This 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 [email protected], 442-339-5989
Sheila Cobian, Director of Legislative & Constituent Services [email protected], 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, C
ertificates of Recognition and Congratulatory Letters.
Executive Summary
Carlsbad Municipal Code Ch apter 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 be fore public c omment 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 Ci ty C ouncil considered a proposed City Council policy statement for proclamations. After reviewing and discussing the proposed policy statement, the Ci ty Council directed staff to return with a revised policy statement for City Council consideration that rem oves lan guage from the policy stating that proclamations will be presented before the business meetings.
Ba
sed 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).
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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 An alysis
This action has no financial impact.
Next Steps
Staff will implement the City Council’s direction.
Environmental E valuation
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.
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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
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Exhibit 1
RESOLUTION NO. .
A RE
SOLUTION 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, “P resentations” is listed immediately following the “A pproval of m inutes” 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
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Policy No.
Date Issued
Resolution No.
Subject: City Council proclamations, certificates of recognition and congratulatory letters Purpos
e
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
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City Council
POLICY STATEMENT
City Council Policy Statement
Oct. 10, 2023
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.
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Exhibit 2
City Council staff report dated Aug. 29, 2023
(on file in the Office of the City Clerk)
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