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