REPORT TO COUNCIL
SUBJECT
Title
Action on Recommendation from Governance and Ethics Committee to Amend Council Policy 020 ("Proclamations, Commendations and Certificates of Recognition") to update the definitions and process for issuing proclamations, commendations and certificates of recognition.
Report
BACKGROUND
Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”) (Attachment 1) provides guidelines to identify the authority, criteria, and procedure for the recognition of individuals, groups, organizations, businesses, special periods of observance, or special occasions through the issuance of proclamations, commendations, or certificates of recognition.
At the March 4, 2024 Governance and Ethics Committee meeting, staff presented information and background on Council Policy 020 ("Proclamations, Commendations and Certificates of Recognition") for review and discussion as requested by the Committee. Staff provided a benchmark and summary of policies and procedures for ceremonial recognition in place for neighboring cities as part of the report to Council (Attachment 2). Overall, the benchmark of other cities identified the Mayor as designated to authorize proclamations and City Councilmembers were able to make their requests to the Mayor. For example, the City of San José includes signatures of all City Councilmembers for commendations. For proclamations, only the Mayor’s signature is required, however there are instances when all City Councilmembers sign proclamations.
At the June 3, 2024 Governance and Ethics Committee meeting, staff returned with proposed revisions to Council Policy 020 based on Committee input from the March meeting. After a discussion on the options presented, the Committee approved the staff’s recommendation for amendments for Council Policy 020 and directed staff to forward to the City Council for consideration.
In addition, the Committee directed staff to return to a future Committee meeting to continue discussions on amending “Mayoral Certificates of Recognition”. The request was to consider the addition of the District Councilmember’s signature, in addition to the Mayor’s signature. This item will be placed on the agenda for the next Governance and Ethics Committee meeting.
DISCUSSION
Based on the City Charter, the Mayor is the presiding officer and the official head of the City for all ceremonial purposes. Consistent with this, over the years, the Mayor has presided over City ceremonial functions, and maintained approval authority over ceremonial proclamations and recognition. Council Policy 020 states all proclamations, commendations, and certificates of recognition may be requested by the Mayor, a City Councilmember, or members of the public and shall be approved by the Mayor.
The proposed amendments to Council Policy 020 (Attachment 3) recognize this by maintaining a process whereby the Mayor approves all City proclamations, commendations, and certificates of recognition (citywide and at the district level). The amendments also include revisions to the definitions and criteria, which clarify the intended purpose for the issuance of these types of recognition.
Alternatively, the proposed amendments include a process for a City Councilmember to request approval of their proposed proclamation, commendation, or certificate of recognition by the full City Council, if the Mayor elects not to authorize it. This is in alignment with the current Council’s Policy 030 (Attachment 4).
Proposed Amendments to Council Policy 020
As approved and recommended by the Governance and Ethics Committee, the proposed amendments to Council Policy 020 include the following, which are shown in Table 1 below:
1. Revised Definition for Proclamations: The amended policy revises the definition of proclamations to “Proclamations are issued to give City recognition of special periods of observance (e.g., days, weeks, or months), civic celebrations, or local, community, regional, state, or national occasions or programs with significance to the City of Santa Clara.”
a. The revision removes previous references in the policy which stated, “Proclamations are for issues or actions.” Staff recommends removing “issues and actions”, as these are considered positions made on issues or taking an action on a position, which should be reviewed and implemented through the Legislative Advocacy Position Policy or through a Citywide Resolution process.
2. City Council District Certificate of Recognition: The proposed amendment includes the addition of “City Council District Certificates of Recognition”. Members of the City Council may request to issue this certificate on behalf of the City, with approval by the Mayor to acknowledge individuals or group achievement, contributions to the community within the City Council District. The certificate shall bear the signatures of both the Mayor and the City Councilmember requesting the recognition.
a. If the Mayor chooses to opt out of approval and including their signature, the City Councilmember will need to issue a petition through the Council Policy 030 process to seek approval by the full City Council to issue the certificate.
3. Signatures on Proclamations and Commendations: The proposed amendment will include digital signatures of the Mayor and all City Councilmembers on all proclamations and commendations. This shall be an automatic step as part of the standard template. A member of the City Council may request their signature not appear on a specific proclamation by contacting staff before it is issued.
4. Annual List of Proclamations: The proposed amendment includes a process whereby the City Council would approve an annual list of routine proclamations that will bear the signatures of the full City Council.
a. For any proclamations which are not part of the approved annual list, these proclamations will be provided by staff to the City Council to inform the Council.
The sample templates for Proclamations, Commendations, Mayoral Certificate of Recognition and City Council Certificate of Recognition are included in this report (Attachment 5).
Table 1 - Summary of Council Policy 020
(Proposed changes to the policy are shown italicized)
|
|
Proclamations |
Commendations |
Mayoral Certificates of Recognition |
City Council District Certificate of Recognition |
|
Requested by |
Any member of public or Mayor/ Councilmember |
Any member of public or Mayor/Councilmember |
Any member of public or Mayor/Councilmember |
Councilmember |
|
Approved by |
Mayor |
Mayor |
Mayor |
Mayor |
|
Signatures |
Mayor and City Council |
Mayor and City Council |
Mayor (Continued discussion on signatures at future Governance and Ethics Committee meeting) |
Mayor and City Councilmember |
|
Definition |
Proclamations are issued to give City recognition of issues, actions or special periods of observance (e.g., days, weeks, or months), civic celebrations, or local, community, regional, state, or national occasions or programs with significance to the City of Santa Clara. |
Commendations are issued to individuals, groups, organizations, businesses, or programs of significance with a connection to the City for major milestones or achievements that have community-wide significance. Also issued to employees retired from the City of Santa Clara or Santa Clara Unified School District for 20 years or more of service or who have made significant contributions. |
Mayoral Certificates of Recognition are issued to individuals, groups, organizations, businesses, or programs with a connection to the City for individual or group achievement, or contributions to the Santa Clara community. |
City Council District Certificates of Recognition are issued to individuals, groups, organizations, businesses, or programs with a connection to the City for individual or group achievement, or contributions to the City Council district. |
In summary, the Governance and Ethics Committee recommendation includes the following proposed amendments:
1. Revises the definition for Proclamations to remove categories for issues or actions
2. If the Mayor does not approve a request for a proposed proclamation, commendation, or certificate of recognition, the City Councilmember may petition for Council approval though Council Policy 030 to the full City Council
3. Adds City Council District Certificates of Recognition which will be signed by the Mayor and the City Councilmember
4. Revises Proclamations and Commendations to include the signatures of all members of the City Council, in addition to the Mayor
5. Provides an approved annual list of Proclamations and Commendations and requires notification of new items to the City Council
At this meeting, the City Council shall discuss the proposed recommendations from the Governance and Ethics Committee to approve the amendments through Resolution (Attachment 6).
ENVIRONMENTAL REVIEW
This is an information report only and no action is being taken by the City Council and no environmental review under the California Environmental Quality Act (“CEQA”) is required.
FISCAL IMPACT
There is no fiscal impact to the City other than staff time.
COORDINATION
This report was coordinated with the City Manager’s Office and the City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the City Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve Recommendations from Governance and Ethics Committee and adopt a resolution to amend Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”) ") to update the definitions and process for issuing proclamations, commendations and certificates of recognition.
Staff
Reviewed by: Maria Le, Assistant to the City Manager, City Manager’s Office
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”)
2. March 4, 2024 Report to Governance and Ethics Committee (RTC 24-24)
3. Proposed Amended Council Policy 020 (“Proclamations, Commendations and Certificates of Recognition”)
4. Council Policy 030 (“Adding an Item on the Agenda”)
5. Sample templates for Proclamations, Commendations, and Certificates of Recognition
6. Draft Resolution