HomeMy WebLinkAbout2023-10-10; City Council; ; City Council Policy Statement – City Council Proclamations, Certificates of Recognition and Congratulatory LettersThis item was continued to a date certain of Oct. 17, 2023, when all five City
Council Members are present.
8. CITY COUNCIL POLICY STATEMENT -CITY COUNCIL PROCLAMATIONS,
CERTIFICATES OF RECOGNITION AND CONGRATULATORY LETTERS -
Adoption of a resolution approving City Council Policy Statement-City
Council Proclamations, Certificates of Recognition and Congratulatory
Letters. (Staff contact: Faviola Medina, City Clerk Department and Sheila
Cobian, City Manager Department)
CA Review CKM
Meeting Date: Oct. 10, 2023
To: Mayor and City Council
From: Scott Chadwick, City Manager
Staff Contact: Faviola Medina, City Clerk Services Manager
faviola.medina@carlsbadca.gov, 442-339-5989
Sheila Cobian, Director of Legislative & Constituent Services
sheila.cobian@carlsbadca.gov, 442-339-2917
Subject: City Council Policy Statement – City Council Proclamations, Certificates of
Recognition and Congratulatory Letters
Districts: All
Recommended Action
Adopt a resolution approving City Council Policy Statement – City Council Proclamations,
Certificates of Recognition and Congratulatory Letters.
Executive Summary
Carlsbad Municipal Code Chapter 1.20, Section 1.20.060, outlines the order of business for all
City Council meeting agendas. It lists presentations as being the item of business immediately
following the approval of minutes and before public comment on matters not listed on the
agenda. Although the Carlsbad Municipal Code does not currently specify what type of
presentations can take place during this time on the agenda, this category has been routinely
used for presenting proclamations.
At the regular City Council meeting on Aug. 29, 2023, the City Council considered a proposed
City Council policy statement for proclamations. After reviewing and discussing the proposed
policy statement, the City Council directed staff to return with a revised policy statement for
City Council consideration that removes language from the policy stating that proclamations
will be presented before the business meetings.
Based on the City Council’s input at that meeting, staff have made revisions to the proposed
policy statement and are presenting it for the City Council’s further consideration (Exhibit 1,
Attachment A).
Oct. 10, 2023 Item #8 Page 1 of 7
Explanation & Analysis
Recommendations
Staff are recommending the following:
Requests for issuance of a proclamation
Requests for City Council proclamations will be processed by the City Manager and require the
Mayor’s approval. Requests must be made by a City Council Member, City of Carlsbad resident
or employee. Requests should be made at least 30 days before the date the proclamation is
needed, and should be in writing and include the following:
• A contact person’s name, phone number, home address and email address
• A brief summary of the event or organization
• A specific name and date for the day, week or month or event to be proclaimed
• The exact date the proclamation is needed
• A draft text of the proclamation, including four to five “whereas” clauses that provide the
basic facts and reasons justifying the proclamation
• A mailing address to send the final proclamation, or an indication of whether it will be
picked-up
Presentation of proclamations
The Mayor, in consultation with the City Manager and the Legislative & Constituent Services
Director, will determine which proclamations will be presented at each meeting. All other
proclamations will be mailed to the recipient or made available for pick-up at City Hall.
At the City Council meetings, the Mayor or a City Council Member selected by the Mayor will
present the proclamation to the individual or representative of an organization or group
receiving the proclamation.
Certificates of recognition and congratulatory letters
If the criteria for a proclamation are not met, the Mayor may issue a certificate of recognition
or a congratulatory letter to an organization or individual to recognize an achievement or
significant contribution to the community.
Required vote for approving City Council policies
Adopting City Council policy statements requires four affirmative votes.
Fiscal Analysis
This action has no financial impact.
Next Steps
Staff will implement the City Council’s direction.
Environmental Evaluation
This action does not require environmental review because it does not constitute a project
within the meaning of the California Environmental Quality Act under California Public
Resources Code Section 21065 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.
Oct. 10, 2023 Item #8 Page 2 of 7
Exhibits
1. City Council resolution
2. City Council staff report dated Aug. 29, 2023 (on file in the Office of the City Clerk)
Oct. 10, 2023 Item #8 Page 3 of 7
Exhibit 1 RESOLUTION NO. .
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING CITY COUNCIL POLICY STATEMENT – CITY
COUNCIL PROCLAMATIONS, CERTIFICATES OF RECOGNITION AND
CONGRATULATORY LETTERS
WHEREAS, Carlsbad Municipal Code Chapter 1.20, Section 1.20.060, outlines the order of
business for all City Council meeting agendas; and
WHEREAS, “Presentations” is listed immediately following the “Approval of minutes” and
before “Public comment on matters not listed on the agenda”; and
WHEREAS, “Presentations” is primarily utilized for City Council proclamations; and
WHEREAS, the City Council desires to establish a policy to address City Council proclamations,
certificates of recognition and congratulatory letter requests.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.That the above recitations are true and correct.
2.That the City Council approves the City Council Policy Statement – City Council
Proclamations, Certificates of Recognition and Congratulatory Letters (Attachment A).
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the __ day of ________, 2023, by the following vote, to wit:
AYES:
NAYS:
ABSTAIN:
ABSENT:
______________________________________
KEITH BLACKBURN, Mayor
______________________________________
SHERRY FREISINGER, City Clerk
(SEAL)
Oct. 10, 2023 Item #8 Page 4 of 7
Policy No.
Date Issued
Resolution No.
Subject: City Council proclamations, certificates of recognition and congratulatory letters
Purpose
This policy establishes guidelines and procedures for the issuance and presentation of City
Council proclamations, certificates of recognition and congratulatory letters.
Background
Proclamations are ceremonial documents to honor, celebrate or create awareness of an event
or significant issue. Certificates of recognition and congratulatory letters are documents that
recognize an achievement or significant contribution to the community.
Statement of policy
It is the policy of the City Council of the City of Carlsbad to issue proclamations for:
•Public awareness
•Charitable fundraising campaigns
•Non-profit organizations
•Arts and cultural celebrations
•Special honors, as determined by the Mayor
City Council proclamations will not be issued for:
•Advertisement or promotion of a for-profit business
•Matters of a political or religious nature
•Events or organizations with no direct relationship to the City of Carlsbad
•Campaigns or events contrary to city policies
The Mayor may issue a certificate of recognition or congratulatory letter for an event, person or
organization that does not meet the requirements of a proclamation.
The Mayor may approve or decline any proclamation, certificate of recognition or
congratulatory letter and may edit drafted material for final wording. The issuance of a
proclamation, certificate of recognition or congratulatory letter does not constitute an
endorsement by the City of Carlsbad or its elected or appointed officials. Decisions regarding
proclamations, certificates of recognition or congratulatory letters are not appealable under
Carlsbad Municipal Code Section 1.20.310.
Attachment A
Oct. 10, 2023 Item #8 Page 5 of 7
City Council
POLICY STATEMENT
City Council Policy Statement
Oct. 10, 2023
Page 2
Procedure
Proclamations will be signed by the Mayor, or in the Mayor’s absence, the Mayor Pro Tempore.
Requests for Issuance of a Proclamation
Requests for City Council proclamations will be processed by the City Manager and approved by
the Mayor. Requests must be made by a City Council Member, City of Carlsbad resident or
employee. Requests should be made at least 30 days in advance of the date the proclamation is
needed and should be in writing and include the following:
•a contact person’s name, phone number, home address and email address
•a brief summary of the event or organization
•a specific name and date for the day, week or month or event to be proclaimed
•the exact date the proclamation is needed
•a draft text of the proclamation, including 4-5 “whereas” clauses
•a mailing address to send the final proclamation or indication of whether it will be
picked up
Presentation of Proclamations
The Mayor in consultation with the City Manager and the Legislative & Constituent Services
Director will determine which proclamations will be presented at each meeting. All other
proclamations will be mailed to the recipient or made available for pickup at City Hall.
At the City Council meetings, the Mayor or a City Council Member selected by the Mayor will
present the proclamation to the individual or representative of an organization or group
receiving the proclamation.
Certificates of Recognition and Congratulatory Letters
If the criteria for a proclamation are not met, the Mayor may issue a certificate of recognition
or a congratulatory letter to an organization or individual to recognize an achievement or
significant contribution to the community.
Oct. 10, 2023 Item #8 Page 6 of 7
Exhibit 2
City Council staff report dated Aug. 29, 2023
(on file in the Office of the City Clerk)
Oct. 10, 2023 Item #8 Page 7 of 7