HomeMy WebLinkAbout2023-08-29; City Council; ; City Council Policy Statement – City Council Proclamations, Certificates of Recognition and Congratulatory LettersCA Review CKM
Meeting Date: Aug. 29, 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
The City Council, at its special meeting on June 1, 2023, directed staff to return with options for
a City Council discussion regarding city proclamations.
Carlsbad Municipal Code Chapter 1.20, Section 1.20.060, outlines the order of business for all
City Council meeting agendas. It lists special 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 special presentations can take place during this time on the agenda, this category has
been routinely used for presenting proclamations.
Based on the City Council’s input at that meeting, staff have conducted the requested research
about the procedures for proclamations in other cities in the county and drafted the attached
City Council policy statement for the City Council’s consideration (Exhibit 1, Attachment A).
Aug. 29, 2023 Item #8 Page 1 of 42
Explanation & Analysis
Survey requested by City Council
Staff surveyed the cities in San Diego County to find out which agencies have a formal
proclamation policy in place as well as how they conduct the process. The following table shows
the survey results:
Proclamation policies in other local cities
City Written
policy Proclamations per meeting Purpose
Chula Vista Yes* 5-10 per month Ceremonial
Coronado No
3, if any. Mostly in March and
April. Most meetings there are
none.
Issued for special reasons and issues
Del Mar Yes* A few times a year. No set
limit.
Any kind, mainly City Council
requests
El Cajon No Average of 2 Has to do directly with El Cajon
Encinitas Yes Maximum of 2 Issued for special reasons and issues
Escondido Yes* Once a month Issued for a holiday or event taking
place that month
Imperial Beach No 2-5 per month Nothing controversial. Mayor has to
approve.
La Mesa Yes* Maximum of 2 Local businesses, holidays, events.
Mayor approval for most.
Lemon Grove Yes* 1-2 per month
Public awareness, charitable
fundraising campaigns, arts and
cultural celebrations, special honors
National City Yes* Varies Proclamations are official
declarations or announcements
Oceanside No 1-3 Special occasions only
Poway No Very rare Has to do directly with Poway
San Diego No Varies Ceremonial
San Marcos No 0-2
Nationally recognized holidays.
Something important to the city or a
recent accomplishment
Santee No Average of 1 Special events, holidays, staff
recognition
Solana Beach No 1-2 Special occasions
Vista Yes* 1-2
Public awareness, charitable
fundraising campaigns, arts and
cultural celebrations, special honors
*Policy attached as Exhibit 2
Aug. 29, 2023 Item #8 Page 2 of 42
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 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 City Council will hold a ceremonial gathering each month for the purpose of presenting
proclamations. The City Clerk will establish a schedule for these gatherings to be approved by
the City Council when the regular City Council meeting calendar is established each year. The
Mayor, in consultation with the City Manager and City Clerk will determine which
proclamations will be presented at the gathering. All other proclamations will be mailed to the
recipient or made available for pick-up at City Hall.
At the ceremonial gathering, 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.
Options
Staff provide the following options for the City Council’s consideration:
Option 1 - Adopt the resolution approving the City Council Policy – City Council
Proclamations, Certificates of Recognition and Congratulatory Letters.
Option 2 - Do not adopt the City Council Policy – City Council Proclamations, Certificates
of Recognition and Congratulatory Letters.
Aug. 29, 2023 Item #8 Page 3 of 42
Discussion points
• Does the City Council wish to present proclamations outside of the regular City Council
meeting as a ceremonial gathering?
• Does the City Council wish to limit the number of proclamations presented at the
ceremonial gathering to be held each month?
• Does the City Council wish to set a schedule for the ceremonial gatherings?
• How many ceremonial gatherings does the City Council wish to hold a month?
• If there is a conflict with a closed session of the City Council, should the ceremonial
gathering be rescheduled to the following week, or moved to an earlier time the same
day?
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.
Exhibits
1. City Council resolution
2. Sample policies from other San Diego County cities
Aug. 29, 2023 Item #8 Page 4 of 42
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, “Special presentations” is listed immediately following the “Approval of minutes”
and before “Public comment on matters not listed on the agenda”; and
WHEREAS, “Special 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)
Aug. 29, 2023 Item #8 Page 5 of 42
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
Aug. 29, 2023 Item #8 Page 6 of 42
City Council
POLICY STATEMENT
City Council Policy Statement
Aug. 29, 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 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 City Council will hold a ceremonial gathering each month for the purpose of presenting
proclamations. The City Clerk will establish a schedule for these gatherings to be approved by
the City Council when the regular City Council meeting calendar is established each year. The
Mayor in consultation with the City Manager and the City Clerk will determine which
proclamations will be presented at the gathering. All other proclamations will be mailed to the
recipient or made available for pickup at City Hall.
At the ceremonial gathering, 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.
Aug. 29, 2023 Item #8 Page 7 of 42
Exhibit 2
Aug. 29, 2023 Item #8 Page 8 of 42
SUBJECT:
COUNCIL POLICY
CITY OF CHULA VISTA
PRESENT A TIO NS TO COUNCIL-
Special Orders of the Day
POLICY
NUMBER
111-02
EFFECTIVE
DATE
12-06-2022
ADOPTED BY: Minute Action I DATED: 10-09-73
AMENDED BY: Resolution No. 2022-261
BACKGROUND
PAGE
1 OF 1
The City Council frequently receives presentations at City Council Meetings under "Special Orders of
the Day." It is current practice for the Mayor and City Manager to review and approve requests for
placement of items under "Special Orders of the Day."
"Special Orders of the Day" are brief ceremonial items, such as the issuance of a proclamation to honor
significant achievements by community members, highlight an event, promote awareness of
community issues, and recognize City employees.
PURPOSE
To establish a formal process for placement of items by City Council members under "Special Orders
of the Day" that ensures efficient scheduling and distribution of items on City Council Meeting agendas.
POLICY
Requests by City Council members for items to be placed under "Special Orders of the Day" at an
upcoming City Council Meeting must be made in writing to the Mayor by no later than 5:00 p.m. on
the day falling six days prior to the requested Council Meeting (e.g., the Wednesday preceding an
upcoming Tuesday Council Meeting). Transmission of a request by email will satisfy this requirement.
To be considered, requests should include a brief description of the item, the identity of any presenters,
an estimate of the duration of any presentation and any timing requirements. Any such request will be
subject to approval by the Mayor. Approved items will be scheduled and added to the agenda in
consultation with the City Manager and as soon as practical in light of the business demands of
upcoming agendas and any identified timing requirements.
In addition to the Mayor's authority, the City Manager also may place items under "Special Orders of
the Day" as deemed appropriate.
CITY OF DEL MAR
CITY COUNCIL POLICY BOOK
303 PROCLAMATIONS DATE REVISED: 9-15-2014
BY RESOLUTION: 2014-70
PAGES: 1 OF 1
POLICY:
1.Proclamations are reserved for accomplishments and/or events of significant importanceto the Del Mar community. Proclamations are less formal than official Resolutions of the
City Council. Proclamations do not require formal vote or action by the Council at a
Council meeting, and are prepared by the City Clerk and are not
numbered. Proclamations are used for various forms of recognition, including:
1.Recognition of individuals and organizations whose contributions and
achievements have community-wide significance;
2. Recognition of Del Mar residents on the occasion of their 100
th birthday;
3. To call public attention to a significant community event, service, or program; or
4. To highlight a special period of observance, celebration, or recognition for
community, regional, state, or national occasions.
2.All requests for Proclamations should be directed to the Mayor’s office for
review. Proclamations will be issued at the discretion of the Mayor, but may be
requested by individual Councilmembers through the Mayor. A copy of each
proclamation is maintained in accordance with the City’s Records Retention Schedule.
3.The Mayor shall determine whether a proclamation is signed only by the Mayor, or by
the entire Council, and whether or not it is appropriate to present the proclamation at a
Council meeting or other venue. If presented at a Council meeting, the Mayor and/or
his/her designee shall make the presentation under “Presentations/Announcements.” Ifno venue is designated, a proclamation may be mailed to the recipient.
Aug. 29, 2023 Item #8 Page 9 of 42
1
RESOLUTION NO. 2023-19
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ESCONDIDO, CALIFORNIA, AMENDING AND
READOPTING RULES OF PROCEDURE FOR CITY COUNCIL
MEETINGS AND CITY COUNCIL POLICIES
WHEREAS, the City Council of the City of Escondido, State of California, has previously adopted
resolutions which provide Rules of Order and Procedure for City Council meetings and certain written
policies governing Council procedures, methods of operation and ethics which are amended from time to
time; and
WHEREAS, the City Council wishes to re-adopt its Rules and Policies for the purpose of including
certain amendments and clarifications.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Escondido, California, as
follows:
1.That the above recitations are true.
2.That the following Rules shall govern the City Council:
Section A: Rules of Order and Procedure
1.Time of Regular Meetings.
Unless the City Council schedules otherwise or cancels a meeting, the City Council
shall hold regular meetings at 4:00 p.m. commencing with closed session items and
thereafter at 5:00 p.m. commencing with a public session on each of the first four (4)
Wednesdays of each calendar month at the City Hall.
2.Matters Covered.
For the purpose of efficiently focusing only on matters affecting the City of
Escondido, the Council should consider those resolutions, motions or matters which
affect the conduct of the business of the City of Escondido or its corporate powers or
duties as a municipal corporation, or such resolutions or motions supporting or
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disapproving legislation or actions pending in the Legislature of the State of California,
the Congress of the United States or before any officer or agency of said State or nation
where such proposed legislation or action, if adopted, will affect the conduct of the
municipal business or the powers and duties of the City of Escondido or its officers or
employees as such.
3. Order of Business. Regular business of the Council at the 5:00 p.m. public session
shall be taken up for consideration in substantially the following order, except as may be
otherwise ordered by the Mayor or Council:
a. Moment of Reflection
b. Flag Salute
c. Roll Call
d. Closed Session Report
e. Proclamations/Presentations
f. Oral Communications (up to 15 minutes or as directed by the Mayor)
g. Consent Calendar, including Affidavits of Publications, Mailing, Posting,
Warrant Register & Minutes Approval
h. Public Hearings
i. Current Business Matters
j. Future Agenda Items
k. Council Members Subcommittee Reports
l. Council Member Reports
m. City Manager’s Weekly Activity Report Highlights
n. Oral Communications
o. Adjournment
4. Consent Calendar Defined.
Those items on the Council agenda which are generally considered routine matter
of business such as the approval of minutes, approval of the warrant register, Notices of
Project Completion, Treasurer's Quarterly Investment Report, certain contract and grant
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awards, resolutions setting hearings, final maps, and various leases and agreements are
listed on the “Consent Calendar" and shall be adopted by one motion unless Council, staff
or a member of the public requests specific items to be discussed and/or removed for
separate action. Those items so approved under the heading “Consent Calendar" will
appear in the Council minutes in their proper form, i.e., resolution accepting grant deed
or easement, approval of minutes, award of bid, etc.
From time to time, the Council may schedule a “workshop” style meeting. Such
workshops shall comply with all applicable noticing laws and shall be dedicated primarily
to general information gathering and sharing, discussion and possible direction to staff.
Final actions of the Council shall not take place at workshop sessions.
5. Oral Communications.
Time has been reserved near the beginning and end of each regular meeting
agenda to provide an opportunity for members of the public to directly address the
Council on items of interest to the public. The Mayor as the presiding officer may set a
limit on the time at the beginning of the meeting devoted to oral communications and
may at his or her discretion extend the time for a speaker or speaker representative to
address the Council. Comments on an item already appearing on the agenda shall only
be taken at the time reserved for discussion of that agenda item. No action will be taken
by the Council on items discussed under Oral Communications, except to refer the matter
to staff or schedule for future action.
6. Council Member Reports.
The Council Member Report agenda item provides members of the Council an
opportunity to report matters of general interest to the public and their fellow Council
Members. No actions, votes or further discussions shall occur on any such matter(s).
7. Council Action on Agenda Matters.
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Prior to any vote or discussion by the Council on a matter to be decided on the
agenda, City staff shall provide a presentation and/or answer questions, if requested, and
thereafter, any Council member may seek recognition by the presiding officer and make
a motion to adopt such item, and thereafter, the presiding officer shall determine if
another Council member, including the presiding officer, seconds the motion. If the
motion receives a second, the matter may be debated before putting the motion to a vote
of the Council. A motion that fails to obtain a second or a majority vote shall die.
8. Manner of Addressing Council - Time Limit.
a. Each person addressing the Council shall step up to the microphone, shall
state their name and city of residence in an audible tone of voice for the
record and, unless further time is granted by the presiding officer, shall
limit their address to three (3) minutes. If significant numbers of persons
desire to speak on a given item, the presiding officer has the discretion
to limit speaking times and/or alter the sequence of hearing matters on
the agenda. Longer time limits may be permitted for an applicant,
appellant, or spokesperson for a larger group, at the discretion of the
presiding officer.
b. Whenever any group of persons wishes to address the
Council on the same subject matter, it shall be proper for the presiding
officer to request that a spokesperson be chosen by the group to address
the Council and, in case additional matters are to be presented at the
time by any other member of the said group, to limit the number of
persons so addressing the Council so as to avoid unnecessary repetitions
before the Council.
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c. City staff presentations and responses to Council questions are not governed
by this time limit.
9. Posting of Agenda.
At least 72 hours before a regular meeting, the City Clerk shall post a certified copy
of the agenda specifying the time and location of the regular meeting in a place accessible
so as to be available for review by members of the public.
10. Content of Agenda.
Under state law, the City Council is limited to consideration of items which are on
a posted agenda. Items may be placed on an agenda by city staff, by the Mayor, or upon
the request of an individual Council member in coordination with the City Manager. The
City Manager shall be in charge of preparing the Council agenda and all items shall be
coordinated with the City Manager. To the fullest extent practicable, any items placed
on the agenda by the Mayor, any Council member or City staff should also be listed under
"Future Agenda Items" as early as possible to assure the best possible advance notice of
the nature of items and discussion which are upcoming.
11. Proclamations and Presentations.
The City of Escondido recognizes members of the public, groups, or other entities
in different ways. Individual Councilmembers may request the preparation of a
Certificate of Achievement, Acknowledgment, or Recognition (depending on the
circumstances) to be presented in their individual capacity as a member of the City
Council. Such certificates shall be prepared by the City Manager’s office in a manner such
as to preserve consistency in design and form of the City. Such certificates shall be
requested directly from the City Manager’s office, with ample advance notice to the City
Manager’s office to enable preparation and delivery. Each Council member requesting a
certificate shall be solely responsible for providing the content and verifying the accuracy
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of the document. Multiple Councilmembers may sign and present such certificates
subject to coordination among themselves.
The Mayor and any Councilmember may also recommend the public
acknowledgement of any member of the public, group, entity or matter of public interest
through the issuance and presentation of a formal proclamation on behalf of the City of
Escondido. Such recommendations shall be made in coordination with the City Manager’s
office. Upon approval by the Mayor, such proclamations shall then be prepared by the
City Manager’s office in a manner such as to preserve consistency in design and form of
the City. Proclamations will normally be signed on behalf of the City by the Mayor.
However, if some or all City Councilmembers also wish to sign a proclamation, and
signatures can be obtained in a timely maner, proclamations may be signed by the full City
Council or by those members wishing to sign the document. Proclamations shall normally
be presented by the Mayor at the commencement of a meeting of the City Council, unless
circumstances dictate the presentation of the proclamation elsewhere. Any disagreement
with whether or not such a proclamation shall be issued shall be resolved by a majority
vote of the City Council.
The Mayor or any Councilmember may request that a presentation to the City
Council at a regular meeting be made by members of the public, other public entities, or
other groups, on issues of interest to the City Council or members of the public. Such
presentations shall be coordinated with the Mayor and the City Manager’s office and shall
be subject to scheduling in a manner that does not interfere with the need to conduct
normal City business. Any disagreement with whether or not such a presentation is to be
scheduled shall be resolved by a majority vote of the City Council.
12. Closing Time of Council Meetings.
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No agenda item may be introduced after the hour of 10:00 p.m.; however, the
meeting may be extended beyond 10:00 p.m. upon a majority vote of the Council
members.
13. Processing of Motions.
a. When a motion is made, it shall be stated clearly and concisely by its
mover. After a motion is made and seconded, it may be stated by the
presiding officer before debate. A motion may be withdrawn by the
mover without consent of the Council members.
b. The presiding officer shall at any time by majority consent of the Council
members, permit a Council member to propose the reordering of agenda
items.
c. If a question contains two or more divisible propositions, the presiding
officer may, and upon request of a Council member shall, divide the
same.
14. Precedence of Motions.
a. When a motion is before the Council, no motion shall be entertained
except (precedence in order indicated):
(1) To adjourn
(2) To fix hour of adjournment
(3) To lay on the table
(4) For the previous question
(5) To postpone to a certain day
(6) To refer
(7) To amend
(8) To postpone indefinitely
b. A motion to adjourn shall be in order any time, except as follows:
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(1) When repeated without intervening business or discussion
(2) When made as an interruption of a Council member while
speaking
(3) When the previous question has been ordered
(4) While a vote is being taken
c. A motion to adjourn “to another time" is debatable only as to the time to
which the meeting is adjourned.
d. A motion to table or lay on the table is not debatable and shall preclude
all amendments or debate of the subject under consideration. If the
motion shall prevail, the matter may be “taken from the table" only by
adding it to the agenda of the next regular meeting, to be discussed at
the following regular meeting.
e. A motion for previous question shall close debate on the main motion
and shall be undebatable. The statement by a Council member of
“question" does not accomplish the same purpose. If a motion fails,
debate is reopened; if motion passes, then vote shall be taken on the
main motion.
f. A motion to amend shall be in order and is debatable only as to
amendment. A motion to amend an amendment shall not be in order.
An amendment modifying the intention of a motion shall be in order but
an amendment relating to a different matter shall not be in order. A
substitute motion on the same subject shall be acceptable and
amendments are to be voted first, then the main motion is amended.
g. A motion to postpone indefinitely shall be fully debatable and if the same
is adopted, the principal motion shall be declared lost. A motion to
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postpone to a definite time shall be amendable and debatable as to
propriety of postponement and time set.
h. A motion to refer shall not be debatable except for the propriety of referring.
15. Administrative Mandamus.
Persons who are dissatisfied with a decision of the City Council may have the right
to seek review of that decision by a court. In addition, the City has adopted Section 1094.6
of the Code of Civil Procedure which generally limits to ninety (90) days the time within
which the decision of City boards and agencies may be judicially challenged.
16. Appeals; Continuances.
Any person appealing an action of a City Board or Commission or City Staff to the
City Council has a right to two two-week postponements of the initial hearing scheduled
on the appeal. After exhaustion of this right, the appeal shall be considered withdrawn.
This procedure shall not limit the ability of the City Council to continue a hearing which
has commenced to a subsequent meeting to receive additional public testimony or
information from City Staff.
17. Reconsideration.
Any member of the Council, voting in the majority on any action of the Council,
may at the same meeting, or at a subsequent time, request the Council reconsider an
action. A reconsideration request made by a member of the Council voting in the minority
shall not be allowed, except when made more than one (1) year after the date of the
original action.
All requests for reconsideration of a Council action shall be provided to each
Council member, and the City Manager in writing or via electronic mail, and the request
shall be placed on the next available agenda. In the event an item to be reconsidered
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requires public notice, it shall be calendared and noticed after Council determines when
reconsideration shall occur.
18. Personal Privilege.
The right of any Council member to address the Council on a question of personal
privilege shall be limited to cases in which his/her integrity, character or motives are
questioned.
19. Council Conduct.
Each member of the Council shall act in a courteous and respectful manner to all
members of the Council, including providing each member the full opportunity to ask
questions, voice opinions and make statements without interruption during closed and
open sessions of the Council.
20. Parliamentarian.
A majority vote of the Council shall generally control matters of procedure not
addressed by this Resolution. The City Attorney shall decide all other questions of
interpretations of these rules and any other questions of a parliamentary nature which
may arise at a City Council meeting.
21. Voting and Non-Profit Entity Membership.
It shall be the policy of this Council that a council member who serves on the
governing board of a private non-profit entity shall not participate in the discussion or
voting process to determine whether or not that entity receives City funds. In the event
the request of a non-profit entity with a council member on its governing board is part of
a larger request involving several items, or is part of the budget process, a separate vote
shall be taken to allow the necessary abstention.
22. Selection of Chairperson.
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In the event that the Mayor and the Deputy Mayor are absent from a City Council
meeting, the three remaining Council members present shall promptly determine which
Council member will conduct and serve as the chairperson of the meeting.
23. Decorum and Security.
a. While the City Council is in session, the Council members, staff, and members
of the public are expected to act in a manner to preserve order and decorum
for the meeting. No person shall engage in disorderly or disruptive behavior
during the meeting. No person shall, either by conversation, applause,
shouting, or any other conduct, interrupt or delay the proceedings.
b. The City Manager, in coordination with the Mayor and/or Deputy Mayor, are
authorized to and shall designate and post signs specifying those areas of the
Chamber for the media wishing to record the meeting, areas for staff
presentations, and areas which are restricted to City employees and elected
officials.
c. Signs, placards, posters, or similar objects which are larger than 8.5 by 11
inches and which disrupt the proceedings shall not be displayed during
Council proceedings by members of the public.
Section B: City Council Policies.
1. Correspondence with Members of the City Council.
The purpose of this policy is to provide for a coordinated response to
correspondence (i.e. letters, emails, and similar items) which is sent to the City generally,
or in which the same correspondence is sent in identical fashion to all Council members.
In such circumstances, the Council directs that the Mayor (or as appropriate the City
Manager or City Attorney) shall answer such correspondence on behalf of the City,
according to the procedure set forth below.
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In addition to individual e-mail addresses, the City Manager’s Office shall also
establish a shared email address by which citizens may direct emails to all Council
members at the same time. The shared email address shall be featured on the City’s
website and in other publications in such a manner as to allow citizens to use the address
and thereby communicate with all Council members at the same time. All Council
members shall have access to review items in the mailbox at all times. All responses to
such emails shall also be sent from the shared mailbox, such that all Council members
may review such responses.
With respect to other communications, such as those involving other
governmental entities, organizations, and related entities where such communication
occurs between the entities rather than specific individuals, the Mayor shall respond on
behalf of the City, with copies to all Council members. Matters involving routine city
administrative issues shall generally be responded to by either the City Manager or City
Attorney, as appropriate, on behalf of the City. With respect to correspondence that
consists of invitations to events, the Mayor and Council shall coordinate such invitations
with the City Manager's support staff.
Because substantial portions of City Council communication, whether electronic
or written, is subject to California's Public Records laws, all City Council communications
shall be coordinated with the City Manager for the purpose of compliance with various
laws governing public records. All Council members using city computers shall be subject
to the City's Administrative Directives regarding computer use.
2. Press Releases.
All press releases on behalf of the City shall be issued on City letterhead and only
on behalf of the City generally or the entire City Council. Press releases shall be prepared
and coordinated by the City Manager’s Office.
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3. Council Calendar.
The responsibility for managing the calendars of the City Council and the
City Council members shall be delegated to the City Manager's secretary.
4. Audits.
Staff shall informally assist the City Council in a periodic accounting of individual
expenditures for travel, phone use, etc.
5. Council Travel Policy.
Council members shall be bound by all City policies, as expressed in
Administrative Directives or otherwise, regarding travel on City business.
The City Council shall fix an amount in the City Council budget which each Council
member may use for business-related education and travel expenses, including
attendance at seminars, conferences and other related educational opportunities. These
funds will be separate from any budget established for Council member participation in
committees associated with other public agencies and entities. If these funds are not
used during the fiscal year appropriated, they shall be returned to the General Fund.
Elected officials shall provide brief reports on meetings attended at the City’s
expense at the next regular City Council meeting. If multiple elected officials attended, a
joint report may be made. Reports may be provided in writing as part of the Agenda
packet distribution.
6. Council Communication with Staff.
The Council members shall request information or give direction only to the City
Manager or City Attorney, or those persons designated by the City Manager or City
Attorney to assist the Council members in such inquiries or requests. Requests for
information should be directed to the City Manager, although incidental or minor
requests (not involving analysis or significant time) may be requested directly from
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department heads, with a copy to the City Manager. Requests which involve change of
policy, expenditure of funds, or use of significant staff time shall be submitted to the full
Council for approval.
7. Review of Reimbursements.
The Director of Finance or a designee shall review all City Council requests for
reimbursement of expenses for consistency with City policy on such expenses.
In all cases, Council members shall be bound by the same policies and procedures
adopted and applicable for all City employees on a citywide basis. To the extent such
policies provide for per diem reimbursements, auto allowances, and related forms of
reimbursement rather than receipt-specific reimbursement, it is hereby determined that
such per diem or fixed amount reimbursements, so long as applicable to all city
employees, are the best and most efficient method of reimbursing expenses on an actual
and necessary basis.
9. Council Salary.
To assure attention to the Council compensation allowable under state law, the
City Council shall have an agenda item during a meeting in December of odd numbered
years for the purpose of determining whether or not to take action regarding Council
compensation.
10. Campaign Activity Funding.
The City Council shall not direct or authorize the expenditure of public funds to
prepare or distribute a publication or communication when the style, tenor, and timing
of the publication or communication demonstrates that it constitutes traditional
campaign activity or that it supports or opposes the approval or rejection of a ballot
measure.
11. Council Use of City Staff for Public Events.
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The Council believes that making opportunities available for Council members to
interact with the public outside of regular public meetings is a benefit to the Council and
residents of the City. The ability to communicate to the public the availability of the
Councilmembers for such events is critical to their success.
Council members may request through the City Manager’s Office the services of
City staff to assist in the hosting of public events related to City business including, but
not limited to, the electronic posting of notices of public events involving the Council
members on the City’s social media platforms. To the greatest extent possible, the
amount of staff resources devoted to such efforts shall be equal among all Council
members.
To the extent any such staff efforts require time beyond the posting of notices on
the City’s or related website, the City Manager shall be responsible for determining
whether such personnel resources are available, whether there is a sufficient budget to
cover the costs related to such efforts, and ensuring that all council members may obtain
like and equal services during the course of any fiscal year. Council members shall not
use any city staff or resources as part of, or in coordination with, any campaign for public
office.
Section C: City Council Ethics Policy.
1. Declaration of Policy.
The respected operation of democratic government emphasizes that elected
officials be independent, impartial, and responsible to the people. It requires that they
conduct themselves in a manner above reproach.
This Ethics Policy provides the following general guidelines and specific
prohibitions to which elected Escondido City Officials must conform in pursuit of their
assigned duties and responsibilities. This policy is in addition to all applicable provisions
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of state law, including the Brown Act, the Political Reform Act and implementing
regulations, and all other laws governing the conduct of elected officials.
2. Disclosure of Closed Session Matter.
No member of the City Council shall disclose to any person, other than members
of the Council, the City Attorney, the City Manager, or other City staff designated by the
City Manager to handle such matters of confidential City business, the content or
substance of any information presented or discussed during a closed session meeting
unless the City Council first authorizes such disclosure by the affirmative vote of three
members.
3. Disclosure of Confidential Communications.
Except when disclosure is mandated by state or federal law, no member of the
City Council shall disclose to any person, other than members of the Council, the City
Attorney, or the City Manager, or other City staff designated by the City Manager to
handle such matters of confidential City business, the content or substance of any
confidential or privileged communication relating to matters of City business, received
under circumstances where the confidential or privileged nature of the communication is
reasonably conveyed, unless the City Council first authorizes such disclosure by the
affirmative vote of three members of the City Council.
4. Conduct During Negotiations/Litigation.
The City Council is authorized to provide direction to specifically
identified negotiators in a legally constituted closed session on matters involving pending
litigation, real estate negotiations, and labor negotiations. If the City Council in closed
session provides such direction to its negotiators, all contact with the negotiating party
or the party's representative, shall be limited to, and made by, those individuals
designated to handle the negotiations.
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During a pending labor negotiation, no member of the City Council shall
communicate any negotiating position on behalf of the City or engage in any negotiations
for employee salary, benefits or working conditions. In addition, during pending litigation
or real estate negotiations, no member of the City Council (unless they have been
designated as a negotiator) shall have any contact or discussion with the litigating or
negotiating party or the party's representative regarding the subject matter of the
pending litigation or real estate negotiations.
No member of the City Council shall communicate or disclose to any person, other
than members of the Council, the City Attorney, the City Manager, or other City staff
designated by the City Manager to handle such matters of confidential City business, any
discussion or information received in closed session regarding the negotiation or
litigation.
Nothing in this section shall prohibit Council members from receiving written
communications provided they are made available to all Council members, the City
Manager, the City Attorney, and the City's designated negotiators on an equal basis.
5. Ex Parte Communications.
The purpose of this provision is to guarantee that all interested parties to any
adjudicatory matter before the City Council have equal opportunity to express and
represent their interests. Ex parte communications are those communications members
of the City Council have with representatives of only one side of a matter outside the
presence of other interested parties on a matter relevant to an adjudicatory proceeding.
A communication concerning only the status of a pending matter shall not be regarded as
an ex parte communication.
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Any written or oral ex parte communication received by a member of the City
Council in matters where all interested parties are entitled to an equal opportunity for a
hearing shall be made a part of the record by the recipient.
6. Violations and Penalties.
Any violation of this Ethics Policy by a member of the City Council shall constitute
official misconduct if determined by an affirmative vote of three members of the City
Council in an open and public meeting. In addition to any criminal or civil penalties
provided for by federal, state or other local law, any violation of this Ethics Policy shall
constitute a cause for censure by City Council adoption of a Resolution of Censure.
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PASSED, ADOPTED AND APPROVED by the City Council of the City of Escondido at a regular
meeting thereof the 8th day of FEBRUARY, 2023 by the following vote to wit:
AYE : Councilmembers: GARCIA, GARCIA, MARTINEZ, MORASCO, WHITE NOES : Councilmembers: NONE ABSENT : Councilmembers: NONE
APPROVED:
DANE WHITE, Mayor of the City of Escondido, California ATTEST: ZACK BECK, City Clerk of the
City of Escondido, California RESOLUTION NO. 2023-19
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~
DocuSigned by:
'1),-,,e, 1A//wte,
19FFE5D88C38409 ...
Request for Proclamation or Certificate of Recognition
Before submitting your request, please review these Guidelines
Requests for proclamations or certificates of recognition to be presented at an event or Council
meeting are provided to the Mayor for approval. All requests should be sent four to three weeks
in advance of the event.
Please provide the following information to the City Clerk’s Office:
•Contact information (name, email, phone, mailing address) of the person submitting the
request
•Date of the event
•Name and title of the person accepting the proclamation
•Proclamation verbiage*
*We reserve the right to edit for content and length.
When Choosing Between a Proclamation and Certificate of Recognition:
A Proclamation is a document that dedicates a day, week or month in the City of La Mesa to honor a special event, cause or purpose
•Requests must include several (6-8) one sentence factual statements about important
things the organization/individual has done throughout its history, highlights, facts, etc.
and why this day, week or month should be proclaimed
A Certificate of Recognition is a certificate used for events such as grand openings, ribbon
cuttings, retirements, special birthdays, anniversaries, general recognition earned by a citizen of
the City of La Mesa (such as graduations, Eagle Scout, championships, volunteerism, etc.)
•Birthday Recognition – recipient must be celebrating +80 years and be a resident of La
Mesa
•Wedding Anniversaries – the recipients must be celebrating 50 or more years and
residents of La Mesa
Submitting a Request
All requests should be addressed to:
City Clerk’s Office
8130 Allison Avenue
La Mesa, CA 91942
cityclrk@cityoflamesa.us
•Please allow up to 10 business days for consideration and processing of your
proclamation or certificate of recognition
Aug. 29, 2023 Item #8 Page 29 of 42
:/7l: '\ CITY OF --·-, LAMESA
JEWEL of the HILLS
•If the proclamation or certificate of recognition is not being presented at a Council
meeting or at an event by the Mayor or a Councilmember then you will be able to pick up
the finished proclamation or certificate of recognition at La Mesa City Hall (8130 Allison
Ave., La Mesa 91942)
The Mayor reserves the right to decline any request for proclamation or certificate of
recognition, as well as the right to make exceptions to the guideline procedures.
Aug. 29, 2023 Item #8 Page 30 of 42
--
Proclamation and Certificate of Recognition
Guidelines
Pursuant to LMCC § 2.12.065, Proclamations shall be reserved for those activities, events
or declarations which are made on behalf of the citizens of the city.
Proclamations and Certificates of Recognition may be issued for:
•Public awareness
•Charitable fundraising campaigns
•Non-profit organizations
•Arts and cultural celebrations
•Celebrating anniversaries of longtime businesses
•Special honors, determined by Mayor
Proclamations and Certificates of Recognition will not be issued for:
•Matters of political or religious nature
•Events or organizations with no direct relationship to the City of La Mesa
•Campaigns or events contrary to City policies
Additionally:
•The Mayor reserves the right to approve or decline any proclamation or certificate of
recognition request and to edit the drafted material for final wording.
•A certificate of recognition is an alternative where the criteria for a proclamation are not
met.
Aug. 29, 2023 Item #8 Page 31 of 42
,q7~ ~ CITYOF ·~ LAMESA
JEWEL of the HILLS
WHEREAS, May 11th, 2017 is observed as National Twilight Zone Day, that mysterious day
highlighted with eerie background music and unexplainable occurrences; and
WHEREAS, the television show The Twilight Zone was created, written and narrated by Rod Sterling;
and
WHEREAS, The Twilight Zone premiered on October 1, 1959 and ran for five seasons with its last
episode airing in 1964; and
WHEREAS, in the show ordinary people find themselves in extraordinarily astounding situations,
which they each try to solve in a remarkable manner; and
WHEREAS, The Twilight Zone introduced many Americans to common science fiction and fantasy
tropes;
WHEREAS, the success of The Twilight Zone series led to a Disneyland attraction, feature film, a
radio series, a comic book, a magazine, and various other spin-offs that spanned five decades,
including two revival televisions series; and
NOW, THEREFORE, I, Mayor of the City of La Mesa, and the entire City Council, do hereby
proclaim the 11th day of May, 2017 as
NATIONAL TWILIGHT ZONE DAY
in the City of La Mesa and call upon all citizens to watch The Twilight Zone, a show that crafted
stories that, at their core, spread ideas which resonate with any person of any generation.
IN WITNESS WHEREOF, we have hereunto set our hands and caused the official seal of the
City of La Mesa to be affixed this 11th day of May 2017.
______________________________
Mayor
______________________________
Vice Mayor
______________________________
Councilmember
______________________________
Councilmember
______________________________
Councilmember
Aug. 29, 2023 Item #8 Page 32 of 42
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Aug. 29, 2023 Item #8 Page 33 of 42
CITY OF LA MESA
CERTIFICATE OF CONGRATULATIONS
to
JOHN DOE
on the occasion of his 90th Birthday
It is a great mark of distinction to reach this milestone in
your life. May you see many more years of happiness and joy.
IN WITNESS WHEREOF, we have hereunto set our hands and
caused the official seal of the City of La Mesa to be affixed this
18th day of September 2017.
_____________________________ Mayor
_____________________________
Vice Mayor
_____________________________
Councilmember _____________________________ Councilmember
_____________________________
Councilmember
Aug. 29, 2023 Item #8 Page 34 of 42
“Best Climate On Earth”
Proclamation Request &
Recognition Information sheet
The Mayor and City Council are pleased to issue officiation proclamations/recognitions from the City of
Lemon Grove to honor or recognize a person or an event that reflects special occasions or outstanding
accomplishments in the lives of Lemon Grove residents. The Mayor and City Council's issuance of a
proclamation/recognition does not constitute an endorsement.
Before submitting your request, please review the guidelines following this information
sheet.
To Request a City Proclamation
1. Please send your desired wording highlighting the special occasion or outstanding
accomplishment that you would like the Mayor to recognize.
2. Mail (3232 Main St. Lemon Grove, CA 91945) or e-mail the wording to Cassandra Mendenhall at
cmendenenhall@lemongrove.ca.gov. All proclamations/recognitions are subject to editing.
3. Please note, all proclamations must fit on one page.
4. Proclamation request must be submitted 10 days prior to the event/celebration.
To Request a Certificate of Recognition
1. Please provide Certificate of Recognition information, for example: what the awardee is being
honored for (provide additional information highlighting the special occasion or outstanding
accomplishment that you would like the Mayor to recognize.)
2. Mail (3232 Main St. Lemon Grove, CA 91945) or e-mail the wording to Cassandra Mendenhall at
cmendenenhall@lemongrove.ca.gov. All recognitions are subject to editing.
3. Please note, all recognitions must fit on one page.
4. Recognitions request must be submitted 10 days prior to the event/celebration.
What to Expect
We will use your suggested wording to prepare the proclamation/recognition.
Please allow up to 10 business days for consideration and processing of your
proclamation/recognition request.
You will be able to pick up the finished proclamation/recognition at Lemon Grove City Hall.
If your request does not meet the guidelines or we are unable to provide a
proclamation/recognition, the City Council's Office can provide a congratulatory letter as an
alternative.
The City Council’s Office reserves the right to decline any request for a proclamation/recognition, as well
as the right to make exceptions to the guideline procedures.
Aug. 29, 2023 Item #8 Page 35 of 42
“Best Climate On Earth”
City of Lemon Grove Proclamation &
Recognition Guidelines
Proclamations/recognitions are official ceremonial documents signed by the Mayor and issued
for:
Public Awareness.
Charitable fundraising campaigns.
Arts and Cultural celebrants.
Special Honors.
Proclamations/recognitions will NOT be issued for:
Matters of political controversy, ideological or religious beliefs, or individual conviction.
Events or organizations with no direct relationship to the City of Lemon Grove.
Campaigns or events contrary to City of Lemon Grove.
Other:
The City Council’s Office reserves the right to modify or deny any proclamation.
Events or organizations with no direct relationship to the City of Lemon Grove.
Request must be submitted at least 10 working days prior to event/celebration.
Contact:
Cassandra Mendenhall
City Manager’s Department
P. 619-825-3819
E. cmendenhall@lemongrove.ca.gov
Aug. 29, 2023 Item #8 Page 36 of 42
CITY COUNCIL POLICY
CITY OF NATIONAL CITY
AMENDED: October 5, 2021 ADOPTED: December 13, 1983
POLICY #104 TITLE: Rules of Procedure and Order for City Council Meetings
pursuant to Section 54957.9.
4.Violation of California State Law: A person or persons who willfully and
intentionally impair or impede the conduct of a City Council meeting by violatingthese Rules of Procedure and Order may be prosecuted under California Penal
Code section 403, California Elections Code section 18340, or any other applicableState law for disturbing a public meeting.
XIV.PROCEDURAL MATTERS
A.City Council Seating Arrangement: The seating arrangement of Councilmembers on
the dais is at the prerogative of the Mayor. ·
B.Signing of Meeting Documents: The Presiding Officer shall sign all ordinances,
resolutions, contracts, and other documents necessitating official signature whichwere adopted in their presence, unless unavailable, in which case the signature of
the Vice-Mayor may be used.
C.Copy of Recordings: The public may obtain from the City Clerk a copy, at cost, of
an existing recording made by the legislative body of its public sessions.
D.Ceremonial Matters: There are several different types of action the City Council
may take to provide recognition or express appreciation:
1.Certifications of Appreciation or Recognition: Commendations are typically issued
to acknowledge the activities of a person or organization.
2.Proclamations: Public announcements directing attention to a person,
organization, event, or cause. Proclamations will be issued subject to the policy
described below.
E.Proclamations: It is the policy of the City Council to issue proclamations for certainindividuals, organizations, events, or causes, when such a proclamation positivelyimpacts the community and conveys an affirmative message to residents.
1.Discretion should be used in determining whether or not to issue a proclamation.
Proclamations that are political in nature, are controversial, or that likely would not
enjoy a high level of community interest and support, are discouraged.
2.It is the policy of the City Council to process requests for proclamations in the following
manner:
Page 21 of 26Aug. 29, 2023 Item #8 Page 37 of 42
CITY COUNCIL POLICY
CITY OF NATIONAL CITY
AMENDED: October 5, 2021
ADOPTED: December 13, 1983
POLICY #104 TITLE: Rules of Procedure and Order for City Council Meetings
a. Requests for proclamations will be made through the Mayor's Office;
b. If the Mayor determines that the proclamation request is consistent with the policy stated above, the Mayor will direct his or her staff member to prepare
the proclamation and the proclamation will be issued.
c. Upon receipt of the draft proclamation language, the Mayor will direct the
City Manager to place the item on a meeting agenda depending on the
nature and time-sensitive nature of the request. XV. SOCIAL MEDIA
With the ever-growing use of social media, the City Council and City staff should be aware that
comments, statements, opinions, etc. are still subject to the same restrictions identified in the California Government Code, including but not limited to (the Brown Act and the Public Records
Act). While the City of National City strives to maintain community involvement and
transparency in its government functions, certain State and local laws must be considered and kept in mind while using social media platforms. Social media platforms such as Facebook,
Twitter, and· others can be viewed by other people including other Councilmembers.
Councilmembers are encouraged to check the information they provide for accuracy.
Multiple Councilmembers cannot comment on the same conversation, as that can create a
"serial meeting" of the City Council and is a direct violation of the Brown Act. If Councilmembers communicate on social media about "City business", as defined in City
Administrative Policy No. 02.06, any such communication may be released to the public upon
request.
Councilmembers should refrain from stating personal opinions on matters being brought
before the City Council including, but not limited to: personal opinions on topics, declarations on how an official intends to vote for an item, debating with citizens on items, or presentation
of the Councilmember's argument in support or opposition of an item, as those could be considered violations of the Brown Act, which can result in criminal and civil liabilities for the official.
Councilmembers should always maintain professionalism and common courtesy in posts and
comments when commenting in their official capacity and should remain neutral in postings
to prevent the interpretation that a decision has already been made outside of an open meeting, in violation of the Brown Act. Councilmembers should also be aware that there is
inherent personal civil liability risk on all comments they make outside of official meetings.
For example, if a Councilmember "blocks" a social media user, or deletes a comment from a
Page 22 of 26Aug. 29, 2023 Item #8 Page 38 of 42
8/4/23, 3:58 PM Proclamation Request & Recognition | City of Vista
https://www.cityofvista.com/city-hall/city-council/proclamation-request 1/1
PROCLAMATION REQUEST & RECOGNITION
The Mayor and City Council are pleased to issue officiation proclamations from the City of Vista to honor or recognize a person or an event that
reflects special occasions or outstanding accomplishments in the lives of Vista residents per the Vista City Council Policy. The Mayor and City
Council's issuance of a proclamation does not constitute an endorsement.
Before submitting your request, please review these Guidelines.
To Request A City Proclamation
1. Please send your desired wording highlighting the special occasion or outstanding accomplishment that you would like the Mayor to
recognize. (View a sample proclamation -Individual or sample proclamation - Organization, to get a sense of the language you might use).
2. Mail (200 Civic Center Drive, Vista, CA 92084) or e-mail the wording (you can use this fillable form) to Doris Calvo at
dcalvo@cityofvista.com. All proclamations are subject to editing.
3. Please note, all proclamations must fit on one page.
What To Expect
We will use your suggested wording to prepare the proclamation.
Please allow up to 10 business days for consideration and processing of your proclamation request.
You will be able to pick up the finished proclamation at the Vista Civic Center.
If your request does not meet the guidelines or we are unable to provide a proclamation, the City Council's Office can provide a
congratulatory letter as an alternative.
The City Council’s Office reserves the right to decline any request for a proclamation, as well as the right to make exceptions to the guideline
procedures.
Contact
City Council Office
P: 760.639.6130
E: dcalvo@cityofvista.com
Aug. 29, 2023 Item #8 Page 39 of 42
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Aug. 29, 2023 Item #8 Page 40 of 42
200-02
PURPOSE
Vista City Council Policy
RECOGNITION PROTOCOL
To establish standards for the use and distribution of recognition items
(resolutions, proclamations, letters of appreciation, and other official
memorabilia).
POLICY
1. Informal Letters of Appreciation: This is a letter on City letterhead
signed by the Mayor or an individual Councilmember in appreciation of a
person's or company's efforts.
2. Formal Letters of Appreciation: This document enables the City
Council to thank the recipient for a specific act such as chairing a special
event, making a significant contribution, donating something of value to
the community, or a retiring or leaving employee of the City. These letters
may be signed in advance by all Councilmembers.
3. Proclamations: These documents should be reserved for those whose
service is well known in the community over a period of time, and shall
also be signed by all Councilmembers. Examples include recognizing the
president of a civic or charitable organization or an Eagle Scout recipient.
4. Resolutions: This form is signed by all of the Councilmembers . Among
other official uses, resolutions may be used to relay official positions on
legislative issues, to honor a local recipient of a prestigious award , and to
show support or opposition on an issue or to provide the highest
recognition to an individual.
5. City Memorabilia: Presentation of City Memorabilia containing the City
seal is the highest award or gift the City can present to someone. The
determination on whether or not to issue memorabilia rests jointly with the
Mayor and City Manager, and should be made in anticipation of the whole
City Council's full support, the exception being retiring City employees, for
which this is a standard practice.
The presentation of any of these items will be made primarily by the Mayor. If
the Mayor is unavailable, the responsibility will fall to the Deputy Mayor, then to
the other Councilmembers by seniority.
200-02 (1)
Aug. 29, 2023 Item #8 Page 41 of 42
Vista City Council Policy
HISTORY
Adopted May 23, 1983.
Amended December 12, 1983.
Amended February 12, 2002, City Council Resolution No . 2002-37.
Amended August 25, 2015.
200-02 (2)
City of Vista Proclamation Guidelines
Proclamations are ceremonial documents signed by the Mayor and City Council and issued for:
Public Awareness.
Charitable fundraising campaigns.
Arts and cultural celebrations.
Special honors.
Proclamations will not be issued for:
Matters of political controversy, ideological or religious beliefs, or individual conviction.
Events or organizations with no direct relationship to the City of Vista.
Campaigns or events contrary to Vista policies.
Other:
The City Council’s Office reserves the right to modify or deny any proclamation
Events or organizations with no direct relationship to the City of Vista.
Contact:
The City Council’s Office
P: 760.639.6130
E: Dcalvo@cityofvista.com
Aug. 29, 2023 Item #8 Page 42 of 42
Tammy Cloud-McMinn
From:
Sent:
To:
Cc:
Subject:
Dear Mayor and City Council,·
Stephanie Wells <ms.sicily@gmail.com>
Tuesday, August 29, 2023 11 :05 AM
City Clerk
All Receive -Agenda Item# &
For the Information of the:
CITY COUNCIL
Datef/m/~ CA v CC ...::_
CM ✓ACM /' DCM (3) _t::::.
Keith Blackburn; Priya Bhat-Patel; Teresa Acosta; Carolyn Luna; Melanie Burkholder
8. CITY COUNCIL POLICY STATEMENT -CITY COUNCIL PROCLAMATIONS
I am writing to advocate for retaining proclamation presentations at the start of every council meeting. These
ceremonies serve as a platform for residents to raise public awareness, endorse arts and cultural festivities,
and shine a light on the special causes of our city. Consolidating these moments into a separate event would
diminish their significance and potentially undermine the value this advocacy brings to our community.
I concur with the notion of restricting the quantity and length of repetitive proclamations, aiming instead to
accentuate new voices and issues that are pertinent concerns within our city and constituents.
Sincerely,
Stephanie Wells
92008, D1
CAUTION: Do not open attachments or click on links unless you reco nize the sender and know the content i
1
Sheila Cobian, Legislative & Constituent Services Director
Aug. 29, 2023
City Council Policy Statement:
City Council Proclamations
1
{ City of
Carlsbad
PROPOSED ACTION
•Consider options
•Adopt a resolution approving City Council
Policy Statement –City Council
Proclamations, Certificates of Recognition
and Congratulatory Letters
ITEM 8: CITY COUNCIL
PROCLAMATIONS
2
{ City of
Carlsbad
BACKGROUND
Minute Motion:
•June 1, 2023
•Directed staff to return with options for a
City Council discussion regarding city
proclamations
ITEM 8: CITY COUNCIL
PROCLAMATIONS
3
{ City of
Carlsbad
RECOMMENDATIONS
Requests for Issuance of a Proclamation
Presentation of Proclamations
Certificates of Recognition and
Congratulatory Letters
ITEM 8: CITY COUNCIL
PROCLAMATIONS
4
( City of
Carlsbad
DISCUSSION
Does the City Council wish to:
•Present proclamations outside of the regular City Council
meeting as a ceremonial gathering?
•Limit the number of proclamations presented at the
ceremonial gathering to be held each month?
•Set a schedule for the ceremonial gatherings?
ITEM 8: CITY COUNCIL
PROCLAMATIONS
5
{ City of
Carlsbad
DISCUSSION
•How many ceremonial gatherings does the City Council
wish to hold a month?
•If there is a conflict with a closed session of the City
Council, should the ceremonial gathering be rescheduled
to the following week, or moved to an earlier time the
same day?
ITEM 8: CITY COUNCIL
PROCLAMATIONS
6
{ City of
Carlsbad
PROPOSED ACTION
•Consider options
•Adopt a resolution approving City Council
Policy Statement –City Council
Proclamations, Certificates of Recognition
and Congratulatory Letters
ITEM 8: CITY COUNCIL
PROCLAMATIONS
7
{ City of
Carlsbad
QUESTIONS?
ITEM 8: CITY COUNCIL
PROCLAMATIONS
8
{ City of
Carlsbad