BodyCity Council
MeetingRegular Meeting
Date📅 January 29, 2026

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0:01 – 0:0911 turns

UnidentifiedUnidentified speaker 1Proposed1:25

Yeah, because of that way they're facing. Yeah, perfect. Yeah? No that shouldn't move. And then does Chris know where the presenter is going to be? Tell Chris that the presenter will be right under the PowerPoint so just to let him know

UnidentifiedUnidentified speaker 2Proposed4:42

Give me. Baby you get me feelin' right now

ElectedRandy RowseMayorProposed · by role6:11

Good morning, everyone. Let's get ready to... Hello? Is it on? I don't think it's on. Good morning, everyone! Hello,

CommentChi RialProposed · by introduction6:41

hello.

ElectedRandy RowseMayorProposed · by role6:43

Good morning everyone let's start settling down so we can call this meeting to order please. Is that audible? Okay all right thank you very much well now it seems to work okay welcome to the Faulkner Gallery uh this is the Thursday January 29th 2026 it's a special meeting of the Santa Barbara City Council would you

Pledge of Allegianceceremonial · click to expand · ≈8s recited, not transcribed
ElectedRandy RowseMayorProposed · by role7:06

please rise and join me in the Pledge of Allegiance and Miss McAdoo Okay, we will. We will face West, and we'll say

I pledge allegiance to the flag of the United States of America and to the Republic for which it stands one nation under God indivisible with liberty and justice for all. And would the clerk please call the roll.

All right very good and with that we're gonna go to public comment.

Roll call, called by Rick Lemmo · 1 under review
Show transcript
Thank you Mayor, I will call the role Councilmember Harmon. Council Member Santa Maria, not yet present. Mayor Pro Tem Sneddon? Here. Council Member Friedman? Here. Council Member Gutierrez? Present. Council Member Jordan? Here. And Mayor Rouse? Here
Agenda Discussionitems moved / continued / pulled, click to expand
ElectedRandy RowseMayorProposed · by role7:59

Public comment today will be limited to items listed on the agenda this is a duly noted special meeting of the Santa Barbara City Council

public comment will in fact be limited only to those items on the agenda today All right, very good. Madam Clerk do we have any speaker slips submitted or do we?

CommentRick LemmoProposed · by introduction8:20

If anyone would like to make a public comment on items on the agenda you can come up and then we'll do speaker slips afterwards.

ElectedRandy RowseMayorProposed · by role8:28

Okay very good and we'll have three minutes at the podium if anybody wants to speak on the agenda items if not we'll move on and begin the symposium.

CommentRick LemmoProposed · by introduction8:37

I'm not seeing anyone coming up to speak, Mayor.

ElectedRandy RowseMayorProposed · by role8:40

Okay well how about that? All right very good then let's go ahead and begin our symposium and I'll turn it over to Ms. Harris are you conducting this or...

CommentRick LemmoProposed · by introduction8:49

I think I'm going to make some prefacing comments for the Council and then I'll turn it over to Ms. Harris. So, just wanted to open today and thank the council and our distinguished panelists here today. The goal of this first session of this retreat today is really to help provide kind of an overview of the retail environment in the state of California and then more specifically The Central Coast in Santa Barbara.

As we are working on the State Street Master Plan and just thinking about economic development in our community more generally, we thought it would be helpful for the council to just have more of a grounding in kind of what is going on in the retail leasing environment? What is the retail market in Santa Barbara really to help inform you and to allow you to ask questions of experts to help also so that you all have an understanding what we should be thinking about in terms of our retail environment here in Santa Barbara. So that's really the goal of today's session, it's simply informational and I'm going to let Ms. Harris take it over and she'll introduce our panelists and provide a little more background.

0:09 – 0:253 turns

CommentTess HarrisProposedself-stated9:58

Great. Thank you, Miss McAdoo. Good morning everybody and thank you for being here. My name is Tess Harris and I'm the State Street Master Planner for the City of Santa Barbara. It's really exciting to be here today. Today's Retail Symposium is the first of its kind for the city And it's an intended to provide a shared context as the council continues its work on downtown revitalization. I want to take a moment, this is the first but it certainly not the last so I appreciate all members of the public that are here today. We've already had conversation with some of our panelists and others that aren't in the room today about coming back into having another conversation around retail.

with many shared stakeholders in the community. So I just want Council to know that this won't be the only opportunity, it's really an introduction. So and I have a few comments, and then I'm going to pass it off to our panelists. I am just so delighted to have Rachel Rick and Mark here with us today. They all bring really great expertise in different areas around the retail environment. And so really thrilled to get to hear from them and be able to ask questions throughout the day.

So our goal today is to discuss what kinds of changes the city can make to improve the retail environment downtown and help businesses thrive, and in the city as a whole. And so staff have been looking more closely at the relationship between retail and tourism, between retail and residents, and really what is going on in our retail environment overall. Some of you may have been at the tourism summit yesterday and really just want to thank Visit Santa Barbara for that as well.

In looking at our Placer AI data that the city has, it's really interesting just to note that the number of unique visits that happen are primarily from metropolitan areas in California that we do draw Over 12,000 unique visits meaning one person is counted once even if they stay for five days or 30 days in a month. So over 12,000 from the San Francisco area excuse me over 37,000 from Los Angeles we have a large group from Riverside area over 5,000 San Diego, also very large and those are some of them they represent an important part of downtown's customer base. They also help to shape the demand for retail dining and our services.

And at the same time, and perhaps even more so downtown retail is also serving its residents. It's worth noting the wide range of ages and our demographics in general in Santa Barbara, and I just want to highlight the three age categories that have the highest amount of people in this city that our retail environment is serving. We have over 17% of Santa Barbara residents between the ages of 20 and 29. We have about 14% between 30 and 39, and we have about 12% between 60 and 69.

Each of these groups interacts with downtown differently and with retail differently, and that has implications for the retail mix hours, the types of spaces that we are providing from a retail environment. And then also worth noting just the relationship between housing and retail, and how that affects the retail environment. And quite frankly we don't have enough housing in our downtown.

And then we've also observed as staff in the downtown area, downtown tenants with the highest levels of foot traffic. So sometimes in the case of Apple and Marshall's those are two of our sales tax, two of 25, the top 25 sales tax Remitters in the city of Santa Barbara, but there are other tenants as well that are drawing in a significant number of people into our retail environment. And they're not just national retailers, they're also local restaurants and bars, hospitality uses and smaller businesses.

Just in pulling together the Kempton Canary Hotel, Wildcat, Joe's Cafe, Sandbar, Marshalls, Alo Yoga, World Market, Apple, Urban Flea Market, Locum and Gap. And I chose those there's a mix of them there but they have visits that total about 2 million visits downtown annually. That's a lot of people coming in and out of those businesses. Um, and so the mix is again how different types of tenants can collectively contribute to activity and visibility and vibrancy downtown. You'll hear that from our panelists today. And I want to highlight that the purpose again for this symposium it's not to advocate for a specific project or a specific outcome. It's to share insights on how retail in Santa Barbara has evolved What drives successful retail districts today and how the city can help create business conditions that have long-term success.

And so we're three, we're really pleased to be joined by our three speakers who bring statewide regional and local perspectives. Rachel the president of the California Retailers Association will kick us off and provide kind of an overview of what's happening at the state level in terms of retail. And then Rick Lemmo with Caruso Properties will share insights on tenanting strategies, retail mix and give his perspective from that lens. And then Mark Ingalls with Camino Real Marketplace in Goleta will offer a local market perspective from the South Coast and share success and lessons learned from his experience in commercial real estate. So with that I'm going to introduce Rachel.

Rachel Michelin is the president and CEO of the California Retailers Association Where she represents the state's retail industry before the legislature and regulatory agencies. She oversees a statewide membership that includes small independent retailers, franchises national brands and online merchants. Rachel brings more than 20 years of experience leading trade associations with a focus on policy advocacy organizational growth and building bipartisan relationships across the public and private sectors.

Rachel's leadership and relationships with the legislature and the governor's office have resulted in the most comprehensive retail theft bill package in modern California history. So with that, thank you so much, Rachel. And I'll pass it

UnidentifiedUnidentified speaker 3Proposed16:33

off to you. Well, thank you. Thank you so much. Thank you for having me appreciate the opportunity. I appreciated a tour I received yesterday of your retail in this area, in addition to participating in the summit And as I was telling some folks, now that I know it's less than an hour flight from Sacramento here. We'll be back because it's just a wonderful place to be and You know, unfortunately I took one for the team to be here and you know my team is in Sacramento in the cold. So, you know, I really have enjoyed my time here. And I'm going to touch a little bit on kind of high level. You know I'm with two gentlemen who are here in the weeds who are from this community so I'm not going to try to tell you all what you should do but I'm gonna give you some ideas and some challenges that I think are facing communities up and down the state of California When it comes to economic development and particularly I spent a few days prior to this with the number of CEOs from the national brands.

I'm having a lot of these conversations so you know I want to reiterate you know retailers want to see a vibrant business community in California. This is the largest retail market in the nation and the good and bad is that you know retailers have to So here because this is where the population is but we're also the most regulated and state in the nation where it is extremely expensive to operate in a state like California.

I will say that you know the number one thing that we hear over and over again even from my member companies It's it's this housing issue. It really is housing housing when retailers look to come and invest whether it's a national brand or small retailer they're looking for do I have the traffic that's going to allow me to cover the cost in order to operate in this community and while tourism I'm a huge fan of tourism California is as a great state to come and visit You know, a lot of these CEOs did not want to go back to the East Coast where it was you know negative 10 degrees. And so, you know coming here was it was a great treat for them and the reality is that, you know We need to make sure our employees can can live we need to have that workforce.

We need to have they're going to look at how can we sustain and when you think about the difference between an independent retailer and a national brand, a national retailer can absorb some of those costs. You know if there's a store and they really want to be in that market they probably have other stores whether it's in California or other parts of the country where they can absorb costs A small retailer can't. They're looking at their P&L and saying, Can I make payroll? Right? Can I pay my employees? And so that housing element is so vitally important which is why even from a retailers association perspective we are now engaging in housing legislation in Sacramento Because we really and that is something that as a state, you know, I don't think it falls just on local government as a state.

We need to figure out how are going to address this? How are we going to lower compliance because the cost to do business is more around the regulatory environment in the state of California what we find so often is that The legislature will pass legislation. It goes over to regulatory board or agency and it's the regulations in the compliance that conflict with other pieces of law, and so it's what as I told a member of the Legislature my members want to know which fire hose to look at they comply here they're going to get sued here If they comply here, they're going to get sued there. And so part of what I think is a role for local government in particular is to have those conversations with your elected officials at the state level To tell them if we want to see more investment in our communities, we need to streamline the regulatory process.

We need to make it easier even at the state level because what happens is that's a deterrent for retailers to invest in the state and I'll give an example. I have a national brand who the CEO called me because he really wanted to invest build 40 new stores across the State of California To build one store just before they do anything is over half a million dollars just to comply with the EV charging regulation and the solar regulation.

And so when they see that, they're like well we're not going to invest. We'll go somewhere else and do it because it's easier to make those investments because I don't know if I'm gonna recoup those costs. And when you layer on some of the other things that are coming out of Sacramento in particular for a retailer it makes it very difficult. These are national brands When I talk to small retailers who to me are the lifeblood of any community. Because it's not you know, I love my national brands are great but it's a small retailers that's that's their identity that's who they are and so when I talked to them my heart breaks because they're also inundated with the same regulation the same compliance costs that some of these larger retailers are but they can't absorb it and so when you're thinking about Economic development and you're thinking about how you're going to be, you know, and I talked to city councils about it.

It's how are you going to tell a narrative that's going to make whether it's a national brand but more in particular smaller retailer comfortable and making not only that monetary investment but the emotional investment of being willing to open a store and go through the emotions that you have to You know, are you cutting the red tape in your local communities? Are you making them feel welcome? Are you looking at a plan? One of the things I see a lot is analysis paralysis.

People analyze and analyze and analyze and never make a decision. And I think that in this environment with its economy, we need people to make decisions and I get how hard it is because you make one decision. You're going to get hammered over here by social media. You're going to get yelled at people. It's a very volatile environment but I think that for Californians in particular in a community that is so beautiful like Santa Barbara You have such opportunity to change that narrative. But it really is going to take not just you looking at what you can do in your own community, but also what can you all do as leaders to help us impact things going on in Sacramento? Because really if we can't change that narrative, and there's a lot of us trying to do that.

We're just like hamsters on a wheel. We're going to keep running but we're not going to get anywhere because the narrative is still that it's very challenging to open businesses here in the state. I love California. I think we have so much potential. I think there are people that are willing to work with us, particularly in the majority party. But we need more voices and more help because this is going to impact whether you're going to survive as a thriving retail community or else you're gonna have to think of another way of approaching some of the things that you're doing here in your community because the reality is that the costs are just escalating so quickly And really I think it's going to be up to local governments to come up with some of these plans and innovations.

You know, and I'll close with this we're actually sponsoring a bill with assembly member from Los Angeles who is doing a pilot project in his district on economic development for small retailers in coastal communities. So we're leaning into this. This assembly member is realizing that we need to do something differently. They came to us to sponsor it with them and their local chamber. Those are things that you should also be thinking about outside the box. How can you do things to help bring some relief and do pilot projects where you can get the state involved, funding involved? GO-Biz is really interested in investing but you've got to get out of the analysis paralysis and really focus on what is that plan for the future.

So with that, I welcome their presentations and any questions and dialogue we have later.

CommentTess HarrisProposedself-stated24:42

Thank you so much Rachel. I really appreciate your comments. I'm now going to turn it over to Rick Lamo. Rick is the Senior Vice President at Caruso where he serves as the primary liaison with non-profit organizations, community stakeholders, elected officials, and city staff. In this role, he works with internal teams to support projects that reflect the character and priorities of the communities in which Caruso operates.

Rick is Vice President of the Greater Downtown Glendale Association Community Benefit District. He was the original founding member and the first president for 12 years. And he's also a board member of the Coast Village Road Association in Montecito. So Rick I will turn it over to you.

0:25 – 0:461 turns

UnidentifiedUnidentified speaker 4Proposed25:27

Thank you very much. I really appreciate being here. I've had a good month of involvement with staff. Spent 27 years in the radio business and still don't handle feedback well, which helps me start out because I have a very strange romantic relationship with the City of Santa Barbara. When you're in the radio business it's a lot of fun but it doesn't pay really well. I mean let's put it this way, I was not John Palmieri.

So my wife would make sandwiches and my sons two which we only had at that time would come up to Santa Barbara every single weekend sit on the grass by the beach have a sandwich and then go walk on State Street Now that's pretty much fun for everybody, but if you've moved from Cleveland to Ohio it's really fun. And so I always try and remember that because I had a very interesting dinner about 15 years ago or so with Governor Brown. And I said, Governor Brown, it's so expensive in this state!

And he looked at me as kind and not smart and said, you know Richie, you gotta pay something for the sunshine. So now, part of what we are all paying for the sunshine is volunteering and hoping to take some of the opinions that I've gathered and others have. And hopefully it'll be a value to you. There is no doubt that I learned the basis of the retail business directly from Rick Caruso. A lot of people think he's just a business genius. I know him very well. He's a guy who knows how to practice common sense And I believe that that is our biggest solution.

There's a speech he gave once where he gave credit to what we all would think is a pretty simple quote, and it was with Steve Wynn. And it was, what can you tell me about business? The leasing business, every business. He said there's nothing more important than to know your customer. So let's talk about what's so easy here in Santa Barbara, because we have to first realize we have many customers.

Our first customer should be our residents and our property owners. Our next customer would be their tenants. And the last customer would be those who come from outside of Santa Barbara to visit us. That makes life a lot simpler. Because if you please them all individually, you're not really all things to all people. They all want the same thing. First and foremost they want a clean safe environment.

I don't care how much money you put into downtown LA we're probably not going to see a clean safe environment in downtown LA in my lifetime. It's like turning a ship it doesn't work. Now let's talk about a clean environment I love it when I go to a city and certainly, you know, city staff has no problem picking up the paper off the street. And certainly a lot of the tenants have no problem picking it up off the street or whoever handles the community benefit district maintenance, no problem.

But when I see businesses regular residences residents seeing a piece of paper and picking it up off the street reminds me of the very first thing I learned on the first day with Caruso at just one little tiny shopping center We all picked up the paper on the street. Do you know what difference that makes? It's about the experience that you create people sometimes jump the gun and say well, and I want to be respectful in my comments. Well we've got to talk about traffic and we've got to talk about Housing, which is very important. But what we need to talk about is what do we want our experience to be based on the customers we want here? Let's be honest, you don't want every tenant here.

Some tenants just don't make it in cities or some tenants from years ago. You're gonna help a buggy whip guy get a place on the boulevard or on State Street? No. So know your customer nothing that's more important than that. The next thing that I really want to drive home is, what's important about that environment? Because I was involved here outside of a Caruso project when Caruso was the very short term manager on behalf of Mace Rich of the Paseo.

And I can tell you, I don't care who it is, it was impossible to do business there. Slightly challenging right now, no doubt. But in those days, Mace Ridge wanted out they thought we manage it maybe will buy it. It was just impossible to do business and now you can see what we've got left. There's no sacks Nordstrom the issues you don't need me to beat you over the head with that.

Why do I believe that housing is important? I grew up in every business being Cognizant of what I refer to and others do, it's not my saying. The pebble in the pond theory. When you go to a pond and you throw a pebble in as long as you're not hurting the environment being watched over by the EPA or what have you. You're going to notice that where the rock lands is a circle then there's another and another so let's talk about our pebble in the pond here first and foremost we want to take care of our residents People, God bless you, say you can't be a hero at home. You must be a hero at home.

So first it's our residences. What's missing on State Street? Well we don't have a lot of residences so to be that pebble in the pond yes our residents in the city of Santa Barbara are very important. We need residences on the boulevard what kind of residence let's talk about know your customer well everybody wants to have residents that are going to shop that's pretty important I like something where you want a place for the people who are going to work in Santa Barbara to live. Why? It's their city, they're going to pick up paper on the sidewalk.

So that's the type of resident. It's very easy to have what is traditional affordable housing if you're hiring an employee at $75,000 or $80,000 a year to manage your store. They qualify for affordable housing in Santa Barbara. But let's talk about what affordable housing really is because regardless of the rules, why are developers so reticent to doing affordable housing?

What drives up the cost of housing almost more than anything else prior to the fires is regulation. And when I'm talking about regulation, I'm only talking about city. If I own a place that I wanna develop and I'm gonna put 18 to 24 months into that process Instead of having a stabilization rate in three to five years, it might be seven. I'd like to ask any of you privately to think about how long you can exist as a family losing money for seven years?

It doesn't work. What can we do differently? As a city, we can treat those people different and more special. Another example. I heard this complaint for many, many years as an active member in Thousand Oaks. Do you know that if you take 18 months to two years and that's what it used to take in Thousand Oaks to get a restaurant done? That restaurants not gonna see profit for 10 years just not possible or they're gonna charge $75 for dinner. How many residents are gonna go to that all right?

So I think we have to think about the customer and the customer says, maybe you can get a concierge desk at the city where I can come. And within six months, I can accomplish a plan check as well as my permits that lowers the cost of doing business doesn't take any money away from the city unless we're shuffling it through many employees and Respectfully, the Permanent Employee Act.

So that's something we need to think about how do we get I'm not telling you change all your regulations? I don't know enough about it. I'm not smart enough for that How do we get to shorten the time within the pipeline? How do We have a welcoming atmosphere for people I Would come here with my wife and no doubt I would never take a chance on trying to convince my sons to let me walk on the street at six o'clock at night with any of my five granddaughters.

Why, you might say? So do I just... See it's always somebody that's a lot younger than me that has to show me high tech. I press this little arrow button. Okay! It's nowhere near as bad as it seemed to be 15 years ago but it's bad okay We were taking, and I by the way did not take the pictures when we were taking a walk. We ran into two homeless people that were blocking the doorway of a business.

Now I would like to remind you that not only are there ordinances here but let's talk about the ordinance that came down from the Supreme Court what some of us refer to as the Idaho ruling. Homelessness does not have a right privilege or legal place On city sidewalks, just because they're city sidewalks. Now I don't wanna strip compassion away from any of us. The older you get and the closer you think you're gonna be meeting your maker, you get very compassionate. Especially on Sundays we go all the time now.

And I donno if you've been to church lately but on Sundays, all of us old people, we think we have a reserved seat. Somebody sitting in our seat, we go crazy. But let me tell you why this is so important. If whether state streets open or closed, I'm gonna drive by. You don't want me to drive by too far away, okay? That needs to be cleaned up to create an inviting environment.

It's not that people visiting don't care. I think everybody cares, but you know what? Everybody has the right especially your city council and your city staff to have a city that's inviting. That's a step towards extending that invitation for people to come and feel comfortable and feel safe. And last but not least what everybody likes feel wanted it starts with the pebble in the pond It goes to the rest of the residents, it goes to tourists from the regional area.

And it goes to a magnificent opportunity for tourists coming in on a cruise ship. Yet and I could ask Kathy, she would have stats. How many places other than Janine's can I go for breakfast when a cruise ship docks at 7 in the morning? Very few. When we were involved here at the county getting Our own permits for the Miramar. I remember walking three blocks away from the city, the county building to get a coffee every place else was closed and the place that we always used to go directly across in the county went out of business or the landlord didn't have a thing. So I think we have to realize it's not just the city's responsibility to create this environment and welcome people there. It's all of our merchants as well.

I talked about it this morning with a friend. I've known it for a long time, especially when I was on the hiring committee in Glendale and somebody said something that just warmed my heart and that person was going to get hired no matter what. We have to stop justifying a no at staff level and get to a simple sentence. When you walk in, my job is how do I get you to a yes as quickly as possible? Because time is absolutely money.

And time is also very competitive. If I'm only gonna open two stores, I'm gonna go to the people who want me. I don't need to shove my way in that doesn't work for retail. So we talked about what I feel is in regards to homelessness. We talked about a little bit about what I truly believe and what many professionals believe in regards to housing But I think the last thing is what I call the silent killer.

People do their homework before they invest in a community and when I say invest, it may be getting an apartment, it may be building a retail store. If I do my homework and I see that the purveying sentiment with the governance is indecision, I'm not gonna fault them. I'm gonna say you know what? Until they decide it's just not time for me to look seriously.

People say to me, how do we get a big tenant here? Well let's start by creating an environment that a big tenant wants to do whatever they have to do. Remember that some people like Barnes and Noble every lease goes through their executive board, their executive committee. Okay, well guess what? Small businesses have an executive committee too. It's usually a husband and wife or two partners and that's their executive committee but you know what? They're more discerning because they can't withstand the loss of the big company might withstand.

Lastly, a mix. I don't believe anything is more important than a proper mix, a mix of retailers. You know why? Because Santa Barbara used to be and I hope it's going to continue to be used to be a mix of all kinds of people, all kinds of cultures I mean, that was fun to come up and interact with. And we used to interact with those groups that were on the beach where we came up for our sandwiches and they were having like arts things for sale. You can't imagine some of the stuff I bought after 50 years my wife's making me get rid of.

Okay? I literally found somebody who took a picture of a water spout but they didn't have one. It was just for show so I came back up to the seafood restaurant a week later And the guy met me in a parking lot and I bought it, felt like a drug deal for crying out loud. It was really nice. Let's not just pick on homeless. Our police are stressed to the limit in every town. We have drug deals taking place on the street as if no one's looking.

If we could help our police with enough funding to be able to do let's say between 630 and nine. Three simple drive-bys, you know what they're gonna do? They're gonna go someplace else. Now I know this is on the public record so I'm not gonna make the speech that I made in Glendale when we did something like this but you know what? I can't focus on where those people go.

I just don't want them in Santa Barbara because we have to focus on Santa Barbara. I said lastly which is a bad habit I have, One thing that helps us blossom very quickly are restaurants. Restaurants bring people, people bring retail. If we can find a way to speed the approval processes of restaurants very important if we can find a way so that when council members or city staff go to a restaurant for lunch dinner breakfast When the ticket comes back and you pay your check, put your business card inside.

Let them know that you care that they're there. People go well those are such small things. Those small things add up. Ask any restaurateur. They don't care about feeling important. They want to feel needed okay? And we have some of the best restaurateurs in the country okay? We've got Michelin star people for a guy that had a weight problem I never really cared that much about a Michelin star. I thought their portions were too small.

But I sure do spend a lot of time and money at Janine's. And I know that pineapple, coconuts, cones come out on Tuesday and Sunday mornings. That's the kind of customer we want to engender. That's the kind of customer we want to create an environment. Now where does this all come from? And I asked Rick Caruso that one day, where did he get all this knowledge? You were an attorney. No offense but he was an attorney and he said you know what my wife used to like to shop we used to go to Fashion Island. He said I'm not much of a shopper. I said what did you do? He said I sat out let my kids play or I watched other people play.

You know it was so beautiful about that. You can't hear me oh I'm sorry is this a little better I was telling everybody just how great a restaurant Joe's is. So you only missed that little part, he used to just hang out. It was clean, it was safe. The grass was cut or the power washing was done prior to when the customers get there. They paid top dollar to get what they wanted and Fashion Island even though retail has gone through challenges since COVID, Fashion Island still does great. The Grove does great, the Americana does great so the bottom line is very simple.

People create an environment where they want to be wanted. And there are so many, I'm a believer. I know you guys have to deal with much tougher issues every day than I ever do. I am a believer common sense can prevail and the biggest responsibility I think you guys have is to utilize city staff to get decisions made yesterday. Your goal has to have a timeline I would say your outside timeline needs to be ready within 18 months.

Because if I were to convince a tenant to be here right now, it could take 24 months before they could open. Guess what? They missed two holidays. The majority of their business is done in fourth quarter. So if you could keep and I know that's a lot to throw out and because of my romantic connection with this city from when my now adult kids were really kids I volunteered to work up here. Also, Rick Crusoe who's very busy had a great meeting with the mayor and others and said don't worry let me handle it. So you let me know what you need and we'll find it will help you but I think we need to get serious about timeline and we need to get serious about relinquishing council decisions and have staff go crazy because you've got a phenomenal staff up here.

I've worked with staffs at seven different cities and I would rank our Santa Barbara staff at the very top and I love Thousand Oaks But Santa Barbara is great. So I hope I didn't take too long. Did I have another picture up there? I think I did, yeah. People were saying to me one day, our homeless problem is not that bad here. I went down the street a couple of times and I found this or when we were walking, we literally ran into two people sleeping on the street.

The cops in Glendale? With the help of a nonprofit called Essentia, found a way to get those people that wanted a home. When I was working on the Caruso campaign for mayor, maybe that's why he didn't get elected. But when I was working on that campaign we studied homelessness. It's not a tough problem to fix even in Thousand Oaks right now they've created city land that they partnered with where Okay, they're anywhere from 80 to $100,000.

They're really, really nice ones with a company called Boxable. After you put your foundation in 48 hours after they're delivered, they can be lived in and there's a private bath, there's a kitchenette. What is there? There's dignity. Why is homelessness so bad in LA? They're building these giant places where they have a common area restroom How does someone live like that? It's not right.

So there are easy fixes, again guided by common sense and I think those are the only two pictures right? And I think I already went way beyond the brevity promise I made to Tessa.

0:46 – 0:543 turns

CommentTess HarrisProposedself-stated46:43

Thank you so much, Rick. Really appreciate it. We are next going to hear from Mark. I'm really happy to have Mark Ingalls with us here today. Mark is a third generation Santa Barbaran with more than 30 years of experience in commercial real estate development construction asset management and property management. Mark is the asset property and general manager of the Camino Real Marketplace, and is a partner on the development team for the Stork Medical Center. A major healthcare project in Goleta that's scheduled to break ground this year.

His project portfolio includes Camino Real Marketplace, Birch Park, Ice and Paradise, the Maravilla Senior Housing Project, the Goleta Marriott Courtyard Hotel, and the Ontario Hills Residential Subdivision. So really happy to have you, Mark. I'll pass it off to you!

UnidentifiedUnidentified speaker 5Proposed47:33

Thank you Tess for the introduction and I'm honored to be sitting here with Rachel and Rick, both a wealth of knowledge. And I appreciate them sharing that with our community and with you today. I'm kind of coming from a little bit different perspective. I am the property manager and general manager for the Commuter Real Marketplace Shopping Center which is a regional shopping center.

State Street is a main street. It's not a shopping center. And you guys aren't landlords, you're a city. We're landlords, we control a lot of the elements that Rick touched on which are really important safety, security, a comfortable lively place to be and want to be. That's our jobs. Our tenants on the other hand, we try to do the best we can in selecting our tenants but we don't...we're not partners with our tenants they do what they do Our job is clear to make sure that we bring people to their business.

And I think much like State Street, the role that you all have is to create an environment that's safe, that's clean, that welcoming And you have to rely on your residents, your tenants both national and local and regional tenants to do what they do in bringing the elements that are needed and requested by the community. And in order to do that I think housing needs to be a component of State Street we all this discussion this communities had for many many years.

I think it's relevant I'm the third generation Santa Barbara born and raised, one of the privileged. And I grew up downtown. I grew up downtown behind a family business in front of a plumbing shop and behind an office in the middle. In our neighborhood we had neighborhood markets, we had neighborhood services, and I think that's consistent today in most neighborhoods in Santa Barbara.

The Westside, the Mesa Milpas the east side, and you still have those he has had those vibrant services and retail elements that the community that's close to the to those businesses can support. It's a neighborhood, it can be a neighborhood. If it was a neighborhood, it would be more sustainable. It would be more inviting for people that live to actually be out and engaged on the street.

So I think housing is an important component. I think the type of housing is really important. You need diversity. You don't need large Apartment building structures. I have my my personal opinions about knocking down two department stores and putting up to major housing elements, I think that every two-story building on State Street should have housing and every Building on State Street that wanted a third and potentially a fourth floor should should be encouraged to do so and install housing I think if we did that we would we would We would have a vibrant downtown Main Street. I think when people come to Santa Barbara, they don't come to Santa Barbara to shop.

When you're in Santa Barbara shopping is a secondary component. Restaurants, they want to feel like they are part of the community. Santa Barbara's unique. It's very unique and what's happening in Santa Barbara is not unique. The department stores that are leaving large vacant spaces in our communities, it's happening statewide and nationally. Those department stores were a trend and that trend is over and it's yet to be defined what replaces it but I think there's opportunities I think there's opportunities to bring, in other communities where they've been successful, medical facilities can occupy large spaces.

They can be converted easily, much easier than residential. We've got incredible educational community here at Westmont, Santa Barbara City College, UCSB bringing some of their functions I think Santa Barbara, you see Santa Barbara is thrilled to be downtown. They've been out in Goleta the good land but yet they're at the University of California Santa Barbara so it gives them a place in downtown that's that I think it's gonna be welcome to them and Santa Barbara will welcome them I think Rick and Rachel both touched on a lot of what's happening outside our area.

I don't want to go too long in my little intro here and save more time for questions. I feel like the solutions are in the dialogue, not in hiring experts that'll come in and tell you what you're not doing and what you should be doing, and if you could do this better, you would do this. I think it's in forums like this I think it's in talking to the community about what they want State Street to look like, the Monday through Friday crowd and what would bring them downtown. And be in a position to act on it because A critical time frame here. We've been discussing it as a community since COVID and it's time to unveil up a plan or an attempt at a change in knowing that it's going to change again, so nothing we do should be have a 10 story foundation because we just don't know what the future is going to bring in the change.

So being nimble, welcome the change And I think this community is unlike no other. So, proud to be from it and happy to be here today and happy to answer any questions you may have.

CommentTess HarrisProposedself-stated53:44

Thank you so much, Mark. And thank you to all three of you for that. I'm going to kick us off. We have a few questions that some of you sent in and then an opportunity if you have questions that have come up as we've started this discussion, certainly want to hear those questions as well. So the first one that I have from one of our council members is what are some incentives that you've seen work in other places to attract and keep local businesses?

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0:54 – 1:078 turns

UnidentifiedUnidentified speaker 4Proposed54:26

If I understand the question correctly, specific incentives that attract local business. I would say one of the most specific is allowing a development company or a large company to come in and instead of going through the regular process they go through a concierge desk where there is a particular Planning team, which would be a planner and certainly ultimately a department head that would help move it through the system from a time-wise standpoint. I would say that's one of the single most important things.

I would say that it can be category driven if you want to get your feet wet you start with restaurants. Restaurants bring people. I'm a big believer, and I agree with with the panel on in regards to housing. So let's deal with some specific part housing. You know, every city staff member and every City Council member has to get a new mantra. And the mantra is very simple. How do we help you get to yes?

I put it up in signage. I'd use it everywhere. Another sign welcome. I would say that Gets people motivated and thinking, okay? Another incentive I think might be, and I don't even know if it's possible. My dad always told me, don't spend money you don't have. I'm saying, I think you should spend some money you don't have. Maybe you do a short term waiver of fees for plans and permits for everybody that submits a plan by thus and such a date.

Let's say this is our 250th year as a country, get your plans in and what I mean by getting your plans in is there's a you know when you get everything done you have a right to proceed. Get it in by December 31st we're waiving your fees that's huge now the question is where are we gonna get the money for staff? Believe me take a look the way we do There's a deep enough staff to make that happen. You're already spending those dollars, so those would be the incentives I would suggest.

UnidentifiedUnidentified speaker 3Proposed56:55

Yeah, I think I've seen that work in other government local governments where and I think to use your pebble analogy once you do that once the word gets out and then people are like oh well now I want to come here because it's easier. I think the concierge issue number that's low hanging fruit because if If it's particularly a small business, that's a huge amount of time they're spending in just navigating the red tape of government. And that's really what causes them to not want to open a business. So saying we're going to have someone who's going to help you walk you through, um, you know, I've seen some prison, how do you utilize AI? I think that can help speed things along and get things moving. But I think to Rick's point, you know, showing that you're willing to remove the barriers Not only helps you bring in these types of businesses, but then also creates this energy that you need of people that want to come here.

CommentTess HarrisProposedself-stated57:53

Great, thank you. This question I'm going to give to Mark first. Mark tell us a little bit about tenanting over at Camino Real Marketplace and where I'm getting is how do the quality and management of public spaces directly influence retail performance and tenants that you have over at Camino Real Marketplace? And how can we learn from that?

UnidentifiedUnidentified speaker 5Proposed58:20

I don't know what can be learned. I didn't come from the shopping center business, my background was in construction. I was a construction manager when we built the shopping center and we had hired a property manager and she was there for all of 30 days and decided she wanted to move And so our team looked around and I was it. So I became a property manager but I used, I guess maybe to my, some of my success is that I've been a little non-traditional in the way that I've done it.

I really from the approach of as a consumer, what as a consumer would I expect? What would affect my shopping experience in a positive way. And so we focus on the aesthetics of the shopping center, the cleanliness and the security safety component. That's probably far and away the comments that we get by from the general population, our patrons the most. And it's something we can directly do as landlords. We can control that and I'll give you an example.

Security and safety was a big issue when we first opened. We had our in-house security 24 7. It was very expensive. The largest line item on our budget, our CAM budget. And we looked and it just wasn't as effective to have people walking around A private security company and doing the job of really making people feel comfortable. They were visible but whether or not they were effective was another question.

I reached out to our local city, City of Goleta and said would you be willing to if we paid for it Put a substation in our shopping center. And the reason I did that, because I had talked to a lot of the sheriffs that would come on the property when they needed to and they couldn't use public facilities when they needed to use the restroom. So they would have to go back to City Hall or back to Chi Rial where they're from to use a restroom. Well if we've got two beat officers in our Western Goleta one of those two guys is out of commission for probably the better part of an hour to go to Chi Rial and get back into this community. So we did through a negotiation with the city manager establish a substation which is staffed not only by law enforcement, Goleta City PD but also Highway Patrol overnight because it's 24 hours a day and Santa Barbara airport will sometimes come in and that involved building it to their specifications so its bulletproof glass It's having a restroom shower, having the communication systems which is proprietary to the Sheriff's Department law enforcement installed.

But it was a very small investment for us to make for a very impactful result and We oftentimes get comments about how people feel comfortable with law enforcement as opposed to security. So, that's just an example of what we can do. It's somewhat thinking outside the box. I don't think my idea was novel in any way. I've seen substations in other places but I would love to see substations on State Street. I would love to see a substation on the West Side and on Milpa Street And there's no reason we couldn't do that.

They don't have to be full serving facilities but they have to be a place where there's law enforcement presence, whether it's a parked car or somebody in and out. And I think if you see precincts local precincts in neighborhoods there that helps and State Street should be. We need to think of State Street as a neighborhood, we need to think about it. The funk zone, you know it the east side upper State Street. Those are we think of those as neighborhoods We should think of lower State Street as neighbors not Chapala corridor Not I mean those could be included in that but that whole area needs to really be be considered a neighborhood so safe That's what we did to address safety and your second part of the question was

CommentTess HarrisProposedself-stated1:02:44

No, that's great Mark. It was really kind of around how you're managing public space and safety and I think you've touched on quite a bit. Thank you, really appreciate that. Rick, you said you wanted to add something? Yeah,

UnidentifiedUnidentified speaker 4Proposed1:02:55

I just wanted to make one comment. First of all, I told you this when we were touring too. I think Mark has done so many certainly creative but common sense things in the police situation, substation was great. We did something that was nowhere near as good as that But in L.A., it was necessary. Does everybody know what a pop-up shop is? Okay, we don't know what it is for retail.

Using a third of the space of a pop-up shop, so it's relatively small, we put in police kiosks. Wasn't our idea. They're all over Europe. I'm assuming that's a cost issue. I have no idea. But basically, we had one or two cops in there. It was very easy for L. A., because they were at The Grove all the time anyway And what they were doing when they were inside, we're giving out little badge stickers and coloring books to kids.

Certainly it made the adults feel comfortable but there was a peripheral benefit of you know what our parents used to tell us get in trouble go to a police station don't get your home and I'll give you an ice cream cone. My weight problem, that was a natural place to go if I wasn't in trouble. Bottom line though these kids were now learning not just hearing about an interaction with law enforcement and we did that in Pacific Palisades. Now that's the upside you don't have the downside we had during the riots. That's the first thing that was burned in LA at the Grove but the upside is so tremendous could you imagine?

In certain portions of State Street Particularly if there's an event and you close down a small portion, you wheel out this. And they've got their place. It's got a place to sit down. You don't have to worry about air conditioning up here it's really pretty darn good all the time. And when they're not there the visibility of that little pop-up makes a big difference so I think that's sort of take off on Marks great idea

CommentTess HarrisProposedself-stated1:05:01

Thank you. I have a couple more questions that I received and then I'm going to open it to the council members. This one, I'm combining a few questions that came in and the questions are around vacancies. So what have you seen work for vacant storefronts that may not have a tenant because there's a property owner that's holding out for a particular tenant for that space? And then another piece of that is what are your opinions around a vacancy

UnidentifiedUnidentified speaker 3Proposed1:05:33

tax? Vacancy tax. Let me start with, I'm not a fan of vacancy tax. I'll just start there. I don't think that helps. You know we've dealt with that a little bit in San Francisco in particular and it's a deterrent for people to want to come in and invest And but one of the things in vacant spaces and you know, it's you know, you've got a you've got college campuses here that they're all on Instagram. I have a college student pop ups are huge and if you do a pop up with a certain brand, you know tick tock, you know the tick-tock influencers and such and you engage them. You know, that's a great way to get people to come down to a community. I've seen that work in a lot of different places, you Everyone wants that cool new thing, you know and retails is on the pulse of that And so talking to brands and saying hey would you do a pop-up?

around You know a particular item maybe they're selling or that type of thing I think that I seen has worked pretty efficiently for vacant spaces that when you're waiting for someone else to come in From a retail perspective. I've also seen it in San Francisco in particular for what I actually went to one pop up restaurants and We're really cool. Yeah, and it's it's like you feel like you're doing something very exclusive when you go to, you know, and it brings you back in that adds to the experience of the community.

Smaller kind of leases pop ups, small businesses can do something creating that kind of energy around it. I think art types of things to draw people where I live we always do a big art and wine affair around Mother's Day and local artists come down the middle of the street. And it forces people into the restaurants reservations like skyrocket. People are coming they come from all over to look at it. It's a really great way people look forward to it every year. So I think those types of things, experiences coupling that with, you know, I think the restaurant, you know, we tell them restaurants always like hand in hand. We want more restaurants because that gets them into more retail.

But I think those are some of the things I've seen be really successful. Thank you, Rachel.

1:07 – 1:155 turns

UnidentifiedUnidentified speaker 4Proposed1:07:57

I'd like you to think about a vacancy tax this way. It does two things. It makes a little bit of money, but it's the worst marketing tool ever. It is as if you were putting up a sign that said go anywhere but here I'm going to get steel which many of you who were at the economic forecast heard this. I'm gonna steal Rick Caruso's line. Why do you kick somebody when they're down? What's the upside?

I cannot find and I believe if you had your City Comptroller look at it, there is no upside to a vacancy tax. If we need to look anywhere, let's look at Sacramento. Every time they talk about attacks are not even passing them yet. People are voting with their feet and getting out. It's easier to get out of a city than it is a state. So I'll go to some place as a tenant, I'll go someplace where there's no recovery of a vacancy tax by a landlord.

Remember, they're being taxed without a tenant right now. You know why? They're paying their mortgage at the bank. They're paying their property taxes. So they're already involved in providing funds though they don't have a tenant. One of the other questions is what can you do with empty or vacant store space? I'm a big believer in dressing your windows. You can dress your window for public service You support the police or you can dress your windows for up the road at the Granada. Make sure you get tickets for this event, all right?

Or you can dress your windows maybe you have a buddy who has a restaurant good. Don't forget to check out this restaurant because they're going to pass businesses along the way. But I believe in dressing your windows, okay? And the other thing is if you're gonna dress your windows be just as aggressive in attracting tenants. People say well I want a particular tenant there and they have that right it's their property.

My particular tenant is one that going to pay rent and the bank's gonna like And is going to add to the character I bought into when I decided to be on State Street. So as long as the city is going to show me how we're gonna embrace that character, I want to have that type of tenant and there's a lot more of those than the one or two tenants you might want.

CommentTess HarrisProposedself-stated1:10:29

Great thank you. Mark did you wanna add something?

UnidentifiedUnidentified speaker 5Proposed1:10:33

Yeah, I think just just add a little something that we're in a little bit different situation and our vacancies We control 100% as a landlord you as the city obviously don't want to see the vacancies But the landlords faced with the vacancy so I think if anything Just as a resident and business owner, you would want to consider some sort of relief as opposed to a tax in that situation providing they're working with you on placing a tenant that would be in the best interest of State Street in the retail mix. And for example when we have a vacancy if we lose linens and things, you know, we're very strategic in who we choose to be our tenants. We have more interest in space so we can do that but We try to backfill it with a tenant that we think is going to be the best interest of the community, offer a service or product that isn't available in the community.

So if you've got a tenant with unique space and an opportunity—it should be perceived as an opportunity to fill—I would think that you would want to be working directly with that landlord and saying if your goal is to place a larger tenant in here, potentially a national soft goods or other, we'll work with you for We had canine training for all three counties every Thursday in one of our vacant spaces and they were thrilled to have access to it. So just in terms of when we do have a vacancy, we look for what is the opportunity at this time for that vacancy?

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CommentTess HarrisProposedself-stated1:12:25

Really great points. Thank you. Thank you all. I want to open it up if there are questions that the council members have.

UnidentifiedUnidentified speaker 6Proposed1:12:40

I'll jump. First, I'd just like to say thank you so really impressed yesterday with your comments Rachel and when I met Rick for the first time his hair was black. So we've shared a good giggle over that today and I've known Mark for a while. One of the remarks I've used to friends and family and myself in the mirror is, yep but we are Santa Barbara. And it kind of counters everything that you have all talked about here today and how to make that change. You know when I give up I use that as a defense just to save myself. But I'd just like to ask two questions of all of you and I'm going to ask them just get rid of them and then let you see who wants to.

And one of them is my favorite show and tell, and how to fix it. And so that is people have seen this before and laugh at me but I view, this is probably out of proportion this should probably be skinnier and there shouldn't be deeper but I see much of State Street other than the corners as being parcels that are very narrow and very deep. Every parcel in between most corners up and down the street.

And I know that's so my wife has like three seconds to walk by can't see to the back of the store, I constantly hear that. The comparison to why is Coast Village Road doing too better? And then I just turn this way and go, well it takes my wife a minute to walk by and she can see the whole store. So my question is where have you seen this problem before with old built out towns that need to reinvent their presentation or experience for retail?

And how have you seen that problem chased? And my other question is, I have people a couple of them in the room that are way smarter than me. That have talked about this with me and that is the erosion or loss of the state's RDA program which funneled an automatic amount of millions and millions of dollars to low income or affordable housing. And what do you think is the best way to begin to pursue a program with the state again That focuses on purely just on affordable housing not not building a new building or police station or parking garage but purely chases that the problem that we say we have and the problem that states as we have. But the current configuration of all state legislation is just to get a little bit of affordable, you have to build a lot of market rate.

But something that would be equivalent of some arrangement that would begin to defer off for a period of time or actually use the growth in property tax on those parcels in a certain area and run that to affordable housing projects. Those are my two questions if there's any idea you can offer that you've seen other places? Thanks.

1:15 – 1:315 turns

UnidentifiedUnidentified speaker 5Proposed1:15:46

I'll touch on your first question, Mike, first. We too have an issue sometimes with large spaces and how do you split them? To give you an example, Staples is 24,000 square feet. Their new model is 12. We're going to lose them as a tenant shortly and we've already got a replacement tenant that we think is probably better suited for our center today So we're excited about that. But it's too, one of the options obviously we think about is we're going to lose a tenant what do we do with the space? What if there isn't the interest or what if we don't have a perspective tenant to backfill?

It's 24,000 square feet but it's long and narrow. It'd be a great bowling alley. We don't have a bowling alley might be a good use. On the case of State Street, I'm going to try to superimpose that onto State Street thinking there's no reason why it couldn't you couldn't have retail in the front and housing in the back. Back facing two storefronts, two fronts of the building not a front and a back. It could create some challenges with how do you stock retail and what the type of tenant is so you need to think through some of the logistics around that but In certain instances when a tenant's got a space that just is difficult, we've got spaces in size ranges that 5 to 10 thousand square feet is difficult. You get over 15 you get into a different tenant and you get over 30 you get into a different tenant.

You know, all the way up. So you got a lot of probably space on State Street that's in that 5 to 10 thousand square foot range and to repurpose it you would need to be creative and you'd need to be able to work with the landlord so I would suggest that you identify those landlords that are challenged with spaces that have been proven to be hard to backfill And try to come up with creative solutions to how best to address those. Maybe not vertically, but maybe just on the ground level.

Your second question is probably above my pay grade and a little too high for me to answer but in terms of RDA, RDA helped build the Paseo Nuevo. I mean it didn't just fund housing and affordable housing so it's very unfortunate that that's not available to cities because it was very advantageous to have that authority to be able to use those tax dollars Again, being creative with the way you do your mentioned property taxes and potentially leveraging those or directing portions of those property tax to specific areas that affordable housing can be completed.

Unfortunately I hear often times our police or fire or city workers, Santa Barbara County for example is the largest employer in the county and they haven't built a single housing project They've got vacant space, it's public. Why not? The biggest component of affordable housing is land around here so if you're building affordable housing with zero land cost because it's already paid for by the public and it's going to be a public benefit Why not build a project?

Build a project that doesn't have to look affordable, because you're spending the money to construct it and not to buy the land to begin with. So I would encourage the city to use this same approach. If you've got parking structures that are underutilized, look at what you can do. That land is zero cost basis. Go vertical. Make that for affordable housing or workforce housing. But you're going to need to think outside the box On how to address the housing issue going forward. It's it's not unique to Santa Barbara But I think Santa Barbara's got enough intellectual capital in this community To solve if we can create AI and physics difficult physical equations We should be able to figure out a housing solution for our community

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UnidentifiedUnidentified speaker 3Proposed1:19:52

You know, I was thinking the same thing on the space I mean you have a lot of seems like office space on State Street that I asked why isn't that housing? But you could use the space behind it, a smaller retail for office space. I mean that's a cool easy way to do it. You know people are looking for cool places to have their office especially I think with the next generation coming in who is more about work life balance. They're not, they're not, I don't think going to go sit in cubicles and do that. They want to have that kind of variety. I think that's great.

The new trend with some stores and some brands is that they'll have front of house of their products. The back of house is a distribution center, so they're using it as distribution and being able to you know let's just say people are getting used. They like things delivered there certain products they want delivered. You know that's a way to go after some of these and even small retailers are getting into that game of how do we have those repeat customers and be able to sell items Their their home so that I've seen that work in a number of places.

In terms of the state You know one of my suggestions is that look for different collaborators on your issues. You know typically and I'm just going to say a lot of times you know city councils will go through the California League of Cities which they're great in all of that but as a city might want to say hey we want to work with retailers association and we're gonna go in and we're gonna work with the building properties Association and we' re gonna think outside the box because when you brought in your base of who your voices are to solve some of these problems and you're using different Collaborations and coalitions your voice gets heard. It's a little bit more amplified And I think what's happening particularly in this housing space is that in Sacramento?

You've got a lot of members who are getting inundated with a lot of issues right now Education is the number one thing so when that was taken away, I Bet you went to Sacramento a lot of them would be like what I don't even really understand What you're talking about they need to be educated on the unintended consequences of what's now happening in local communities And I think that using saying, hey retailers care about it because we want employees and we need to have a place for them to live. We want that workforce development. I will say right now, in fact, I was just talking to a state senator before I walked in here number one issue well tie that to housing. So figure out how you can use some of these other issues that are so important and use And I think it's really important for us to be able to get that message across.

In Sacramento at least, they're looking for ideas but sometimes you know as Rick was saying it's marketing. You have to market your ideas and sometimes marketing means you've got to come up with a different marketing plan what's been working isn't working so now you've gotta think in how do we pivot into something differently and there's a lot of us that would be more than happy to do that because we fundamentally want to see that happen as well

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UnidentifiedUnidentified speaker 4Proposed1:23:13

I completely agree with most everything that Mark and Rachel have said. Want to remind you all of a saying that we are all pretty sick of, and that is doing the same thing over and over again expecting a different result is really a good definition of insanity. And we've all made that mistake. The one place that I disagree a little bit and it's only based upon timeline is trying to get RDA or something like it back.

Not going to happen in any realistic timeline. And we have to remember one of the reasons. Technically and statistically, the state's broke. OK? So are they going to go to Washington and get the money? And then what percentage of that money is going to be tied up with administration? So I think there's different ways for us to sort of have an attitude of our own RDA type of example It could be with fees.

Okay, that's money that we can put towards that. It could be with something as far as a partnership feel which we need anyway. We need to be partners with our landowners and our tenants. So it's like listen, we're going to forgive this for a certain period of time or what happened in Glendale is an offshoot of COVID is. We're going to provide restaurants with an area for outdoor seating.

Now they really got creative in Glendale. They came up with a little thing that sits on the street and it cost, if Glendale bought it, $550,000. That's not enough though. In order to recoup that 550,000 they were going to charge $100,000 a year rent to the restaurant for the parking revenue they would lose. My thing is, get at it. Let's do it privately. The restaurant owner found out that he could buy the exact same park-type sitting area that was provided under the design direction of the government for $210,000 and to get him to be able to put that on the street because they wanted it I got him to waive the parking fees till he got 110% of that back That's one possibility, okay? Partner with them.

I'd say as soon as humanly possible stop depending on the state. The state is going to get fixed. It's going to go through a horrendous process. God only knows how long but we don't wanna be part of it. We're Santa Barbara. We don't need to be part of that. I think their idea for housing is creative Again, if the city partners with the landlord and says you know that the code says we need to do this.

But we've had staff look at it here's the tinkering we need to make, and you can put two units of 700 square feet in the back. Which takes that 5,000 and moves it down to probably more of a 3,000 square foot space. And we're going to relax this, we're gonna relax that and you can creatively come up with a way I don't know how old some of these things are but if its post-tension slab will come up with a creative way to handle your plumbing and your electricity and what have you. That's being a real partner.

That takes away the fear that all of us anybody who's normal the fear that any of us have every time we go through the city doors It's not fun, not much more fun than at the county either trust me. But the bottom line is we want that to change this is part of finding yes I do absolutely agree that housing is a good natural there. I think we need to find a way to make converting that office upstairs to housing it's it's absolutely perfect for young people who don't need an elevator They don't have a lot of money to spend and why it's good being above or behind is they don't care what happens in that retail after 830 in the morning.

And they know that it's done at seven o'clock at night, though they're still probably not home by then particularly if we have a vibrant restaurant market. So bottom line is what's the cost of really converting that? And maybe one of the things a city can do is to say to the landlord we need access. Let us find out, we'll pay for a designer to say what the cost of it is to put this kind of unit in there.

We've approved it take it you invest the money go get it done and not have any reason other than here's who your tenants are gonna be coming back that's being a partner And it's easy to do because there are a lot of designers out there that are not going to charge you market rate at all just to be associated with putting City of Santa Barbara on their resume. I know of two myself, maybe three.

So those are the kinds of things I think we need to do. If we don't do them, I'm concerned about competition. What city's gonna beat us to the punch? What city is gonna say you know what it's only 20 minutes of a drive to get there which is not a bad commute when you've got the beauty of Santa Barbara on that road. We need to be aggressive in that and I challenge City Council to strip away the norms In your workshops and say to staff, what do we need to do? And how can we do it? And how quickly should we do it?

UnidentifiedUnidentified speaker 3Proposed1:29:09

You know though I was thinking as you're talking. You've got all these colleges around here. To your point, what college student wouldn't want to do design and come in and redesign some of the stuff that you're doing? You want those people to stay here and if you have affordable housing, then college students will stay. A lot of them are looking at jobs where it's still virtual. That's what they're looking for cool office space. I mean there's so much opportunity and you've got it right here to tap into But I think to Rick's point, you've got to do something different. You've got to be bold in what you're thinking about. And I mean, I have a college graduate who is coming back—she wants to come back to California. She goes to the University of Utah.

She loves California but she's worried about how do I find a home? Where do I live? All that. Who would not want to live down here out of college if they could afford to? And I think you've got the space to do it and you've got the talent to do it right here. But, you know, I think you've gotta be able to be bold in your thinking and bring in some of these new ideas but I mean think about any...I mean you could have a competition on

UnidentifiedUnidentified speaker 4Proposed1:30:29

how to do this. More people find out about it. I'm sorry, I have a big mouth. I thought almost everybody could hear. At least that's what my family tells me. Bottom line, I think your idea about working with the college may be able to help you solve All kinds of problems. The most interesting thing about your suggestion about the colleges, what they're learning as far as their basics in architecture is really all they need to do here. They're not erecting a building.

They're learning about building footprint. They're learning about what a firewall is, what wall can be moved, what can't, where does there have to be HVAC access? They're learning that in the first year of architecture So I think your biggest problem there would be, okay we have to have a day-long interview process of all these people and the college is going to help us.

But that is a brilliant idea I never thought of. Most brilliant ideas I don't think.

1:31 – 1:439 turns

CommentTess HarrisProposedself-stated1:31:53

Thank you all. Yes Councilmember Harmon? We've got time for. We have time for two quick three quick questions

UnidentifiedUnidentified speaker 7Proposed1:32:04

OK I will try to be very quick. Thank you. I echo the thanks and I have to say hearing a common theme so many good ideas but I want to hone in on I think one element that I heard throughout around the regulatory burden and I will say that weighs heavily on me. I also chair the California Coastal Commission which is Infamous slash famous for I guess depends on your perspective. For the way that we implement regulation in the state of California there's so many good ideas but I want to surface that a lot of our regulatory regime here in Santa Barbara came about as an effort to protect what is so beautiful about this city, to protect our coastline, to protect our aesthetic How do we balance that protection with either removal or reversal of these regulatory burdens?

And as a follow-up, what I'm thinking as you're talking is maybe it's a commitment to some sort of time bound process. You get three hearings here max or you know there are creative ways to do it but is that sufficient or is it so onerous. Are these burdens so impactful that the only way to attract whether we're talking business or housing or anything new is to scrap them all together and are we not cutting off our nose to spite our face if we do that. It's just sort

UnidentifiedUnidentified speaker 3Proposed1:33:35

of so philosophical. I will speak to this because retailers are under So many different regulatory environments. And the problem is, and I used this yesterday if some of you were here, it's a hamburger. And it's layer upon layer upon layer upon layer and you just cannot comprehend the amount of money a national brand has to spend to comply with state and local regulations in California is astronomical. That's a national brand. Don't even get me started about small businesses who, candidly I was at an event where a lot of them are just having to use, they're using chat GPT to try to figure out how to do it. The problem is that when the state puts on regulations and then local government puts on like regulations that they don't talk to each other and they conflict So you've got privacy regulations that conflict with environmental regulations.

And to me, the biggest thing is and I've had this conversation with the governor. I've had it with the legislature. In fact we're looking at a select committee on regulatory reform to talk about the fact that Everyone needs to be talking to each other, to make sure they work. I don't think we're not against environmental sustainability or any of that what we're against is that where do we make them work so we can comply with them because if you make them easy to comply the time frame and in real time frames That's where you're gonna save money. The problem is that, that's not what happens and I can tell you with 420 different local jurisdictions across the state who pass their own ordinances on top of what happens in Sacramento it's just you can't keep up.

My team spends more time now on regulatory issues because that is really the challenge in California than on legislative so my point would be Coastal Commission needs to be talking to CalPrivacy, needs to talk to CalRecycle because you all are passing things that it's like I don't even know where to start. And that's something that candidly the state needs to do. We had a bill didn't go anywhere where every agency had to come forward to the state and justify what they were doing in the regulatory packages that they're pushing. I mean the governor gets it he's pulled back a package on our plastic recycling bill twice now Because the regulations don't work.

And so I think that is where we want to be part of the process and help, we want to make these work but the challenge is that it's just so convoluted now in the state that there has to be more dialogue among the agencies both at the local and the state level so that we can comply

UnidentifiedUnidentified speaker 7Proposed1:36:23

Yeah and just before the others respond very briefly, I'm really thinking about our design rules. Like you're saying get rid of them where we can at the local level because the state is this other craziness which I agree with but like what really can we do? And that's where the rubber is going to meet the road I think and that's a hard pill for a lot of us to swallow.

UnidentifiedUnidentified speaker 4Proposed1:36:42

Council Member, I know that my comment is going to be a little bit rose-colored glasses I am not saying get rid of them. I believe there is no benefit in taking even the time to scrap what you have. I would go a different route altogether. Number one, I would have our city attorney come up with a one or two page development agreement. It's very simple. There's only one context to this development agreement. It is a waiver of mutually agreed upon requirements and There's no timeline on it. It's every time somebody wants to do it, they you negotiate if you say well we're gonna do it for three years Oh God knows what's going to happen in three years but a two-page development agreement that deals with here is what our existing ordinance is and the city of Santa Barbara and Mary Smith Development have agreed that we are going to waive these requirements in lieu of doing these requirements instead.

Period, end of story. You go away and tomorrow afternoon you're pricing your construction costs. I just think sweeping anything out never works. Okay, because the good can't go with the bad. We can't afford that. The other thing I think you need and I mean this as seriously as anything I've said. You have to develop something that the cities have never ever been able to do in the state of California and that is trust.

You're making an unfair assumption that a developer wants to come in here and ruin this The only people that want to come in here and ruin something are people that are going to be here a short period of time, and they're already planning that. And you know where you get them? You get them in this little teeny development agreement. I'm not saying that's what you call it, OK?

You're an attorney. By the way, I've watched LA Law, and I watched Boston Legal. So I got some legal knowledge. But seriously. I think you have to develop a sense of trust in those you want here. By the way, you can start by trusting the businesses that are here. They want Santa Barbara to thrive. They don't want to put high-rises up on the beach. They don't want to violate the Coastal Commission. But when a Coastal Commission tells a hotel no beach lights at night, you cannot show how beautiful the beach is at night.

With all due respect it's asinine. It makes no sense. There's no birds flying around at night that are impacted by that. I think we have to think the same way of our regulations here. We have to have trust in the businesses that are here and the businesses we want here, and how do you equalize that trust to help you breathe a little easier? No offense, that's the job of the city attorney because you can see through If it's good or if it's bad, you have to trust your staff. They're spending more time with the people that want to come here. Good they're going to know but I think trust is an important component and I'm a big fan of the simplified development agreement because I don't want to throw out the regulations either.

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CommentTess HarrisProposedself-stated1:40:02

Mark I'll pass it to you and then we'll go to the final two questions.

UnidentifiedUnidentified speaker 5Proposed1:40:06

I'll make my answer to your question brief. In the context of what local regulations and ordinances we have that are affecting potentially tenants' interests in Santa Barbara, I'll just use an example. Again, we do have a development agreement for our project so as part of the development agreement we've got an overall sign plan for the project. So, an example if you're in independent trying to move into a place on Santa Barbara State Street. You can have to go through the sign committee process, you know hearings, BAR everybody's going to get a look at it. We have a development agreement that stipulates the sign that you get based on your square footage The number of signs, the location the signs can be.

It's non-negotiable. It's an exhibit to each and every lease that we have so we don't bend. And when AT&T comes in and says yeah but we want our globe. Our globe is who we are and if it's not there we won't be successful. You know Costco says we need nine foot letters instead of four foot letters? You just have to kind of shake your head and say no. So that's maybe an area where the city could take it block by block, and say here is the approved sign plan for this block. This is what you get, and it's a non-negotiable. And it's in the best interest of the community. We get all the time from the community that National says well how are they going to know we're here? If you don't know where Costco is and you don' have an iPhone in your pocket good luck!

So I think that's kind of an area, an example of maybe where you guys can look at local design ordinances and be creative and come up with solutions block by block.

CommentTess HarrisProposedself-stated1:41:48

Really helpful. Thank you all for your comments. All right. I'm going to go over to Council Member Friedman for the next question.

CommentChi RialProposed · by introduction1:41:55

Thank you. Thank you for the great conversation as a follow-up to yesterday's as well when you did mention the hamburger. I realize how close it is to lunch and at least my stomach did so I'll make this quick. The issue of housing that we keep coming back to and the inability to create the number of affordable units that we really need, and the component is that the state is not funding that anymore. They had the local housing trust fund we got in the last round where they had it. That's not on the table right now to get more funds so you even said we need to kind of control our own destiny. So I'm going with this is We are in discussions now for potentially doing a ballot measure later this year on some type of tax whether it's a general fund that we could contribute towards housing.

But what I really wanted to understand is if it was to be seen as specific tax that could go towards housing couple that are on the table would be a transient occupancy tax increase or attacks on high end homes say over 3 million or 5 million So that those would go into the housing fund. So my question is, are there others out there that you've heard of in addition to those two that we should be considering?

And then the other part is of those two in particular, um, would any of those add to the regulatory burdens that you're talking about and be more detrimental to the businesses so that on the one hand, we'd be getting this tax for housing, but then we would be undermining new business development that creates the jobs

1:43 – 1:577 turns

UnidentifiedUnidentified speaker 4Proposed1:43:35

I'll go first and be the sacrificial lamb. In this environment, I would treat the word taxes the same way my parents treated a swear word. I don't care if we're taxing the richest of individuals or if we're taxing a bunch of strangers who happen to just be coming to visit Santa Barbara. In today's environment, we have two problems with taxes This has nothing to do with, no reflection on the city of Santa Barbara. But the perception is taxes are misspent money.

Most people are willing to pay their way. How can I prove that to you? I can prove it right here in Santa Barbara. You have business improvement districts that are taxing themselves on things they're already taxed on because they believe they're going to oversee the expenditure of that money and they're gonna do a better job. So my personal opinion would be Stay away from taxes, it's a horrible marketing tool. That would be number one.

Number two I do believe from what I've heard from at least a half dozen developers that the elimination of red tape and fees is enough you don't have to subsidize them you don't have to give them money it's a benefit if you have city land that you want to partner with the developer on but I can tell you the one thing I'd be afraid of discussing, even today in a public meeting, is taxing of any kind. We have residents, businesses and transient guests who believe they're taxed enough and they're right.

They're right. There is a benefit to taxes if you're prepared to completely turn upside down city government do a complete audit show every penny that's spent and then say how you're going to cut Let's say 6%. But if you're not going to go through that exercise, I would be afraid as an elected official to ever use the word tax. There are other swear words that are probably less bad.

UnidentifiedUnidentified speaker 3Proposed1:45:46

Yeah, I would agree. I think that the number one word you hear is affordability right? And and to me taxing is against the narrative of affordability. I totally get where you're coming from. Don't don't get me wrong. And I agree with Rick that In this environment, people want to know well how are you spending? If they were in my community going to do that okay well show me the books now. How are you spending the money now?

You know are you willing as a business if I can't make my P&L what do I have to look at? Well how do I cut expenses? What am I gonna cut? Am I gonna have to lay off an employee? So you're opening up I think a little bit of a can of worms. That's just my two cents. I agree on the red tape and the compliance. I think that is when I talk at least from a retail perspective, that's the biggest cost is if there's more streamlining, if it's faster, if it's easier, if they can depend on it and know what's going to happen and they can plan I think that is going to bring in that investment.

But I also think there's things again, thinking outside the box that I know that from some of the national brands if you had a really good innovative plan like you were engaging with college students and revitalizing different They might be willing to invest in housing because they want housing for their employees, right? That's a benefit. So again I think it's thinking outside the box. I mean you could go to some national brands but you have to have a plan. You have to be willing to think boldly outside the box and think differently and I think there are ways that you could certainly find other sources of income but no one has really done that I'm actually been surprised that I haven't got more calls from local governments around how can we be more collaborative in terms of, you know, bringing an investment because retailers the bigger guys are willing to invest.

But they've got to know that it's going to be worth their time and effort because they care these are their employees they care about the communities and they want to be successful and they want to be able to you know so it's a win-win but I think the biggest challenge is They don't, to your point it goes back to trust. They feel like you don't trust them and then so then they don't feel that they can trust you and I think that's where some relationship building could happen.

UnidentifiedUnidentified speaker 5Proposed1:48:12

I'm not sure I have any much more to add. I would just suggest that if council is considering taxing anybody in the community to offset additional costs that put it on a ballot Put it on the ballot, let the community decide. If you can't make a justified case for the additional expense they're not going to vote for it but don't own it as the solution because you'll be held accountable to it.

That's kind of where the distrust has come from. In future, past taxes where they didn't do what they said they would do with the funds and they're coming back asking for more. So I would just caution you to maybe steer clear of anything that was gonna... If it's increasing occupancy tax to offset something, just be cautious.

UnidentifiedUnidentified speaker 4Proposed1:49:01

I'd like to add one more thing and I'm sorry for going over long. That's the only thing you've said today I disagree with and I'll tell you why. It's a trust issue I think if you would admit it when you're in the privacy of your homes talking to your family, you've heard this phrase. These people in the state of California will vote for anything. The problem with putting a specific tax like the ones you suggested us on the ballot is it's gonna be voted in favor. You know why? Somebody else is paying it.

The people voting have zero understanding of what's known as the residual effect. For example, let's take the billionaires tax. There's only 200 of them, let's get them. When they leave, they take their business with them. So employees are suffering. They're not paying the tax so they're not suffering that way. They have no job. We have to remember that there are effects down the line.

So if we're taxing somebody with a property of X number of dollars greater, you're not making that money. People talk about rent control very compassionate. Okay? When the mortgage rate goes up, well we're not allowed to raise the rent. When the taxes go up, well can we pass that through? I think we have to realize that in at least a medium term there's no upside to even suggesting a tax on the ballot. It's going, I'm telling you it's going to pass. I'm not a tax consultant but I will tell you put a tax on the ballot it'll pass.

Why do we want to take that chance because after that passes There's only a group of seven and your staff that have to live with the ramifications. And you'll be doing council meetings three times a week, how are you gonna figure this out? Well we got the tax dollar but we lost it over here. This is just not a good time to do it. I can't even say that I'm really against taxes, I like all of us to pay for our government.

But now is not the time and I believe that if you put it on the ballot, I don't make many guarantees in life. I guarantee you it will pass. That's what's scary.

CommentTess HarrisProposedself-stated1:51:15

Thank you Councilmember Sneddon. I'll give you the final question.

PresenterRick LamoProposed · by introduction1:51:18

Thank you, thank you for being here and especially for the two days. And all of your comments have been very thought-provoking. Mr. Ingalls in particular your ideas on housing love them. Love the comments about adaptive reuse really a retail space we've done adaptive reuse for housing space we passed that already but to be able to be flexible for the retail space and particularly the workforce development I had two questions but we're late on time so I'll pose them both, but it's really the second one that I'm hoping we can answer. And it's to this point of trust and working together with our property owners and retailers. My first question was going to be, and I think we know the answer to this, but I'll pose it and we don't need to answer this one here, but clearly there are chilling effects of ICE tactics People, international visitors coming, local visitors coming.

Our workforce, our residents and so I just wanted to not have this pass without putting words to that. That is something that I think we're not even fully addressing at all yet. My next question and many in the room will remember this and this does have to do with trust in local businesses. So many will remember Plum Goods and Amy Cooper And I'll give in this example with both Plum Goods and also with the Yes Store, which is they've both had similar experiences. And those are beloved local businesses exactly the kinds of businesses that we want here on State Street in Santa Barbara. And so focus on Plum Goods Amy Cooper. I mean the list of 26 different ideas to streamline to make the process faster and we made council direction to implement those 27 ideas and those are happening, but what Plum Goods couldn't be protected from was the increase in her rent that put her out of business.

And so she went to San Luis Obispo has a successful business online retailing and I'm so sad we lost this business. That space is still empty Still not utilized. What was the point of that? And so we can have, and this is a genuine question We can have all the incentives all the streamlining. We can waive the permitting fees I know there is a long list of tenants who want in but their property owners aren't Dealing and letting them in. And this isn't our permit process, this isn't a lot of the things that we will take full responsibility for I think we all agree we have issues there that we want fixed but really truly how do we address not with a vacancy tax not with these other things but a good local business was pushed out and nothing is in that vacuous space now what do we do about that?

UnidentifiedUnidentified speaker 4Proposed1:54:17

First of all, I think your comment and question is spot on. It is my belief that what you're debating is a private property right of can I charge whatever I want? But how do you get to change that private property right? Don't wanna keep beating the same drum but if you're going to allow benefits to a property owner We don't do it blindly and wipe out everything. We do an agreement.

I think it needs to be two pages so that everybody's not spending a lot of money outside of the city on attorneys, but you do an agreement that says listen we want you to say if my mortgage rate goes up, if my tax property tax goes up or the CPI goes up There are certain increases in rent that can and will take place, but simply pure profit increases in rent are going to have to be measured against the benefits we're giving you in real dollars and cents.

That builds trust on both sides. Learned a long time ago if there's somebody that you wouldn't do a handshake deal with don't sign a contract with them either. How do you get to have that trust? Do everything up front! Listen, we have a way for you to maybe be more aggressive on your leasing. And you do so because we're gonna cut you a break on this red tape that everybody's so afraid of.

But in order to get that break, you gotta be a good citizen. You gotta be a partner. Remember we talked about the phrase partner with the city? Every one of our panelists said that. The best way to partner with the city is you have a very simple two-page agreement that says we're gonna waive These requirements, and by the way I'm not saying that you waive safety requirements. And that puts liability on the city. You're gonna waive red tape but for that red tape we want X.

And there may be landlords to say no, I wanna have complete control over my rent. I'm gonna charge $25 a square foot sooner or later somebody will pay it. Well probably they will after you populate State Street with the other people but everybody talks It's not gonna be that easy. I think that's the way, because you're absolutely 100% right. You cannot subsidize the profit of somebody for their benefit only. I agree with that. That's a responsible governance question as far as I'm concerned. I love the fact that you thought about it. I think that it may be again deferring to the knowledge of the city attorney but maybe that's a solution to it

1:57 – 2:013 turns

CommentTess HarrisProposedself-stated1:57:07

Well I want to give a thank you to the panelists for being here today. Rachel, Rick and Mark just thank you so much if if you don't mind I'd like to give all three of them around of applause. It's, it's been really a delight to get to know the three of them and to have the perspectives of all of them. All experts in the retail environment and all coming from different areas in retail.

As I mentioned at the very beginning this isn't the end of this discussion so we do you know if you of them are hoping to return and come back, and they're volunteering their time to have future conversations and help staff as we're thinking through opportunities that the city can create to improve economic development and the retail environment in the city. So thank you again thanks to council and we will move on next item.

CommentRick LemmoProposed · by introduction1:58:06

Thank you. Again, thank you to our panelists. Um, I hope it was informative for everyone who was here today. Um we are going to take a break and reconvene around one 20 um, and then we're gonna adjust the agenda this afternoon. We're gonna, I know the mayor will be happy. We're going to eliminate the icebreaker from this afternoons agenda and just move right into content. So we'll be back at one 20

UnidentifiedUnidentified speaker 8Proposed2:00:28

Thank you. Thank you. Thank you.

2:02 – 2:101 turns

UnidentifiedUnidentified speaker 9Proposed2:02:31

Thank you. Thank you. Okay. You. Thank you. Yeah.

2:15 – 2:261 turns

UnidentifiedUnidentified speaker 8Proposed2:15:36

you Yeah. Okay.

2:30 – 2:3911 turns

CommentRick LemmoProposed · by introduction2:30:10

We are going

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ElectedRandy RowseMayorProposed · by role2:30:12

to move on to the next item on the agenda

UnidentifiedUnidentified speaker 6Proposed2:30:13

which is

CommentRick LemmoProposed · by introduction2:30:25

To look, take a look at the council procedures and handbook update. I'm really disappointed that more members of the public did not stay for this very actually very important agenda item but we will go through that and talk about the advisory committee guidelines and potential charter amendment. And the recommendation today is that council participates in a facilitated workshop to provide input into a potential charter amendment updating the council procedures and handbook And updating the advisory committee guidelines and I want to sneeze hold on.

Sorry Nancy Hedrick who you all remember from our strategic planning process is back with us today to help facilitate this conversation And we're just really excited to be a part of that. And Nancy, do you want to go through the agenda for the afternoon? And then I will take it back over from

CommentMark IngallsProposed · by introduction2:31:20

you. Perfect. OK. Nice to see everybody. Nancy Hedrick. I'm Polly. I am glad is joining me today. She's going to be taking copious notes from our conversation but not on flip charts. I could tell how triggering the flip charts and writing a bike rack for some folks, so rest assured this is much more conversational and really talking about brass tacks. Those things that are important for how you are functioning and the tools you have available to do that. So the procedures within your handbook as well as for the advisory guidelines.

So here is our agenda up above me I will hand it back to Kelly in a moment To talk about and introduce the Charter Amendment option. And so we have had a chance just for the benefit of the room to talk individually around each of these topics, and so we talked about the ideas that might be included in this discussion if there are things that have come to mind subsequent or as you're reviewing the guidelines and the handbook, certainly we want to introduce those topics as well. But I think we have a good reflection of what you wanted to spend time on this afternoon and so that's what we'll be doing. So we're going to go through these three, the charter, the guidelines, and then the handbook and then the guidelines.

CommentRick LemmoProposed · by introduction2:32:38

Thank you, Nancy. I just wanted to also frame a little bit of context. I don't think we're trying to wordsmith today. I think the goal particularly for the handbook and the advisory body guidelines is to get council input. We've identified some topics that we think are important either to start to add to the handbook or modify in the handbook, things that I have identified kind of over my first year and a half that I think would be helpful to help all of us just function a little better.

And we've outlined some of those in the agenda report. We're also open to any other items that the council thinks is important to include In the handbook and then what my suggestion would be from a process standpoint is that we, the council form an ad hoc committee that would work on supported by staff that would work on the actual language for the procedures or policies that the council has interest in. So for example if we're talking about council budget office guidelines for your budget So today you would give us input on, you know, the things that you think council members should be able to spend their council office budgets on. And then we would take that feedback and we would then use that with the ad hoc committee maybe look at some samples from other cities and then draft a policy specific to Santa Barbara.

So what I would propose is kind of the framework for today And I hope that is agreeable to everyone. So, that is what I think we will move forward with. So with that, I'm going to start briefly talking about the charter amendment and I want to thank Renee Eyerly, Dan Henschke and John Doymus for their work in putting this together along with Sarah Gorman who have put together really the particular language around the leasing provisions in the city charter And then timeline and what it would take to get that on the June ballot if the council directs us to do that.

If you'll recall, this came up as part of the Paseo Nuevo discussion in December but it is bigger than Paseo Nuevo and is not specific to Paseo Nuevo. What we have found is that this charter provision which limits leases to 50 years unless otherwise that time limit is changed by the voters It really precludes the city from doing long-term ground leases on our city owned property. So as you've seen, for example, um, on our city owned parking lots, the desire to maybe redevelop those for housing, but we don't have the ability to do a lease longer than 50 years. And if you remember some of the conversations we had about the viability financial viability of ground leases, 50 years really is not long enough for developers to recoup investment. So by, Changing this language, what it allows is it gives the council the flexibility to make those determinations in conjunction with staff around how long a lease should last.

Council would still have approval authority. It just takes out that time limit and so there's no change to council approving the leases. It's just taking out the 50-year time limit. So attachment 2 to the staff report basically lays out the proposed agenda language Sorry, amendment language. And you can see a red line version of the potential charter amendment.

So we wanted to review that with council and if you are comfortable with this or if you would like to make any changes, the goal would actually given the timeline for the county office of elections to put this on the June ballot We would actually need the council to act on this at next week's council meeting to adopt a resolution formally putting this on the ballot. And so we're looking today, this one I will ask you for wordsmithing or language if you have it and it's attachment two to the staff report. So it was in your packet.

Sorry do we have extra copies? It's yeah it's not. Yeah sorry I was in the packet will make so we'll make some copies we'll bring it in apologies but yes part of the agenda probably just bring 10 copies. Thank you. So I will read it and then we can just go through it from that way. So it's section 521 of the charter. I'll read the original language and then, um, I'll read what is proposed to change. So it says no contract or lease or extension thereof by which the city is bound for longer than a period of five years shall be valid unless said contractor lease or extension be made or approved by ordinance, which shall be subject to referendum nor may the city lease property own held or controlled by it for a period exceeding 50 years This section shall not apply to any franchise granted pursuant to the provisions of this charter or to any contract for the furnishing or acquisition of the products, commodity, or services of a public utility.

So basically the changes would say no contract release by which the city is bound for longer than a period of five years shall be valid unless the contract release is approved by ordinance or resolution so it would give the council The option to do either an ordinance or a resolution instead of only an ordinance. That may be needed for timing purposes with an ordinance you have the second reading and 30 days to become effective.

ElectedRandy RowseMayorProposed · by role2:38:13

What's the effective date on that? On the original Charter Amendment

CommentRick LemmoProposed · by introduction2:38:16

that when it was put to me, I'm not sure when the origin. I think it was in the want to say 70s. I think yeah, I will look at it will try to figure that out before.

ElectedRandy RowseMayorProposed · by role2:38:27

Yeah, just remember the narrative and the discussion around why we

CommentRick LemmoProposed · by introduction2:38:31

Yeah, I was a while ago. We'll try to figure out when it was put into the charter So ordinance or resolution of the City Council we would then strike the next phrase which has the period exceeding 50 years and Then add a sentence that says contracts for the sale lease or use of city property are a municipal affair subject only to the limitations as may be provided in this Charter in the Constitution of the state of California The city may lease property owned, held or controlled by it for terms established by the City Council.

And then that's the proposed changes. So still basically grants the council the ability to approve these leases but broadens approvalability through either ordinance or resolution and eliminates the 50-year timeline.

CommentMark IngallsProposed · by introduction2:39:23

Mayor was at 1967? Yes.

2:39 – 2:4514 turns

CommentRick LemmoProposed · by introduction2:39:31

I'll give everyone a minute to read. May I

PresenterRick LamoProposed · by introduction2:39:41

ask a question? And so this would be the language of what would be approved or not approved on a ballot, but do we have, or is it after today then we would come up with the ballot statement and the pros and the cons?

CommentRick LemmoProposed · by introduction2:39:56

Yeah. So what would happen in terms of order of operations would be next Tuesday The council would approve a resolution calling for special election in June that would include the ballot question that would be sent then to the county for placement on the June ballot. That would also call for the arguments to be written. The mayor would be a signer along with four other signatories, there'd be pro-con and so that's all part of the resolution that would be adopted next week.

And then also directing the city attorney to prepare the impartial analysis of the ballot question.

ElectedRandy RowseMayorProposed · by role2:40:31

Thank you. In regard to June election what is the cost differential between doing that and the general election? And then why are we pushing the June election in that case?

CommentRick LemmoProposed · by introduction2:40:45

The June election would cost us $195,000. I believe that it go

UnidentifiedUnidentified speaker 10Proposed2:40:55

ahead and for the November election it would because it's a general election it would be about $50,000 if 5 0 OK so there yeah so different

ElectedRandy RowseMayorProposed · by role2:41:05

140,000 between OK.

CommentRick LemmoProposed · by introduction2:41:10

Yeah. One hundred and forty thousand one

ElectedRandy RowseMayorProposed · by role2:41:12

hundred forty thousand. OK. Erica Java. Oh Megan

UnidentifiedUnidentified speaker 7Proposed2:41:18

thank you. Yeah I guess two questions now first on the language of this section what's the why are we removing the extension option wouldn't we theoretically want the ability to grant lease extensions that are longer than five years. Why are we removing that language?

CommentRick LemmoProposed · by introduction2:41:41

I think the city attorney can weigh in. The extensions are included in this, we just don't need to explicitly spell it out.

UnidentifiedUnidentified speaker 7Proposed2:41:49

I think legally that's problematic to have had extension in there and then to specifically delete it. If I were arguing I would say by explicitly deleting it we are specifically saying extensions are not included so I will obviously defer to the attorney who has Who's paid to do this for the city but I have a little concern around

UnidentifiedCity ClerkProposed · by role2:42:10

that. Sure absolutely, Honorable Mayor Councilmember Harmon so the removal there is to make this as kind of efficient and easy as possible but still allow for council review and control. So taking away the years the extension and just allowing that to be approved by The choice of a resolution ordinance does a couple things. First, by allowing it via resolution ordinance, you're removing the 30 day waiting period and second reading and you're allowing the contract to become effective immediately if council so chooses they still remain in control of the process that they want to be at the end of it is it's declared this as a municipal affair. And so then that way for example I'll give you the benefit of that. That way um, You don't have to worry about, okay, let's say it's a lease.

You don't have to worry about the month and waiting on you have an agreement and the tenant wants to move in and start business operations where you have to wait. It can be automatic and simultaneous. And then to answer your question removing the extension, there has been a lot of confusion We have a contract and are we able to start negotiations. It's such a first or do we have to end the contractor there's a year ago, you know for example 50 requirement pause and the contract restart negotiations and then that even potentially while this gets all approved have a license agreement in the interim period so what this does is language purposely takes all that Like a better term red tape and removes it. So the council still this also goes before Council Council still has municipal control over this, but eliminates things that will slow down the process such as requiring an ordinance or you know or really limiting the ability on these extensions are not in mind you to when we do these contracts a lot of them have termination clauses Invoked at any time and then I think a final point to also is even with this when it comes to leases Even with these changes, there's two areas that will not be effective One would be airport property because we do have requirement under FAA regulations releases We cannot go past 50 years so we still have to abide by that and then for the waterfront because of our Trust with the Thailand's and that that's a 66 year limitation.

So those still remain in place regardless It doesn't have to be stated in the charter But I hope answer the question at least of why we're looking to remove The extension is just no contract or lease just purely from a clarity standpoint and from an efficiency standpoint

UnidentifiedUnidentified speaker 7Proposed2:44:43

Yeah, I think I mean, I think I'm torturing my hypothetical maybe to come up with an example where that wouldn't actually apply so it's okay Thank you. And then my other question is practically speaking, and I apologize if you said this and I missed it given the $140,000 difference between the June and November we I think you're suggesting we go in June and why?

not transcribed≈8s of audible speech the AI couldn’t make out▸ listen

2:45 – 2:5928 turns

CommentRick LemmoProposed · by introduction2:45:13

I think there's a couple reasons. One, I think there are a couple of projects that Paseo Nuevo included where we would like to have more tools at the negotiating table if needed and then in addition we have some other projects where we would really like to start moving forward And the planning process, for example like the former police building site. And that is one where we have started that you know we're only a couple years out from the Police Department relocating to their new facility and it would be nice to have something if we were going to build housing on that site ready to go and that takes a couple years lead time it'd be nice to be able to get started on some of those things right away And have certainty that we could negotiate a ground lease if that was on the table.

So it's not a hard and fast, but for staff I think getting it done sooner rather than later was helpful and June seemed like it was a worthwhile time to move forward.

UnidentifiedUnidentified speaker 7Proposed2:46:13

One final follow-up, I apologize. Where does the money pay for this? Just straight up regular general fund?

ElectedRandy RowseMayorProposed · by role2:46:23

All right very good. Once again, Mr. Doymus with the waterfront and the airport obviously there are two most active places where we have leases. The impediments start with the FAA and then the Thailand's trust is that a matter of they have limits or we just would have to go through an approval process for those agencies? Thank you,

UnidentifiedCity ClerkProposed · by role2:46:44

Honorable Mayor. Those are limits imposed on us so us as a trustee of the Title IX Trust we must abide by that so that inherently within the state law then that has a 66 year limitation and from my understanding FAA regulations Only allow for a 50-year lease. So those are inherent limitations imposed on us.

ElectedRandy RowseMayorProposed · by role2:47:06

And that's not something you go and try to get an extension or exception for, that's just casting... That's

UnidentifiedCity ClerkProposed · by role2:47:10

we're preempted on that. That's our ceiling for those issues. Okay

ElectedRandy RowseMayorProposed · by role2:47:15

thank you very much. Further questions from Council?

CommentRick LemmoProposed · by introduction2:47:20

So I think what we're looking for today is four nods if you would like us to move forward for the June election. And if you want to take a straw poll, we're not obviously agendized to take an official vote but it'd be helpful for us so that we know we can bring it back next week so we can meet the county publishing deadlines for them.

ElectedRandy RowseMayorProposed · by role2:47:41

Basically approval to bring it back to us to actually do a motion and a vote then? Anybody wanna raise their little pinky if they're in favor? Okay.

CommentChi RialProposed · by introduction2:47:52

Yeah, it's the it's the cost issue for me I my preference would be to go to the November because it is a 140 we have been in the grand scheme of things I understand the reasoning why but we have to start somewhere with it but at the same time If it does lead to more fruitful with, is there a way that we could have both presented? So we have the two options on Tuesday so I have a little more time to think about it. So you'd have option A option B one would be option A is to go forward in June and then the option B would be to go November. So I can ask you some follow-up questions before that.

Okay, that's what I prefer to do give us both options for The June and the November.

CommentRick LemmoProposed · by introduction2:48:41

We can include the cost estimates for both.

CommentChi RialProposed · by introduction2:48:43

Thank you.

ElectedRandy RowseMayorProposed · by role2:48:43

All right then so we go around the table and get a nod from the colleagues if they want to do it per Eric's last suggestion? Everybody good, all right.

CommentRick LemmoProposed · by introduction2:48:51

And then I think staff when we did this conversation there was actually quite a number of other charter changes that we identified that might be useful in terms of modernizing the charter but we didn't want Conflate the two we thought the lease issue was important to sort of stand on its own So, you know wanted to just get the council's read on Are there other things in the charter that? You think would be worth exploring or starting a conversation about in terms of other Charter amendments. So I'll let the mayor Do the popcorn around the room if there are other people who want to stay Christian

PresenterRick LamoProposed · by introduction2:49:31

Thank you. I have one that's come up periodically every four to five years, and that is ranked choice voting which is in the charter that I think it's worth exploring. The public has brought it up a number of times.

UnidentifiedUnidentified speaker 6Proposed2:49:44

Mike? I got a whole list. Yes, as much as those triggered means right? Yeah. I know Term limits some form of term limit discussion for elected positions After what we heard today a look at Housing or business development barriers that can be moved out of the charter and into ordinances so then you could attack them or leave them based on the merit of the thing through a page and a half And then board and committee reductions or mergers Those are in the charter also,

CommentRick LemmoProposed · by introduction2:50:29

and I think we'll talk a little bit about that under the Advisory Committee guidelines so I think because One of the easy ways to address that issue is you could call a Board or Commission To like have it have responsibility for both Multiple things if it's listed in the charter, so if there's you know bodies of issue interest that may overlap You could consult potentially consolidate boards or commissions to address both

UnidentifiedUnidentified speaker 6Proposed2:50:55

So the worry I'd have is like somewhere in the charter. It says something has to go this board commission and If you're gonna make it not go there But go to something else that you're calling that you would have to remove that language It seemed

ElectedRandy RowseMayorProposed · by role2:51:09

like weighty enough subjects where we could probably agendize those in future and or You know, ad hoc committee whatever.

CommentRick LemmoProposed · by introduction2:51:16

Yeah I think the charter amendments would probably be worthwhile to bring a discussion to the full council. Um, I think the ad hoc committee would, the council protocols that's pretty easy to you know sort of craft some language. I don't think any of those are going to generate a whole lot of public conversation necessarily but I do think you know rank choice voting term limits some of those I think having a work session with the council on those going forward I think would be and some of the development requirements or restrictions so

ElectedRandy RowseMayorProposed · by role2:51:43

Right now that's just information we don't need to give you direction or is that.

CommentRick LemmoProposed · by introduction2:51:49

I think yeah, I think if the council is comfortable with it The direction is we'll bring those back for further discussion at a future might not be for a little bit Just given workloads but coming back after you know And

UnidentifiedCity ClerkProposed · by role2:52:04

if I can add to in working with Kelly too There's a lot of aspects of that because if you look at the charter there are certain I think this city has something over 70 boards and commissions But there's only a handful Charter commission. So part of it is maybe out of the extra outside 60 some can be enveloped back into the charter commissions or things like that too. So there's a lot of different facets are different ways you can economize, kind of looking at the different boards and commissions we have in general and comparing it versus charter versus non-charter boards.

ElectedRandy RowseMayorProposed · by role2:52:36

Well given that point, what I'd really like to see is either a admin or approach on just in general What we have is a body of boards and commissions that we might think would be able to trim combined, or otherwise take some pressure off the staff and admin time prior to talking even about the charter part of that. I mean, I think it might be worthwhile thing to do to see how lean and mean we can get prior to that.

CommentMark IngallsProposed · by introduction2:52:59

When will we come back to the conversation on the boards and commissions guidelines? This was the topic that came up in the conversations. Okay very good. So I expect we'll talk about that then.

ElectedRandy RowseMayorProposed · by role2:53:08

Okay, Kelly are you the next?

CommentRick LemmoProposed · by introduction2:53:13

Sure thing. Happy to kick it off. Please do. So council procedures and handbook. This is something I didn't want to jump in my first month and say oh we should do this, this and this. You know let's...I wanted to kind of go through a year and sort of see the order of operations every city sort of goes through the calendar year a little differently and has a number of things that come up Just some things that have come up for me that I think would be helpful in terms of providing guidance and direction to staff.

And just putting some, you know, guardrails parameters also to protect council members and to help you all in your roles. And I'll just talk a little bit about some of the ones that were mentioned in the agenda. The first is the two-person memo process and thinking about how we revise that. I know there's been a lot of questions about timing, how do things get on the agenda? From the staff perspective, we would like an opportunity to put sort of a response in terms of how potential two-person memos might impact workload and the strategic plan initiatives. That's one. And then any other things that the council would like to talk about with respect to the two person memo process.

Council budget office guidelines, I find this to be super helpful for council members. Things like having a bulleted list of travel for city-related business, conferences, technical books related to being a council member, things like that that we would specify how you could use your City Budget Office Guidelines. It's more of a protection for all of you and just to make sure there are clear parameters around that You know, there's I've seen in some of these that I've looked at before a provision where if something is not listed and a council member wants to spend money on it that it could come to the mayor and the city administrator for decision. If the council member isn't happy it could get appealed to the council so there's ways we could build in appeal processes for that.

The other is event sponsorships you know we've had I get a lot of requests from council members who are You know, shepherding through for a community organization or group. Hey can we get a reduced rate on city facility rental? Or can we sponsor an event? So looking at our event sponsorship guidelines And how council members might support particular organizations that they feel are important contributors to the city.

And then we have the update to hybrid meetings, recent legislation SB 707 so that will be more of a legal update to the handbook. And then the other one that I thought about was ceremonial guidelines. So when is a proclamation appropriate? When is a resolution appropriate? When can council members do like a certificate of appreciation on their own letterhead or on certificates, you know How do we recognize different organizations like You know like Pride Month Black History Month What are those things that we want to recognize on an annual basis so and just having some parameters around that because you know oftentimes You know, staff will get requests from community organizations and it's like is this really something we should bring forward to council for consideration?

So those are the initial things. I'd love feedback on all of those issues and then other issues that we should be thinking about in terms of the Council Handbook.

CommentMark IngallsProposed · by introduction2:56:47

So we can add that to the list up here, to the ceremonial guidelines. We'll make sure to plug that in as well and make sure we cover it. So some of these topics are likely to have some conversation around them obviously the two person memo and some of the others for clarity, for opportunities to improve the process, to hear different perspectives and a few of these are more administrative in their updates you know the tele-meeting portion of the handbook, for example. So if we kind of use the list that we have above ours We'll come back if there are additional ideas topics that have come to mind as you've been putting fresh eyes onto your handbook We can add those To the list but I think it will just kind of run through these and have some conversation Just as a reminder work.

We're taking notes of the conversation We're not trying to take action today But we want to see where there is energy ideas and input will capture that so that Following today's workshop, the work of the ad hoc committee that is ultimately convened will have the benefit of this conversation and the record to look further into recommendations for the full body. So just as a reminder of that process as well. So we'll start off with the discussion around the referral process and bringing items to council. And so, bless you, I think you all have a copy of the handbook with you and so just for point of clarity of where we are, we're looking at right at the beginning of the packet of the handbook section 2.2, I believe.

And so I want to open up for discussion. So Kelly mentioned incorporating into the process an opportunity for impacts on staff to council requests for a council, so that would be one item for discussion. So maybe we start there and then additional thoughts or ideas That are going to be important to the conversation. We'll go from there So first of all reaction to the idea of building in time for response on staff impact to council ideas

2:59 – 3:065 turns

PresenterRick LamoProposed · by introduction2:59:08

So thank you and I have a few like maybe questions or considerations for that. So, um, I think first maybe we want to talk about maybe updating the process all together before we decide what other documents would go in that process maybe? And I think I'm sure we all have suggestions that I think would be worth talking about but Some obvious issues are the awkwardness of the timing with that. The first meeting is just to set the date and so you can only talk about the date setting but can't talk about the substance, and so if at that moment there was also a document from Staff saying what the impacts would be I feel like that would be too soon because We don't even know what the agenda item fully is yet.

I wish it wasn't necessary to have the two meetings, one to set the date and then the other one at that meeting to set what the issue is. So streamlining that would be really good. I'm wondering too there's this awkwardness where this sort of idea that if enough people are interested in something and talk to the city administrator that something then could Be come to the agenda, but I don't know how you get four people to talk without breaking the Brown Act. So there's a lot of like, well, how do you signal to somebody else? Like, hey, you talk to administrator and I'm going to talk to administrator enough people so that's one question and I was wondering if maybe A suggestion for that and these are all just, you know, just for Council consideration I don't know what the more streamlined answer would be but maybe if there were a process where a council member could go directly to the mayor or Mayor Pro Tem I guess depending on whether they thought it would be Favorable or not and request those two together going to the administrator and having that conversation since the mayor has the discretion of helping to manage the agenda.

So maybe a route through the mayor, and then if that route doesn't work then there's some type of route with the two person memo because they're seen as quite aggressive and I think many of us have not wanted You know don't really know well, how do we get? How do we know there's interest if we don't do it that way so I think something through the route of the mayor and and then as a Backup to that then if needed a two-person memo. If that was another route wasn't Acceptable or something like that But those are just ideas and I think I think it'd be great to hear other ideas Just whatever it is now isn't working

UnidentifiedCity ClerkProposed · by role3:02:06

If I may to add to that point too, at least where you're suggesting these are just ideas or not formalizing something. So just to clarify your point Councilmember Sneddon too as well so if you let's say was you going to an interest the question on the agenda and you went to the mayor Who then may be agreed with the city administrator to put that on. That right there is two consents, it actually acts in a weird way as a two-person consent process and then if mayor didn't for some reason the alternative you know because this would be doesn't have to be that formal if the mayor's like well no I just don't think that Then what you're suggesting is the alternative route of going back to what we have as a two-person memo guideline, correct?

PresenterRick LamoProposed · by introduction3:02:44

Yes and then the two person memo then would be seen as when it couldn't go through that route. Then this is the route and I think that might well I don't know it's just a suggestion and I'm very interested in what colleagues

CommentMark IngallsProposed · by introduction3:03:01

Yeah, let's hear from others and then maybe we can start to put some pieces together and see what maybe makes some sense. But overall your comments are it'd be nice to streamline it so that we don't have to run different channels and then your concern around the current process feeling a little bit aggressive and so how do you take the temperature down in order to be able to just bring ideas forward? Okay.

GuestRouseProposed · by introduction3:03:27

Thank you Mayor Rouse. I'd like to echo what Councilmember Sneddon said, the streamlining of the two person process is key but I think one of the most crucial points of this is that these conversations need to happen in public and I think a lot of times when we as councilmembers get requests from the community of hey there's a critical issue that needs to be addressed and we need our legislative body which is us as the mayor and city council to take action I think it'd be a lot more productive for us to have these conversations out in the public. And part of what I would envision and would like to just put out as an idea is making space for these conversations in regular council meetings, and so we have the different things that we always address at council meetings right?

And it's like changes to the agenda, Committee assignment report backs all these things. If there was an op if there was a space where we could say are there any issues that any of any council members would like to bring up for future agenda you know consider it as a feature agenda item because then we're already in a public space. We are able to sort of make the ask to all of our colleagues and you could even just take a straw poll thereof is this something the majority of you are willing to entertain at a future meeting? Yes no. And you know If not, then I'm happy to look at other considerations. But I do think there is a value in being able to bring those community issues to the public and be able to get a sense of whether my colleagues even want to discuss this rather than having to do the process and then it goes through all these steps only Be on an agenda just to discuss if we're going to put it on a later agenda.

Like there's too many steps right? And so my ideal would be that we are able to cut that down, discuss that in an open forum and open setting where we're already not going to violate any Brown Act issues. We can discuss what it is that we're considering. We're obviously not taking a vote on acting yes or no on it. But just hearing like do people want to discuss this and then I think once it comes back for discussion, then staff is going to have the ability and the time to come back and say okay you know these things will have an impact or not. And that way we can better address that question but I do think that from the public's perspective A two-person memo or some sort of process like that is necessary That's what I hear all the time. Is that those they'll say, you know The agenda is you know, it's crafted and very carefully crafted by our amazing staff But the city is run by staff and the City Council And so the City Council needs more leeway to be able to help set the direction of those agendas And so I'm I'm very you know Very open to exploring council members or Mayor Pro Tem Sneddon's suggestions.

I think that would be great but I would want to even just bring that out more into the public like let's get those conversations out and yeah, just as one suggestion.

3:06 – 3:2120 turns

ElectedRandy RowseMayorProposed · by role3:06:34

Megan and then Mike?

UnidentifiedUnidentified speaker 7Proposed3:06:35

Yeah, I think really good conversation so far and I definitely think if we could Have one meeting instead of two to getting the agendizing. It would be awesome for so all the reasons that have been articulated I won't repeat them but couldn't agree more that that would be hugely helpful. I think I have sort of two initial thoughts on the two ideas super creative.

I think I'm interested in learning more about the mayoral path but I do worry The actual outcome would be to lead to the two person memo seeming more divisive like if I were to go to Mayor Rouse and he was like, I don't like this idea. And then I found someone else to do it anyway it seems like even more of a I mean that scenario is definitely one that could happen so you know I think You know I like the idea actually of a stronger mayoral system and that seems to me is like a move in the direction of sort of strengthening the mayor's office. And I like that but I think I'm not sure it would serve to sort of lessen the charge or like sort of the pointedness around the Tupers memo. I think it would probably do the opposite depending on Whose ideas are coming forward so I just would want to make sure that we have thought that through and that there's some safety valve, I guess.

And then on the open session, I think yeah I agree it's definitely always great Councilmember Santa Maria is right to have conversations in public, I personally don't tend Be able to make snap decisions like I'm going to hear an idea that I've never heard before and in that moment without being able to research it and think about it. I mean I'm imagining there are some ideas you're gonna say that I'm gonna be like yes 1000 percent. I've I'm all on board. There are some ideas that some people could present that I might have never heard of thought of contemplated or know anything about. And so I don't love the idea of putting us in a position to have to say thumbs up or thumbs down On an idea that I could end up loving or I could end up feeling it's completely antithetical to my values in some way that I didn't understand when you just floated it.

When a person just floated it in a hearing so maybe if we can float ideas and then go to Kelly offline to give ups and downs or come back in a week and give ups and downs, I just think it's that sort of immediacy like That reaction is probably not helpful and I think maybe potentially very damaging. And in a lot of ways, in the sense that I might say yes to something I fundamentally disagree with or I could say no to something that is like an absolutely brilliant idea. I just didn't understand it in that moment which also happens so I think there's something to these ideas but those are my concerns.

ElectedRandy RowseMayorProposed · by role3:09:43

Mike?

UnidentifiedUnidentified speaker 6Proposed3:09:48

I think the person memo turning into two meetings is awkward at best. It's just clumsy So I Would suggest that it is if you keep that format, but it's just one It's just a submission and there's a then like a notification to the rest of council that that's been submitted and with a Projected when will it come to council so people can get excited or upset if it's going to take too long Whichever, you know are okay. It's only gonna take three weeks that kind of thing but then I also I also Think there should be something to allow for an immediate issue like a daily issue and I've asked this before, but there's this category on the end of council meetings that nobody ever talks about. Nobody ever uses and it's called the Council and staff communications.

We just roll by that. I don't know why it's there. I've asked what it is. Nobody ever has a good answer for it then. So if that's what, not what we're talking about then maybe that name just needs to change and that would suffice for either a general update of a concern or in today's world an immediate concern to bring to council's attention in a public setting already on the agenda as a broad item. Maybe that needs to turn into a sentence of an agenda item rather than Something nobody knows what it is so somebody.

ElectedRandy RowseMayorProposed · by role3:11:25

Has been used before by admin and by

UnidentifiedUnidentified speaker 6Proposed3:11:27

us. To me that gives me the opportunity to say anything I want to counsel or staff and I've been told that's not true.

CommentRick LemmoProposed · by introduction3:11:36

I mean I'll just respond and I actually think this is another area where I think it's useful. And I actually had it called out specifically as like city administrator comments and its inability Like I've used it in a variety of ways and other agencies where it's announcing city events that are coming up, telling like a feel-good story about something that has happened. Responding to a public incident or...

And I think using it in that way, that's how I interpret it but it's interesting. I think clarifying it and having an actual definition in the procedures of what it is and what it isn't would be helpful. And I also think having it earlier on the agenda maybe after public comment But we have to be very careful because you know we're not supposed to respond to public comment necessarily. But if there's an issue that has come up where there might need to be a response that would be the appropriate time to do it so maybe some more clarification on what that is I don't

UnidentifiedUnidentified speaker 6Proposed3:12:33

have any heartache with you defining it that way but then I think I would also support something somewhere that gets more to Wendy's description of There's a current events thing happening yesterday. It's a concern can we talk about it? Can we give direction? Can we say, We want you to come back and agendize it the next week kind of whatever

ElectedRandy RowseMayorProposed · by role3:12:56

most boards have like an executive directors report so there should be exactly that. So maybe that's

UnidentifiedUnidentified speaker 6Proposed3:13:02

talking about any council member being able to do that not the executive director Just use current events. If there was something going on related to the community that you wanted to put up today, that was on a regular council meeting because it was timely and urgent and that should you have to go through the draft two-person memo get a couple signatures put in front of the city administrator wait for that process to go through And you've lost the ability to respond to something that's urgent, whatever it is sets. I would support looking into that too.

UnidentifiedCity ClerkProposed · by role3:13:44

And just to add to some cities have done and so our boards of commission sometimes we'll look at. Report staff communication. Some cities use like, you know Councilmember reports committee updates and they've used that to agendize potentially feature items and so And that's in terms of looking at it because you want to be as structured as possible Because in some ways it can be very positive because you can have a quicker more responsive way and everyone the transparency part for everyone do that The pitfall too is then having to devolve the meeting in that period for a long discussion where now you're talking substantively and now you're violating the Brown Act because you're trying to advocate and go into detailed explanation of why this should be in the future.

So it's finding that balance, right? And so it gives us all pause to think and look at how that can be structured but it's not unusual and there's pros and cons to that process like everything I

CommentRick LemmoProposed · by introduction3:14:40

guess. One suggestion just to Council Member Santamaria's suggestion You know, you could do that. You know have that and say oh we'd like to talk about whatever the issue is and then it would still have to do a two-person memo so to your point you wouldn't be voting on the substance. You would say I'm curious to learn more. So like you say I want to talk about ranked choice voting. I'd like to bring that back are there three other council members who'd like? And then the council member who brings up that issue would write a two person memo And then that would be the substance that the council comes back and discusses.

UnidentifiedUnidentified speaker 7Proposed3:15:15

So that's what's the point of bringing it up at Council then if you also have to do the two person memo doesn't save any time,

CommentRick LemmoProposed · by introduction3:15:23

it's, it would be then that gives you the information you need if I mean if it's an issue you don't understand so if, You then you could say I don't, I don't know enough about that issue. I need more information than the council members could write a two person memo that could be then agendized for four. So then you would, the council members would have that data upon which you have

UnidentifiedUnidentified speaker 7Proposed3:15:47

to write the two person memo or only if you don't get four

CommentRick LemmoProposed · by introduction3:15:49

people saying they support it? I think that's something we could work out if that's something that the council is interested in talking about further. I don' I don''t know exactly how it would work but I'm trying to figure out how to flesh like your concern where There's got to be some more information for you to make a decision on a particular issue. So that yeah

UnidentifiedUnidentified speaker 7Proposed3:16:08

I just wanted to add I think this structure makes really really good sense to me for urgent items. I think what I was thinking is like I have ideas related to like the reserves that are very complicated that I would assume I wouldn't be able to adequately explain and nobody would support if I was just randomly talking about it. Urgent well they don't support even when I'm not randomly talking about it but For urgent stuff like responding to current events I think this makes perfect sense to do this and I would hope that we could avoid the two person memo.

Because it's like the urgency of now, I'm thinking more about things that are like. I've been thinking about this for five years and now I'm just going to talk about

CommentRick LemmoProposed · by introduction3:16:50

it. We could sort of detail out in the handbook what is appropriate for this particular use of it versus that where it's something you wanted to do for five years, that would be more appropriate like the strategic planning process and getting your colleagues to support it as an initiative going forward. Like those, I think there's a way to craft language to differentiate why it's an urgent issue. Urgent current event et cetera.

ElectedRandy RowseMayorProposed · by role3:17:17

Eric?

CommentChi RialProposed · by introduction3:17:18

Thanks great discussion is complex so... I see pros and cons of each side like we all do. The first, I like the idea if there's something that's urgent that's happening in the community and we need to be able to address it fairly quickly. We can't afford to wait a week or two or three If there is a process to do that, I do have some trepidation. To the point that was just made it's it's a longer policy discussion issue. There should be budgetary implications and staffing implications and to have like something just come up and I could see you know members of the public working with a council member and all of a sudden there's a bunch of public comments they put this on the agenda and I haven't had time to think about it and it might be something What Council Member Harmon was saying earlier is I might be fully supportive of it, but I don't know.

Or it might be something that I don't know. And then the other aspect of it is we have very limited staff resources for the priority issues that were already want to implement and then we go through that in the budget process every year what's on the work plan. So one thing that could help us get there is if there are two council members and my thoughts are they really want something on the agenda I think it is incumbent upon them to do some research and put it into a two-person memo so they take that time. Again, this is something that's not urgent from a community, something that happened in the community but it's a policy issue.

They do put it on a two person memo. They talk with the city administrator and you spend a little bit of time with them so that you can have a response to that two person memo at a higher level saying... So say it's related to housing policy. Then that two person memo could come to all of us, and it could come on the agenda and we would at least have an initial like here's where all our staff resources are on housing policy.

This is where we would have to pull from initially right it could change but these are some of the areas where it would impact. So that we would have at least some information from you and we could have it in one hearing rather than two, but I think it isn't incumbent upon those who want to put something on the agenda to do some research rather than just put it kind of out there on an agenda. But also work with you because you could help them refine the two person memo so it could be more succinct and more detailed and then have a somewhat of response to you and then it can be done in one hearing As far as going to the mayor, I would say it could be something that it could be seen as a positive but then it could be seen as more hostile. The other thing is we want to make sure that we're protecting the ability of those in minority positions on something to be able to raise things through the agenda but you also don't want to run into an issue where you could have A couple of council members who just start raising issue after issue after issue.

Say it's a 5-2 Council and every week they're raising something on that, so we got to make sure that we have a clearly defined process. And then also I think it's helpful there are ways to get things items on the agenda without doing a two person memo. That if it's ancillary, if it's part of a larger discussion you can bring it up as part of that discussion. So I think it's also helpful. An example is when Council Member Harmon and I were able to do the local housing trust fund we didn't do a two person memo for that. We brought it up as part of a larger issue and then that was able to be brought back so maybe if there's some training or some things that could help us understand when items are already agendized maybe there's a way that you could incorporate your comments on those.

3:21 – 3:3017 turns

ElectedRandy RowseMayorProposed · by role3:21:17

Yeah,

GuestRouseProposed · by introduction3:21:18

just a brief comment. Thank you Mayor Rouse. I'm reminded of what one of our presenters earlier today said and I can't remember the exact words but essentially their sentiment was that time is money. And so my goal is really for us to just shorten the timespan and as I'm envisioning us bringing these items publicly to these council meetings, my thinking is that whoever's bringing these up would do that research and would submit something attached to the agenda Like let's say for example, let's see if you want to bring something up on a certain Tuesday Then you would need to get it into the City Administrator's office by a certain date that the city administrator could set That way all the council members could read what it is that you're proposing and you're not asking To say yes or no vote on this item It's just that by the time you get to the council meeting You'll have some context of what it is and why we brought it up And you can we could just take a vote there.

Do we want to actually? Discuss it at substance And at that additional meeting is when staff could come back with a response on what is the staffing or budget implications. But my goal is really for us to avoid having to schedule a meeting To then schedule a meeting and so I'm trying to cut that one meeting out. So that was just kind of the thinking but I do agree there has to be some research attached to it but we're obviously not going to do everything because we need our staff to take to be able to do that but staff can't research unless we give them direction that the majority of us want to look into it. So that was just my idea behind it.

ElectedRandy RowseMayorProposed · by role3:22:49

So the two person memo thing came up during Marty's administration when Marty Bloom was mayor and it was because they were having this each individual council member pepper Administration all the time and it got to be really wieldy unwieldy I should say. And what I really think is important is allow the city administrator the discretion because she and only she knows what the entire entirety of the staff workload is and what the direction is so I don't think at any point in time a council member one of us or whatever should determine the date that something's reviewed because we don't know the entirety of the system and what staff has got going on.

So I think that this, this may seem clunky from time to time but hurrying things along into discussion isn't always productive either. Now there can be declared emergencies and whatnot I would like also to have that be the discretion of the city administrator. But if we're going to discuss things. We need to, as Eric said, we need to be able to go after them, research them, see where we're at. Maybe get our own public input which is what you should be doing anyway number one. Number two is I do not want to have the city administrator get a bunch of stuff stacked up in our agenda like at the last few meetings that were trying to finalize the budget and all sudden we are in these meetings that are going on six seven eight hours where we don't tend to get much smarter as time goes on so

UnidentifiedCity ClerkProposed · by role3:24:17

Part of this discussion I think for everyone would be help looking at a vacuum. If you look at the issue itself, it's not that frequent and we haven't had many too many person memos and generally a lot of the items have been brought forth through it have been long standing issues sound like an overnight issue in general And so for example, in a couple weeks you're going to see the fire and police commissions work plan. And so what they do is like let's let's pick two or three items that's much smaller body they can't have the time dedicated of what these items are going to be in the future so something similar council does if there are going to be issues is like the console wants to see it could be generated via.

The work plan process. Now there are a separate category of responding to the general, you know, immediate emergencies or immediate events and how that goes about with the mayor city administrator so on. So it's even looking at the general type of issues because usually we'll have two types one being longer range issues and others being more Immediate meaning of actions too, and so you know maybe it's not a one-size-fits-all either two depending on the issue as well So

ElectedRandy RowseMayorProposed · by role3:25:27

I just we've got all nervous about some of the agenda Violations that were potential in some of the things we're doing is it pertain to public comment plus in section 2.3 You already have a means by which the public can request an agenda item be put on vis-à-vis the administrator so once again We don't have to obviously Nancy carry on with the rest of presentation

CommentRick LemmoProposed · by introduction3:25:50

This is super helpful. I mean, I think For us it's helpful to understand You know like what are the concerns from the council about the process and then how do we balance those? With staff workload and staffs concerns about you know And I think one of the things that the mayor and I try to do Myself in particular and I'll bring recommendations to mayors balancing the agenda so we don't end up having an eight or nine hour meeting and so That's also if I, looking at the two per being having that latitude to help try and balance agendas out. So I

ElectedRandy RowseMayorProposed · by role3:26:20

think- With workload and financial implications, I think that's something we may not even be that aware of. And you go well wait a minute here as we've got this going on so all right thank you. I think that- Okay go ahead Eric. Eric do you want one more thing?

CommentChi RialProposed · by introduction3:26:33

Would there, I'm just, this is totally discouraging me right now put a limit on the number of two person memos council member can do in a year One of the concerns that I would have, I'm just putting out there is that they would just keep coming up over and over and over. In case we elect

ElectedRandy RowseMayorProposed · by role3:26:48

Scott Wiener maybe? Something like that?

CommentChi RialProposed · by introduction3:26:49

Yeah, well I'm just putting it out there because I just want to make sure that we have a process to do it but we're not just putting things out there every year but I just put it out there because I think that's the concern is that They start coming more and more frequently, and then we're taking all these staff resources from doing the work that we've already assigned them to do through the normal process.

ElectedRandy RowseMayorProposed · by role3:27:08

But

CommentChi RialProposed · by introduction3:27:10

I just put out there, I'm not wet to do it. I'm just throwing it out there to try to make it so we can get to where you want to be and make it so that everyone's very strategic and they do that. And then we still have the emergency urgency ones where they could come up but just so that we kind of stick to our work plan if something comes up outside of it. Just throw it out there.

PresenterRick LamoProposed · by introduction3:27:32

Yeah, so I think that hasn't really been a problem in the almost nine years we've been on council. I mean it comes up sometimes but it hasn't been every week over and over and I do think we need to be careful with...I just heard personally on different two-person memos criticism for not enough research, criticism for too much research. I think you know having tried it multiple different ways I don't think there's any way to have a satisfying outcome when you're bringing a two person memo Because some people will always feel that they weren't part of the process and some people will feel like they were. And I think that's what the inherent aggression of the two-person memo is so if there was a way, like Councilmember Harmon, if at every at the end of every meeting you're like well I'd still like to talk about that reserve policy and you just keep throwing it out there then eventually someone's gonna come to you and say let's do a two person memo on that or let's bring that forward is one example.

So if someone keeps mentioning something that they'd still like to talk about, it's maybe a sort of an invitation for somebody else to pick that up and just really quickly there's a lot of times or a couple times when I've gone to city administrator to ask how to bring an item and where she's advised that's a two-person memo item so like the CARES Act for protecting Our trans community. That's something that we were specifically told, well that's a two-person item issue so I think there isn't a lot of clarity on how much research, how much not research and which are these issues or not so I think that would help a lot.

ElectedRandy RowseMayorProposed · by role3:29:10

Okay very good. Nancy?

CommentMark IngallsProposed · by introduction3:29:12

Okay so I mean, I think that there is agreement on looking at this process and trying to determine how to make it more efficient but also to make sure that there is a role for staff input into the impacts, the timing these sorts of things. We've got some good notes and this will be I'm sure a topic that you'll want to continue to flesh out and some ideas within that as well. You know testing a model also may be something that you decide you want to do right? And you don't have to...you can see what works if there are pitfalls within that okay Good to

move to the next topic. Okay, great. So the next one is around the budget office guidelines so I'm going to give it back to Kelly again. Sorry Kelly.

CommentRick LemmoProposed · by introduction3:29:52

I think on this one just asking the council if you would like this in your procedures and handbook and if so what are some of the items that you would like to be able to spend your council budget on? And then any parameters that we should be considering as we draft those.

3:30 – 3:3514 turns

PresenterRick LamoProposed · by introduction3:30:14

Interns.

CommentRick LemmoProposed · by introduction3:30:16

Interns OK.

CommentMark IngallsProposed · by introduction3:30:23

Anybody else paying for being able to use the budget for intern support.

CommentFashion IslandProposed · by introduction3:30:36

I'm a little wary about that, not because I don't believe they should get paid. But for example, I have like multiple interns so then with the multiple interns we'd have to pay them? Because I don't like turning them away because sometimes They only have a semester to finish their internship and get credit. And I don't want to say, well sorry, I already have somebody interning because we're paying them.

PresenterRick LamoProposed · by introduction3:31:02

Yes I think this is just a list of things we could spend our City Council budgets on if we wanted to. So you do quite a bit of world traveling, you might want to be able to spend yours on your council travel. I don't do as much and I might want to spend it on an intern or somebody else might want to spend it on office plants but like right now we don't have a list of what we're allowed to spend it on.

CommentMark IngallsProposed · by introduction3:31:29

All those guidelines.

CommentRick LemmoProposed · by introduction3:31:33

Anybody else have a comment about this item? We're happy to make suggestions and then get feedback, but if there's anything specific that the council wants to make sure is included on the list of things you can spend your money on.

ElectedRandy RowseMayorProposed · by role3:31:47

Travel budget. I'm sorry Council

CommentRick LemmoProposed · by introduction3:31:51

Member Simms. Travel budget. And parameters around that.

CommentMark IngallsProposed · by introduction3:32:00

We have interns and travel budget are 2 topics in the others that. Are important? OK, we're looking to Kelly for some guidance potentially on some ideas with it. Okay, that was a quick one. We expected that and so event sponsorship and so this is trying to again put some parameters around the opportunities to support local organizations that might want to use city space and so to partner with the council member as a co-sponsor in order to be able to do that and so providing some guidelines around what that might look like And kind of expectations around perhaps number of sponsorships or the methods and qualities to that sponsorship.

CommentRick LemmoProposed · by introduction3:32:50

And I'll just say, I think the concern around this particular issue is that the council had adopted a policy of you know it's really trying to do cost recovery at particularly our parks and recreation facilities and just making you know understanding that sometimes council members would like to So Mike. Guilty. So I think all of you at some point or another so not one for one person versus the other it's I think I think I've gotten requests from every

not transcribed≈19s of audible speech the AI couldn’t make out▸ listen
UnidentifiedUnidentified speaker 6Proposed3:33:37

district that has the most park space in the city acreage. So there you go. And I've had to buy three events just to host neighborhood gatherings in the parks so I would blend that into the prior item And just say here's because if there's cost recovery then issues then just blend that into the office budget. And then the only caution I would have is back in the day from using cities, the legally allowed 200 postage stamps from the city but having a cutoff prior to election Was also that you couldn't use city money within. I think it's 60 or 90 days prior to an election you're taking part in to use city monies to host any event on your dime because that crosses into a line with FPPC about putting your face out there as part of your election no matter what the meeting is but I'd say if you need a couple more hundred dollars a year or whatever Just to put a couple more hundred dollars a year into the office uses guidelines to buy service for using a picnic area at a park for a meeting or a building somewhere

CommentRick LemmoProposed · by introduction3:34:59

And I think that that is one of the you know one of the budget guidelines We would definitely want to include is that you know campaign related expenses would be ineligible and sort of just putting you know I know that's self-explanatory, but sometimes if someone has not been a part of the process making sure that that's very explicit in the council procedures.

UnidentifiedCity ClerkProposed · by role3:35:18

And if I may add too as part of this and I know we would be heavily involved because it's doable. We just need to make sure for protective when there'd be guardrails for two reasons First Amendment issues and FPPC issues, but the goal is to be very clear right on the do's and don'ts so we'll be working on that.

3:35 – 3:404 turns

PresenterRick LamoProposed · by introduction3:35:40

Thank you so I think I would hope that there was some process where all of council could support some organizations or, you know and maybe in a similar process to how we have the CDB not the CDBG but the community services, you know that sort Or something like that, because I think there are some non-profits that are benefiting large number of community members that we would all want to support. Like for instance a donation space for 805 UndocuFund to collect supplies so they can distribute them to communities, something like that. That I think if we're having individual council members sponsor sort of individual spaces, one you don't get as much collective help for for a nonprofit that's in real need.

But then also I think that might be a little bit divisive to about people competing. to individual council members of you don't think my issue is important or this one and I think there are several longstanding community benefit nonprofit groups that we might all want to say, you know, you could have a discounted rate. Or some other type of support that wasn't sort of monetary from our budget support.

CommentRick LemmoProposed · by introduction3:37:07

There's, it's interesting you know as I've looked you know sort of dove into the budget with our team. You know we do have a substantial number of sort of one-off expenses around different community events you know that are not part of like our special events funding process and so you know it might be time for you know given our budget circumstances to kind of look at all of that and how do we Make sure that there's a fair process for all of those events and activities, and that everyone is going through the same process. And it's not a guarantee every year that there's an evaluation each year based on some sort of criteria that we could look at. So I know there's series of those kind of one-off funding things. Every city has them. The city is not unique.

But then it becomes like why does one organization have to go You know, a committee and a ranking and an application process and the other just gets funded year after year. And so without any evaluation.

GuestRouseProposed · by introduction3:38:14

Yeah one thing I wanted to add is I just personally I would want to stay away from a very hard limit on X amount or like only one sponsorship. Only because I think that what that would create is divisiveness and competitiveness within the community of why would you sponsor that one and not this organization or If somebody you know it would kind of be able to first come first serve basis, and if something happens towards the end of that calendar or whatever the year is whether it's a budget year or calendar year. If something happens then and then we're like oh shoot we used our one shot earlier this year.

I feel like that might be a little too limiting. That being said, I do think Council Member Jordan's suggestion is a really good one of if we're trying to figure out cost recovery options then you know we could add that as something that we could spend our own individual office budgets on just as an idea but I do think this opens up a much larger conversation of course of having that dedicated funding for those types of events and even how Mayor Pro Tem Sneddon said interns it's such a big thing You know, one of the reasons I personally haven't had interns is because I don't have the heart to not pay them. And even if I use my office budget it's not enough right? And so I do think that while we are taking care of our budget and trying to cut expenses where we can and do cost recovery, I also want to be very careful about not putting that burden right back on the community at the end of the day the communities already paying for these space these are public spaces paid for by tax dollars.

And if they are providing some community benefit I wouldn't want to have to be like Choosing between one or the other or holding out and saying no to everyone because you never know what might come up later in the year. You know it's I think that could harm us potentially Eric.

CommentChi RialProposed · by introduction3:40:03

I fully agree that you shouldn't have to choose just one and as long as we have that because we're building the guidelines of what we can spend it for right so Basically if it's in the guidelines and it's in your budget, if you want to do five of them and that's what you want to spend it on. That's fine too but I get your point. I fully agree. You shouldn't have to choose one or the other just because it's the end of the year.

So the one thing it might be a later time maybe I'm doing a two-person memo here but Maybe we look at the cost recovery for community events and charging nonprofits that are trying to do community events the full cost. And then we say, hey, that is something that is more of a benefit and so let's have some type of thing to reduce that because that's where they come to us as we can't afford the full cost but we were paying half the cost before so maybe that's something we could look at in budget.

3:41 – 3:4727 turns

CommentMark IngallsProposed · by introduction3:41:01

All right, so a number of good ideas. So first of all whether there should be some sort of an annual calendar of support that was one suggestion and then for the individual requests using in the spirit of cost recovery to use your own council budget to help offset those costs if you want to pursue that sort of support. And then the additional suggestion by Council Member Freeman around Looking at cost recovery for nonprofits potentially and how that fits in, how that supports events that your community providers might want to be using. So that would be a whole other area.

PresenterRick LamoProposed · by introduction3:41:43

Thank you. And I think part of that too is not necessarily monetarily exchanging but spaces that we have that are underutilized that somebody could use as pop-up or some other way so use of space as well which wouldn't maybe have a dollar amount the same.

CommentMark IngallsProposed · by introduction3:42:01

Yeah I think that, I think it fits in. Right? So hosting an event, sponsoring an event or using city space that right early just

PresenterRick LamoProposed · by introduction3:42:08

space so like a donation reception space. So not an event, not yeah.

ElectedRandy RowseMayorProposed · by role3:42:16

I mean this always falls right in the lap of the parks and rec department unfortunately because that's what all our events centers are but even like when we do police and fire graduations and things like data be nice to be able to do them on city properties oftentimes we We move around because they're not always available. So I think that would be a priority as well.

Once again, trying to make Parks and Rec whole as well because they have an expense in hosting those events.

CommentMark IngallsProposed · by introduction3:42:44

Yeah it's about balance. Other comments on how these fit together? The budget office guidelines and the co-sponsorship event sponsorship guidelines Okay, all right let's go to the next. So the next item that's up on the list here really is an update based on changes in state law and so this is to bring into compliance against the new state requirements around teleconference meetings you have the revised language in your procedures I don't know if the city attorney wants to make any comments on that but this is Nothing I don't think anything more than just updating and learning the

CommentRick LemmoProposed · by introduction3:43:27

council to those right.

CommentMark IngallsProposed · by introduction3:43:31

Were there any questions related to that? The changes

CommentRick LemmoProposed · by introduction3:43:41

see if we have the red line version let me see if I can.

PresenterRick LamoProposed · by introduction3:43:44

We have them in the packet but I was hoping for just like a high level just sort of summary

CommentMark IngallsProposed · by introduction3:43:53

And if you don't have

PresenterRick LamoProposed · by introduction3:43:55

to either.

CommentRick LemmoProposed · by introduction3:43:57

We will get it for hold on here we go. OK.

CommentMark IngallsProposed · by introduction3:44:09

Section has been rewritten and says

CommentRick LemmoProposed · by introduction3:44:13

that all it says section to be rewritten.

CommentMark IngallsProposed · by introduction3:44:15

No no. Oh it's been rewritten as in a red line.

CommentRick LemmoProposed · by introduction3:44:19

Sorry Nancy what page

CommentMark IngallsProposed · by introduction3:44:20

is on Page 12.

CommentRick LemmoProposed · by introduction3:44:22

Okay, because I've got the red line here.

UnidentifiedCity ClerkProposed · by role3:44:33

Thank you for that so basically in terms of the high level thing is updating the newest law in terms of, you know, All the tell it a lot when you allow for teleconferencing for legislative meetings, making it accessible to the public. Updating the code sections on that through recent bills that have been passed. It doesn't talk about the issues I think we've done in the past when how many you know council members can miss meetings or not, it's more in terms of just the newer rules about What is the process when that occurs when it's set up to have the most current rules today from 20 from 2025. So I saw nothing too expensive in terms of how we operated but these haven't been updated in a while so they need to be placed in there.

CommentRick LemmoProposed · by introduction3:45:19

I think the major one is and we know that still the same never mind that looked like that it was We didn't have to account members who are participating remotely didn't have to identify the teleconference location in the notice or agenda, or make the location accessible to the public as long as you're complying with other Brown Act guidelines.

UnidentifiedCity ClerkProposed · by role3:45:40

And none of those things were in there so we just were playing catch up with a lot

CommentMark IngallsProposed · by introduction3:45:50

Do you have a copy of the red line too? I think you can read there.

PresenterRick LamoProposed · by introduction3:45:53

I do it was just my impression that the only real change was this Noticing of teleconferencing and we've had updates at other boards and commissions, and that's been sort of the bottom line So I just want to make sure I wasn't missing anything without reading through all the redline No what the big what the takeaway is if the changes

UnidentifiedCity ClerkProposed · by role3:46:11

yeah? That's 100% correct It wasn't a big change it was just looking at this like oh What's been what's really different from the last time so that was I mean thank you.

CommentMark IngallsProposed · by introduction3:46:23

Language in the handbook updated your practice is not right because they've already been incorporated. All right so then we next we wanted to have a conversation around the order of council agenda items and this was specifically what we heard about in the conversations. We had interviews which was around public comment and the timing with the consent calendar and then having Immediate response to that following so if you pull an item then give public comment on that rather than waiting through all of that.

ElectedRandy RowseMayorProposed · by role3:47:02

The initial change we made was making public comment earlier just so we can get staff out of there because staff has to hang for public comment, but it does make more sense to go ahead and get the pulled agenda items from the consent calendar immediately after we talk agenda in my opinion that would Just makes more logic. That was my only change in that, anybody else got it?

3:47 – 3:5633 turns

PresenterRick LamoProposed · by introduction3:47:28

So that's changing it back to how it was, which I think was more right. Yeah, I think that was better too. Um, I think there's been some discussion about if we know an item is going to have a packed hall that maybe we move that item to the time certain that's a little bit later in the day that of course would be at the mayor's and administrators discretion but um, I don't know if that has to be written in is that that's possible or?

CommentMark IngallsProposed · by introduction3:47:53

To make it a time certain but later in the agenda

ElectedRandy RowseMayorProposed · by role3:47:56

We do have those discussions during our agenda review between the mayor and the city administrator in the Senate, the pro tem. And once again I want to, uh, I would really like to keep the discretion in the hands of the city administrator because they have a better program all that we just pretty we can usually anticipate when there's going to be a A large crowd, it's hard to do as time is specific though and hit that thing on the button. Because either we're sitting around for two hours not doing anything or they're there at seven o'clock wondering when they're going to get heard so it's once again I would go back rather than trying to codify it and leave it with a city administrator And

PresenterRick LamoProposed · by introduction3:48:39

just as another one that we've talked about a little bit before is whether we really need to be separating out our questions and then public comment. And then our comments, or if we could be combining those because it's a little awkward. We tend to make our comments during our questions and then back and forth so just thoughts on that.

ElectedRandy RowseMayorProposed · by role3:48:59

Once again for the flow of the meeting and I think for the cogency of the subject what City Administrator and I decided to do is when there is a non-action item that we would go ahead and let comments and questions happen together after public comment So that normally it's staff report questions, public comment and deliberation. Well there's no deliberation per se so why double down on that time? We'll just go ahead and do the staff presentation public comment and then we'd have our Our question deliberation that there's no real deliberation

CommentRick LemmoProposed · by introduction3:49:35

because

ElectedRandy RowseMayorProposed · by role3:49:36

we're not voting.

CommentRick LemmoProposed · by introduction3:49:37

We could and I think we could delineate that so in the handbook so it's just clear like unless otherwise modified by the council or the mayor at the meeting.

ElectedRandy RowseMayorProposed · by role3:49:46

And once again whatever we do with the agenda, you know, the mayor will make a call in terms of timing and whatnot and Council can as we just did the other day overrule the mayor with a vote of majority

CommentChi RialProposed · by introduction3:50:07

So on that one it's a good point if it's non-action. If it's action, it's important that we hear from the public comment before we start making our deliberations so I think that's the reason we do it that way. I just want to clarify what we decided on the agenda. So I'm looking at a typical agenda. We go through the consent and then you'd have some that are polled and then Right now the way it works is we approve the consent minus the pulled items and then report from the ordinance or finance general public comment that pulls consent.

So would we so what are we doing. What do we decide to do now.

CommentRick LemmoProposed · by introduction3:50:42

So it would go consent calendar hold consent items public comment on pulled consent items General public comment then report from finance and ordinance.

CommentChi RialProposed · by introduction3:50:54

Okay, so we would actually vote on the pulled consent before we go to general public comment. I just want to make sure that's what I thought I heard but I wasn't 100% sure. Thank you, Megan.

UnidentifiedUnidentified speaker 7Proposed3:51:04

Um, I'm sorry if I. I'm going back to something that was already decided but I just on the questions and then public comment so at Coastal Commission, we do not ask questions or make comments until after public comment and I will admit that at first it was very weird because I was used to this and now I absolutely love it. It just makes so much more sense. It also ends up saving a huge amount of time because people don't feel the need, I will speak for myself and say it, I tend to give a lot of explanation before I go into my question and telegraph where I'm going to go for lots of different reasons. And you can't do that. Honestly, I think it works so much better. Like it shaves hours honestly off Yeah I mean I think it does feel weird like I would just say it felt weird to me at first but you're spot on and it works really really well so I would love to consider

CommentRick LemmoProposed · by introduction3:52:02

trying. I don't think there's any legal restrictions on doing it that way and I think I mean I I think for expediency it's it does help it streamlines you know and so if you wanted to do staff presentation public comment and then do council questions and comments all together We are happy to make that change.

UnidentifiedUnidentified speaker 7Proposed3:52:22

And I would just say sometimes you know like when I have when I'm running a hearing where it's hugely controversial or extremely complex. I'll say I'm going to do a round of questions first and then around of comments after public comment so like you can have the best of both worlds or most of the time though it's just like questions and comments and then whoever is doing it has the floor for both and it forces people to not talk for an hour because it starts to feel you know

UnidentifiedCity ClerkProposed · by role3:52:50

Honorable Mayor, if I may add too. So you have complete discretion how you want to arrange all that even from like I said general public comment putting beginning and how you do within an item that's all your discretion to decide on?

ElectedRandy RowseMayorProposed · by role3:53:02

Well knowing that we're not deliberating towards an action on a vote it always does seem to go much quicker so I mean we can beat anything to death if we

CommentRick LemmoProposed · by introduction3:53:09

don't know but It sounds like that is a change so I mean we could implement that now. You just do that at the meeting

ElectedRandy RowseMayorProposed · by role3:53:16

really? Yeah,

CommentRick LemmoProposed · by introduction3:53:17

I think let's try it and see how it works for all items and then yeah perfect we can do that now if they want to. It

ElectedRandy RowseMayorProposed · by role3:53:29

happened last meeting Kelly's over just talking about this thing when we get like you know the conclusion of this consent calendar can we go ahead and print that on On the actual agenda itself, so it just helps to delineate exactly what we're doing and when. So sometimes we miss that and it's like where are we in this discussion?

CommentMark IngallsProposed · by introduction3:53:49

To delineate when the public comment is coming? Is that what you said?

ElectedRandy RowseMayorProposed · by role3:53:52

Well yeah but it's just delineating everything out we're going to do on there once in a while. We'll just leave a line out and then I kind of go well was at the beginning or the end

CommentMark IngallsProposed · by introduction3:54:01

Is clear and transparent as possible. So the theme here today is streamlining. Streamlining

CommentRick LemmoProposed · by introduction3:54:06

I love this thank you. This is great for all of us.

CommentMark IngallsProposed · by introduction3:54:10

OK. All right. Go ahead Kristen.

PresenterRick LamoProposed · by introduction3:54:14

Just one more comment on this and I realize it's not exactly this I am wondering about these sirens. I'll keep mentioning this sort of like the reserve policy keeps getting mentioned. I think it would be really beneficial to the public if they could see, if we could all see council included the documents a week ahead of time and so if we took the next vacation and then we just pushed everything out a week but still release the documents that would have been for that Tuesday we could stagger it out. I know I'm making that sound simple But, you know, even Planning Commission gets their documents a week before. And so getting documents Thursday evening afternoon and then it's Friday every other Friday is closed then it's people on the weekend trying to have meetings with the public and I think for transparency having just staggering that out a week.

So not pushing forward what staff has to put out faster but just delaying when that council meeting regarding that is out later. It's what the county does. It's what many other agencies do.

CommentRick LemmoProposed · by introduction3:55:18

We can absolutely work towards that. Yeah so

ElectedRandy RowseMayorProposed · by role3:55:22

along those same lines we've done it in the past. We don't do it as a regular basis though is letting the public know when their exhibits are presentable sometimes people walk up and they'll throw phone book size exhibit on your desk during the meeting obviously we're not going to review that and we have one time We said it had to be submitted by I think the previous Thursday or Friday for it to be considered as evidentiary. So I don't know if we want to try to memorialize that or doesn't come up that often but every once in a while some they'll do you know something is just like it could be substantial and we can't possibly responsible for the material That's in that. So I don't know if that's worthwhile having a memorialized so the people understand

CommentRick LemmoProposed · by introduction3:56:07

that like when when the deadline is for that and we'd have to I think check with state law as well in terms of comes up

ElectedRandy RowseMayorProposed · by role3:56:13

once a while during

CommentRick LemmoProposed · by introduction3:56:14

appeals appeals like when when is the final time when people can submit materials for exactly

ElectedRandy RowseMayorProposed · by role3:56:21

exactly

3:56 – 4:0542 turns

CommentMark IngallsProposed · by introduction3:56:25

OK All right, so the last one that we have listed up here speaks to the type of meetings that you have available to you as a body. And so you have, of course, your regular meetings which you've been talking about the agenda on. You also have special meetings. You have site visits. You have different categories of meetings and one of the meeting types Is not listed here that is not uncommon with other bodies.

Is just doing a study session right and so sometimes there are topics you know like like you had your symposium today where you just need more time to be able to zero in on the topic currently that's outlined as an option in your handbook and so I thought we'd bring that into the room for discussion as well

PresenterRick LamoProposed · by introduction3:57:17

yes

CommentMark IngallsProposed · by introduction3:57:20

That's a starter to the conversation. I

ElectedRandy RowseMayorProposed · by role3:57:24

want to have a conversation about site visits because we talked about it once before and now we haven't had a ton of them lately, thank goodness for a while we're on a roll with appeals and whatnot there's not requirement to have a site visit sometimes is desirable. And I would like to haven't been more awesome because one of the problems they have we bring all the staff everybody there and then we wouldn't have a quorum.

And we dragged Megan out of wherever she was doing. She always acted like she was busy, but she wasn't. And he come to get a quorum for the site visit. It's also very restrictive how we can interact with the public at a site visit as well. John hasn't gotten to do it yet, but when Sarah was there... So I didn't know as we move forward Kelly if that is something once again I think most people that were doing an appeal assumed a site visit.

And there are certain major projects that definitely call for a site visit, and what if we can make it discretionary as opposed to pro forma?

CommentRick LemmoProposed · by introduction3:58:25

I think we can absolutely I mean it's not a requirement at all is you've been I don't know my

ElectedRandy RowseMayorProposed · by role3:58:29

colleagues feel about that but I just think the lot of times they're kind of silly. We

CommentRick LemmoProposed · by introduction3:58:34

go

ElectedRandy RowseMayorProposed · by role3:58:34

look at a dumpster and

CommentRick LemmoProposed · by introduction3:58:35

there's a dumpster here one thing is council members can always Ask their own. They can always do their own. You can always ask me if you know you want to have a staff member attend with you, we can make and then if I get that request I will share that with the rest of Council that says I have a council member who would like to do a site visit With a staff member and you know we could do up to three members, you know,

ElectedRandy RowseMayorProposed · by role3:59:01

I would just ask the pleasure of my colleagues because I think a lot of times we're up there pound our head against the wall because we get up there. We've taken a bus we've got staff and there's only three of us we can't have it.

UnidentifiedCity ClerkProposed · by role3:59:10

The only thing I would comment is if you make it just completely optional. The red tape pit Paul cable. What's the work and communication done in between to determine if this was going to be a mandatory or optional one so it'd be better to be cleaner at least if they're just completely optional their own discretion unless there is for some reason. Under the law mandatory. I can't think but a mandatory reason to do a site visit because if you if you love that flexibility of Mandatory not where you were acting basically as a brown act meeting that could cause logistical things Come to that decision in the first place So if you're doing it, it'd be better to just make it an optional thing for each council member individually Unless we have staff say well It's mandatory

ElectedRandy RowseMayorProposed · by role3:59:58

for everything so cuz we end up with four or five staff out of the office for however long that takes And then it's always like something that, you know we're there and sometimes it takes us two minutes. Sometimes it takes a half an hour but once again sometimes we get up there and there's no quorum. We just have to adjourn.

UnidentifiedCity ClerkProposed · by role4:00:14

Yeah but the vast majority are not going I don't really foresee any issues.

ElectedRandy RowseMayorProposed · by role4:00:17

I would leave it to the pleasure of my colleagues but I think that to me that seems like the most practical way to go.

CommentRick LemmoProposed · by introduction4:00:25

And you know council members are always free to request, like I said. Right, exactly. If you would like staff to accompany you on a site visit of a particular project we can make that available as needed. Exactly. I'm just going

PresenterRick LamoProposed · by introduction4:00:38

to say I agree with that because it's often then when the item comes there is a few staff, there are a few council members who have seen it and a few haven't and it's really different information that way too so I

UnidentifiedUnidentified speaker 7Proposed4:00:48

agree.

CommentMark IngallsProposed · by introduction4:00:51

When it sounds like it's not a mandatory, it's an option. Types of meetings that you can have as outlined in your handbook.

ElectedRandy RowseMayorProposed · by role4:00:58

We were doing them automatically but I did say we may and just thought that once again everything we do we try to be respectful of what we're doing with staff these days because we're along the thin side.

CommentMark IngallsProposed · by introduction4:01:10

Right okay so no change in the handbook other than to say be intentional about your interest in site visits perhaps? So the other question around having a study session format as an option and defining that, or does the use of special meetings serve that purpose? I guess that's kind of the question for the body.

PresenterRick LamoProposed · by introduction4:01:37

I love the idea of study sessions and I think it's something that Councilmember Jordan has been calling for, for a very long time. And it's really different than a special meeting because a special meeting is still very formal and like this is like a study. Well what is this one? Special Meeting. But a real workshop to be able to really talk about ideas gives us so much more outcome for our time spent.

ElectedRandy RowseMayorProposed · by role4:02:06

So can you walk me through the format of that please.

UnidentifiedUnidentified speaker 6Proposed4:02:09

I think the primary format would be we would not invite anybody from the city attorney's office. It's usually the downfall of those types of meetings

UnidentifiedCity ClerkProposed · by role4:02:17

to quote Councilmember Harmon how

UnidentifiedUnidentified speaker 8Proposed4:02:19

rude.

ElectedRandy RowseMayorProposed · by role4:02:24

Remain a noticed

CommentRick LemmoProposed · by introduction4:02:25

meeting all right

CommentMark IngallsProposed · by introduction4:02:27

still a notice meeting.

CommentRick LemmoProposed · by introduction4:02:29

Still a notice meeting is just you know sometimes if you want to have you know two hour Work session on a specific topic or you know what we did today with the retail symposium. It just gives that flexibility and sort of signifies to the community what it is for you know I think there's like today the concern about like making sure that public comment is just for items on the agenda if it's a study session people recognize that that's probably not going to be the regular typical council meeting versus a special meeting. People still think

ElectedRandy RowseMayorProposed · by role4:03:00

once again this study session in the day if there were public comment which would have to invite It would be specifically to that item.

UnidentifiedCity ClerkProposed · by role4:03:09

Corrected two honorable mayor, the two biggest I guess differences from a general meeting versus your special meeting one is the noticing requirements of it needing to be less and then public there's no general comment so you cannot put general comment as an agenda item but you still allow public comment but they are specifically for those items on the agenda.

ElectedRandy RowseMayorProposed · by role4:03:28

And how do we initiate a study session? Is this same idea with the city administrator?

CommentRick LemmoProposed · by introduction4:03:34

I mean, I think either the city administrator and staff could initiate them or council could make a you know similarly do a request for a study session on a particular topic we can. A lot of different ways to

CommentChi RialProposed · by introduction4:03:46

yeah

CommentRick LemmoProposed · by introduction4:03:48

basically Yeah, I mean we just we just called it a special meeting and it just it gets a little confusing for people because it's not really Not really that council isn't really making a decision. So, by calling it a study session it's just a little clearer than it is very intentional there's no action being taken at the meeting right.

ElectedRandy RowseMayorProposed · by role4:04:06

It kind of makes you wonder as we get closer to budget season, not to do it this year necessarily but Jim. You have a finance committee and then you have counsel for that. Of course the Finance Committee is there twice in a row and it's almost like I wonder if that wouldn't be a better way to go with finances having study sessions especially as we work our way into the budget which is

CommentMark IngallsProposed · by introduction4:04:28

having a budget study session is not something that's uncommon.

ElectedRandy RowseMayorProposed · by role4:04:33

Kelly that would be just maybe combine yeah Those activities,

CommentMark IngallsProposed · by introduction4:04:37

right? Yeah, it gives you just one more method of having meaningful conversations as a body which is hard to do in a typical

ElectedRandy RowseMayorProposed · by role4:04:48

council. They're very pithy. You know they've got a lot of details and so it's good to get as much that as we can.

CommentMark IngallsProposed · by introduction4:04:55

All right. So sounds like there is some interest potentially and looking at that okay great. All right, are there any other? So actually you had the ceremonial but you had something else. You had Kelly on

CommentRick LemmoProposed · by introduction4:05:08

your... Sort of got guidelines around requesting proclamations, resolutions, certificates of appreciation. That's something again like council budget guidelines we can make some suggestions from a staff perspective but if there's anything in particular that comes to mind that you all would like us to consider as part of that we're happy to include that.

4:05 – 4:1124 turns

ElectedRandy RowseMayorProposed · by role4:05:33

Well I always think in terms of proclamations they have to do with things that are either national or statewide or something along that's more usual in the greater public realm. Like a recognition could be for just about anybody, your club or any outfit whatever it's going to be.

UnidentifiedUnidentified speaker 8Proposed4:05:53

You

ElectedRandy RowseMayorProposed · by role4:05:56

know we have the recognition of course for the employee recognition thing so But I think a proclamation should be a little more of the formal institutional

CommentRick LemmoProposed · by introduction4:06:10

manner. I would say just some things that I've seen, a lot of times council members will have it as a policy not to recognize certain religious organizations or religious holidays and sort of steering clear from that. But recognizing, for example, Black History Month or Asian American month, those kinds of months versus specific steering clear of recognizing religions or religious holidays. So that would be kind of the guidelines that we'd want to put into something like that.

ElectedRandy RowseMayorProposed · by role4:06:49

It's everybody understand because usually comes to the mayor and then you know I'm certainly clear through your office is a young can we do this X Y & Z. And so

CommentRick LemmoProposed · by introduction4:06:56

but I think other council members get requests as well and that's correct it would be it would be you know we could have like an online portal where someone could submit a request and it gets vetted by the city administrator's office or if a council member gets oh you know do this online request form and you can request it that way and then it goes it gets reviewed by staff

ElectedRandy RowseMayorProposed · by role4:07:19

What about the ones for example, I know Oscar does this we have you can recognize somebody vis-a-vis your own district as you would have that authority to do not a proclamation but recognition.

CommentRick LemmoProposed · by introduction4:07:31

There's no guidelines around it so that's where I think it would be helpful to have those guidelines of how How how you do that and what what that recognition entails. So I think that would be helpful.

CommentFashion IslandProposed · by introduction4:07:44

Yeah the mayor is correct your personal office can issue any kind of statement or recognition on behalf of your personal office not the city.

ElectedRandy RowseMayorProposed · by role4:07:57

Well but I mean I think you can do it on your own authority in the district as well though can you not as a district rep It's not written down anywhere that I'm aware

UnidentifiedUnidentified speaker 8Proposed4:08:06

of.

CommentRick LemmoProposed · by introduction4:08:10

I think it would be helpful because what I want to make sure you know it's like they're just some consistency among that so that every council member has the same information about what I can do in terms of recognizing people in my district There's no problem with it, it's just I think you want to make sure there's some again guardrails. People are doing it appropriately and for the right reasons. That's yeah.

ElectedRandy RowseMayorProposed · by role4:08:34

Yeah, so like for proclamations that young don't want to recognize it as an actual Brown Bear Day when we got another three other recognition for the same date. So that's why you should check with you guys and or the ledge platform what's going on. I don't know if you want to try to codify that or...

CommentMark IngallsProposed · by introduction4:08:51

So for this one, so again with an ad hoc committee would be able to look at some options and what that might entail to bring back. Kristen do you have a comment?

PresenterRick LamoProposed · by introduction4:09:04

No I'm just sort of stunned that I had this ability and I had no idea and I'm thinking I want to put one out every day now for the next year And I am just really, you know, I've asked before how to give proclamations or recognitions or whatever they are and it's—I guess this is just to the point but it's like well maybe you email here and maybe you talk to the mayor and maybe you do this and maybe that.

I'm very happy to hear we will be working on a process

CommentFashion IslandProposed · by introduction4:09:35

just talk. Talk to Holly because she explained it to me when I was first elected and you can't use the city symbol or nothing. It has to be from your office specifically

PresenterRick LamoProposed · by introduction4:09:45

OK. I will do that but

CommentRick LemmoProposed · by introduction4:09:48

let's before I think let's make sure because I'm not sure where those guidelines are and I think it would be good if we just clarified what they are.

ElectedRandy RowseMayorProposed · by role4:09:57

And

CommentRick LemmoProposed · by introduction4:09:57

yeah so I just want to make sure and I'll work we'll work with Holly and make sure You know where she's, where she's pulling those guidelines from and make sure that they're consistent.

UnidentifiedCity ClerkProposed · by role4:10:06

I mean, the importance to have those guidelines for the public knows as well like what is the process procedure the transparency like houses honor bestowed so it'd be good to wait for that.

GuestRouseProposed · by introduction4:10:18

Yes, just an initial reaction agree with Mr. Dimas I want the public to know that this is an option in case because we do get requests where sometimes something will come into my office and they'll say can you pass this on to the mayor for them to do this but if We as individual, you know district representatives we can do that. We could take a load off the mayor's plate right? And so I I am a little cautious about us going off of only, what's the word?

Verbal confirmation. So if we have staff, I mean Holly is so knowledgeable and amazing but it shouldn't be all on her to be informing people and so yeah I would really want us to work on just writing that down so that we can all be clear on the guidelines

ElectedRandy RowseMayorProposed · by role4:11:02

Oh man we may want to work out some guidelines as well because you don't want to make it so abusive that and so common that they don't mean anything. You know

CommentRick LemmoProposed · by introduction4:11:11

I think you know some of the guidelines I've seen in prior cities I've worked for like someone is celebrating their 100th birthday someone's getting their Eagle Scout you know things like that that are sort of milestone things. So yeah those are the kinds of recognitions that council members might want to do.

4:11 – 4:1622 turns

CommentMark IngallsProposed · by introduction4:11:30

OK. Are there any other topics questions issues related to the handbook as written that we should be talking about today or that should be taken up by an ad hoc committee subsequent to today?

CommentRick LemmoProposed · by introduction4:11:47

I had a couple others that I thought of as we were going through this but I forgot to mention ahead of time and I apologize to the council. One is just the protocol if there's a vacancy on the council And having that specifically spelled out the different options and kind of how that, if for example someone dies in office or someone resigns you know what is the protocol. And I don't know that our charter spells that out specifically because a lot of times you'll have an option to either do a special election or an appointment and sort of outlining that process.

Is it?

ElectedRandy RowseMayorProposed · by role4:12:20

So before the understanding was I don'y know that I've ever seen it If somebody's out of office for two years, that's a whole new term. Where if it's one year and that's how I came in was when DOS was

CommentChi RialProposed · by introduction4:12:34

gone.

CommentRick LemmoProposed · by introduction4:12:40

We might want to include it in the procedures as well just to cross-reference the two. I think it's always helpful because a lot of people don't... One year is not a term but two years is. And then there is a process in there about doing an interim appointment, and so maybe just having protocols around how to do the appointment process and what that looks like.

CommentMark IngallsProposed · by introduction4:13:00

Yeah.

UnidentifiedCity ClerkProposed · by role4:13:01

Section 503 but we can include that in.

CommentMark IngallsProposed · by introduction4:13:04

So pull it from the charter and put it into the handbook just as is?

CommentRick LemmoProposed · by introduction4:13:09

Or expand upon it as needed. Like sort of, I know we have the ability to censure council or the council member has ability to censure its members but making sure that there's a provision in the procedures about compliance with the harassment training, ethics training all of the required elements and sort of what happens how council members you know like what is the process for if a counselor there's you know complaint made against a council member and how that's investigated.

ElectedRandy RowseMayorProposed · by role4:13:40

How would you do censure? Would it have to be like a two-person memo or...

CommentRick LemmoProposed · by introduction4:13:44

Well, it just says council members can be censured. So that might be something we want to look at. Not that any of you are facing censure but I just these are things like it's better to have a process spelled out before you have to go through it because when you get into the process the motions run high people are like ah and so I just think it's always better to spell out the process when you don't have when you're not in the midst of dealing with it

ElectedRandy RowseMayorProposed · by role4:14:04

well it seems like there'd be like Rosenberg's rules of order template for that yeah I mean that's When you I mean, I don't. I've never actually read the book myself but just sections of it. Yeah tell me why don't you quote a few pages Megan?

CommentMark IngallsProposed · by introduction4:14:20

But you probably went to a training, right? I

CommentFashion IslandProposed · by introduction4:14:23

have a question about that. So would HR be involved with that or is that outside of HR?

CommentRick LemmoProposed · by introduction4:14:29

Well so that's the interesting thing and like I've seen it in a number of different ways where like if someone wants to make a complaint they go to the mayor and then the mayor then works with either HR and the city administrator depending on the scope of the complaint to do that investigation. So there's a lot of different and if the complaint is against the mayor then it goes to the Mayor Pro Tem so it's like spelling out that process is I think useful.

UnidentifiedUnidentified speaker 7Proposed4:15:01

And how this plane plays out Humboldt County just had to do this and it was incredibly painful and challenging and they didn't have clear process and it ended up It was okay but it was like very, very stressful and it all has to be in public obviously. And it was just a huge mess and there was no way to involve HR. I mean it was a really big problem

CommentRick LemmoProposed · by introduction4:15:27

so... Just all things that I have experienced at some point in my career and would like to have documented so there's a clear process that everyone is comfortable with before we ever have to hopefully knock on wood never have to go through any of those processes.

UnidentifiedCity ClerkProposed · by role4:15:40

And there's layers to there's censure, there's reprimand public reprimand. There's different layers to or levels I should say

CommentMark IngallsProposed · by introduction4:15:51

Well in the type of complaint obviously drives a lot of that process for sure

GuestRouseProposed · by introduction4:15:56

Question does does that apply is that for staff? Or is that just for electives? Oh It's just the only reason I ask is because I've heard questions from the public about you know for whatever reason if they're having a difficult time with certain staff members in some department and they're saying like they have a complaint about it and they're like you know this person needs to be either reprimanded or whatever.

That is completely separate

CommentRick LemmoProposed · by introduction4:16:22

right. That is completely under my jurisdiction. OK. I just want to double check jurisdiction for his office so if there is a complaint You are welcome to forward it to me and we will investigate, HR will launch an investigation. But again due to public employment law most of those investigations would never be public and discipline rendered would never be shared with members of the public.

GuestRouseProposed · by introduction4:16:47

That makes sense thank you for that clarification.

4:16 – 4:2320 turns

CommentRick LemmoProposed · by introduction4:16:54

Those were the two items that I thought of as we're going through this. I apologize for not, I know very happy items but it's good to get ahead of it so again so it's not an emotional crazy time when if we ever had to go through it

CommentMark IngallsProposed · by introduction4:17:06

Well if I might also, the only other item that I noticed in looking at your handbook that can sometimes be included is sort of in the spirit of setting expectations before there are issues. It's the same issue as sometimes councils will choose to include operating norms In the handbook as well and so you have sets of expectations that you expect of each other and how you will show up being respectful. So some, some basic norms.

It's not in everybody in every handbook but it's something that can be very useful particularly as you're bringing on new members of your council to say these are how we show up in our expectations. So that's something that an ad hoc committee could certainly think about as well if that would be a value and I'm certainly happy to provide some examples from other jurisdictions if that's helpful too,

CommentRick LemmoProposed · by introduction4:17:54

so. If the council would like us to share those with the Ad Hoc Committee, it's things like Read your agenda packet, come prepared to meetings. Assume

CommentMark IngallsProposed · by introduction4:18:09

good intent. Things that you would expect and

CommentRick LemmoProposed · by introduction4:18:15

sometimes are not.

CommentMark IngallsProposed · by introduction4:18:16

Sometimes they're not so you want to have that as a tool. Are there any other topics issues aside from what Kelly has added that we need to address today and bring forward to the ad hoc committee? I

ElectedRandy RowseMayorProposed · by role4:18:28

don't know if it has anything to do with actually the ad hoc committee or this body but To tell you about it just about we've gone through some stuff with our boards and commissions in terms of decorum training and all the things that need to happen because some we had some issues. And so at some point we used to do an annual board commission train I tried to avoid last year by doing the individual meetings that didn't seem to work out too well.

But like we bring them on to Louise Lowry on a Saturday and talk to him because they are an extension of us. So when they're doing it's the decorum, the civility whatnot is not happening in those public commissions as a direct reflection on us in the entire city so I'd like to at least Either schedule or be I think Kelly

CommentRick LemmoProposed · by introduction4:19:18

you and I have spoken about that. So, I think you know we're going to go on to the board and commission handbook next so we can maybe talk about it under that if we want to go to that session.

CommentMark IngallsProposed · by introduction4:19:27

We're going to that section because it sounds like there are no other topics that we need to address for the handbook. So now turning to the advisory committee guidelines and updates, I believe you have a copy of this as well. There were two discussion topics identified to cover today. One discusses the topic of remote participation and expectations on that. And the second one has to do with term limits Kelly did you want to introduce these?

CommentRick LemmoProposed · by introduction4:19:59

No, I think this is again a couple things that came up during the Recruitment process this year was whether the council wanted to have term limits for boards and commissions remote participation That has been a challenge that we've had a lot of requests from board and commissioners for remote participation We've generally said no on that. And so just some clarity around the expectations from Council And then I think if some of the other topics that have come up, if there are specific things or requests for consolidation it sounds like we could bring back a discussion item about potential consolidation of boards and commissions. I think that was part of some of our budget savings items that we had suggested, the annual training and then there was a specific you know kind of as staff has been out talking about improvements to the development process and things that we could be tweaking One suggestion that came up, and again I'm not sure if it's in the charter or if it's just in the Muni Code is for the HLC adding a seat specifically for a young professional and a seat for someone from the development community.

So those were some of the requests that came up so those are just a couple of the things. I'm happy to talk through those items and also talk through other items you might want to talk about with respect to our boards and commissions.

ElectedRandy RowseMayorProposed · by role4:21:20

You say adding a seat, do you mean adding a member or making one of the seats?

CommentRick LemmoProposed · by introduction4:21:23

Making one of the seats. Designations. Yeah like we do for some of our other boards and commissions so there's you know like we have some like oh this one is from District 1 this is you know one seat is for District 1 this would be one seat designated for a young professional another seat designated for someone from the development community.

ElectedRandy RowseMayorProposed · by role4:21:40

Okay

PresenterRick LamoProposed · by introduction4:21:44

all right

CommentRick LemmoProposed · by introduction4:21:45

Kristen

PresenterRick LamoProposed · by introduction4:21:45

yep Is it time for comments on some of those, or are you still?

CommentMark IngallsProposed · by introduction4:21:50

No no go ahead. I will share some of the themes after that you've identified your ideas. Oh oh go ahead.

ElectedRandy RowseMayorProposed · by role4:21:59

One of you

PresenterRick LamoProposed · by introduction4:21:59

guys. I'll listen first. I thought we were taking the input and so I'm happy to keep listening.

CommentMark IngallsProposed · by introduction4:22:05

So in the conversations that we had and asking about topics of interest, I will note the topic that came up earlier at the beginning of our meeting around the number of boards and commissions. And then that seems to be an area of interest. Also just some interest in perhaps greater clarity as to some of the details that are Incorporated into the council's handbook related to the procedures that are used in the advisory committees To make sure that they're clear and transparent as well. How do they get things on their agenda clarifying that process?

outreach process for Attracting new members, you know the question than the discussion I expect around term limits and some of the challenges associated with filling seats and so having some conversation around that pipeline potentially As it relates to that. And then roles and expectations for some of the boards and commissions too was another topic that seemed to have some interest.

Go ahead, Kristen.

4:23 – 4:284 turns

PresenterRick LamoProposed · by introduction4:23:17

Sure, thank you. I'm sorry I'm losing track here on term limits. I think keeping it as recommendations because sometimes there are people who are just invaluable on boards and commissions and then that's at our discretion whether we wanted to keep that going or not and especially when Some of them we just can't even get enough applicants to apply. So having term limits, I don't know it seems like that might hurt us with HLC.

I would want to ask HLC if they want a young professional or developer community designated member. I think again, we have it in our discretion that I mean I think we've certainly Seeing some wonderful young professionals, apply and want to put them on and then I think it same with developer community me many of the people on HLC or architects I mean they're working very closely with a developer community so i'm not I'm not sure I'm in favor of either of those two as designations and HLC is a pretty large group actually. Now, I'll say that we do need some young professionals on HLC and if the right person from the developer community with the sort of charge of wanting to carry out HLC purview then certainly but I don't really want to designate those.

UnidentifiedCity ClerkProposed · by role4:24:46

If I can add to if there's further discussion the HLC Honorable Mayor, Council Member Mayor Pro Tem Sneddon. It is a it is a charter board that is very specific in terms of membership so if we were to deviate more than that would be a charter amendment too so just wanted to

PresenterRick LamoProposed · by introduction4:25:00

yeah so I'll voice that I'm not interested in that really and then in terms of the numbers of boards and commissions I think not to mess with the charter boards and commissions considering those Stable and then I think if we're talking about combining or other purview, I think doing that within the council boards and commissions would be a good idea. How to get things on the agenda. I know they have questions about that all the time and the roles and expectations, a few things about roles and expectations I think are important.

That's come up. And I always ask this question is about whether a member might have a conflict of interest or not so perceived or otherwise so that's something that comes up. And then also as representatives extensions as Mary Ross mentioned of ourselves, our own legislative body. You know what that is and so that comes up in terms Op eds or, um, you know, positions that are counter to what the official border commissions position is. And certainly that should be allowable, but I think expect roles and expectations about how that's being put forward.

Um, and then also, uh, things about sharing information, I guess that, I mean, boards and commissions don't have closed session, but, There are certain subcommittees of committees that might be dealing with something that I wouldn't want them getting ahead of out in the public writing an op-ed about and driving it a certain way or something like that. Even though I'm entirely in favor of op-eds, I don't wanna say that but just sort of what the expectations or the limits of that are. And then Um, there's a little bit of like sort of clunkiness in and we're cleaning it up but then if somebody applies. And whether they're eligible for more than one committee and things like that. And then I really this might be in our council expectations are here but you know used to be that Council members reported out on their liaison Committees, and I know some of us do regularly but.

And I don't know who's on which ones but like I'd love to hear what's happening on planning commission or a br or, you know, many of our boards and commissions that I think that should be an expectation of the council members who are liaisons like whether they can go to the meetings Be reporting out on at least what was on that agenda, or items to look out for something.

And maybe it's the role of the chair of whatever board and commission to communicate to whoever the liaison is These were important things at this week's meeting. These are important things coming up Like I know I do that with the boards and commissions that I'm liaison to and I just think we need a sort of standardized Expectation of what that means to be a liaison to it to a committee and that's all

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UnidentifiedCity ClerkProposed · by role4:28:24

Honorable mayor comes up mayor pro tem 17 if I may add just as maybe helpful probably the last great update of any Boarding Commission was the Fire and Police Commission and Not that every board and commission has to be done via ordinance, but it is at least a good starting point. They have provisions on how a public statement that could be represented by the board be made. They have many different procedurals and training requirements that could be a start off point like I said as rules and procedures for other boards and commissions so just would throw that information out there. Thank you

4:29 – 4:4428 turns

ElectedRandy RowseMayorProposed · by role4:29:01

Mr. Dorman, is it just the one commission that's not appealable to council or are there more than one?

UnidentifiedCity ClerkProposed · by role4:29:08

There's two honorable mayors, two that have no direct appeal to counsel. They are the final decision, which means if the applicant or appellant wants to pursue them out of there further, they would have to go to court and that would be the civil service commission. Yeah. Any employment decision made by the commission and then the building and fire code board of appeals.

ElectedRandy RowseMayorProposed · by role4:29:27

And once again, this per state law,

UnidentifiedCity ClerkProposed · by role4:29:28

correct? No it's, it's, it's per our charges. Correct. Yeah, okay. It's per our ordinances.

ElectedRandy RowseMayorProposed · by role4:29:36

Okay. I just, uh, Kind of wonder if that should be approached at some point in time, but I don't know what the desirability of that is or the arguments back and forth. It just seems when your next appeal or next chance to argue your case goes court as opposed to us it just seems like there's still always court after us.

UnidentifiedCity ClerkProposed · by role4:29:58

Yeah, correct. There always was court after you after damn 90 days to file a red action. The uniqueness of those boards they're considered very technical I mean if you look at the civil service hearings they can be many trials. You have a court reporter they've gone five six eight days even so extensive record and

ElectedRandy RowseMayorProposed · by role4:30:20

it's in the inherent expense that we bear me if those end up in that and it's not that happens all the time but it's just something Thought about it from a logic standpoint and from our staff time as well.

UnidentifiedUnidentified speaker 6Proposed4:30:31

All right, Mr Jordan? Um, I'd also like uh, the language changed on term limits so that it can't be used against somebody in the consideration that you pick the best person. But if a person's been there two or three terms but they're still the best person or not are close or whatever than one of the One of the methods to disqualify that person would be, well they've been there for three or four terms. If they're still the best person I think we welcome that corporate knowledge and then something done...I'll just use the example of the noise abatement committee that we should have a clear statement Advisory board or committee members do not speak for the city and spray around e-mails to council. OK whatever but they're not to go to another City Council on a Board of Supervisors and a governor and whatever.

That that's just. That is a that that to me is a fatal line in the sand to address and if that's not clear maybe right now then that should be made abundantly clear going into that position that they work through staff and they can certainly talk to individual council members but they work through staff

CommentRick LemmoProposed · by introduction4:31:59

I think that goes back to the police and fire commission and their policy guidelines around expression and public statement so I think we can maybe craft something that applies to all boards and commissions in a similar way.

ElectedRandy RowseMayorProposed · by role4:32:12

Okay,

CommentChi RialProposed · by introduction4:32:15

Eric? Just two things on the term limits. One of the things though is people have been on there for sometimes over 20 years and the value of serving on boards and commissions is you get newer people on there Over time. Um, and so it fosters civic participation among the public. And so I think there needs to be a way that if someone has been on there, uh, I like the eight years, but we kind of hinted at it this year was, um, and there was one particular where if they're staying on past the recommended aid that they need to give some type of statement on something that they're working on or why they should be appointed for that extra term Just so that we can understand because they're just doing it to serve again and there's somebody that might not have that eight years experience.

It might be new but it might be somebody hey, that's somebody that's living in the community that has a fresh perspective that we would want to. If they're eight years or 12 years to have some type of statement on what specifically they should, they're working on that where they bring that value to it. And another issue that has come up on the boards and commissions, some of the commissioners, they want to understand how they, it's the same thing we were going through with two person memo, how they can raise issues to get on their own agendas. I don't know if If that's something that we can come back with so that they're clear on trying to get an item on an agenda and they feel like hey, they're not being listened to but there might be reason staff or the chair doesn't.

So what is the procedure for commissioners to raise an issue to get on their commission agendas?

CommentRick LemmoProposed · by introduction4:34:02

And I think it should be a very similar process where it you know We have to be very careful because they're not allowed to direct staff so if it is something that requires you know work or preparation. You know, that is something that would have to come through the city administrator's office and then You know, so I think we need to set up a protocol around

CommentChi RialProposed · by introduction4:34:23

that. Yeah, I think there isn't one right now or there is but if we could just tighten that up and then let them all know as part of their onboarding training what it is and what they're not allowed to do because sometimes I think it's still out there. Thanks.

GuestRouseProposed · by introduction4:34:39

A couple things for the term limits, I would be in support of a term limit but also I do think it'd be important for us to grant exemptions. It's sort of similar to what Councilmember Friedman was saying especially if there are no other applicants that apply and they're the only one and we're faced with okay this person is here for a very long time you want to give the chance someone else but if there is no one else like we don't want to leave it vacant either And so we really want to fight against those vacancies that we're already struggling through.

On that same note, I think as far as remote participation of course you know we want to stay in line with new state regulations and all that but My personal preference would be for us to allow that flexibility to our boards and commissions only because since we already struggle with these vacancies and struggle on making sure that our commission members are active in participating going to the meetings. And I mean a lot of these folks are not doing this as like most people are not doing this is like a full time job right doesn't pay or anything. People are parents, people work, people do other things and so they need the flexibility to fit it somehow in their schedule and for some people that might be the best way to do it.

So I just, I want to be able to just provide as much flexibility so that we can keep our commissions and boards staffed up. And then let me check was one more thing. Yes, so for for HLC, I am a little bit iffy about the designations that were brought up The term young professionals a little too vague. I'm not sure like what type of professional, and I'm concerned about maybe triggering a lengthy charter amendment.

And I think similar to what Mayor Pro Tempore said. The HLC already has a lot of architects and folks connected to the developer community, but I would want to defer that to HLC themselves. They're the experts in this and if they feel like they need an additional designation that's something we could consider, but I wouldn't want to impose that on them if they don't feel that it's necessary.

PresenterRick LamoProposed · by introduction4:36:36

I think I have two more that I remembered. One is, I've had requests from both planning commission and HLC if they could have the latitude to have their own study sessions or work session and particularly for recommendations to council Because like I'm thinking planning commission, they'll see the same loophole or issue over and over and over again. And they want to recommend that council look at that loophole or address it in some way but there's no clear communication of how to get that to us other than them lobbying us each individually and then that gets awkward And then what do we have a two person memo situation again so, and I would request it actually that they would have yearly the opportunity to have recommendations to Council of things to consider, and that we could get those in time when we're doing our strategic sessions.

To fold that into what we're considering for the year so that it's not like after the fact. Oh, we already designated all the budget and staff time to other things. And the other one for those seasoned members who have been multiple times maybe they could rotate off and then come back on. I mean honestly that's what I'm hoping Trey Pinner is going to do. You know I've already talked to him today so that's why I can mention that but That you know after having so many terms and clearly we value that longevity and information that then the next one rotates on and comes back again. And it's not rotated off so that you can have those opportunities for some varied perspectives too.

CommentRick LemmoProposed · by introduction4:38:17

One of the things just on the sort of raising issues to council at one thing I've seen before is having joint work sessions between the boards And so that is an opportunity for, I mean, I've seen it where you can structure it in different ways. So like the chair and the vice chair meet with the mayor and mayor pro tem ahead of time plan, the agenda plan, the agenda topics with the staff liaisons. So there's a lot, you know, I think there's a lot of different ways that, that, that can happen. So we can sort of take a look at that and see if there's other, you know, particularly I think for planning commission and HLC given the scope of the issues that they're dealing with. I don't know that it makes sense for every, Board and commission I mean that would basically be every agenda so yeah but I think yeah.

ElectedRandy RowseMayorProposed · by role4:39:02

Yeah, I mean jumping right into that thing about the agendas and determining agenda items of the boards and commissions are there not to set policy there to execute policy so I don't think it's a great thing to do now if there is a way for the system for which they can communicate their desires of council maybe that's through The chair or the attorney that attends that commission. But we've had a few problematic things particularly in Harbor Commission and whatnot where there's been conflicts and people that wanted to do policy and people that actually own businesses but want to testify as a member of public I think that needs to be cleared up a little bit. I think that the definition is a little too loose.

It turns out that the people really interested in Harbor Commission tend to be business owners in the harbor And they do have a vested interest. They do understand everything, but it's gotta be a little, I think I've seen some times where I was very, very uncomfortable and I've actually having to speak. I've actually spoken to a couple of individual commissioners along those lines as we do that. John,

UnidentifiedCity ClerkProposed · by role4:40:01

I can add, um, yes, when you look at, when you look at the boards and commissions in city, I mean they really are staff driven agenda. Harking back to the Fire and Police Commission, one thing that's helpful because Ms. McAdoo raised two important points. First of all for the most part unless they're hearing an appeal that goes up they are just strictly an advisory body right so they don't set up help but they can provide advice. And number two as McAdoo said very the biggest issue is they cannot administratively direct staff And there are a lot of attempts in the past and different boards and commissions are doing that where we've had to have, you know, tenseful conversations to explain that. You're not allowed to do that because they could tie up significant resources.

And so that is always the rub is those two issues and in some ways at least what is the best way to make use out of them? Of focusing on two or three items a year has been at least is at least more helpful because, you know, they mean frequently some boards meet quarterly summer monthly. You know, outside of like your planning commission and your review design review bodies so sometimes that's always a good way to give them a voice in developing a work plan but also combines.

What they're interested as well as what the city has an interest in listening to. And for example, Fire and Police Commission, at least some of the more charter board commissions you review that work plans like we do want to hear about this issue so but there is the difficulty of the administrative direction. You were mentioning the decorum issue is also critical too. And that's even more really a bigger issue when you're having a board that deals acts as an appeal body Because if they are improper in their decorum, it shows bias. And so that's always something we work with as well.

ElectedRandy RowseMayorProposed · by role4:41:51

Once again, just the understanding that they execute policy, that we develop policy and that's really important. We had that kind of dust up with Planning Commission one time about that when it came to housing versus hotels and blah blah. So it's important those things understood. Regarding term limits, they're an unnecessary thing to have because It ties the hands of future councils number one and like Mike said we lose some institutional knowledge. If we knock somebody off a commission is actually really performed all that time, it hasn't come up that much because we really have trouble we have so many commissions we have trouble filling them all sometimes.

So, and speaking to that I know it's a chartered Commission at The nine members for HLC, which is in any commission or committee that's kind of an unwieldy number and I don't know why they got to that one. Is that

CommentRick LemmoProposed · by introduction4:42:44

a discussion we want to have? Or is that... That could be for future charter discussion because it is in the charter that it says...

ElectedRandy RowseMayorProposed · by role4:42:50

It is in the charter. I understand that but it's also what nine member board moves swift

CommentRick LemmoProposed · by introduction4:42:55

like a deer. I don' think any of them do.

ElectedRandy RowseMayorProposed · by role4:42:58

Do

CommentRick LemmoProposed · by introduction4:42:58

you want to hear? So I haven't pulled up so it's up to four members of the Commission need Not be electors of the city and maybe non-residents. At least two members shall be licensed architects, one member shall be a professional architectural historian and one member shall be a licensed landscape architect. In addition there should be one or more members who may not qualify for the above categories and who shall represent the public at large.

ElectedRandy RowseMayorProposed · by role4:43:20

I get it, when you go to those meetings by the time everybody weighs in

CommentRick LemmoProposed · by introduction4:43:26

That is a question if the council wanted to tackle that as part of the future charter amendment. Just

ElectedRandy RowseMayorProposed · by role4:43:30

throw it out there, I'm not necessarily suggesting. The last point, oh did you have

CommentMark IngallsProposed · by introduction4:43:35

something Nancy? If you're going to be looking at the composition of your boards and commissions what you have and where there's opportunity perhaps for consolidating or finding different structures that's an opportunity to put fresh eyes onto the size and the work plan which i think Such an important tool for a lot of advisory committees and it also is a way to have that communication And reporting to council right so that you know, and they know that you guys are in alignment

4:44 – 4:5324 turns

ElectedRandy RowseMayorProposed · by role4:44:03

I think that's a great discussion how along with trimming down the number there's a redundant commissioners like, you know TCC and parking and things like that we can Definitely reduce a lot of staff effort time. And then did we talked about remote participation?

CommentRick LemmoProposed · by introduction4:44:18

Is that I think a couple of members have said their preference but I think everyone if anyone wants to else weigh in on that topic happy to hear

ElectedRandy RowseMayorProposed · by role4:44:26

why do you think. I think that not every commission or committee has is as remote capable are right now being recorded so it doesn't make any sense number one. I can see making an accommodation if we had a disabled person was a member of a border commission. I don't know how we work that out But I think the remote participation is another lift and an expense for our IT people, so I don't know if that's a great idea to begin with.

But I think if somebody signs up for Board of Commission, number one, going back to where they go check in with their clerk, they should set up an appointment with each one of us to try to talk to us prior to the interviews. And number two is discuss what their ability You know may want to be there like once a month or whatever it is the time commitment because that's always important But once again accommodating people with a disability I can see trying to make that happen

CommentMark IngallsProposed · by introduction4:45:21

There's a couple additional comments Yeah, I'm interested

CommentFashion IslandProposed · by introduction4:45:27

in allowing it because of just the

CommentMark IngallsProposed · by introduction4:45:29

access ability of it and

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CommentFashion IslandProposed · by introduction4:45:39

But I am a little nervous about how many of the members would opt to go

CommentRick LemmoProposed · by introduction4:45:48

virtual. I think if the rules are still consistent, a majority have to be in person. And we could create boundaries so it's like it's for special exceptions or you can't participate every meeting virtually Like you know, so I think there we could put some guardrails around that. And once again not every

ElectedRandy RowseMayorProposed · by role4:46:10

commission or committee is recorded.

CommentFashion IslandProposed · by introduction4:46:13

Right and so to that what obligation does the chair of all these committees have to report to us? I know where the liaisons and theoretically were the ones are supposed to report to each other But is it appropriate to have the chairs report to us as to like the bullet points of the meeting that they've had?

ElectedRandy RowseMayorProposed · by role4:46:40

Well, how a chair functions in most these commissions, they have staffers there that do that to us and they have the minutes. So if you're liaison hopefully you are looking at the recorded minutes Before you as you go to think for example parking are you looking at the what actually happened in the meeting? What was decided but going forward

CommentMark IngallsProposed · by introduction4:47:00

It's also another Good use of a little work plan, right So if you have some major activities that they're focused on over the course of a year Then there may be milestones that are important to report on but there may not be need right after every meeting necessarily to convene Eric

CommentChi RialProposed · by introduction4:47:19

Yes, our earlier I forgot to mention about remote. If there's one offs or someone needs to do it I think they're that's perfectly fine but there isn't an intrinsic value of having the commissioner, the commissioners are board members together. Especially if you're dealing with public projects or anything like, especially the planning boards. I think just being in the room with the applicants, being able to sometimes see the project laid out it might be up on the screen but it's a lot different in person. So to the extent that there would be an expectation that they would be there in person, I would say that needs to be clear but again, if there are circumstance that comes up you can do that And then as you mentioned, Ms. McAdoo that there are it requires a majority of the board members to be there and so some would if somewhere remote all the time than the other ones might not be able to take part in that exemption if the other ones were always just not showing up and somebody had a couple issues.

So long way of saying to the extent that they can be there I think there's it fosters community more because you get to meet have those interactions in person.

PresenterRick LamoProposed · by introduction4:48:32

Thank you. I support special circumstances and I can think of on our council, a couple different times when say Councilmember Gutierrez made it key vote and I was very happy that he could be remotely present so that type of thing. I would request two things one that whoever's chairing the meeting has to be in the room, which I think seems obvious. And the other is that whoever is not in the room, that they not be displayed on video because I saw this at planning commission quite a few times and where the one member who wasn't there.

Their face was large and on the screen and everybody's watching this one person speaking and speaking and speaking and speaking, and they're not seeing back everybody else in it and it gave an outsized importance to one voice who wasn't in the room. And so I think when it's Call in and you hear the voice in the room, and everybody can just focus listening. I think it makes a more balanced voice so that would be my request of those two but I think it's important to allow for remote especially if someone is going to spread sickness and debating whether to come or not or child care issues or any number of things that would make the board run better and especially reaching quorum and keeping business moving

ElectedRandy RowseMayorProposed · by role4:49:59

That brings up a question for you, John is it so we have number one noticing requirements for those meetings I guess we would. And so we'd have to we'd have to do the entire location of the remote participant and the second thing is if we were to we have some commissions like I said there's no capacity technically right now they're not recorded on televised and so are some commission some commissions or commissions Somebody with a disability could participate in but they couldn't participate in any, any one of them. So is that in any way discriminatory if you couldn't be, you can be remote as a planning commissioner but not remote as a parking committee member

UnidentifiedCity ClerkProposed · by role4:50:41

couple points on that. First, the first point is we still have to follow the Brown Act in terms of remote participation regardless. So in dealing with that second I understand Mayor Pro Tem's point too on the camera point where it could seem like the Wizard of Oz and some greater importance there are some provisions in the Brown Act too though It's issues of emergency or items emergency the camera must be on so we could easily deal with those rules that's not a problem. The third part is that under the Brown Act, we do have to provide reasonable accommodations both to obviously the members itself as well as The public and participations and so obviously logistically, you know some while some boards are not televised. It doesn't mean we can still find a way to allow the prisoner remotely participate.

So, you know, you're able to do that just you know, so logistically may be harder but technology keeps getting better and better. You can kind of zoom that person in even if the meeting is not televised

ElectedRandy RowseMayorProposed · by role4:51:48

wouldn't be video required they get into audio It would correct.

CommentMark IngallsProposed · by introduction4:51:53

OK. OK I always

ElectedRandy RowseMayorProposed · by role4:51:56

thought that at least I thought at least somebody it was in the public but the secretary whoever's in the clerk had to be able to visually see this person that was on the remote of those and then a requirement for participation

UnidentifiedCity ClerkProposed · by role4:52:10

only in cases where issues are emergency so you know you're really rarely going to see that with a border commission on that.

ElectedRandy RowseMayorProposed · by role4:52:17

I mean this is never come up. Yeah curious

CommentMark IngallsProposed · by introduction4:52:22

All right, any other comments related to remote participation or term limits? And are there other topics that are of importance related to the boards and commissions for this afternoon?

PresenterRick LamoProposed · by introduction4:52:36

I just want to say I really support the work plan idea. So, I think that does accomplish that where they could any number of things that they want council to consider policy wise or that they're working on and then I love that we might get a chance to see what it is they're working on and planning on working on and I think that's really a great solution.

CommentMark IngallsProposed · by introduction4:52:58

You can align it to your strategic plan.

4:53 – 4:5823 turns

CommentFashion IslandProposed · by introduction4:53:04

I have a question. So in the past, I've come to realize that I tend to forget who is on a commission or a board that I helped appoint and I run into them around town and there's always this awkward moment that I didn't recognize them. And so that drove me to want to set up meetings with as many board and commission members as possible, but then at the time staff came to me saying that they saw it a bit problematic I think they were worried that I was going to try to sway them, as opposed to it just being a meeting greet so I remember who they were. Because they only come to us when they want to be appointed for three minutes and then we kind of don't really see some of them ever again.

So is there any official guidelines that are restricting that or was that just a me issue?

UnidentifiedCity ClerkProposed · by role4:54:11

Honorable Mayor, Council Member Gutierrez. No there's no official guidelines or legal restrictions outside of the Brown Act if there is somehow a spoken wheel issue but no in terms of... Is

CommentRick LemmoProposed · by introduction4:54:24

there an issue if they meet with like a majority of planning commissioners on an item that's going to come to council?

UnidentifiedCity ClerkProposed · by role4:54:29

So that, that's a very good question on that issue. That would be ex parte communication, especially if it's an appeal and all that. So there are some, some ground rules in place we do have on our procedures for council procedures. We have really good well-written that don't need to be updated. Our ex parte communications and how that goes. But if it's like a meet and greet a council member as you were talking about, there's no issues with just like after you met with them and appointed him, Hey, Checking in and saying hi. That's the safest way to go about it without Discussing substantive issues if you want to if you want to play to ultimately save

CommentFashion IslandProposed · by introduction4:55:05

all right, thank you

CommentMark IngallsProposed · by introduction4:55:09

Okay Good

ElectedRandy RowseMayorProposed · by role4:55:11

good

CommentMark IngallsProposed · by introduction4:55:12

all right well so that the next big assignment here is Ad hoc committee who wants to work on Parts and pieces together knowing that we will also provide you know a lot of the framework and yeah, of course You have staff Kelly to work closely with so I got a hand over there Kristen's like Who else would like to join Kristen on this venture Oscar

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ElectedRandy RowseMayorProposed · by role4:55:56

Mike, Wendy, Megan. Should we put his list? Should we put Megan on it?

CommentFashion IslandProposed · by introduction4:56:05

No.

ElectedRandy RowseMayorProposed · by role4:56:19

All right so Kristen, Wendy and Oscar.

CommentMark IngallsProposed · by introduction4:56:23

Megan gets a bye.

ElectedRandy RowseMayorProposed · by role4:56:26

And I knew he was going to figure out a motion who wants to chair this bad boy.

CommentRick LemmoProposed · by introduction4:56:31

We'll we'll figure out all the logistics but thank you and I just want to say I appreciate the engagement I know procedures and policy are or this kind of policy are not always the most fun but I think it's super helpful for staff for clarity so very clear about expectations and how we're doing things and so I just I really appreciate Everyone engaging in the conversation this afternoon, so thank you for that.

ElectedRandy RowseMayorProposed · by role4:56:54

And the ad hoc then reports back to council with their findings and we'll go from there.

CommentMark IngallsProposed · by introduction4:56:59

Recommendations for final changes? Yeah! All right I think that's all that we have for today any closing thoughts or comments?

ElectedRandy RowseMayorProposed · by role4:57:07

No

CommentRick LemmoProposed · by introduction4:57:07

colored pens no little sticky notes? No group hugs no anything.

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ElectedRandy RowseMayorProposed · by role4:57:18

Wendy and then Kristen.

GuestRouseProposed · by introduction4:57:20

I just want to put this out there and it doesn't have to be a formal vote or anything But I would love to nominate Mayor Pro Tem Sneddon to chair our committee And we can decide that later, but I just want to put it out there I think she'd be very fit to lead this committee and you know with just the knowledge she brings but just Thank you so much for helping facilitate this workshop, and I do miss the color sticky notes. I kind of missed that I love the engagement of being able to like, you know visually see the things but I still think we got a lot done so again thank you all for engaging.

PresenterRick LamoProposed · by introduction4:57:59

I just want to say, I love these every time we have them. And I think after so many years of this not working and to have it working each time just so thank you, thank you. And we make progress each time. We're not just circling back to what we already did or said and really, really appreciative. And it's efficient like we somehow do well you set it up so that we somehow are able to corral ourselves to answer these questions of really thank you

ElectedRandy RowseMayorProposed · by role4:58:29

Any further comments? Not even from Mike. Oh my goodness. All right, very good. Well done Nancy thank you very much.

CommentMark IngallsProposed · by introduction4:58:37

You bet! Thank you all very much.