Loading...
HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 06/04/2002 - RESOLUTION 2002-061 ESTABLISHING POLICIES REGARDIN AGENDA ITEM SUMMARY ITEM NUMBER: 23 FORT COLLINS CITY COUNCIL DATE: June 4, 2002FROM• Wanda Krajicek SUBJECT: Resolution 2002-061 Establishing Policies Regarding the Issuance of Proclamations. RECOMMENDATION: Staff and the Council Governance Committee recommend adoption of the Resolution. EXECUTIVE SUMMARY: This Resolution formally establishes policies, which are consistent with current practice, regarding the issuance of proclamations. CKGROUND: Several months ago, the Council Governance Committee was asked to review the Mayor's practice of issuing proclamations. At its April 17, 2002 meeting, the Governance Committee reviewed the results of a staff survey of other municipalities, as well as other municipal policies relating to the issuance of proclamations. The Committee directed staff to draft a resolution establishing policies for the issuance of proclamations, using the Boulder model as a basis for the policy. I This Resolution maintains the simplicity of the Boulder model, and includes comments made by individual Committee members. The Resolution authorizes the City Clerk to establish I administrative procedures to facilitate the preparation and scheduling of proclamations. A draft of such administrative procedures is attached. City of Fort Collins Proclamation Procedures The City of Fort Collins is verypleased to provide special recognition for community events,people, and activities by issuing Proclamations. The City Council has established the follayting policies regarding the issuance of Proclamations: a. Proclamations are to be utilized exclusively erern ecognition purposes,and should be deemed to be relate a prom ultural, social, economic or intellectual welfare o e comm b. Proclamations may be requested by any or organizati the Mayor and/or individual members o ouncil. C. Proclamations should concern events, ih a of local interest and should be accepted by a local representative. ns concerning nationally recognized events and a ay be iss ayor and/or individual members of the City, e subjec tter to be of local interest. flP d. Proclamations will be just p to the encement of regular City Council meetings an ented e appro ate representative(s),who may be provided an op 'ty to pce brief ents. The presentation of the proclamation wi a televi L _ 's cable television station. d'L' � }x. e L; on relayorr inem ers of the City Council may present X z , a io of a City Council meeting, at special events or or o ocations. The foll; ' ng admini "d-_'.procedures have been established by the City Clerk's Office to at . , facihta the issuance of lahons: 1. k Proclamations 1 be issued only if they conform to the policies outlined above. The City reserves the ri${1t to decline any request to issue a Proclamation if the subject matter is deemed inappropriate. 2 � ' rfor the City Clerk's Office to prepare a Proclamation, information about the topic —i heeded. The most effective method is to provide the City Clerk's Office with a draft Proclamation. Sample Proclamations are available from the City Clerk's Office. 3. Draft Proclamations should be sent to the City Clerk's Office at the address below at least 15 days prior to the date the Proclamation is to be issued. The City Council generally meets on the first and third Tuesday of each month. Physical Address: 300 LaPorte Avenue Mailing Address: P.O. Box 580 Fort Collins, CO 80522 FAX: (970)221-6295 E-mail: ksmithna.fc og v.com 4. Include with the draft the contact information( phone nu of the pirson requesting the Proclamation. If the contact per is diffe &on. w 11 receive the proclamation at the meeting,please 'de c t inform who will receive the proclamation. 5. Proclamations received in a timely manner will n the date requested. If no date is specified,staffwill schedule the Procl on fo sest to the event or time period stated in the Proclamation, if applica 6. Proclamations will be printed on the r Pers requesting Proclamations are responsible for having the Pro ation ed. 7. A staff member will contact o conf the rec and scheduling of the Proclamation, and to finalize arrangeme recei the Pro ation. Direct inq hould b to: mith ity Clerk's Office City of Fort Collins P.O. Box 580 Fort Collins, CO 80522 (970)416-2525 (970) 221-6295 (fax) _ ,AE 'is` :, RESOLUTION 2002-061 OF THE COUNCIL OF THE CITY OF FORT COLLINS ESTABLISHING POLICIES REGARDING THE ISSUANCE OF PROCLAMATIONS WHEREAS, the City of Fort Collins has historically issued various proclamations prior to the commencement of the regular meetings of the City Council, which proclamations recognize community events and activities and the contributions of individual people and organizations; and WHEREAS, the City Council wishes to establish policies regarding the issuance of such proclamations. NOW,THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS as follows: Section 1. That the issuance of proclamations by the City shall be governed by the following policies, subject to such modification as may,in the judgment of the Mayor or a majority of the City Council, be necessary in order to accommodate exceptional circumstances: a. Proclamations are to be utilized exclusively for ceremonial and recognition purposes, and should promote the cultural, social, economic or intellectual welfare of the community. b. Proclamations may be requested by any individuals or organizations, or by the Mayor and/or individual members of the City Council. C. Proclamations should concern events, activities, or people of local interest and should be accepted by a local representative. Proclamations concerning nationally recognized events and activities may be issued if the Mayor and/or individual members of the City Council deem the subject matter to be of local interest. d. Proclamations will be read just prior to the commencement of regular City Council meetings and presented to the appropriate representative(s),who may be provided an opportunity to make brief comments. The presentation of the proclamations will be televised on the City's cable television station. e. Upon request, the Mayor or members of the City Council may present proclamations outside of a City Council meeting, at special events or activities or other designated locations. Section 2. That the City Clerk is hereby authorized to establish such administrative procedures as may be deemed necessary to facilitate the preparation and scheduling of • proclamations. Passed and adopted at a regular meeting of the City Council held this 4th day of June,A.D. 2002. Mayor ATTEST: City Clerk Governance Committee April 17, 2002 Page 8 Mayor Pro Tern Bertschy suggested that the oath of office be amended to delete the phrase "free from partisan distinction and control" and adopt an oath of office that conforms with the language in the State Constitution and that is used by most municipalities. He stated he believes the oath should be opted by the Council. The Committee unanimously supported the Sugges .on. Mayor Pro Tem chy suggested that at some future time,the Committee s uld look at some sort of limitation on for another elective office. He stated he doe of advocate the idea, but knows that other memb of Council may want to pursue the ' a. He suggested Greeley's limitation be used as a model. Ms.Krajicek P9inted out that Greeley' 'tation pro ' es that accepting nomination,designation or appointment for any governmental elech offi other than in the City of.'Greeley,constitutes a vacancy on the Council. She stated a simil vision in Fort Collins would require a Charter amendment and vote of the people. Mr.Roy shared with the Commi the answer he had provide o Councilmember Tharp regarding what the State Statutes say a t an incumbent who is running for ther.elective office. He stated the only provision he is are of states(paraphrased)that in the event public monies have been expended for camp ' expenses and for official expenses,the candidate sh eimburse the political subdivision for a amount of money spent on campaign expenses. The 'ttee discussed theoretical amples of circumstances in which the state statute provision would a ply. Councilmember Weitkunat stated she agreed that the issue of running for office and whether that should constitute a vacancy should be looked into. The Committee directed staff to begin working on the issue in preparation for future discussion by the Committee. The Committee asked for a copy of the resolution adopted by the Council in 1982 when Councilmember Reeves ran for and was elected as a State Representative. (The Resolution is attached to these minutes.) Proclamations The Committee reviewed the information gathered by staffregarding how proclamations are handled in other municipalities. In response to a question regarding what the issue is that the Committee is being asked to address, Mr.Roy stated Councilmember Hamrick raised a concern about whether or not Council should have oversight over the proclamations being issued by the Mayor. Ms.Krajicek stated there is no formal policy about proclamations,and that each Mayor has generally established his or her own policies regarding proclamations. Mayor Pro Tem Bertschy stated he liked the policy used by Bellevue, Washington. He stated he . doesn't think the current process is "broken", but if Council believes the process needs some Governance Committee April 17, 2002 Page 9 guidelines, then Bellevue's example works for him. He emphasized that he believes there should be a local connection to the proclamation. Ms. Smith spoke of the number of proclamations received from Washington, D.C. with no local designated representative. She indicated former Mayor Azari refused to issue those proclamations without local representation. After discussion, the Committee decided that Boulder's model will be used in developing a policy for Fort Collins,noting the Fort Collins policy should include that the proclamation will be read at the meeting, and should include those with local representation or those done at the request of the Mayor or individual members of the Council (with or without local representation). The Mayor noted that he $ccasionally presents proclamations at a specific events, rather,than at a Council meeting. Staff will draft a policy for the Committee's consideration. Other Business The Committee determined that another meeting maybe scheduled in June,if the Committee wants to discuss the policy drafts prepared by staff. Adjournment The meeting adjourned at approximately 1:45 p.m.