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Home My WebLink About2023-10-17; City Council; ; City Council Policy Statement – City Council Proclamations, Certificates of Recognition and Congratulatory LettersCA Review CKM Meeting Date: Oct. 17, 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 Consider options and 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. 17, 2023 Item #7 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. 17, 2023 Item #7 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. 17, 2023 Item #7 Page 3 of 7 RESOLUTION NO. 2023-267 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 17th day of October, 2023, by the following vote, to wit: AYES: NAYS: ABSTAIN: ABSENT: Blackburn, Bhat-Patel, Acosta, Burkholder, Luna. None. None. None. l KEITH BLACKBURN, Mayor SHERRY FREISINGER, City Clerk (SEAL) Exhibit 1 Oct. 17, 2023 Item #7 Page 4 of 7 City Council POLICY STATEMENT Policy No. Date Issued 99 Oct. 17, 2023 Resolution No. 2023-267 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: •Recognition of City departmental celebration days, weeks or months. Rather, those recognitions shall be facilitated through the City Manager staff updates. •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. Oct. 17, 2023 Item #7 Page 5 of 7 Attachment A City Council Policy Statement Oct. 17, 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. The recipient shall have up to two minutes to deliver comments regarding the event or organization for which the proclamation was issued. • 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. 17, 2023 Item #7 Page 6 of 7 Exhibit 2 City Council staff report dated Aug. 29, 2023 (on file in the Office of the City Clerk) Oct. 17, 2023 Item #7 Page 7 of 7 Sheila Cobian, Legislative & Constituent Services Director Oct. 17, 2023 City Council Policy Statement: City Council Proclamations 1 PROPOSED ACTION •Adopt a resolution approving City Council Policy Statement – City Council Proclamations, Certificates of Recognition and Congratulatory Letters ITEM 7: CITY COUNCIL PROCLAMATIONS 2 BACKGROUND Minute Motion: June 1, 2023 Directed staff to return with options for a City Council discussion regarding city proclamations Aug. 29, 2023 Directed staff to bring forward a Policy that includes current guidelines and procedures ITEM 7: CITY COUNCIL PROCLAMATIONS 3 RECOMMENDATIONS Requests for Issuance of a Proclamation Presentation of Proclamations Certificates of Recognition and Congratulatory Letters ITEM 7: CITY COUNCIL PROCLAMATIONS 4 RECOMMENDED ACTION Adopt the resolution approving City Council Policy Statement – City Council Proclamations, Certificates of Recognition and Congratulatory Letters ITEM 7: CITY COUNCIL PROCLAMATIONS 5 QUESTIONS? ITEM 7: CITY COUNCIL PROCLAMATIONS 6