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CC 2016-08-23_09f Temporary CC Meeting Location Change MEMORANDUM TO: CITY COUNCIL FROM: GEOFF ENGLISH, ACTING CITY MANAGER SUBJECT: CONSIDERATION OF A RESOLUTION TEMPORARILY CHANGING THE PLACE OF REGULAR CITY COUNCIL MEETINGS AND CANCELLATION OF THE NOVEMBER 8, 2016 REGULAR CITY COUNCIL MEETING DATE: AUGUST 23, 2016 RECOMMENDATION: It is recommended the City Council: 1) Adopt a Resolution temporarily changing the place of the regular City Council meetings; and 2) Cancel the regular City Council meeting of November 8, 2016. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: Costs associated with rental of the South County Regional Center and set up of audio/visual equipment by AGP Video are included in the City Council Chambers Accessibility Improvement and Audio, Video, and Sound System Project budget. BACKGROUND: On August 9, 2016, the City Council approved the City Council Chambers Accessibility Improvement and Audio, Video, and Sound System Project (“Project”). The City Council Chambers will be under construction and inaccessible for public meetings between September and December; therefore, regularly scheduled government meetings will be required to be held at a different location. ANALYIS OF ISSUES: Arroyo Grande Municipal Code Section 2.04.020 states that regular meetings of the City Council shall be held at the City Council Chambers located at 215 E. Branch Street, Arroyo Grande; provided, however, the place of regular meetings may be changed by majority vote of the City Council and upon posting on the doors of the City Council Chambers a notice of the time and place of the changed meeting. Therefore, the City Council may, by Resolution, change the place of regular meetings. For most of the City’s Commissions, Committees, and Boards, the Municipal Code sets forth provisions that all regular meetings shall be held at the City Council Chambers located at 215 E. Branch Street. An Ordinance would be required to change the Code to allow similar flexibility in changing the place of regular meetings. In this case, due to the temporary nature of the displacement, the simplest solution Item 9.f. - Page 1 CITY COUNCIL CONSIDERATION OF APPOINTMENT OF VOTING DELEGATE FOR THE LEAGUE OF CALIFORNIA CITIES ANNUAL CONFERENCE AUGUST 9, 2016 PAGE 2 would be to notice the meetings as special meetings, with emphasis on the change in meeting location. Based on availability, the South County Regional Center at 800 W. Branch Street, and the City of Arroyo Grande Woman’s Club and Community Center at 211 Vernon Street have been reserved for City Council, Planning Commission, and Traffic Commission meetings. The Parks and Recreation Commission meetings will be held at the Elm Street Community Center located at 1221 Ash Street (Attachment 1). In an effort to provide sufficient public notice of changes in regular meeting locations, a press release will be distributed and the schedule of meetings and locations will be posted on the door of the City Council Chambers, on the City Hall public bulletin board, and on the City’s website. The change in meeting locations will also be emphasized and highlighted on all Agendas. Additionally, this year, the November 8, 2016 General Municipal Election falls on a regular City Council meeting date. Both the South County Regional Center and the Woman’s Club and Community Center are utilized as polling places for the Election and are not available. Therefore, it is recommended the City Council cancel the regularly scheduled City Council meeting of November 8, 2016. ALTERNATIVES: The following alternatives are provided for the Council's consideration: 1) Adopt a Resolution temporarily changing the place of the regular City Council meetings; and cancel the regular City Council meeting of November 8, 2016; or 2) Provide staff with other direction. ADVANTAGES: Adoption of the Resolution will allow the City Council to hold its regular meetings at alternative locations while the Project moves forward. Cancelling the November 8, 2016 regular meeting will also allow the City Council, staff and citizens to participate in election night activities. DISADVANTAGES: No disadvantages have been identified. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC INFORMATION AND COMMENTS: The Agenda was posted in accordance with Government Code Section 54954.2. Attachments: 1. Temporary Change of Meeting Places for Government Meetings Item 9.f. - Page 2 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE TEMPORARILY CHANGING THE PLACE OF ITS REGULAR MEETINGS WHEREAS, pursuant to Arroyo Grande Municipal Code Section 2.04.020, regular meetings of the City Council shall be held at the City Council Chambers located at 215 E. Branch Street, Arroyo Grande; provided, however, the place of regular meetings may be changed by majority vote of the City Council and upon posting on the doors of the City Council Chambers a notice of the time and place of the changed meetings; and WHEREAS, the City Council Chambers will be temporarily under construction for the City Council Chambers Accessibility Improvement and Audio, Video, and Sound System Project (“Project”) and unavailable for public meetings; and WHEREAS, the City Council desires to temporarily change the place of its regular meetings during construction of the Project. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Arroyo Grande as follows: 1. Effective September 2016, the regular meetings of the City Council shall be held on the second and fourth Tuesday of each month, at 6:00 p.m., at the places referenced in Exhibit A, attached hereto and incorporated by reference. 2. This Resolution shall be in full force and effect immediately upon its passage and adoption thereof. This Resolution shall be automatically repealed and have no further force or effect upon completion of the Project when the regular meetings of the City Council will again be held at the City Council Chambers located at 215 E. Branch Street, California. 3. The City Clerk is directed to post notice of the place of the changed meetings on the doors of the Council Chambers, located at 215 E. Branch Street, the City Hall public bulletin board at 300 E. Branch Street, and on the City website. On motion of Council Member ________________, seconded by Council Member ______________, and by the following roll call vote, to wit: AYES: NOES: ABSENT: the foregoing Resolution was passed and adopted this 23rd day of August, 2016. Item 9.f. - Page 3 RESOLUTION NO. PAGE 2 ___________________________________ JIM HILL, MAYOR ATTEST: ___ KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT: _____________________________________ GEOFF ENGLISH, ACTING CITY MANAGER APPROVED AS TO FORM: ___________________________________ HEATHER WHITHAM, CITY ATTORNEY Item 9.f. - Page 4 RESOLUTION NO. PAGE 3 EXHIBIT A TEMPORARY CHANGE OF MEETING PLACE FOR CITY COUNCIL MEETINGS September 13, 2016 South County Regional Center, 800 W. Branch Street, A.G. September 27, 2016 South County Regional Center, 800 W. Branch Street, A.G. October 11, 2016 South County Regional Center, 800 W. Branch Street, A.G. October 25, 2016 AG Woman’s Club and Community Center, 211 Vernon Street, A.G. November 8, 2016* Meeting Cancelled November 22, 2016 South County Regional Center, 800 W. Branch Street, A.G. December 13, 2016: AG Woman’s Club and Community Center, 211 Vernon Street, A.G. December 27, 2016** South County Regional Center, 800 W. Branch Street, A.G. * SCRC & Woman’s Club serve as polling places for the November 2016 Election ** Meeting subject to cancellation upon future action by the City Council due to holidays Item 9.f. - Page 5 MEETING DATE LOCATION CITY COUNCIL Tuesday, September 13, 2016 South County Regional Center, 800 W. Branch Street CITY COUNCIL Tuesday, September 27, 2016 South County Regional Center, 800 W. Branch Street CITY COUNCIL Tuesday, October 11, 2016 South County Regional Center, 800 W. Branch Street CITY COUNCIL Tuesday, October 25, 2016 AG Woman's Club and Community Center, 211 Vernon Street CITY COUNCIL Tuesday, November 08, 2016 Meeting Cancelled CITY COUNCIL Tuesday, November 22, 2016 South County Regional Center, 800 W. Branch Street CITY COUNCIL Tuesday, December 13, 2016 AG Woman's Club and Community Center, 211 Vernon Street CITY COUNCIL Tuesday, December 27, 2016 South County Regional Center, 800 W. Branch Street PLANNING COMMISSION Tuesday, September 06, 2016 South County Regional Center, 800 W. Branch Street PLANNING COMMISSION Tuesday, September 20, 2016 AG Woman's Club and Community Center, 211 Vernon Street PLANNING COMMISSION Tuesday, October 04, 2016 AG Woman's Club and Community Center, 211 Vernon Street PLANNING COMMISSION Tuesday, October 18, 2016 AG Woman's Club and Community Center, 211 Vernon Street PLANNING COMMISSION Tuesday, November 01, 2016 AG Woman's Club and Community Center, 211 Vernon Street PLANNING COMMISSION Tuesday, November 15, 2016 AG Woman's Club and Community Center, 211 Vernon Street PLANNING COMMISSION Tuesday, December 06, 2016 AG Woman's Club and Community Center, 211 Vernon Street PLANNING COMMISSION Tuesday, December 20, 2016 AG Woman's Club and Community Center, 211 Vernon Street TRAFFIC COMMISSION Monday, September 19, 2016 AG Woman's Club and Community Center, 211 Vernon Street TRAFFIC COMMISSION Monday, October 17, 2016 South County Regional Center, 800 W. Branch Street TRAFFIC COMMISSION Monday, November 14, 2016 AG Woman's Club and Community Center, 211 Vernon Street TRAFFIC COMMISSION Monday, December 19, 2016 South County Regional Center, 800 W. Branch Street PARKS & RECREATION COMMISSION Wednesday, September 14, 2016 Elm Street Community Center, 1221 Ash Street PARKS & RECREATION COMMISSION Wednesday, October 12, 2016 Elm Street Community Center, 1221 Ash Street PARKS & RECREATION COMMISSION Wednesday, November 09, 2016 Elm Street Community Center, 1221 Ash Street PARKS & RECREATION COMMISSION Wednesday, December 14, 2016 Elm Street Community Center, 1221 Ash Street TEMPORARY CHANGE OF MEETING PLACES FOR GOVERNMENT MEETINGS ATTACHMENT 1 Item 9.f. - Page 6