code §87103 are:

1. Any business entity in which the public official has a direct or indirect investment worth two thousand dollars ($2,000) or more;

2. Any real property in which the public official has a direct or indirect interest worth two thousand dollars ($2,000) or more;

3. Any source of income, except gifts or loans by a commercial lending institution made in the regular course of business on terms available to the public without regard to official status, aggregating five hundred dollars ($500) or more in value provided or promised to, received by, the public official within 12 months prior to the time when the decision is made;

4. Any business entity in which the public official is a director, officer, partner, trustee, employee, or holds any position of management;

5. Any donor of, or any intermediary or agent for a donor of, a gift or gifts aggregating two hundred fifty dollars ($250) or more in value provided to, received by, or promised to the public official within 12 months prior to the time when the decision is made. The amount of the value of gifts specified by this subdivision shall be adjusted biennially by the City to equal the same amount determined by the Fair Political Practices Commission pursuant to subdivision (f) of Section 89503 ($590 in 2023/2024).

C. Disqualification/Recusal of Legislative Body Members Statutory and designated filers who are members of a legislative body (as defined by Gov. Code §54952) who have a prohibited conflict of interest with respect to an agenda item for a noticed meeting must disqualify themselves from participation in consideration of the item.

1. Recusal Procedures
In accordance with Regulation §18707 et seq., the timing and manner of announcement of a legislative body member’s conflict of interest shall depend on Council Agenda 2-20-2024
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whether the meeting is an open or closed session, and upon whether the official is present when the item commences, or departs prior to it commencing, or arrives following its conclusion, as follows.
a. Open Session Meetings.

If the governmental decision will be made during an open session of a public meeting, the public announcement of the nature of the conflict must be made orally in full compliance with Section 2 below.

If the official is in attendance at the time of consideration of the item from which the official is disqualified, the official shall, following the presiding officer's announcement of the item, but before discussion has begun (Gov. Code 87105(a); Regulation §18707(a)(2)):
 Openly identify the financial interest that gives rise to the conflict in detail sufficient to be understood by the public, except that disclosure of the exact street address of a residence is not required. The announcement of the conflict shall include the information required by Section 2 below, depending on the nature of the conflict. (Gov. Code 87105(a)(1)).  Vacate their seat, and except as set forth in Section IV.C.3, leave the room until the matter in question has been resolved (Regulation §18707(a)(3)).

This leave-the-room requirement shall not apply if the item from which the official is disqualified is part of the consent calendar (Gov. Code 87105(a)(3); Regulation §18707(a)(3)(B)).

If the official leaves a meeting in advance of the agenda item from which the official is disqualified, the official shall identify the item and announce the nature of their conflict prior to leaving the meeting. (Regulation §18707(a)(2))

If an official first joins a meeting after the consideration of the agenda item from which the official is disqualified, the official shall identify the item and announce the nature of their conflict immediately upon joining the meeting. (Regulation §18707(a)(2))
b. Closed Session Meetings.

If the governmental decision will be made during a closed session, the public announcement of the nature of the conflict must be made orally in open session before the body goes into closed session and may be limited to a declaration that the official's recusal is because of a conflict of interest under Gov. Code §87100.

The public official must not be present when the decision is considered in closed session or knowingly obtain or review a recording or any other non-public information regarding the governmental decision. (Regulation §18707(a)(4))

2. Content of Announcement of Conflict
In accordance with Regulation §18707(a)(1)(A), any official with such a disqualifying financial interest shall orally announce the nature of each financial interest giving rise to conflict(s) of interest. In announcing the nature of the conflict, the official shall include at a minimum the following information:
 The official must publicly identify each type of financial interest held by the official that gives rise to the conflict of interest (i.e. business entity, real property, source of income, gift(s) or a personal financial effect).

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For each financial interest identified, the official must provide the following, as applicable:
o The name of the business entity, general description of the business activity, and any position held.
o The real property address; or assessor's number; or a statement that the property is the official's personal residence, in which case disclosure of the exact location is not required.
o The name of the source of income.
o The name of the source of a gift.
o The nature of the expense, liability, asset, or income affected.

3.Common-Law Conflicts
In the event a legislative body member wishes to recuse themselves from participation in a decision in which the official has a common-law conflict of interest (i.e. a connection to the decision or one of its participants that would render the official unable to act impartially, but which does not constitute a financial conflict of interest as defined by the Political Reform Act and accompanying regulations), the official shall make a good faith effort to comply with the procedures set forth in Section IV.C.1 to the greatest extent applicable. Full compliance with Section IV.C.2 regarding the content of the announcement shall not be required.

4. Participation as a Member of the Public
An official who is a member of a legislative body who is recused from participation in an agenda item during a noticed meeting due to conflict of interest may choose to listen from the audience with the general public, and may address the legislative body of which they are a member regarding matters related solely to his or her personal interests during the time that the general public speaks on the issue, if the official has complied with all of the above. (Gov. Code 87105(a)(4); Regulation 18707(a)(3)(B))

5.Minute Record.

The fact and nature of a legislative body member’s recusal and announcement of conflict shall be made a part of the minute record for both open and closed session meetings. (Regulation §18707(a)(1)(B))

6.Legal Requirement for Participation
No official shall be prevented from making, or participating in the making, of any decision to the extent his or her participation is legally required (Gov. Code §87101 and Regulation §18705) for the decision to be made.

7. Tie Votes and Lack of Quorum
The official’s presence for purposes of breaking a tie shall not constitute legally required participation. Except as may be provided by applicable law, an official who is recused due to conflict of interest may not be called upon to break a tie or form a quorum. (Regulation §18707(a)(3))
D.Self-Dealing Prohibitions
All City officials and employees shall comply with the provisions of Government Code §1090, which prohibits self-dealing through contracts made in an official capacity. The City shall not enter into any contract in which a City Council Member has a financial Council Agenda 2-20-2024
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12.C-19

interest. This prohibition may not be averted by recusal of the City Council Member from decision-making proceedings.

No Advisory Body Member, or entity in which a Member has a financial interest, may be a party to any agreement for professional services or tangible goods executed by the City, or otherwise act as a consultant, contractor, or vendor to the City, nor may any Advisory Body Member participate in any decision relating to such an agreement, unless the City Attorney determines in writing that the Member's financial interest in such arrangement is sufficiently removed from the Member's influence or capacity as a City official such that no conflict with the provisions of Government Code §1090 or other conflict-of-interest statute is foreseen, and that minimal or no risk to the City is anticipated.

Any such determination by the City Attorney shall be made for the benefit of the City only, and does not relieve the Advisory Body Member of any responsibility for determining their own duties and limitations under applicable law, or provide any immunity to the Member in the event of legal action relating to the same.

E.Revolving Door Prohibitions
In addition to the disqualification requirements set forth above for all City officials, no City official shall make, participate in making, or use their official position to influence, any governmental decision directly relating to any person or agency with whom the public official is negotiating, or has any arrangement concerning, prospective employment. (Gov. Code §87407)
F. “Pay to Play” Prohibitions
Except where the official returns the contribution pursuant to Gov. Code §84308(d), while a proceeding involving a license, permit, or other entitlement for use is pending, and for 12 months following the date a final decision is rendered in the proceeding, an officer of an agency shall not accept, solicit, or direct a contribution of more than two hundred fifty dollars ($250) from any party or a party’s agent, or from any participant or a participant’s agent if the officer knows or has reason to know that the participant has a financial interest, as that term is used in Gov. Code §87100 et seq. This prohibition shall apply regardless of whether the official accepts, solicits, or directs the contribution on the official’s own behalf, or on behalf of any other official, or on behalf of any candidate for office or on behalf of any committee.

Prior to rendering any decision in a proceeding involving a license, permit, or other entitlement for use pending before an agency, each official of the agency who received a contribution within the preceding 12 months in an amount of more than two hundred fifty dollars ($250) from a party or from any participant shall disclose that fact on the record of the proceeding. An official of an agency shall not make, participate in making, or in any way attempt to use the official’s official position to influence the decision in a proceeding involving a license, permit, or other entitlement for use pending before the agency if the official has willfully or knowingly received a contribution in an amount of more than two hundred fifty dollars ($250) within the preceding 12 months from a party or a party’s agent, or from any participant or a participant’s agent if the official knows or has reason to know that the participant has a financial interest in the decision, as that term is described with respect to public officials in Gov. Code §87100 et seq.

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G. Statutory Filers Not Limited by this Code
Disqualification requirements for statutory filers include, but are not limited to, those requirements restated herein for ease of reference; obligations for statutory filers are fully set forth in state law and regulation, including but not limited to Government Code §87105 and California Code of Regulations, Title 2, Division 6, §18707 et seq. and more broadly, Government Code §81000, et seq., Government Code §1090, et seq., and California Code of Regulations Title 2, Division 6, §18104 et seq.

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