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HomeMy WebLinkAbout2010-07-27; City Council; 20316; ENVISION CARLSBAD CITIZENS COMMITTEECITY OF CARLSBAD - AGENDA BILL AB# MTG. DEPT. 20.316 7/27/10 CED Envision Carlsbad Citizens Committee Mission and Membership for Phase 2 DEPT. DIRECTOR^ CITY ATTORNEY CITY MANAGER RECOMMENDED ACTION: That the City Council ADOPT Resolution No. 2010-192 , AMENDING the Envision Carlsbad Citizens Committee Mission Statement and Principles of Participation, and appointing members to said committee. ITEM EXPLANATION: On October 18, 2008, the City Council created the Envision Carlsbad Citizens Committee (ECS). The overall purpose of the ECS is to provide guidance to the Envision Carlsbad process, which is a two phase city program. Phase 1 was a public visioning process to identify the community's vision for the future. Phase 1 was recently completed with the City Council acceptance of the Carlsbad Community Vision on January 12, 2010. Phase 2 is currently being initiated and consists of a comprehensive update to Carlsbad's General Plan, Local Coastal Program, and Zoning Ordinance to ensure the policies and regulations within those documents are aligned with the Vision. The Envision Carlsbad Phase 2 work program is proposed for City Council approval under a separate agenda bill. The purpose of this agenda bill is to recommend that the ECS's mission statement and membership be amended as follows: ECS Mission Statement and Principles of Participation: The ECS Mission Statement and Principles of Participation is proposed to be amended to: • Remove references related to the work associated with Envision Carlsbad Phase 1 • Modify the "Representation" section to reflect the changes discussed below related to alternate committee members • Specify that the committee shall select a chair and vice chair • Specify the role of the chair and vice chair • Indicate that alternate committee members will be invited to participate during ECS meetings at key points during the process On May 12, 2010, the ECS reviewed the proposed changes to their Mission Statement and Principles of Participation and agreed to the changes. The committee also agreed to appoint Eric Larson as their Chair and Jim Farley as the Vice Chair. DEPARTMENT CONTACT: Jennifer Jesser 760-602-4637 iennifer.iesser@carlsbadca.gov FOR CITY CLERKS USE ONL Y. j COUNCIL ACTION: APPROVED M DENIED D CONTINUED D WITHDRAWN D AMENDED D CONTINUED TO DATE SPECIFIC D CONTINUED TO DATE UNKNOWN D RETURNED TO STAFF D OTHER - SEE MINUTES D Page 2 Committee Membership: The ECS is comprised of 19 primary committee members (Carlsbad citizens) who represent the following perspectives: • Environmental Perspective (3 members) • Social Perspective (3 members) • Economic Perspective (3 members) • Citizen-At-Large Perspective (2 members from each city quadrant - 8 members total) • Youth Perspective (2 students - 1 from Carlsbad High School and 1 from La Costa Canyon High School) Staff recommends that the current committee structure (representation of community perspectives) remain the same for Envision Carlsbad Phase 2. Some of the committee members have resigned since the committee was originally created. Most of the resigned members were replaced with their alternates; however, there are some vacant committee positions. The original committee structure included one alternate member for each primary member, and both the primary and alternate members were required to be from the same organization/quadrant/school. As a result of committee member resignations, there are five vacant primary member positions. At their meeting on May 12, 2010, the ECS agreed to recommend that the vacant primary committee member positions be filled with the existing pool of alternates, regardless of what organization they are from. The existing alternates are likely to be more familiar with the Envision Carlsbad process; therefore, the ECS would prefer that the existing alternates fill the vacant primary member positions, rather than a new member being appointed (notes from May 12, 2010 ECS meeting are attached as Exhibit 5). To maintain the balance of community perspectives on the committee (i.e., three sustainability perspectives, four city quadrants, and youth), staff recommends that the alternates who fill the primary member positions represent the perspective of the vacant position. In addition, staff recommends that a minimum of one alternate be appointed for each perspective category on the committee; rather, than one alternate for each primary member. Also, when a primary member vacancy occurs, staff recommends that the position be filled as follows: 1. By one of the alternates for the same perspective category as the vacant position; 2. If there is no alternate for the same perspective category, one of the other alternates on the committee can fill the vacancy, provided that the alternate can demonstrate the ability to represent the perspective (e.g., they are a member of an organization that represents the desired perspective, or they live in the appropriate quadrant of the city); 3. Alternates will fill vacant committee positions without the need for City Council approval, which is consistent with the committee process during Envision Carlsbad Phase 1. Staff's recommendation regarding the alternate committee members is consistent with the ECS's desire to fill vacant positions with existing alternates, and ensures that the balance of community perspectives is maintained on the committee. Exhibit 2 lists the current committee membership and recommendations to fill the vacant positions. Staff is requesting direction from the City Council regarding the vacant alternate committee positions (as described on page 3 of Exhibit 2). Page 3 FISCAL IMPACT: A total of $1.8 million was previously encumbered for Envision Carlsbad. The cost of consulting services to complete Envision Carlsbad Phase 1 was $232,710, which has been paid to the consultant pursuant to a City Council approved agreement. The remaining available funds for Envision Carlsbad are $1,567,290. The total cost of the consulting services to complete Envision Carlsbad Phase 2 is $1,395,340. No additional costs are associated with the Envision Carlsbad Citizens Committee. ENVIRONMENTAL IMPACT: The activities associated with the proposed changes to the ECS, the committee's Principles of Participation, and the work to be conducted by the ECS during Envision Carlsbad Phase 2 (public outreach, analysis, research, and preparation of draft documents) will not involve or result in any disturbance to the environment, and is categorically exempt from the California Environmental Quality Act (CEQA). CEQA Section 15306 describes the following activities as being exempt from environmental review: "...basic data collection, research, experimental management, and resource evaluation activities which do not result in a serious or major disturbance to an environmental resource. These may be strictly for information gathering purposes, or as part of a study leading to an action which a public agency has not yet approved, adopted, or funded." An Environmental Impact Report (EIR) will be prepared as part of Envision Carlsbad Phase 2, which will analyze the environmental impacts associated with the new General Plan, LCP, and Zoning Ordinance. The EIR will be prepared consistent with CEQA. Prior to City adoption of a new General Plan, LCP, or Zoning Ordinance, the EIR must be adopted by the City Council. EXHIBITS: 1. City Council Resolution No. 2010-192, approving amendments to the Envision Carlsbad Citizens Committee Mission Statement and Principles of Participation, and appointing members to said committee. 2. List of current ECS membership and recommendations to fill vacant positions 3. Copy of an email dated July 1, 2010 from David Lloyd, Treasurer for the Agua Hedionda Lagoon Foundation (AHLF), indicating the AHLF's nomination of a representative for the ECS 4. Letter from the Industrial Environmental Association, dated January 28, 2010 5. Meeting notes from May 12, 2010 ECS meeting. EXHIBIT 1 1 RESOLUTION NO. 2010-192 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AMENDING THE ENVISION 3 CARLSBAD CITIZENS COMMITTEE MISSION STATEMENT AND PRINCIPLES OF PARTICIPATION, AND APPOINTING 4 MEMBERS TO SAID COMMITTEE. CASE NAME: ENVISION CARLSBAD CITIZENS COMMITTEE 5 MISSION AND MEMBERSHIP FOR PHASE 2 6 WHEREAS, on October 14, 2008, the City Council created the Envision 7 Carlsbad Citizens Committee to promote balanced consideration of a range of community 8 perspectives, serve as an information conduit to stakeholder groups, encourage broader 9 community participation, and provide continuity of participation throughout the Envision 10 Carlsbad process; and 11 WHEREAS, on January 12, 2010, the City Council accepted the Carlsbad 12 Community Vision, which was the result of Envision Carlsbad Phase 1; and 13 WHEREAS, on July 27, 2010, the City Council approved a consulting agreement 14 with Dyett & Bhatia to complete Envision Carlsbad Phase 2, which consists of a comprehensive 15 update to the City's General Plan, Local Coastal Program, and Zoning Ordinance; and 1" WHEREAS, the work program for Envision Carlsbad Phase 2 includes the 17 continued work of the Envision Carlsbad Citizens Committee. 18 NOW THEREFORE, the City Council of the City of Carlsbad, California, does 19 hereby resolve as follows: 20 1. That the above recitations are true and correct. 21 2. That the Envision Carlsbad Citizens Committee's mission for Envision 22 Carlsbad Phase 2 shall be that which is outlined in the ENVISION CARLSBAD CITIZENS COMMITTEE (EC3) MISSION STATEMENT AND PRINCIPLES OF PARTICIPATION, as 23 amended and dated July 27, 2010, attached hereto as Exhibit A. 24 3. That the current and future vacancies on the Envision Carlsbad Citizens Committee shall be filled as recommended by staff in the agenda bill for this resolution, and in 25 Exhibit 2 to said agenda bill. 26 /// 27 /// 28 /// 4. That, as indicated in Resolution No. 2008-288, the Envision Carlsbad Citizens Committee shall exist for the duration of the Envision Carlsbad process, and the City Council shall have the authority to reevaluate and, if necessary, reconstitute the committee at any time deemed necessary by the City Council. 5. That the Envision Carlsbad Citizens Committee shall conduct its business in open and public meetings, which shall be subject to the Ralph M. Brown Act ("Act", Government Code Section 54950, et seq.) and shall only meet in closed session upon advice of the City Attorney in accordance with the Act. /// 7 /// 8 /// 9 /// 10 /// 11 /// 12 /// 13 /// 14 /// 15 /// 16 /// 17 /// 18 19 20 21 22 23 24 25 26 27 28 -2- 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 27th day of July, 2010, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall, Packard and Blackburn. NOES: None. ABSENT: None. ATTEST: LORRAINE <S5ftM. 'OOD, City Clerk City of Carlsbad Envision Carlsbad Citizens Committee EC3 Mission Statement and Principles of Participation July 27. 2010 Envision Carlsbad Envision Carlsbad is a two phase community process, the objective of which is to identify the community's vision for Carlsbad's future (Phase 1), and to implement the "vision" by updating the City's General Plan, Local Coastal Program (LCP), and Zoning Ordinance (Phase 2). Mission Statement The mission of the Envision Carlsbad Citizens Committee (EC3) is to participate in and provide guidance to the Envision Carlsbad process by promoting balanced consideration of a range of perspectives on issues affecting Carlsbad, serving as an information conduit to stakeholder groups, encouraging broader community participation, and providing continuity of participation throughout the entire public visioning and update processprogram. Principles of Participation Role of Envision Carlsbad Citizens Committee Members To achieve the mission of the EC3, the City Council is asking members to: • Become familiar with the issues surrounding city planning and community development • Attend periodic meetings over a prolonged period of time (approximately 3 years) • Represent a broader community interest (rather than just the particular organization of which they are a member) at EC3 meetings • Keep their organization/stakeholder group informed of the progress of the public visioning and update program • Balance stakeholder goals with the larger public interest • Encourage community participation throughout the public visioning and update process program • Provide comment as to the adequacy of the Phase 2 Work Program that will be presented to the City Council for approval • Adhere to the public visioning and update program schedule and respond to established deadlines Work collaboratively with other EC3 members 7 Envision Carlsbad Citizens Committee EC3 Mission Statement and Principles of Participation Page 2 • Provide constructive feedback to Gcity staff and consultants on process and works in progress at key points during the update program • Confirm that the final Community Vision Report accurately and fairly reflects the community input received during the Public Visioning (Phase 1) process • Provide comment as to the adequacy of the Phase 2 Work Plan that will be presented to the City Council for approval Representation Committee members will be appointed by the Mayor with concurrence of a majority of the City Council from among a list of candidates nominated by individual organizations, representing a balanced cross-section of stakeholder groups and community interests. Selection of the EC3 will be guided by the City Council's "Guiding Principles for a Sustainable Community", whereby membership will be drawn from Social, Economic and Environmental perspectives. Members will also be selected to represent each of the four city quadrants. In addition, the committee will have two student members selected from the local high schools. The committee will be composed of a total of 19 members: three each from the sustainability perspectives (9), two from each city quadrant (8), and a student member each from Carlsbad and La Costa Canyon High Schools (2). To be considered for appointment, candidates must reside in Carlsbad. Nominated candidates will be evaluated on their ability to effectively represent one of the three key perspectives, city quadrant, or youth perspectives. In addition, each committee member will have an alternate committee members will be appointed by the Mayor with concurrence of a majority of City Council from among the list of nominated candidates: one for each sustainability perspective, one for each city quadrant, and one for the high schools. The alternate member does not need to be from the same orqanization(s) as the primary members as long as he or she represents the same key perspective or quadrant. Discussion Process During EC3 meetings, committee members agree to abide by the following discussion process: • The committee will select a Chair and Vice-chair • The committee will establish ground rules about how members should conduct themselves during meetings • The preferred decision-making process is collaborative problem-solving • Consensus of the EC3 will take precedence over individual preferences • In cases of non-consensus, the Chair may call for majority vote of the committee: however, alternative perspectives will be documented •—A neutral third party will facilitate the meetings Envision Carlsbad Citizens Committee EC3 Mission Statement and Principles of Participation PageS The committee will consider the selection of a Chair and Vice Chair Role of Chair and Vice-chair The Chair will ensure that the EC3 meetings are conducted fairly and efficiently, that proper order is maintained, that there is full participation during meetings, that all relevant matters are discussed, that all committee members have an opportunity to participate in committee discussions, and that necessary decisions are made. To the extent reasonable, the Chair will seek consensus of the committee in decision-making. In instances where consensus cannot be reached, the Chair may call for majority vote of the committee: however, the Chair will ensure that minority viewpoints are heard and documented. The Chair will ensure that these Principles of Participation and agreed-upon "ground rules" are adhered to. The Chair is responsible for ensuring that members of the public desiring to address the committee have the opportunity to do so at the appropriate time. The Chair may speak to members of the media on behalf of the EC3, and represent the committee at public workshops, hearings and other public events as appropriate. The role of the Vice-chair is to serve as the Chair in his or her absence. Meeting Schedule Once appointedFor the Phase 2 work program, EC3 members are making an approximatelya two and one-half to three year commitment. To date, the meeting schedule is outlined only for the first phase of the overall Envision Carlsbad process. The EC3 will be formed and have its first meeting in Fall 2008resume meeting in May 2010, and will meet approximately once a month (about 25 times) throughout the update program. It is anticipated the EC3 will conclude its work by December 2Q12.At least three additional EC3 meetings are anticipated in Phase 1, which is anticipated to conclude in Fall 2009. After the completion of Phase 1, and prior to initiating Phase 2, the membership of the EC3 will be reevaluated and reconstituted by the City Council, if necessary. Phase 2 of Envision Carlsbad (updating the General Plan/Local Coastal Program/Zoning Ordinance to achieve the Community Vision) will begin following the completion of Phase 1 and is expected to last approximately 2 to 3 years, with potentially 20 to 25 meetings. Meeting Attendance Full participation of committee members is essential to the effectiveness of the EC3. Committee members are expected to attend all EC3 meetings. If a committee member is unable to attend a meeting, the designated alternate may attend in his or her place. The alternate is encouraged to actively participate in the meeting provided that he or she is adequately briefed as to the status of prior discussions and decisions. Alternate members will be invited to participate directly at key points during the update program, in order to ensure the broadest range of perspectives and to keep all committee members engaged throughout the program. Envision Carlsbad Citizens Committee EC3 Mission Statement and Principles of Participation Page 4 Quorum. For meeting purposes, a quorum of the EC3 is met with ten members in attendance. If a committee member resigns his or her appointment, his or her designated alternate shall automatically become a regular committee member for the duration of the program. Vacancies may be filled at the Mayor's discretion. All EC3 meetings and committee members are subject to the open meeting requirements of the Ralph M. Brown Act (Brown Act). The Brown Act imposes public notice and access requirements on committee meetings, and places certain limitations on when and how committee members may communicate with one another. At the first EC3 meeting,New committee members will be given a briefing by the City Attorney's office about the basic requirements of the Brown Act. In addition to meeting as a committee approximately once a monthfour times during Phase 24, committee members will be expected to be engaged throughout the Envision Carlsbad processprogram by attending toe-community workshops, educational forumsopen houses and other activities for the general public. Meeting Agendas Meeting agendas will be prepared by Gcity staff and the EC3 facilitator in consultation with the Chairperson or a majority of the EC3, following the procedures of the Brown Act. At the conclusion of each meeting, the facilitator and the Chair and c€itv staff will summarize the results and identify items that may need further research or be carried over to the next meeting, preview new business for the upcoming meeting, and invite committee members to suggest new items for future meetings. Agendas for future meetings will be established by consensus of the EC3 with concurrence of the Chair and c€itv staff and facilitator. Members of the public have a right to attend EC3 meetings and will have an opportunity to address the committee on any issue under its purview. Agendas will include time for public comment. External Communications The overriding consideration in all communications is to honor and sustain the constructive, collaborative process of the committee. EC3 members are encouraged to communicate with their constituencies in order to keep them informed of the public visioning and General Plan/LCP/Zoning Ordinance update processprogram and to encourage direct participation. Should committee members speak to the media, members are encouraged to provide accurate, factual information to inform the public about the program, but are asked to refrain from engaging in speculation, advocating a position on a specific issue, speaking on behalf of the EC3 (except for the Chair or unless authorized by the committee to do so), or otherwise making public statements that would tend to hamper constructive committee discussions. Committee members are asked to notify city staff of any media contact related to the committee and its 10 Envision Carlsbad Citizens Committee EC3 Mission Statement and Principles of Participation Page 5 work. City staff and the facilitator will be available to assist in any communications to the media, if desired. Information Sharing In order to ensure all EC3 members have the same information available to them, all documents will be distributed through cGity staff. If a member has information he or she would like to share with other committee members, the information should be given to staff for distribution to the entire committee. Maintaining this flow of information will facilitate a respectful, collaborative process, and help avoid unintended violations of open meeting laws (e.g., serial meetings). Work Products In addition to its role as representatives of and conduits to community stakeholders, the EC3 will be responsible for reviewing work product and providing guidance on policy issues. The primary purpose of the EG3 in reviewing work product is to ensure that it accurately and fairly reflects the input received from the community at the various forums, group meetings and public workshops. For Phase 2ln particular, the EC witi-is expected to focus on input, review, and "buy-in" to carry out closely review the Community Vision, rather than deliberating in detail on precise policy and program wording and Guiding Principles and Themes report to ensure that it accurately and fairly reflects the community's input. The EC3 will be principally engaged in the development of the General Plan, reviewing and responding to various working papers addressing the Community Vision's nine core values, brainstorming alternative land use plans, and provide direction on draft policies and programs, ensuring alignment with the Community Vision. The policies developed in the General Plan will guide the updates to the Local Coastal Program and Zoning Ordinance. The EC3's role in the Zoning Ordinance update consists of an early workshop on zoning issues and options, while the committee's role in the Local Coastal Program update consists of review of the administrative draft LCP before it is "released" for review by the public and informal review and consultation with California Coastal Commission staff. The committee will also assess whether the Phase 2 Work Program is comprehensive and can realistically achieve the goal of developing policies, programs, and standards that will carry out the community vision articulated in Phase 1. The Phase 4-2jnterim and final draft work products that the EC3 will likely review include: • Existing Conditions wWorking gP-apers oorganized around Vision core valuesft Opportunities and Challenges • Community Survey ResultsPreliminary Alternative Land Use Plans • Community Vision and Guiding Principles and ThemesPreferred Land Use Plan • Working Paper on Vision and Policy MatchPublic Review Bran General Plan • Working Paper on Zoning IssuesAdministrative draft LCP • Phase 2 Work Program EXHIBIT 2 ENVISION CARLSBAD CITIZENS COMMITTEE CURRENT MEMBERSHIP AND RECOMMENDATIONS TO FILL VACANT COMMITTEE POSITIONS ENVISION CARLSBAD CITIZENS COMITTEE ENVIRONMENTAL PERSPECTIVE Primary Member Fred Sandquist Barbara Hamilton (Barbara was originally an alternate who replaced Matt Huff when he resigned) VACANT - MIKE HOWES (recommended) (Ken Alfrey resigned and Mike Howes is recommended by the Agua Hedionda Lagoon Foundation to replace Mr. Alfrey - see Exhibit 3) Alternate Member VACANT - RICK RANSBURG (recommended) (Rick is recommended as an alternate by the Batiquitos Lagoon Foundation) (Previous alternates David Robertson and William Kloester resigned) SOCIAL PERSPECTIVE Primary Member Jim Farley (Vice Chair) Jim Comstock Hap L'Heureux Alternate Member Farrah Douglas Jack Cumming Robert Nielsen ECONOMIC PERSPECTIVE Primary Member Gina McBride Eric Larson (Chair) Julie Baker Alternate Member VACANT Mike Howes is currently the alternate for the Economic perspective. However, the Agua Hedionda Lagoon Foundation has recommended that Mr. Howes fill the vacant Environmental perspective position. NORTHWEST QUADRANT Primary Member Allen Sweet (Mr. Sweet was originally an alternate who replaced Diane Lantz when she resigned) VACANT - GREG NELSON (recommended) (Paul Thompson resigned) Alternate Member VACANT Greg Nelson is currently the only alternate for the Northwest Quadrant, as such he is recommended to replace Paul Thompson as the primary member for the NW quadrant (Previous alternates Jean Moreno and Beverly Brink resigned) Exhibit 2 ENVISION CARLSBAD CITIZENS COMMITTEE, CONTINUED NORTHEAST QUADRANT Primary Member Kirk Cowles Diane Proulx Alternate Member Guy Roney Glen Etherington (Joseph Troya resigned) SOUTHWEST QUADRANT Primary Member Jeff Segall VACANT - ROBERT GATES (recommended) (Lisa Tuomi-Francis resigned) Alternate Member VACANT Robert Gates is currently the only alternate for the Southwest Quadrant, as such he is recommended to replace Lisa Tuomi-Francis as the primary member for the SW quadrant (Previous alternate David Lloyd resigned) SOUTHEAST QUADRANT Primary Member John O'Reilly VACANT - JEANNE SPRAGUE-BENTLEY (recommended) (Kent McCormick resigned) Alternate Member Jim Bradley (Jeanne Sprague-Bentley is currently the alternative to Kent McCormick, as such she is recommended to replace Mr. McCormick as the primary member for the Southeast Quadrant). YOUTH PERSPECTIVE Primary Member Sean Bentley VACANT (Andrew Benson resigned) Alternate Member Chris Korogi Sean Sexton (As an alternate for Carlsbad HS, Mr. Sexton will fill the primary member position, provided he and the school principal confirm his ability to participate on the ECS for Phase 2) Exhibit 2 Vacant Alternate Positions: If the Council fills the vacant primary positions as recommended in the table above, there will be three vacant alternate positions (one for the economic perspective, one for the Northwest Quadrant, and one for the Southwest Quadrant). Staff requests City Council direction on filling the vacant alternate positions. The following are some alternatives that the Council may wish to consider: 1. For the economic perspective: a. Direct staff to request an alternate member be appointed by the economic organizations currently represented by primary members (Chamber of Commerce, San Diego Farm Bureau, and the Carlsbad Village Association) (staff recommendation, see "c", below); b. As an alternative to 1.a., above, or in addition to it, the City Council may choose to request an alternate member be appointed by an organization currently not represented on the ECS. For example, staff has been contacted by the Industrial Environmental Association (IEA), which indicated their desire to participate on the ECS (see letter from the IEA, dated January 28, 2010, attached as Exhibit 4). The City Council could request that the IEA (or other organization) appoint one of their Carlsbad resident members as an ECS alternate for the economic perspective. c. Staff recommendation: Staff recommends that the City Council direct staff to request an alternate member be appointed by the economic organizations currently represented on the ECS; and if those organizations are unable to appoint an alternate member to the ECS (to achieve at least one alternate for the economic perspective), then staff will seek an alternate ECS member from another economic organization as directed by the City Council. 2. For the Northwest Quadrant (NWQ): a. During Phase 1, ECS members for the NWQ were appointed by Council Member Keith Blackburn. If the City Council wishes to continue the same process for filling the city quadrant representatives on the ECS, then staff recommends that Council Member Blackburn appoint an alternate for the NWQ. 3. For the Southwest Quadrant (SWQ): a. During Phase 1, ECS members for the SWQ were appointed by Council Member Matt Hall. If the City Council wishes to continue the same process for filling the city quadrant representatives on the ECS, then staff recommends that Council Member Hall appoint an alternate for the SWQ. Alternate ECS members will be appointed to fill the vacant positions as soon as possible, and such appointments will be made without the need to return to the City Council, if consistent with City Council direction. Exhibit 2 Student EC3 Members: Since the completion of Envision Carlsbad Phase 1, one of the student committee members has graduated from high school and moved on to college. Because Phase 2 is a 2 V* - 3 year commitment, this summer and fall staff will contact the remaining student members and their high school principals to confirm that the named members will be available throughout the program. This may result in the need to appoint new members to the committee. As in Phase 1, new student members and/or alternates would be appointed by the high school principals as necessary. 15 EXHIBIT 3 From: Lloyd, David Sent: Thursday, July 01, 20109:29 AM To: Jennifer Jesser Subject: EC3 - Agua Hedionda Lagoon Foundation Representative At its regular board of directors meeting on June 30, 2010, the board of directors of the Agua Hedionda Lagoon Foundation approved the appointment of Mike Howes, a long time member and former board member of the Foundation, to the EC3 as its representative. Mike advises that he may be appointed to represent economic interests; if so, the Foundation will appoint another representative. Please let me know your preferences. We understand that the appointment is subject to Council action. David Lloyd, Treasurer Agua Hedionda Lagoon Foundation INDUSTRIAL^ ENVIRONMENTAL ASSOCIATION Leaders of Environmental Responsibility EXHIBIT 4 CiTY OF CARLSBAD 02 2010 DEPARTMENT: January 28,2010 Ms. Jennifer Jesser City of Carlsbad Planning Department 1635 Faraday Avenue Carlsbad, CA 92008 Re: Envision Carlsbad Plan, Phase 2 Dear Ms. Jesser: Thank you for taking time to time to discuss with me the ongoing process for Envision Carlsbad and the next steps going forward planned for Phase 2. The Industrial Environmental Association (IEA) has a number of large industrial facilities located in the City of Carlsbad, representing manufacturing, high technology, .biotech and research and development companies. We participated in a number of the community visioning sessions and greatly appreciated the opportunity to provide input on how this planning effort will affect both existing and expanding companies. As the City of Carlsbad enters Phase 2, we would respectfully like to request your consideration for the appointment of an industrial representative for the Envision Citizens Group. We believe someone who is closely familiar with industrial activities could provide value in helping preserve and protect Carlsbad's strong industrial economic base. Some of the ideas we would like to bring to the table, for example, would include: *Suggestions on further expanding on the Envision Draft Document to include a more detailed Economic Prosperity Element in the final plan; ""Identification of specific planning-related land use issues that can adversely affect the ability of facilities to conduct business, forcing them to make permitting, technological or physical changes to their properties at significant cost; 110 West C Street • Suite 900 • San Diego, CA 92101 • (619) 544-9684 • FAX (619) 544-9514 n Page 2 * Recommendations on how the plan could be used to develop industrial "cluster" strategies to encourage and attract growth in the core industrial sector. These are some of the ways we would like to contribute to Envision Phase 2 and believe we could add value to the City's planning effort. Thank you for your consideration of an IEA representative to the Envision Phase 2 Citizens' Group. Sincerely, Patti Krebs Executive Director EXHIBIT 5 Envision Carlsbad Citizens Committee Minutes May 12, 2010 1635 Faraday Avenue, Carlsbad Room 173B Committee Present Primary Members Barbara Hamilton Gina McBride Allen Sweet Diane Proulx Alternate Members Mike Howes Farrah Douglas Jim Farley Julie Baker Kirk Cowles Jim Comstock Jack Gumming Glen Etherington Eric Larson Kent McCbrmick Jeff Segall Hap L'Heureux Absent: John O'Reilly (Primary), Jim Bradley (Alternate), Sean Bentley (Primary), Ken Alfrey (Primary), Fred Sandquist (Primary), William Kloetzer (Alternate), Robert Nielsen (Alternate), Greg Nelson (Alternate), Guy Roney (Alternate), Robert Gates (Alternate), Jeannie Sprague-Bentley (Alternate) City of Carlsbad Staff: Sandra Holder- Interim Assistant City Manager Gary Barberio - Community & Economic Development Director Don Neu - Planning Director David de Cordova - Principal Planner Jennifer Jesser - Senior Planner Barbara Nedros - Administrative Assistant Consultant Rajeev Bhatia - Dyett & Bhatia Public/other attendees Page Two Minutes - May 12. 2010 Sandra Holder called the meeting to order at 6:00 p.m. 1. Introduction Sandra Holder thanked the Committee for being at the meeting and congratulated them on a successful Community Vision that was adopted from the first phase. Sandra Holder introduced Lisa Hildabrand, City Manager who wanted to say a few words to the Committee. Sandra passed out a copy of an article that was in the Chamber's May Newsletter that was written by Lisa Hildabrand, City Manager regarding the City Council's annual goal setting process with a highlighted portion that referred to Envision Carlsbad. Sandra said that we were having a little celebration in honor of the adoption of the Community Vision and so we were having cake this evening. The Committee had a short break at this time for the celebration. Sandra called the meeting back to order at this point. Sandra indicated the City Council had their goal setting workshop in February that they used the Community Vision for their afternoon breakout discussions. The discussions were centered on all nine core values contained in the Community Vision. That has become the basis for our organization's work plan for the future. 2. Phase 2 Committee Structure and Role Sandra Holder indicated that from some of the feedback from the Committee it was decided to implement some changes to the Charter of the Envision Carlsbad Citizens Committee. One of the changes is that we are not going to use an outside facilitator. We wanted it to be a more traditional Committee with a Chair and a Vice Chair. There will be some recommended actions that will be taken and those recommended actions will be forwarded to the Planning Commission. We want to make sure that the meetings are run by this Committee not by an external facilitator or by staff. The first order of business is to elect a Chair and a Vice-Chair. Jim Comstock nominated Eric Larson to be the Chair of the Committee. The vote was unanimous and Eric Larson was elected as the Chair. Eric Larson nominated Jim Farley as the Vice-Chair. The vote was unanimous and Jim Farley was elected as the Vice-Chair of the Committee. Page Three Minutes-May 12. 2010 Dave de Cordova went over the changes that staff was proposing to the Charter for the Envision Carlsbad Citizens Committee. We already talked about the Committee structure and role by having the Committee run by a Chair and Vice- Chair. With the shifting nature of the Committee's work we are proposing some changes to the principles of participation or the Committee's Charter. Moving into Phase 2 it will be more focused on product rather than process but a lot of the work that the Committee is doing will remain the same. The structure is still proposed to be the same, a 19-member committee; it was purposely set to be as large as it is to promote as much diversity as possible. The Committee will provide input to staff and the consultants as we develop the plan. We will be more focused on developing land use policy, the general plan, alternative land use scenarios, testing those against the community's vision and providing input as we develop policies. Dave went over the document and indicated that the changes were underline/strikeout language on the document. Dave highlighted the changes that were being suggested to the Committee. One change in terms of the structure was that staff was suggesting that to fill a vacant Alternate spot that the member need not come from the same organization as the Primary member, but they would need to be in the same perspective. This would enable us to access a greater pool of knowledge and experience to bring to the Committee. We have taken care of the Chair and Vice-Chair and we have some suggested roles for those individuals. Dave went over the roles and the ground rules for the Committee. The change to External Communications is that Committee members are asked to notify city staff of any media contact related to the committee and its work. There was discussion by the Committee on filling open alternate positions on the Committee and using those individuals that have been attending the meetings on a regular basis. The primary member vacancy is filled by the alternate. If there is no alternate then the vacancy of a primary member is filled by the City Council. The Committee had a discussion on how the vacancies are filled and if they could make recommendations to the City Council on how that is accomplished. Z! Page Four Minutes-May 12. 2010 After some discussion Eric Larson indicated that it looked like they were leaning towards making some kind of a recommendation to the City Council on a change in the structure. There was a comment that we suggest to the City Council that this be the seated Committee and if there are any vacancies that the pool of alternates be considered to appointments to those seats and leave it up to the City Council if that individual meets the criteria for the vacant seat. Eric Larson asked if the Committee had an agreement that we are making a recommendation to the City Council that we ask them to vary from the original mode of 19 committee members and 19 alternates and just let that pool of alternates wither away (as it evidently has). We know who the active people are and our suggestion is that the City Council use them as their first pool of people to appoint for vacancies. There was consensus with Committee to recommend this to the City Council. Sandra Holder indicated that the recommendation would be made to the City Council when the work program and the charter went back to the City Council and that would be part of the staff report. The Committee was in consensus on the changes that were proposed for the Mission Statement and Principles of Participation. The Committee reviewed the draft ground rules that were presented. The Committee was in consensus that they would follow the ground rules that were presented. There are a couple of primary vacancies that would need to be filled. Diane Lantz who represented the Northwest area and we would like to recommend that Julie Baker move into that slot because the Village Improvement Partnership that she represents is no longer active. That leaves the business part of the Committee a little bit light. We would like to send letters out to all of our business stakeholders and ask if they are interested in recommending someone for the Council to appoint to Julie Baker's vacant seat. Jennifer Jesser went over the list of the Economic businesses that letters would be sent to and asked the Committee if they had any other suggestions. Eric Larson asked if we had any alternates that would fill this void and should we look there first before sending out letters. The Committee discussed this issue. Page Five Minutes - May 12, 2010 The Committee is suggesting that the City Council look at the pool of alternates to fill the Economic perspective seat that will be vacant. Sandra Holder felt that based on the Committee's earlier discussion that she would be hesitant to send out letters to the organizations. The Committee agreed. Staff wanted to check with the Committee to see if meeting on the second Wednesday of the month was still good with the members and if 6:00 p.m. still works. Staff would like the Committee to also reserve the fourth Wednesday of the month in the event that we need additional meetings. The Committee decided that 6:00 p.m. on the second Wednesday of the month will be the primary meeting date. 3. City Staff/Consultant Role Gary Barberio told the Committee that city staff and the consultant will have different roles in Phase 2 than what they had in Phase 1. In this phase staff will take a much more active role. This is because land use, zoning and our local coastal program are a lot more technical in nature than the Phase 1 -Vision. The Planning Commission and City Council will be kept up to date throughout the process. They will be educated as to where we are at and what is going on and get their feedback at critical times. This is a lot different than in Phase 1. Ultimately all the work that the Committee does will be going through the Planning Commission for a recommendation to the City Council for adoption. Gary referred to presentation slides (on file with Community & Economic Development) that listed the consultants that the Committee would be working with through this phase of the program. Gary explained about the Interdepartmental Technical Advisory Committee which is made up of department heads. When the topic matter is in their subject area they may be here at the EC3 meetings. 4. General Plan Overview Rajeev Bhatia reviewed with the Committee the Core Values that resulted from Phase land overviewed "What is a General Plan". Page Six Minutes - May 12, 2010 Phase 2 will be to align all of the technical documents with this vision. The General Plan is a very powerful document and the state courts have called it a constitution for local development. It needs to be comprehensive and needs to cover the entire city and all of the surrounding areas that relate to the city's planning. There are seven elements each general plan should have and they are land use, circulation, housing, conservation, open space, noise and safety. There can be other optional elements as well such as economic. The Local Coastal Program is a state-mandated program that applies to the coastal zone. The update will clarify the overlap between the LCP, General Plan, and Zoning Ordinance. The Zoning Ordinance provides rules and regulations for development. The update will prepare a concise and modern code consistent with State and Federal law. 5. Phase 2 Work Program Overview Rajeev Bhatia continued to discuss the Phase 2 DRAFT Work Program (on file with Community & Economic Development) with the Committee. Rajeev referred the Committee to two 11x17 inch pullouts that provide an overview that has ten tasks. This is actually a one page summary of the actual work program. Then there is the actual work program that can be read through with details of the individual steps. The other pullout is the actual schedule. This shows the same ten tasks realizing that we will not be getting started in June, it may be July or August before we get started. Everything will be shifted out. From the nine core values there will be six working papers that will be more educational for the Committee. Rajeev continued to explain the different tasks for the Committee and what each one will consist of. Jim Farley indicated that he would hope that staff would be very sensitive to our schedules and provide us with draft documents well in advance of any meeting. Rajeev indicated that the Committee would probably only need approximatly two weeks to review any of the working papers that were distributed to the Committee. Page Seven Minutes - May 12, 2010 6. Next step - ECS Review of Work Program The Committee has the opportunity to review and comment on the Phase 2 DRAFT Work Program before we take it forward to the Planning Commission and the City Council for adoption. The Committee decided to hold the next meeting on June 9, 2010 at 6 :00 p.m. (if necessary) and they would provide their comments on the work program to staff by May 28, 2010. The comments would be submitted indicating what page and paragraph they represent. Staff will have a redlined document for the Committee to review. Eric Larson asked that an email be sent out early the week of May 17, 2010 as a reminder to have their comments in by May 28, 2010 and indicate who the Committee should send their comments to. 7. Public Comment There was no public comment. 8. Adjourn - Eric Larson adjourned the meeting at 8:10 p.m. 25 Envision Carlsbad Phase 2 •Request: –Approval of Envision Carlsbad Phase 2 Work Program –Consulting Agreement with Dyett & Bhatia Envision Carlsbad Phase 2 •Primary step toward implementing the Carlsbad Community Vision –Accepted by Council on 1/12/2010 –Result of Phase 1 –Represents community’s values & aspirations for future Envision Carlsbad Phase 2 •Phase 2 Work Program –Specifies tasks necessary to update the General Plan, LCP, and Zoning Ordinance –Objective: align documents with the Vision & legal requirements –2 ½ to 3 year process Envision Carlsbad Phase 2 •Phase 2 Team: –City Staff –Dyett & Bhatia + subs –Envision Carlsbad Citizens Committee (EC3) –TAC –staff from all major city departments •EC3 & TAC will provide guidance throughout entire program Envision Carlsbad Phase 2 •Community Involvement: –Community Workshops –Survey –Stakeholder meetings/workshops –EC3 meetings –Planning Commission & City Council meetings & workshops Envision Carlsbad Phase 2 •At the end of the Envision Carlsbad program: –New General Plan, LCP, and Zoning Ordinance will help the community to achieve their Vision = •New General Plan •New LCP •New Zoning Ordinance = Envision Carlsbad WWW.CARLSBADCA.GOV/ENVISION