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HomeMy WebLinkAbout2023-10-17; Council Policy No. 99 - City Council proclamations, certificates of recognition and congratulatory lettersCity 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. 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.