AGENDA
ITEM
11 CALEXICO
AGENDA
CALEXICO California ITEM
LAL COUNTY• WHERE CALIFORNIA AND MEXICO MEET
CITY COUNCIL
AGENDA STAFF REPORT
DATE: March 4, 2026
TO: Mayor and City Council
APPROVED BY: Benjamin Martinez, City Manager
PREPARED BY: Veronica Luna-Alvarado, City Clerk
SUBJECT: Adopt Revised Policy and Procedures for Ceremonial Documents ===== ===
Recommendation:
Adopt revised Policy and Procedures for Ceremonial Documents.
Background:
The City Council adopted the Policy and Procedures for Ceremonial Documents on November 4, 2020, addressing the absence of a formal written policy in Calexico. This policy was established to better manage the time staff spent preparing and responding to ceremonial document requests, ensuring that adequate time was available to prepare these recognitions.
Discussion and Analysis:
Both Councilmember Tylenda and Councilmember Nuricumbo have indicated that the current requirement of forty-five (45) calendar days to submit these requests is excessive. The revised policy shortens the submission window to ten (10) calendar days, and no additional modifications are being proposed at this time.
Fiscal Impact:
None.
Coordinated With:
City Manager
City Attorney
Attachments):
1. Policy and Procedures for Ceremonial Documents
ATTACHMENT NO. 1
Policy and Procedures for Ceremonial Documents
Adopted by City Council on
PURPOSE
The purpose of this policy is to establish guidelines and criteria and procedures for the issuance of eremonial documents including proclamations, awards, certificates and appreciation/recognitions elebrations, remembrances and Key to the City, mayoral recognitions, special recognition of individuals groups, organizations or events for their performance in accordance with this policy.
POLICY
This policy is intended to honor, celebrate or raise awareness of individuals and events significant to the City. The City Council may recognize and honor noteworthy residents, organizations, businesses, visitors, or events for their special contribution and/or service to the community.
A. Requests for Recognition Criteria:
The City of Calexico will consider a request for proclamations, certificates of appreciation/recognitions, celebrations, remembrances and mayoral recognitions, special recognition of individuals, groups, organizations or events for their performance, as long as the request has some type of local relevance and/or promotes activities taking place in the City of Calexico. All requests are subject to approval by and prepared on behalf of the Mayor and Council. The general criteria for the issuance of these types of recognition are:
• Issues with widespread community interest or concern and public awareness with a primary emphasis on requests that are in support of City Council goals and objectives. • Recognition of a local, civic organization, non-profit organizations, group or individual achieving outstanding or significant accomplishments.
• Acknowledgment of significant events or celebrations.
B. Ceremonial Documents:
1. Certificates/Awards
Certificates of Appreciation/Recognition may be issued for the following (not an exhaustive list):
• Heroism
• Eagle Scout achievement
School or sports groups achievements
• Non-profit corporations
Retirements
• Individuals or groups who have made significant contributions to the community Information required: A summary of the achievement or an overview of the years of service or specific contribution to the community.
2. Proclamations
Proclamations are reserved for honoring outstanding individuals and organizations who have made a significant contribution to the community. Proclamations shall not be issued for for-profit enterprises, political or religious purposes. Administration of proclamations is reserved for the Mayor as part of his/her ceremonial responsibilities. The Mayor may delegate the presentation of proclamations to a Councilmember at his/her discretion.
Proclamations may be issued for the following:
• Give recognition to local individuals and organizations or recognize local regular and special events.
Issues with widespread community interest with a primary emphasis on requests in support of City Council's goals and objectives.
• Significant community based events.
• Significant anniversaries of City of Calexico based institutions, corporations, community partners, and non-profit organizations.
• Celebrations of Life.
• Birthdays for persons over the age of 90.
• Charitable fundraisers benefiting the citizens of Calexico. • Proclamations that are routine in nature and are for regional or statewide events/recognitions such as Parks & Recreation Month, Childhood Cancer Awareness Month, etc.
Proclamations are generally on the City Council agenda, read and presented by the Mayor and Council.
Information required: A sample proclamation, a history of the organization, individual or a description of the purpose, goals, motto or theme of the event is required to complete the proclamation. If funds are to be raised, who will benefit from the event, and what will take place during the time of celebration/recognition, including dates and times.
3. Key to the City and other types of Presentations:
The City will also, on occasion, issue other types of formal recognition, including plaques at special events, or a key to the City as determined by the Mayor. The City Manager's Office will be responsible for the coordination of these events.
C. Restrictions:
This policy prohibits supporting, promoting, or otherwise making endorsements for the following:
• For-profit businesses as an advertisement or commercial promotion Matters of political or religious nature
Event or organizations with no direct relationship to the City of Calexico • Campaigns or events contrary to City policies and mission
PROCEDURES
SUBMITTING REQUESTS
Requests from City Council Members, City Departments, residents and local organizations must be submitted to the City Clerk's Office in writing forty-five (45) calendar days ten (10) days calendar days in advance of the event or Council meeting date. All requests shall be submitted in writing using the Ceremonial Document Request form attached hereto. Submission of a request does not guarantee the issuance of a ceremonial document. The City reserves the right to modify any document submitted pursuant to this policy.
All requests must include the name and daytime phone number of the contact person and a draft of the document desired to expedite the process.
Please specify whether the document should be mailed, held for pick up, or presented at a special event or City Council meeting. Documents will be presented at special events pending the availability of the Mayor, his/her designee or other city officials to honor such requests. Presentation at a specific City Council meeting must be approved in advance by the City Manager or his/her designee.
Only one ceremonial document will be issued per event per year.
APPROVAL
All requests will go through an internal review and approval process. Requests received will be administered by the City Manager's Office and the City Clerk and approved by the Mayor. The Mayor and the City Manager's Office reserves the right to determine the appropriateness and the type of document to be issued based on the information provided by the requesting individual and/or organization.
PRESENTATION
A. Presentation of proclamation or commendation during the Council meeting are to be placed on the agenda at the Mayor's and City Manager's discretion.
B. Presentation of proclamation or commendation at events outside the City Council meetings must be approved by the Mayor and shall be presented by the Mayor or his designee.
RESPONSIBILITY
processed in accordance with this policy.
ATTACHMENTS:
1. Ceremonial Document Request Form.
CALEXICO California
COUNTY. CH WHERE CALIFORNIA AND MEXICO MEET
REQUEST FOR CEREMONIAL DOCUMENT
(Approved by City Council
CAREFULLY READ THE FOLLOWING GUIDELINES BEFORE COMPLETING THIS FORM • All requests go through an internal review and approval process. • Please submit a draft and/or background for the document requested to expedite the process. • Requested can be submitted personally, via email, fax or mail FORTY FIVE (45) TEN (10) DAYS PRIOR TO
THE EVENT
to:
City of Calexico
608 Heber Avenue
Calexico, CA 92231
Attn: City Clerk
Via email to: [email protected]
Via fax to: (760) 768-2103 - Note: After faxing, please call (760) 768-2102 to confirm receipt •One contact person per request.
•Submission of a request does not guarantee the issuance of a ceremonial document.
PLEASE PRINT LEGIBLY AFTER READING THE GUIDELINES ABOVE Contact Person: Tel. No.:_
Email Address:
Person/Organization Recognized:
Event/Occasion:
Does the person reside or is the organization located in Calexico? Will the event or occasion be held in Calexico?
Today's Date: Date of Event/Occasion:
Highlights of Person/Organization to be recognized (A biographical sketch of the individual including his/her involvement in the community, or a description of the organization and how it impacts the community is required. Please use a separate attachment if you need additional space) Please select one of the options listed below:
When my ceremonial document is completed, please contact the following for date to be placed on agenda or for pick-up: Name and Telephone #:
Or
When my ceremonial documents is completed, please mail it to the following:
Name:
Address: