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HomeMy WebLinkAbout2011-01-18; City Council; MinutesMINUTES SPECIAL MEETING: CITY COUNCIL WORKSHOP DATE: January 18, 2011 TIME: 8:30 AM PLACE: Recycled Water Facility Board Room, 6220 Avenida Encinas The Mayor called the meeting to order at 8:30 a.m. at the Carlsbad Recycled Water Facility and all members were present plus the City Manager, City Attorney, Assistant City Manager, Deputy City Manager, Community and Economic Development Director, Transportation Director and Michelle Tamayo, Consultant. The Mayor greeted everyone and explained the process for the day. Individual council members would be transported by staff to various locations throughout the City and then return to the Carlsbad Recycled Water Facility for a working lunch and a discussion of possible changes to Council Policy 51, the Community Activity Grant Policy. 8:55 a.m. - The Council then met at the corner of Walnut and Roosevelt St in the area commonly known as the Barrio and the Mayor called on the Community and Economic Development Director. He discussed land use history and public infrastructure improvements in the Barrio and explained that Sandag had recognized it as a candidate smart growth area. He distributed a fact sheet (on file in the Office of the City Clerk) which further explained the draft Barrio Specific Plan, the Village and the Barrio being designated by Sandag as a smart growth opportunity area, the impact of 2010 Housing Element Update, the Envision Carlsbad process and the general planning considerations. 9:25 a.m. - The Council then met at the Farmers Insurance building, 5815 El Camino Real and the Mayor called on the Deputy City Manager who explained the history and uses of the property since its purchase and possible future uses. The Community and Economic Development Director discussed with the aid of a map, the industrial corridor occupancies and further discussed the status of projects of industrial/office developments both existing and future approved uses. He distributed two reports on the Farmers building (on file in the Office of the City Clerk), giving further information on the building and site. 10:05 a.m. - The City Council then assembled at the location of the vacant golf course lots located at 1910 Palomar Point Way. The Mayor called on the Community and Economic Development Director who presented information on the current status of the vacant lots and their allowed uses with the aid of a handout (on file in the Office of the City Clerk). Pagel City Council Workshop January 18, 2011 10:40 a.m. -The Council then assembled at the area along Carlsbad Blvd near Ponto Beach at the Northeast corner of Ponto Drive and Avenida Encinas. The Mayor called on Transportation Director who explained the status of the proposed Carlsbad Blvd realignment and the actions/visions by other neighboring cities on the coast highway through their jurisdictions. He presented a handout, entitled "Carlsbad Boulevard Realignment 2010-Potential Future Ownership" showing the potential future Carlsbad Blvd realignment, future City developable property and future State of California developable property (on file in the Office of the City Clerk). 10:55 a.m. - The Council then assembled near the Manzano property at the Northwest corner of Las Robles and Manzano Drive and the Mayor called on the Deputy City Manager and the Transportation Director who jointly explained the history and status of the City and State parcels at Manzano and Las Robles. 11:15 a.m. -The Council then assembled for a working lunch at the Carlsbad Recycled Water Facility and discussed its protocols, practices and policies in working together to ensure success. Consultant Michelle Tamayo facilitated a discussion with Council regarding the Workshop of December 20, 2010 notes on key values and internal relationships. (These notes are on file in the Office of the City Clerk). Mayor Hall spoke about maintaining a positive outlook in meeting Council and City challenges. Council discussion ensued regarding the promotion of the City by Council Members. Council Members all supported a more active role in promotion of Carlsbad and agreed to set goals and priorities regarding this topic at their February Goal setting Workshop. At 12:20 p.m. Mayor Hall called for a recess, at 12:28 p.m. Mayor Hall and all four Council Members resumed the Workshop. There was no public comment for items "not on the agenda". Council heard a report by Housing and Neighborhood Services Director Debbie Fountain on Agenda Item No. 4, Council Policy No. 51, Community Activities Funding. Ms. Fountain discussed history, issues and on-going considerations of Community Activities Grants, Special Events Grants and Winning Teams Grants. (This presentation is on file in the Office of the City Clerk). Council discussion ensued regarding the definitions of, and criteria for, each grant category. Brad and Beth Thorp, Founders of the Mitchell Thorp Foundation, spoke to Council regarding their experiences with Special Events Grants. City Council Workshop January 18, 2011 Council tasked staff to return with a draft policy that includes the following for its consideration: • To retain the name "Community Activity Grant". • To create a line item on the annual budget that incorporates the percentage of interest on the monies set aside for Community Activities Grants in addition to a yet to be determined amount from the General Fund. • Staff is authorized to approve Special Event Grants up to $5,000 following consultation with the Special Events Committee, unless an exception is required. • Fundraising events are eligible for Special Event grants if they have no local, paid, permanent staff; and, they use consultants on a one-time basis; and, only apply for a Special Event Grant for a total of three years. In-Kind services are provided for a total of five years. • Definition of "National Championship Competition" in Winning teams grants is defined as teams that progress through a series of competitions, winning the right to compete at a national or international level. Council also asked that a definition for government/non-profit agencies be provided when this item returns to Council. Mayor Hall adjourned the meeting at 1:56 p.m. Ron City Attorney/Clerk Pro Tern (<--- I StZ2_QO*>».. j * Lorraine M. Wood, CMC City Clerk CITY COUNCIL WORKSHOP JANUARY 18, 2011 > m•n ,Barrio Area - Tour Route Legend Barrio Area Barrio Area Tour Stopping Point Barrio Tour - Route Talking Points January 18, 2011 1. After exiting 1-5, on both sides of the 1-5 Fwy along Tamarack Avenue, just outside of the Barrio neighborhood, are numerous visitor-, and neighborhood-serving commercial uses. 2. Enter the Barrio neighborhood on Jefferson Street. Here the city constructed street and sidewalk improvements and undergrounded the utilities. Along the right side of Jefferson is existing residential that is over general plan densities. This area is made up of duplex, rental units under one property ownership. On the left side of Jefferson is Jefferson Elementary School. 3. On the left is Chase Field, which was recently improved, including lighting upgrades. On the right are existing multi-family residential projects adjacent to the 1-5 Fwy. 4. Also on the left is Pine Park. Pine Park was formerly an elementary school site that was converted into a 7.5 city acre park. On the right is more over density residential apartment buildings. 5. Notice that the overhead utilities have been undergrounded along Harding Street - a CIP project completed in the last 10 years. 6. On the left side of Pine Avenue are the Senior Center and P&R administration offices. 7. Along Roosevelt Street, notice that the overhead utilities have been undergrounded - a CIP project completed in the last 10 years. Also, this block of Roosevelt contains mixed-uses (commercial, residential, etc.) and represents the most southern block of the Village Master Plan area. 8. Stopping Point: Intersection of Roosevelt Street and Walnut Avenue - Lola's Market and the Barrio Museum. Convene City Council meeting here. 9. On the right side are examples of some of the older industrial-type uses found along Tyler Street, as well as the Tyler Court Senior Apartments - the only affordable housing project the city owns (Redevelopment Agency) and operates. 10. At the Chestnut Avenue dead end at the RR is one of the trailheads for Coastal Rail Trail, and the location of a potential pedestrian/bicycle railroad crossing to connect the Barrio neighborhood to the west/beach area. 11. On the right side of Roosevelt Street is the area of the Barrio where the adopted Housing Element anticipates its largest increase in dwelling units if Program 2.1 is implemented. Much of this area is made up of contiguous property ownership. 12. On both sides of Madison Street you find a good example of one of the primarily single-family, single-story residential sub-neighborhoods in the Barrio. 13. In this area notice the city CIP installed Chestnut Avenue streetscape and traffic- calming enhancements, which include: a traffic circle, speed-table, enhanced paving, medians, pop-outs, and landscaping. 14. On Chestnut Avenue, as you approach the 1-5 undercrossing notice the storm drain improvement CIP project underway. 15. After crossing under the 1-5 Fwy on Chestnut Avenue, on the left side is Holiday Park, where the CIP recently constructed a new bathroom building and renovated the gazebo. Also on the left along Eureka Place is the recently constructed Library Learning Center and Centro de Infomacion. Also, as you look back over your shoulder, you can observe the 1-5 Fwy - this a location where the Caltrans 1-5 Fwy Expansion project anticipates extensive retaining/sound walls. BARRIO AREA- PLANNING WORK January 18, 2011 CITY COUNCIL WORKSHOP JANUARY 18, 2011 Barrio Specific Plan SP 209 (Draft-1995) • No increase in density, maintain single-family character of the area. Permit existing apartments but preclude similar bulky structures in the future. • Establish focal point/cultural center for the community (a plaza on Walnut Ave.) • Allow compatible commercial uses primarily along Roosevelt Street. • Streetscape enhancements on Roosevelt Village and the Barrio are designated by SANDAG as a Smart Growth Opportunity Area • Barrio added to SANDAG's Smart Growth Concept Map in 2008 update • Smart Growth Opportunity Areas are areas where mixed use and higher density development can occur adjacent to public transit and commercial services, and will serve as the basis for SANDAG's Sustainable Communities Strategy • Portions of Barrio are within 1/3 mile of Coaster Station and commercial services in the Village, and the Barrio is in the near vicinity to various city facilities and schools, 1-5 and the beach. 2010 Housing Element Update • Proposed Barrio boundary land area - approximately 100 acres • As proposed, the Barrio Area plays a crucial role in helping Carlsbad meet its housing needs per state law. Housing Element Program 2.1 states the City will accomplish the following for the Barrio Area: o Amendments to the general plan and zoning ordinance to achieve the densities shown below and consider policies to encourage the consolidation of parcels. • Currently, planned densities in the Barrio Area generally range from 6 to 11.5 units per acre, although a number of properties are presently developed at well over 30 units per acre. Land Use High Density Residential Mixed Use Medium High Density Residential TOTALS Density 28 units/acre 28 units/acre 12 units/acre Area affected (approx) 14 acres 5 acres 3 acres 22 acres Yield 256 units 45 units 31 units 332 units Envision Carlsbad • Portion of Envision Carlsbad dedicated to Barrio workshops and planning • 1st Barrio workshop tentatively planned for March 10 at the Senior Center Planning Considerations • Pedestrian and Bike Connections • Chestnut crossing the railroad tracks • Streetscape • Historic/cultural preservation • Neighborhood revitalization • Potential Interstate 5 widening impacts Le^a *^£^^JBARRIOAREA /"* GENERAL PLAN LAND USE jj^H [E] ELEMENTARY SCHOOL ^^| (H) HIGH SCHOOL HH W JUNIOR HIGH SCHOOL HH (P) PRIVATE SCHOOL m [PI] PLANNED INDUSTRIAL I I (G)GCVERNMENTALFACILITIES BH (OS) OPEN SPACE dZU (U A) UNPLANNED ARE AS MB [TC] TRANSPORTATION CORRIDOR [_I [U] PUBLIC UTILITIES CZI1 (CFI COMMUNITY FACILITIES I I [R] REGIONAL COMMERCIAL I I |L] LOCAL SHOPPING CENTER I | [T-R1 TRAVEL/RECREATION COMMERCIAL HJH [O] OFFICE & RELATED COMMERCIAL m| M VILLAGE I I (RL) LOW DENSITY (0-1 5 du/ac) [^^ (RLM[LOW-MEDIUM DENSITY (0-4 du/ac) CIZl 1RM) MEDIUM DENSITY (4-8 du/ac) I I (RMH] MEDIUM-HIGH DENSITY (8-15 du/ac) I | [RH] HIGH DENSITY (15-23 dlVac) I I MULTIPLE DESIGNATIONS Barrio Area General Plan Designations mm__—— T-R >RH RM RMH OS WALNUT RMH/O OS CHESTNUT PAU RH RM AV AVOCADO LN CAMELLIA PL 250 RMH r-R/o RLM Vicinity Map A City of Carlsbacv VILLAGE DR ANCHOR WY oV T-R iTAMARACKJAV RLM Barrio Area - Housing DensityLegend Barrio Area | | Over Density Adjoining Ownership Mixed Use Units Total Units: 45 Housing Element Multi-Family Planned Dwelling Units Total Units: 287 Total Dwelling Units: 332 Vicinity Ma City of Carlsbad \ /'%f ^v_ ARMY NAVY .ACADEMY \| _ fv^nu^.nti } \ ^(J k P^ HERITAGE \ £ D "*"• ^° MAGEE I PARK _J L-BEECH AV ^WY ....XTON BROWNf PARK g Barrio Area - City Investments US POST OFFICE HOME I n CARLSBAD VILLAGE " COASTER STATION HOUSING & VISITORS BUREAU "02 I IVSVtSIIIW U* V>,„,..,,,,, ^ nnn^P\ uTiilrnq \ UNDERGROUNDING CITY HALL PARKS ADMIN OFFICE 0 COLE LIBRARY \ I HARDING COMMUNITY ^ CENTER OAK PARC PROJECTS ;:«g; LOL SENIOR CENTER y PINE STREET PARK ADULT LEARNING PROGRAM —rrrm Legend 1BARRIO LAND USE STUDY AREA • CARLSBAD VILLAGE REDEVELOPMENT1 PROJECT AREA SMART GROWTH CONCEPT AREA (CB3) FIRE STATION LIBRARY, ARTS, UEARNING CENTER COMMUNITY CENTER BUILDING PARK RAILTRAILHEAD SCHOOL TRAIN STATION POST OFFICE CHESTNUT STREETSCAPE ^ENHANCEMENT ^ CHASE' itD FIELD , CENTROD | IN FORM ACm ;AC>AAV & VILLAGE DR o, -JEF/ERSON ST. IMPROVEMENTS rnhlH T JEFFERSON ELEMENTARY SCHOOL V nr feT. PATRICK'S 1 CATHOLIC SCHOOL > TAMARACKAV D 500 mmi'aA 1,000 BARRIO AREA - CITY INVESTMENTS January 18, 2011 Fact Sheet • Since 2000, the City has invested more than $28.8 million in public improvements in the Barrio Area and surrounding neighborhoods. Inside the Barrio, improvements include: o Pine Park: school demolished and property developed into 7.5 acre park o Chestnut streetscape enhancement (constructed along with Pine Park) o Senior Center Remodel o Chase Field improvements o Coastal Rail Trail (improved trailheads are located at Oak Street, Chestnut Avenue and Tamarack Avenue) o Roosevelt Street underground utilities project o Harding Street underground utilities project o Jefferson Street improvements to sidewalk, road and underground utilities o Pavement management and concrete repair o Downtown storm drain improvements • Nearby investments include: o Holiday Park restrooms and renovated gazebo o Library Learning Center • Future Improvements (next 5 years - $12.4 million) o Pine Park expansion o Pine Park restroom o Pine Park Community Center CITY COUNCIL WORKSHOP JANUARY 18, 2011 City of Carlsbad Farmers Building 5815 El Camino Real & 2351 Faraday Avenue Carlsbad, CA 92008 2 office buildings: o 128,846 SF 3-story office building o 6,000 SF single story office building 3 parcels totaling 13.51 acres (588,496 SF) o Parcel 1 - 6.95 acres with 128,846 SF office building o Parcel 2 -1.46 acres with 6,100 SF office building o Parcel 3 - 5.1 acres partially landscaped with asphalt parking Built in 1986 (first phase 81,000 SF)/1989 (second phase 47,846) Zoned -CM (Commercial Manufacturing) $15,700,000 purchase price in 2002 from Farmers Insurance Group (based upon October 2001 appraisal) 2005 assessment: o Estimated valuation $21,000,000 • Increase in value of 34% since 2002 (8.9% per year) o Average annual property appreciation: 10% est. o Average annual investment interest: 3.5% est. Utilization of the building allowed the City to eliminate leases and associated costs for storage of supplies, materials and other equipment. Site currently used for City general storage & safety training exercises o Savings of $77,000 per year Annual maintenance cost for entire property is approximately $68,000 Q. O IS) oo => => O Zu < Q.o co z <=) =) O ZU < u City Golf Course Lots CITY COUNCIL WORKSHOP JANUARY 18, 2011 N CO* / ' % 4>. • 4-N Site Acreage Location Fund Owner Surplus Lots Crossings at Carlsbad Approximate So. College: 5 acres No. College: 11 acres College Blvd Adjacent to Carlsbad Research Center/Crossings Golf Course General Fund City of Carlsbad APN Zoning GP Designation Map Coordinate Other Unassigned PM PI + Office Includes some limited Commercial, Govt. uses 1127-B2 SD County ALUCP 65/70 CNEL Portions subject to Bl.C, & D Zones Use of Site: These lots are currently vacant and originally part of the Crossings Golf Course project. They represent excess acreage that was not required for construction of the golf course project. Both lots are graded, and are currently surplus of the City's needs. The two lots are separated by College Boulevard, and are both adjacent to the City's golf course. The lots are located west of the Carlsbad Research Center industrial park. Both lots have flat topography, are graded, and have panoramic ocean views. Potential Reuse Strategies: • No City use of either lot has been identified to date. However one or both lots could be made available for City use at a future date, if a use were identified. • The site is zoned for office or industrial uses and would be ideally suited for a corporate or medical office use given the location and view. Furthermore, limited commercial uses as well as government uses may be allowed. One or both of these lots could be used as a replacement lot for the Zone 5 Park site in the Carlsbad Research Center, allowing for an alternative use or disposition of the lots across from the Faraday Center.. Site Constraints: • Property is zoned Planned Industrial, including medical office, limited commercial and government uses (see attached). • Small portions of the properties are located in areas subject to the San Diego County Aiiport Land Use Compatibility Plan. Revenue Current/Potential: • If the property were to be made available for a non-governmental use, the property's market potential would be subject to economic and market conditions at that time, for the allowable uses. Poor market conditions could result in a longer period to sell or lease the property or a reduction in lease rates or pricing. • Panoramic views from this location and adjacency to the Crossings Golf Course could make one or both of these lots an ideal location for a hotel site. Lots could be ground leased to a developer generating an on-going revenue stream. Proposed Zoning Uses for Golf Course Lots Planned Industrial (P-M) Administrative Office (1) Athletic Clubs Gyms (cup) —Child Day Care (cup") Church (cup) Corporate Office (1) Educational: School (cup) —Gas Station (cup) Golf (cup) Government Offices Hospital (cup) Hotel (cup) Manufacturing -- -- Public Facilities (cup) Real Estate: Commercial/Industrial (1) Recreation Facility (cup) Research Labs Restaurant (cup) Retail (cup) Stadium (cup) Office Administrative Office Athletic Clubs Gyms (cup) Banks -- Church (cup) Corporate Office Educational: School (cup) Educational: Other (cup) —Golf (cup) Government Offices Hospital (cup) -- — Medical Office Office Public Facilities (cup) Real Estate Recreation Facility (cup) —Restaurant (cup) —Stadium (cup) (1) Not retail in nature, do not cater to the general public, do not generate walk-in traffic, and are incidental to industrial uses. CARLSBAD INDUSTRIAL/OFFICE CORRIDOR January 18, 2011 CITY COUNCIL WORKSHOP JANUARY 18, 2011 Overview status: • Total corridor land area -1,891 acres • Existing developed industrial/office land -1,496 acres (79% of total) • Vacant industrial/office land - 395 acres (21% of total) o Vacant land - 263 acres (14% of total) o Vacant land with approved projects -132 acres (7% of total) • Total existing industrial / office space -17,596,363 square feet o Industrial -13,443,862 square feet o Office-4,152,501 square feet • Total approved, but not built, industrial/office space - 2,338,818 square feet Vacancy rates:1 • Industrial-13.9% • Off ice-31.9% Existing jobs related to the industrial/office corridor2 • Manufacturing/Light Industrial -18,542 jobs • R&D/Business Park/Office - 20,441 jobs • Total-38,983 jobs Employment projections for 2008 - 2040 related to the industrial/office corridor • Manufacturing/Light Industrial: range between 3,267-4,963 jobs3 • R&D/Business Park/Office: range between 5,471 - 7,157 jobs3 • Overall combined projections for Manufacturing/Light Industrial and R&D/Business Park/Office job growth between the years 2008 - 2040 is for over 10,400 jobs. Space demand projections for Manufacturing/Light Industrial and R&D/Business Park/Office: • 3,944,044 - 4,371,130 square feet3 Future Considerations: • How should the city program the decreasing supply of vacant, developable land and spur redevelopment of existing underutilized land to: (1) Facilitate future growth of existing job clusters; (2) Promote tax- generating uses within those clusters; and (3) Support the creation of new job clusters in emerging industries (e.g., green/clean technology)? • What General Plan goals, objectives, and policies could the city adopt to provide incentives that attract businesses that expand key job clusters and establish new and emerging clusters? Data and information provided by SANDAG and Envision Carlsbad Working Paper 2: The Local Economy, Business Diversity and Tourism. 1 Vacancy rates are for 3rd quarter of 2010, as reported by CB Richard Ellis 2 Numbers shown are citywide, but vast majority of these jobs are located the industrial/office corridor 3 Number varies depending on the future distribution of Manufacturing/Light Industrial jobs verses R&D/Business Park/Office jobs. Two scenarios are discussed in the Envision Carlsbad Working Paper 2: The Local Economy, Business Diversity and Tourism which could affect the future job distribution. CITY COUNCIL WORKSHOP JANUARY 18, 2011 Farmers Building fcj is* •S V , \ Site Acreage Location Fund Owner General Plan Designation Farmers Bldg. 13.51 5815ElCaminoReal 2351 Faraday Avenue CFD1 City of Carlsbad PI APN Number of Lots Lot Square Footage Map Coordinate Zoning Other 212-062-12 212-062-13 212-062-14 3 5,884,956.6 1127-D2 CM, including limited commercial uses. Carlsbad Research Center Specific Plan SP-180(E) Area2 Use of Site: The entire site was purchased in 2001 for approximately $15,700,00 for the future location of Carlsbad's City Hall. The site is comprised of 3 separate parcels and is 13.5 acres, which includes a 529 space surface parking lot, a 3 story, 127,822 square foot building, and a single story 6,026 square foot building. A portion of the 3 story building is currently used to store surplus furnishings and equipment. The smaller building was vacated for potential use as a business incubator site. However, due to start-up costs and the current economic environment, no operator has been found. Periodically the 3 story building is used by safety personnel for training puiposes. Potential Reuse Strategies: • The entire property could be redeveloped for its original intended purpose, as a new City Hall Facility. • The entire property or individual parcels/buildings could be sold or leased to generate revenue for the City. • The property can continue to be used for temporary public puiposes, until a permanent public or other use or strategy has been identified. Site Constraints: • Portions of the site/buildings are currently used to store surplus equipment and supplies. If these portions of the site were to be designated for sale or lease, then alternative storage facilities would need to be identified and additional costs would be incurred. • Carlsbad Research Center Specific Plan is the controlling land use document, subject to local zoning restrictions. • Both the 3 story building and single story building, in their current state are not suitable for leasing. Both facilities would require significant upgrades to their interior areas and infrastructure for occupancy, including HVAC and plumbing repair/replacement. Replacement of major systems and upgrades could represent a substantial cost. • During the City's Connecting Community Place and Spirit Conference held in 2003, participants indicated that the site may be appropriate for relocation of city offices, but would not make an ideal civic center location where there would be a focus on providing public gathering places. Revenue Current/Potential: • Use of the site in its current state eliminates the need to lease storage space for the City, and therefore results in a cost savings of approximately $70,000 to $80,000 per year. • In the past, portions of the parking lot have been leased for special event parking or for overflow parking for businesses located in the Carlsbad Research Center. Parking space charges vary depending on the period of time they are used. In the case of monthly parking, charges previous fees charged were approximately $22 per space, per month. The parking area has never been actively marketed. • In addition to possible redevelopment of a portion of the site for a City Hall, any excess property could be made available or developed by the City for commercial uses as is allowed in SP 180, for Area 2. This could provide a long term revenue source to the City. • On an interim basis, materials and surplus property stored in the single story building could be relocated and the building leased. Lease rates for the facility could range from $5000 to $8000 per month. Some tenant improvement allowances or credit would likely be required. • The small building could be used as a business incubator, to foster small emerging businesses/industries in Carlsbad. A small amount of revenue could be generated from tenants to cover associated expenses. CITY COUNCIL WORKSHOP JANUARY 18, 2011 Carlsbad City Council Council Workshop, December 20, 2010 KEY VALUES —2011 COMMUNICATION • Ensure all Council members and staff share information • Check sources to ensure accuracy • All written communication is public record • Three or more = meeting (Brown Act) • Ask yourself: "Who needs to be made aware of this information?" • Ensure all Council members have the same information • Go through Mayor to ensure information is distributed to all • Utilize workshop format to share information/discuss issues • If there is a "pinch," communicate directly to address the issue ASAP INTEGRITY • Always show respect to one another, staff and community • Maintain loyalty • Avoid getting down into negative discussions—"don't play" COLLABORATION • Build relationships with other agencies and councils • Collaborate with all school districts • Build strong working relationships with all north county cities to promote a more safe & prosperous region PROMOTE CARLSBAD • Actively engage in promoting the City • Reach out to different communities within the City » Retain and promote businesses in Carlsbad • Get to know business leaders » Collaborate with the Chamber • Attend conferences • When meeting with others, inform Mayor of: 1) Purpose of the meeting 2) Name of business and business area represented 3) Topics discussed 4) Who was in attendance 5) Results of meeting Consider creating short form for easy tracking REACH OUT TO THE ENTIRE COMMUNITY • Ensure broad representation of the community on various boards and commissions. • Look for diversity in community representation • Promote unity in the community MAINTAIN AN ECONOMIC AND EFFICIENCY FOCUS • Consider what is best for the entire community, now and in the future A CARLSBAD CITY OF www.carlsbadca.gov Memorandum December 17, 2010 To: Mayor and City Council From: City Manager Re: Council Protocols and Practices Attached is a draft document which contains excerpts from the Carlsbad Municipal Code as well as other past practices and previously undocumented guidelines used by the City Council, as I understand them. It was compiled as a platform for discussion at your workshop on Dec. 20th. If you think that a document of this nature would be of continuing benefit to the City Council and to future council members, we will update it and finalize it with any agreements that come out of the workshop on Dec. 20 or other information that you think would be beneficial. It can then be made available at the beginning of each year for review and update by the City Council, as needed. Thank you. Attachment (1) C: City Attorney City Clerk LH:sc City Hall 1200 Carlsbad Village Drive i Carlsbad, CA 92008 I 760-434-2820 760-720-9461 fax DRAFT City of Carlsbad Council Policies and Practices This document contains excerpts from the Carlsbad Municipal Code as well as other past practices and previously undocumented guidelines for the effective and efficient operation of the City's business from a council member perspective. This manual is not meant to be a complete list of all of the important laws and regulations of the city but rather a user-friendly supplement to assist in understanding and determining the practical application of the general methods by which the City conducts its business. The hierarchy of City rules and regulations is as follows: State Constitution -State Laws for State concerns. Carlsbad municipal code - Resolution and Minute orders. Carlsbad City council polices Carlsbad administrative policies Departmental/Division policies This manual is organized as follows: I. Council Relations If. Council/Manager- Attorney Relations Appendix A Appendix B Appendix C Council Relations Mayor Responsibilities • The mayor (or in his/her absence, the Mayor Pro Tern) shall be the presiding officer at all meetings of the city council. 1.20.190 and 200 • The mayor, with the approval of the city council, shall make all appointments to boards, commissions and committees with the exception of the planning commission, and unless otherwise specifically provided by statute, 2.06.070 • Requests for council representation at public events should be directed to the Mayor, through the council secretary. The Mayor may decide to attend the event him/her self or the Mayor may assign other council members as deemed appropriate. • The city manager shall consult with Mayor on any agenda setting matters not otherwise set forth in this manual or in the City code. Council Responsibilities Confidentiality - No member of the city council, employee of the city or any other person present during a closed session of the council shall disclose to any person the content or substance of any discussion which took place during said closed session unless the city council first authorizes the disclosure of such information by a majority vote. 1.20.050 Council Meeting Items Agenda setting • Items of business may be placed on the agenda by the direction of a member of the council, the city manager or the city attorney. o Council originated items shall be submitted to the city manager by Friday, twelve days prior to the scheduled council meeting. The city manager shall promptly give copies to the other members of the city council for their review and comment. Comments must be returned to the city manager by Wednesday, seven days prior to the scheduled council meeting. The city manager shall include any such comments as a part of the agenda item. If time constraints require it the mayor may approve expedited processing for a council originated item provided copies are made available to the other members of the council, the city attorney and the city manager as soon as the item is prepared and, to the extent possible, any comments received shall be incorporated. 1.20.060 o Citizens may have an item listed on a future agenda by submitting a letter to the City Manager. Unless the Mayor, with the consent of the Council, otherwise directs, such presentations shall be limited to ten (10) minutes. Reconsideration of agenda items 1.20.390 • A motion to reconsider any action taken by the council may be made only at the meeting such action was taken. It may be made either immediately during the same session, or at a recessed or adjourned session thereof. Such motion may be made only by one of the council members who voted with the prevailing side. Nothing in this section shall be construed to prevent any council member from making or remaking the same or any other motion at a subsequent meeting of the council. • A motion to rescind, repeal, cancel or otherwise nullify prior council action shall be in order at any subsequent meeting of the council. The effect of such action shall operate prospectively and not retroactively and shall not operate to adversely affect individual rights which may have been vested in the interim. Meeting length • It is Council's policy to adjourn meetings no later than 10:00 P.M. Correspondence—Availability to the public 1.20.070 and 080 • Correspondence addressed to the city council shall not be a matter of public record unless it is received and filed by the council at a regular, special, or adjourned meeting of the council. • Correspondence shall not be read aloud at a council meeting unless requested by majority vote of the council. • Correspondence concerning a matter on an agenda for consideration by the council, which is received prior to twelve noon on Thursday preceding the meeting, shall be made a part of the agenda item. • Any agenda related writings or documents provided to the majority of the Council, Board or Commission after distribution of the Agenda packet, will be available for public inspection at the City Clerk's counter located at 1200 Carlsbad Village Drive, Carlsbad, CA 92008. In addition, a binder containing all agenda related writings and documents will be held by the Deputy City Clerk at each Council, Board or Commission meeting and available for public review. Action on items of Legislation • As a general rule, the City Council, as a body, will only take official positions on issues that have a direct impact to the city of Carlsbad or a related entity. Individual Council members may send letters on their own behalf on any issue of their choice. • As a general rule, the City Council will not take positions on State ballot propositions unless requested by the majority of the Council. • The City Council adopts from time to time a Legislative platform. The purpose of the Legislative Platform is to clearly outline the position of the City Council on priority issues and matters that impact the city's ability to operate effectively, without precluding the consideration of additional legislative and budget issues that arise during the legislative session. Letters of support or opposition that meet the intent of the platform can be sent by the Mayor without further concurrence by the Council. Council Teamwork Protocols 1. Council Members treat each other and citizens with dignity and respect. 2. Council Members give / receive feedback to another Council Member personally. 3. Council Members will focus comments on the issues, not each other. 4. Once Council makes any decision, all Council Members will respect it. 5. Council Members will be sensitive to their obligation to conduct the public's business in public. 6. Council Members will keep each other informed (i.e., no surprises, ask questions). 7. Council Members must take responsibility for utilizing the chain of command (i.e., go through the City Manager). Council - Manager/Attorney Relations Powers and Duties of the Manager and Attorney are in Appendix C Correspondence • The city manager is authorized to open and examine all mail or other written communications addressed to the city council, except correspondence addressed to individual council members, and to give it warranted attention to the end that all administrative business referred to in said communications and not requiring council action may be acted upon between council meetings; provided, that all communications and any action taken pursuant thereto shall be reported to the city council. 1.20.080 • Correspondence requiring council action shall be placed on an agenda as soon as practicable, together with a report and recommendation from the city manager. 1.20.080 • All responses to requests for information will be shared with all council members, no matter which councilmember made the original request. Questions to Staff at a Council Meeting Every council member desiring to question the city staff of a council meeting shall, after recognition by the presiding officer, address his questions to the city manager, or the city attorney, who shall be entitled either to answer the inquiry himself or to designate a member of his staff for that purpose. 1.20.220 Other Guidelines: • Any council person may, as an individual, request pertinent information on municipal affairs and citizen complaints from the city manager and from department heads through the city manager. These requests will be answered promptly. 2.12.110 • Council members shall work through the City Manager in the execution of the administrative affairs of the City. No individual council member shall give orders or instructions to any subordinates of the city manager. A vote by the majority of the City council in a properly noticed public meeting is required to direct the City Manager to do any significant work product and/or to add goals/projects to the current list, 2.12.110 • The City Attorney shall take his/her orders and instructions from the city council only when sitting in a duly convened meeting of the city council, and no individual council member shall give any orders or instructions to the city attorney. However, any council member may, as an individual, request pertinent information on municipal affairs from the city attorney. These requests will be answered promptly. 2.14.060 • With each other and with city manager/staff, the Council will criticize in private, compliment in public • Concerns about any city staff should be directed to the city manager. • Requests for work to be brought back for Council consideration may be made when an item is under discussion on the agenda or during the council comments section at the end of the meeting. • If requested through the City Manager, staff will support Mayor or a Council member in the writing of public opinion pieces, letters to the editor, or other media releases when the issue is one that the council as a group has voted upon or has otherwise indicated their support/opposition (i.e. Through the legislative platform). Ail media releases will be done under the name of the Mayor. These pieces cannot be used in campaign literature. • At the direction of the City Manager, staff may attend or prepare notes for Council members presentations to community groups when the purpose is to represent the City Council as a whole. No mention of the campaign, solicitation of funds, or other reference to city council elections may be made. If asked, the council member should express that they are representing the City as a council member/mayor not as candidate. No advertising for the event can mention the election or the candidacy. Council Policy Manual The city manager shall maintain a council policy manual to contain such written policies as the council may adopt. The purpose of council policies is to indicate how the council intends to rule in the future on particular matters of a recurring nature which are subject to their discretion. Policies shall be numbered and dated and shall remain in effect until rescinded. 1.20.580 Appendix A contains a list of policies that the council may want to review during the 2010-2011 fiscal year. Appendix B contains a complete list of council policies currently in effect. Appendix A Policies for future consideration: The following policies have been mentioned over the past few months as ones the City Council may be interested in discussing in the upcoming year. • RV parking in city and along Carlsbad Blvd. • Short term vacation rentals • Sign policies: for businesses; for campaign signs • Wayside Horns; quiet crossings for railroad crossings • Community Activity grants (including special events) • City as a landlord; uses of city owned property • Expenditure limit (CMC Chapter 1.24: not a council policy) • Recycled water: policy on cost relationship to potable water • Tree policy (including effect on sewer laterals) Appendix B Council Policies - Organized by Topic Internal administration 1 Adoption of Council Policy Statements 2 Travel Policy 3 Employee Education Program 6 Uniform Allowance 7 Uniform Allowance & Rental 9 Vehicle Acquisition Operation & Maintenance 14 Standing Operating Procedure for City Studies 22 Purchasing Procedures 60 Employee Computer Purchase Program 67 Contracting Procedures 72 Mobile Handheld Device 70 Insurance Requirements Parks/Rec 4 Street Trees 13 No Smoking in City Recreation Facilities 25 Parks & Rec Review of Future Park Facilities 23 Open Space Maintenance Districts 48 Naming of Parks, Facilities & Amenities in Parks Council/Citizen Items 5 Citizen of the Year 10 Agendas for City Council Meetings 11 Cable Television 19 Procedure for Creating Standing Committees 27 City Council Policy Development Process 39 Administration - Legislative Program 47 Appointments to Boards, Commissions & Committees 69 City Support of the Use of Volunteers 76 Ticket Distribution Policy 37 Special Events Liability & Risk Mgmt Requirements 28 Facility Use Regulations 75 City Government Channel Policy Planning/Development 16 Developmental Policy - Critical Planning Areas 17 Public Facilities Element of the General Plan 20 Street Naming and Addressing Policy 34 Review of Applications for Development Projects 30 Bus Stop Facilities in Major Projects 32 Public Facilities Management System (PFMS) 56 Development Agreements 44 Neighborhood Architectural Design Guidelines 43 Proposition E Excess Dwelling Unit Allocation 65 Signs on Public Property 66 Development of Livable Neighborhoods 64 Wireless Communication Facilities 40 Child Care Policies 52 Americans with Disabilities Act Transportation/Streets 15 Traffic Safety Policies and Warrants 21 Street Overlay Program 26 Vacation of Streets and Quitclaim of Easements 41 Policy on Undergrounding Overhead Utilities 63 Acceptance of Roads Finance/Fees and Revenues 24 Establish Administrative Fees 33 Financing of Public Improvements 54 Procedure for Refund of Appeal Fees 53 Administration - Unclaimed Money 49 Procurement Policy - Recycled Products 55 Public Works Contracts 74 General Fund Reserve Guidelines 61 Request for City Contributions to Grad Nite Activities Utilities 18 Relocation of Utility Facilities 35 Sewer Master Plan 42 Reclaimed Water Use 46 Solid Waste Management 50 Mandatory Recycling Program Enforcement Housing 57 Affordable Housing- Inclusionary Housing Projects 58 Sale of Affordable Housing Credits 73 City Option to Purchase Resale Affordable Housing 68 Inclusionary Housing Incentive Credit Schedule Environmental policies 29 Interim Agricultural Policy 71 Energy Conservation and Management 31 Energy Conservation Incentive Awards Program Donations/Grants 45 Sponsorships and Acceptance of Donations 51 Community Activity Funding Appendix C Powers and Duties of the Council's Appointees City Manager Sectjoj>i,2.12,035 • Generally: administrative head of the government of the city under the direction and control of the city council, responsible for the efficient administration of all of the affairs of the city, to enforce all laws and ordinances of the city and to see that all franchises, contracts, permits and privileges granted by the city council are faithfully observed • Control, order, and give directions to all heads of departments and to subordinate officers and employees of the city under his jurisdiction through their department heads • Appoint, remove, promote and demote any and all officers and employees of the city, except the city clerk, city treasurer and city attorney, subject to all applicable personnel ordinances, rules and regulations. • Conduct studies and effect such administrative reorganization of offices, positions or units under her direction as may be indicated in the interest of efficient, effective and economical conduct of the city's business. • Recommend to the city council for adoption such policies, measures and ordinances as she deems necessary or expedient for the health, safety or welfare of the community. • Attend all meetings of the city council unless at his request he is excused there from by the mayor individually or the city council, except when his removal is under consideration. She may take part in all matters coming before the council. • Keep the city council at all times fully advised as to the financial conditions and needs of the city and make such recommendations as he may deem desirable. • Prepare and submit the proposed annual budget and the proposed annual salary plan to the city council, with a message describing important features thereof, and be responsible for its administration after adoption. • Responsible for the purchase of all supplies, materials and equipment for all the departments or divisions of the city for which funds are provided in the annual budget, and prepare and submit to the council as of the end of the fiscal year a complete report on the finances and administrative activities of the city for the preceding year. • Make investigations into the affairs of the city and any department or division thereof, and any contract or the proper performance of any obligations of the city; further, it shall be the duty of the city manager to investigate all complaints in relation to matters concerning the administration of the city government and in regard to the service maintained by public utilities in the city. • Exercise general supervision over all public buildings, public parks and all other public property, equipment and supplies, which are under the control and jurisdiction of the city council. • Executive manager for the municipal water district. The executive manager shall be the administrative head for the water district and report directly to the board of directors. • All officers, City Attorney and other subordinate officers shall assist the City Manager in the functions of her office. • Examine and approve for administration all agenda items coming before the City Council. City Attorney. (Ord. MS-160 § 2,1991; Ord, 1212 § 1 (part), 1978} Chief legal officer of the city, act as the legal counsel for the municipal water district: • Advise the city council, its committees, its various boards and commissions or any city officer, when requested, upon all legal questions arising in the conduct of city business; • Prepare or revise ordinances or resolutions when so requested by the city council or by the city manager; • Make recommendations for ordinances, resolutions or other documents or procedures affecting the legal position of the city; • Give his opinion upon any legal matter or question submitted to him by the city council, any board or commission of the city, the city manager, or any other city officer; • Attend all city council meetings, unless excused by the city council, for the purpose of giving the city council any legal advice requested by its members; • Attend such meetings of other boards and commissions of the city as he shall deem necessary and proper or as the city council may direct; • Prepare for execution, or approve as to form, all contracts and instruments to which the city is a party, and approve as to form and for filing all bonds and insurance policies submitted to the city; • Make the following reports: o Immediately report the outcome of any litigation in which the city has an interest to the city manager and the city council, o Make an annual report to the city manager and the city council as of July 31st of each year of all pending litigation in which the city has an interest and the condition thereof and of the state of his office; • Enforce city laws and regulations through office hearings and court proceedings, both civil and criminal; • Review and analyze all state and federal legislation affecting the city; • Appear on behalf of the city before such legislative committees and regulatory agencies as the city council may direct; • Represent the city in all legal actions to which the city is a party and for which other arrangements for legal counsel have not been made; • Perform such other duties as may be imposed by statute, by any ordinance of the city or by other action of the city council; • Employ special counsel when City Council deems it in the best interest of the City. • All officers, City Manager and other subordinate officers shall assist the City Attorney in the functions of his office. • Approve as to form and legality all agenda items coming before the City Council. CITY COUNCIL WORKSHOP JANUARY 18, 2011 COMMUNITY ACTIVITIES FUNDING CITY COUNCIL WORKSHOP JANUARY 18, 2011 History/Background • 1992: Policy No. 51 adopted; to fund human and social service programs for Carlsbad; community activities grants only. • 1999: dedicated source of funding approved; $1 million set-aside; interest used to fund grants. • Focus on funding start-up costs or other one-time costs to "jump start" new programs/ideas. • 3 year cap; not an ongoing source of funds History/Background • 2003: Subcommittee (Finnila & Hall) reviewed policy due to many requests outside schedule for Community Activities Grants. • Addition of special event and winning team grants; recommendation to exclude social service programs as well as educational institutions from eligibility for grants; not fully implemented. • Reorientation of Community Activity Grants to "community enrichment" programs/projects. History/Background • 2004: Citizen Review Committee recommended revisions to policy • Limited 3 year cap per organization vs. program • Language added to require consideration of matching funds in the evaluation of Community Activity Grant programs/projects. • 2008: committee recommended 3 year cap be amended to allow for 2 additional years (after a 2 year hiatus) for Comirjunity Activity Grants. Council Workshop Today 9 Consideration of additional revisions to policy based on some recent requests that were not consistent with the policy, and to further refine the purpose for the grants under CC Policy 51. • Staff will review the current issues and provide some suggestions for consideration by Council. CARLSBAD Community Activity Grants (CAG) 9 Current Policy: - Maximum 5 years; 3 years with 2 additional years after 2 year hiatus — Enrichment programs for community - Approx. $40,000 available; annual budget allocation - Request for proposal process — Citizen Review Committee; Council approval CAG Issues • "Community Enrichment" - Very broad focus; encourages social service agencies to submit - Community Resource Center, Phoenix House, Assistance League • Fundraiser Events - Boy Scout Pancake Breakfast • Exceed cap, or will exceed cap, on number of years receiving grant - Art Splash, Boy Scout Pancake Breakfast • Limited staff review to determine eligibility CAG Considerations Redirect the program to "neighborhood-focused improvement or enrichment programs"; redefine eligible projects; smaller focus Re-title these grants to "Neighborhood Improvement Grants"; minimize confusion Identify programs/projects which are specifically ineligible - Fundraisers; basic operating/administrative support; ongoing social service programs/projects I T Y OF CARLSBAD CAP Considerations • Implement process for staff review and initial evaluation of all applications; committee to receive eligible applications only. • Revise timing to all for no more than 5 years of consecutive funding; if focus redirected this will be less of a problem. • Exceptions to 5 year cap to be considered on a case-by-case basis for special circumstances only. Special Event Grants (SEG) • Current Policy: - Maximum 3 years - For "special events in the city with citywide interest" — Grants requested any time during year - Funded from Council contingency fund - Application submitted to Council for approval - Special Event Committee approves event I T Y OF CARLSBAD SEG Issues • Grants requested for fundraisers — Mitchell Thorpe Foundation • Grant requests exceeding 3 yea reap — Art Splash; Christmas Bureau; CHS Parade • Limited staff review to determine eligibility; generally all referred to Council without formal recommendation SEG Considerations • Fundraisers ineligible for cash or city services contributions • Allow for primarily "start-up" costs; 3 year cap; no other financial assistance from City • Exceptions to 3 year rule on a case-by-case basis for city service contributions only • No approval if receiving funding under CAG or to extend funding under the policy I T Y OF CARLSBAD SEG Considerations (cont.) • Implement a tier of approvals which allows staff to approve SEGs up to $5000 following consultation with the Special Events Committee, unless an exception is required; Council to approve all exceptions and grants over $5000. • Re-define "special events of citywide interest" to indicate that "special event must be designed to appeal to a wide variety of city residents and have a key focus on family-friendly activities". CARLSBAD Winning Team Grants (WTG) • Current Policy: - Maximum 3 years - For "youth teams to offset the cost of travel to national championship competitions" - Grants can be requested any time of year - Funds from Council contingency - Participants must be 18 years of age or younger; must be a non-profit; 90% of participants must be Carlsbad residents -Application requesjto Council; Council approves CITY OF CARLSBAD WTG Issues • Some ambiguity in the definition of eligible teams. — "National Championship Competition" leaves some room for interpretation that the team was not required to progress through a series of competitions; they could just go compete. — Intent was for the team to progress through a series of competitions and win the right to compete at a national or international level. WTG Considerations • Add clarifying language to policy to indicate teams are eligible only if they are successfully advancing through a competitive process to a national or international level. • Add a statement that the contribution of matching funds will be considered by the Council in its evaluation of WIG requests. Any other issues/concerns? CITY COUNCIL WORKSHOP JANUARY 18, 2011 COMMUNITY ACTIVITIES FUNDING AGENDA I. Historical Background on Community Activities Funding (5 minutes) a. Original Policy b. Review of revisions to date II. Community Activities Grants (20 minutes) a. Current Policy b. Issues c. Considerations/Suggestions d. Council Feedback III. Special Event Grants (15 minutes) a. Current Policy b. Issues c. Considerations/Suggestions d. Council Feedback IV. Winning Teams Grants (5 minutes) a. Current Policy b. Issues c. Considerations/Suggestions d. Council Feedback CITY COUNCIL WORKSHOP JANUARY 18, 2011 COMMUNITY ACTIVITY FUNDING CITY COUNCIL WORKSHOP JANUARY 18, 2011 Historical Background In 1992, the City Council adopted the Community Activity (Grants) Funding policy (Council Policy No. 51). Initially, the policy was established to assist in funding various human and social service programs for Carlsbad residents. It was intended to complement other city programs by providing money for services that may not be eligible for funding under any other city program (i.e., CDBG). In 1999, a dedicated source of funding was provided by the Council through a set-aside of $1 million. The interest from the $1 million set-aside was, and is, used to fund the grants. The focus of the program was to fund start-up costs or other one-time costs to "jump start" new programs or ideas. The grants were not intended to serve as an ongoing source of funding for any program. As a result, a three-year limit was placed on receipt of the grants for any single program. As a result of many requests being received outside the formal application process for Community Activity Grants, the Council asked a subcommittee (Finnila and Hall) to review the program and offer suggestions for revisions. The subcommittee recommended the addition of Special Event and Winning Team Grants to the policy. It also recommended that the program be revised to exclude social service programs as well as educational institutions from being eligible for the grants. This exclusion, however, has not been fully implemented to date. The policy was revised in 2003 to add requests for special events and winning teams which were separately funded from the above noted Community Activities Grants and could be considered at any time during the year, and to reorient the community activity funding to "community enrichment" types of programs/projects for Carlsbad residents and visitors. These grants have no committee review. They are simply considered by the City Council on a case-by-case basis. The policy was further revised in 2004 based on recommendations from the Community Activity Grant Citizen Review Committee to clarify that "organizations" were restricted to three years of funding, not just programs. There was also language added that required consideration of matching funds in the evaluation of the applications by the Review Committee. The most recent revision to the policy was processed in 2008 as a result of another citizens' committee recommendation to allow local organizations that had received 3 years of community activity grant funding in previous years to be allowed to reapply after a 2 year hiatus, and to then be eligible for another 2 years of community activity funding. There have been a number of revisions to the policy over time to clarify terms and to refine or modify the purpose of the three grants available under the Community Activities Funding Program. Based on some recent requests that were not consistent with the policy, the Council has indicated its intent to comprehensively review the policy and make modifications as appropriate. Staff has outlined the current issues and made some suggestions to assist the Council in its review. Community Activity Grants Current Policy: 1. Maximum 5 years: 3 years with 2 year hiatus, then additional 2 years 2. For "enrichment programs" for the community 3. Approximately $40,000 available; annual allocation through budget process 4. Request for proposal process early fall; citizen review and evaluation panel 5. Recommendations from review panel to City Council for approval Issues: 1. "Community enrichment programs or projects" is a very broad focus and continues to encourage social service type agencies to apply for funding for programs with specific population assistance. Very worth organizations have received funding. However, many of these projects still seem to be inconsistent with the intent of the Council's policy. Example(s): Community Resource Center; Phoenix House; Assistance League 2. Some of the project or programs funded have been for fundraiser type of events. Example(s): Boy Scout Pancake Breakfast 3. There are one or more projects/programs that have received, or will ask to receive, grants for a number of years that exceeds the policy. Example(s): Art Splash; Boy Scout Pancake Breakfast 4. Limited staff review to date to determine eligibility or consistency with policy intent; all projects forwarded to citizen review panel. Considerations: 1. Redirect the program to "neighborhood-focused improvement or enrichment programs and/or projects" by refining definition of eligible projects. For example, consider the addition of language which indicates projects must demonstrate through design how they will specifically strengthen, improve/enrich and/or enhance neighborhoods within Carlsbad. 2. Distinguish these grants through a re-title to "Neighborhood Improvement Grants"; maintain overall policy title as Community Activities Funding since it also includes Special Events and Winning Teams; this might minimize some of the confusion over the various type of grants. 3. Identify projects/programs which are specifically ineligible: fundraising activities; basic operating and/or administrative support to an organization; or ongoing social service programs/projects/services. 4. Implement process for staff review and evaluation of all applications; committee only receives eligible projects for review and funding recommendations. 5. Revise timing to allow for no more than 5 years of consecutive funding for a single project/program. If the Council redirects the program to fund neighborhood improvement programs/projects/events, the timing issue is less likely to become a problem. 6. Add a policy statement which indicates that Council will consider exceptions to the 5 year funding limit on a very limited case-by-case basis for special circumstances only (i.e, health or safety issues, etc.) Special Event Grants Current Policy: 1. Maximum 3 years 2. For "special events in the city with citywide interest" 3. Grants can be requested any time of the year 4. Funded from City Council Contingency Fund 5. Special Event Grant Application; special event approved by special event committee 6. City Council approves Issues: 1. Requests for grants (cash and/or city services) for fundraiser events. Example(s): Mitchell Thorpe Foundation 2. There are one or more projects/programs that have received, or will ask to receive, grants {cash and/or city services) for a number of years that exceeds the policy. Example(s): Art Splash (cash and city services); Christmas Bureau (city services); Carlsbad High School Homecoming Parade (city services) 3. Limited staff review to date to determine eligibility; projects all forwarded to Council with no formal staff recommendation. Considerations: 1. No funding for events which serve as a fundraiser for any given organization; includes no funding for city services (often referred to as "in-kind services). 2. Funding will be provided primarily for start-up costs for special events; 3 years of funding maximum; organization can receive no other financial assistance from the City to be eligible . 3. Add a policy statement which indicates that Council will consider exceptions to the 3 year funding limit for special event grants on a very limited case-by-case basis and for city services contributions only. 4. Special events receiving funding under the Neighborhood Improvement Grant Program will not be eligible for additional funding under the Special Event Grant in any given year, or to extend funding to an event past the 5 year limit for that program. 5. Staff may approve special event grants up to $5,000 following consultation with the Special Events Committee unless an exception is required to the number of years an organization has received the grant; Council to approve any grants that exceed $5,000 (or appeals of a staff decision) and for special consideration related to city service contributions (extended grants). 6. Re-define "special events of citywide interest" by indicating that the "special events requesting grant funding must be designed to appeal to a wide variety of city residents and have a key focus on family- friendly activities." The event should reflect the values of the City in creating a strong sense of community and equal access to all. In addition the purpose of the event may not be for any political or religious benefit or similar purpose which the City Attorney determines is an unlawful use of public funds. Winning Team Grants Current Policy: 1. Maximum 3 years 2. For "youth teams to offset the cost of travel expenses to national championship competitions" 3. Grants can be requested any time of the year 4. Funded from City Council Contingency Fund 5. Participants must be 18 years of age or younger; group or team must be a non-profit; request must be made prior to the date of the event; at least 90% of the participants must be residents of Carlsbad 6. Written request to the Council 7. City Council approves Issues: 1. Some ambiguity in the definition of eligible teams. "National Championship Competitions" has been defined (and contested) by some as any championship where athletes simply are able to compete against other teams with varying skill levels. Staff believes the intent was for national championships where the athletes progressed through a series of competitions at a local and/or state level and won the right to then compete at the national (or perhaps international level) Considerations: 1. Add clarifying language to indicate the teams eligible for a grant must have successfully advanced as a group through a competitive process to the national or international event. 2. Add a statement that the contribution of matching funds will be considered by the Council in its evaluation of the request. Page 1 of 2 Policy No, _ 51 CITY OF CARLSBAD Date Issued _ 1/8/08 COUNCIL POLICY STATEMENT Supersedes No. 1/20/04 General Subject: Community Activity Funding Specific Subject: Process for Funding Community Activities Copies to: City Council, City Manager, City Attorney, Department and Division Heads, Employee Bulletin Boards, Press, File BACKGROUND: The City Council has, in the past, chosen to fund community activities with General Fund monies. This has included the allocation of funds to agencies that provide various enrichment programs to Carlsbad residents and visitors. During the 2003-04 budget process, the City Council directed a council subcommittee to evaluate the current process and recommend changes to facilitate that process. The following policy outlines those changes. PURPOSE: To establish the process for distributing funds for community activities. POLICY: 1 . It is the policy of the City of Carlsbad to allocate funds for community activities. 2. Organizations funded under this policy may receive grants for no more than 3 years, with the exception of the Community Activity Grant. Organizations funded by the Community Activity Grant may receive grants for 3 years and then cannot apply for grant funding for a minimum of 2 years. After at least a 2 year hiatus, organizations can again apply for grant funding and receive a maximum of two additional years of grant funding. 3. Community Activity Grants a. These grants provide funding for enrichment programs for the community. b. The amount of funds to be allocated will be determined annually during the budget process. c. Once the budget is adopted interested groups will be notified of the application process. d. The application process will consist of the following: i. City application for funds ii. Public hearing before a citizen review panel iii. Recommendations submitted to City Council. Page 2 of2 e. The City Council will establish a review panel comprised of citizens and city staff to evaluate the applications, and make recommendations to the City Council. The review panel will be comprised of the following: One representative from each quadrant of the City, one member of the Senior Commission, the Library Board, and the Parks & Recreation Commission. f. The review panel will consider the provision of matching funds from other sources in evaluation of the applications. 4. Special Event Grants a. These grants provide city funding for Special Events in the city of citywide interest. b. These grants can be requested any time of the year. c. The requests will be funded from Council's contingency account. d. The application process will consist of the following: i. Special event application ii. Special Event Grant supplemental application iii. Approval of special event by special events committee iv. Allocation of funding by the City Council 5. Winning Teams Grants a. These grants provide funding to youth teams to offset the cost of travel expenses to national championship competitions. b. These grants can be requested any time of the year. c. The requests will be funded from Council's contingency account. d. Eligibility requirements are: i. The participants are all 18 years of age or under, ii. The group or team is an organized non-profit corporation or agency, iii. The request for funding must be made prior to the date of the event, iv. At least 90% of the participants in the team or group are residents of Carlsbad. e. The application process will consist of the following: i. Written request to Council ii. Allocation of funding by the City Council 6. This policy may be amended as necessary.