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Home My WebLink About2021-09-21; City Council; ; City Council Policy No. 92 - Allocation of City Resources Relating to Council Member Requests for Community MeetingsCA Review CKM Meeting Date: Sept. 21, 2021 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Sheila Cobian, Director of Legislative & Constituent Services sheila.cobian@carlsbadca.gov, 760-434-2917 Subject: City Council Policy No. 92 - Allocation of City Resources Relating to Council Member Requests for Community Meetings District: All Recommended Action Adopt a resolution approving City Council Policy No. 92 – Allocation of City Resources Relating to Council Member Requests for Community Meetings. Executive Summary/Discussion City Council members may request on occasion that a community meeting be held to address topics of district or citywide concern. These meetings may take place outside of regular business hours and require that the City Manager allocate staff and other resources to assist in the facilitation of the meetings. At the City Council meeting of June 22, 2021, the City Council voted unanimously to direct the City Manager to return at a future City Council meeting with a draft policy that outlines the process for how city resources, including staff, are able to be equitably and feasibly managed in response to council member requests for community meetings on a district and citywide basis. The policy is included as Attachment A of Exhibit 1. Adoption of the policy requires four affirmative votes of the City Council. Fiscal Analysis While adoption of this policy has no direct fiscal impact, the use of city resources to support community meetings will have an impact. The fiscal year 2021-22 budget is sufficient to absorb the expected costs in the current fiscal year and required funding will be requested in future year budget requests. Next Steps The City Clerk’s Office will update the City Council policies on the intranet, in the city’s electronic document management system and the city’s website to reflect the updated City Council policy. Sept. 21, 2021 Item #9 Page 1 of 5 Environmental Evaluation (CEQA) In keeping with California Public Resources Code Section 21065, this action does not constitute a “project” within the meaning of the California Environmental Quality Act in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. Therefore, it does not require environmental review. Public Notification This item was noticed in keeping with the Ralph M. Brown Act and it was available for public viewing and review at least 24 hours before the scheduled meeting date. Exhibits 1. City Council resolution Sept. 21, 2021 Item #9 Page 2 of 5 Exhibit 1 RESOLUTION NO. . A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING CITY COUNCIL POLICY NO. 92, ALLOCATION OF CITY RESOURCES RELATING TO CITY COUNCIL MEMBER REQUESTS FOR COMMUNITY MEETINGS WHEREAS, on June 22, 2021, by motion the City Council directed the City Manager to return to City Council at a future meeting with a draft City Council Policy to outline the process for how city resources, including staff, are able to be equitably and feasibly managed in response to council member requests for community meetings on a district and citywide basis; and WHEREAS, staff prepared draft City Council Policy No. 92 (Attachment A) for City Council consideration. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1.The above recitations are true and correct. 2.City Council Policy No. 92 – Allocation of City Resources Relating to Council Member Requests for Community Meetings (Attachment A) is approved. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the __ day of ________, 2021, by the following vote, to wit: AYES: NAYS: ABSENT: _________________________ MATT HALL, Mayor _________________________ FAVIOLA MEDINA, CMC City Clerk Services Manager (SEAL) Sept. 21, 2021 Item #9 Page 3 of 5 Policy No. 92 Date Issued Sept. 21, 2021 Resolution No. Subject: Allocation of City Resources Relating to Council Member Requests for Community Meetings Purpose The purpose of this policy is to establish how to allocate city resources, including staff, as it relates to City Council member requests for community meetings on a district and citywide basis. Background When City Council members organize a community-based meeting on issues of a district or citywide importance they may request resources such as staff support and materials to conduct these meetings. It is the desire of the City Council to establish procedures to fairly allocate resources to each requesting City Council member for meetings they host in their districts. Since those meetings may require staff support outside of routine city operations, the following policy shall be implemented to ensure that resources are allocated equitably to all City Council members. While representing their respective districts, City Council members often are invited to meet with community groups directly. This policy does not apply to community meetings organized by other organizations and where city resources, including staff support are not requested. Statement of policy It is the policy of the City Council of the City of Carlsbad to adhere to the following procedures when requesting support for community meetings: 1.All requests shall be made through the City Manager with a preferred advance notice of three weeks. 2.It is suggested that each district representative conduct up to three community-based meetings per year in which staff resources might be requested. 3.A maximum of two staff members and/or consultants shall be dedicated to each meeting. 4.City Council members shall be responsible for obtaining the desired venue. 5.Staff will not create collateral materials other than items currently in inventory. 6.All meetings must be of district or citywide concern and shall not be political in nature. 7.If a meeting is requested in another City Council member’s district, the requesting City Council member must secure written acknowledgement prior to scheduling the meeting from the districts’ City Council member. 8.Due to the citywide nature of the position of the Mayor, the Mayor may hold meetings in any district consistent with the above provisions. Attachment A Sept. 21, 2021 Item #9 Page 4 of 5 City Council Policy Statement No. 92 Sept. 21, 2021 Page 2 Procedure A. Any member of the City Council may request staff support of a community meeting through the City Manager with a preferred notice of three weeks in advance of the desired meeting date. B. The City Manager shall assign the appropriate staff member or consultant support for the requested meeting. C. Any requests for community meeting support beyond the scope of this City Council Policy shall require formal City Council approval prior to authorization. Sept. 21, 2021 Item #9 Page 5 of 5 City Council Policy No. 92 -Allocation of City Resources Relating to Council Member Requests for Community Meetings Sheila Cobian, Director of Legislative & Constituent Services Sept. 21, 2021 {city of Carlsbad •Support Council Members in their efforts to conduct community based meetings •Fairly allocate resources to each requesting Council Member ITEM #9: CITY COUNCIL POLICY NO. 92 Overview {city of Carlsbad Policy •Requests shall be made through the City Manager with a preferred notice of three weeks •Suggests that each district representative conduct up to three community-based meetings per year in which staff resources are requested •A maximum of two staff members or consultants shall be dedicated to each meeting •Council Members shall be responsible for obtaining desired venue ITEM #9: CITY COUNCIL POLICY NO. 92 Policy •Staff will not create collateral materials other than items currently in inventory •All meetings must be of district or citywide concern and shall not be political in nature •Obtain written acknowledgement when requesting to schedule a meeting in another Council Member’s district •The Mayor may hold meetings in any district consistent with the policy provisions ITEM #9: CITY COUNCIL POLICY NO. 92 Procedure •City Council requests through the City Manager •City Manager will assign appropriate resources •Any requests for community meeting support beyond scope of Policy shall require formal Council approval prior to authorization ITEM #9: CITY COUNCIL POLICY NO. 92 Questions? ITEM #9: CITY COUNCIL POLICY NO. 92 {city of Carlsbad