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September 23, 2025
ITEM TITLE
Council Policies: Consider Revising and Adopting Council Policies on City Seal and Logo Use; Special Orders, Proclamations, and Certificates of Recognition; and Vending Machines in City Facilities; and Discuss Plaques-Dedication, and Special Events
Report Number: 25-0242
Location: No specific geographic location
Department: City Manager and City Attorney
G.C. § 84308 Regulations Apply: No
Environmental Notice : The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines. Therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Recommended Action
1) Adopt of the resolution revising Council Policies 100-01 City Identification Program: Use of Seal and Logo; 111-02 Council Presentations : Special Orders of the Day, Proclamations, and Certificates of Recognition; and 840-04 Public Vending Machines in City Facilities 2) Discuss and provide feedback on Council Policy 100 -02 Plaques – Dedication, and 102 -07 Special Events: Sponsorship, Endorsement, and Support
SUMMARY
Adoption of the resolution revises Council Policies 100-01 City Identification Program: Use of Seal and Logo, 111-02 Council Presentations: Special Orders of the Day, Proclamations, and Certificates of Recognition, and 840-04 Public Vending Machines in City Facilities.
Following the discussion and feedback from the City Council on Council Policy 100-02 Plaques – Dedication and 102-07 Special Events: Sponsorship, Endorsement, and Support, staff will return with possible proposed revisions for consideration.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under P a g e | 2
Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment.
Therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA.
BOARD/COMMISSION/COMMITTEE RECOMMENDATION
Not applicable.
DISCUSSION
Progress continues on the comprehensive review of approximately 160 policies adopted by the City Council since 1962. These policies serve as the official description of a City procedure, policy, or practice. A policy may derive from an ordinance, resolution, administrative regulation, or department policy.
In fall of 2022, the City Manager initiated a review of City Council policies to identify policies for revision or recission, or any new policies that the City Council should consider for adoption. In the spring of 2024, a workgroup including staff from the City Manager, City Clerk, and City Attorney departments was formed to coordinate this effort.
In November 2024, the City Council adopted changes to three policies and rescinded four policies. In May 2025, the City Council adopted changes to three policies and rescinded twelve policies. On August 09, 2025, the City Council adopted one new policy. Following another policy review, the City Council is asked to consider revising three policies and provide feedback on two policies.
City Council Policies Recommended for Revision
1. 100-01 City Identification Program: Use of Seal and Logo Policy 100-01 City Identification Program: Use of Seal and Logo was established to provide guidelines for implementing the City identification program and consistent uses of the official lo gos and seal. The policy was last updated in 2005. Given operational changes in the last twenty years and the need to clarify that, in accordance with state and local law, the City Clerk serves as the custodian of the City seal, updates to the policy are n ecessary to ensure the continued integrity of the City’s identification program. Proposed revisions are provided in Attachment 1.
Recommended Changes:
Add reference to the City Clerk being the custodian of the City seal, pursuant to California Government Code section 40801 and Chula Vista Charter section 502. Detail authorized and prohibited uses of the City seal, alterations to the seal, and a process for exceptions to the seal’s use.
Detail authorized and prohibited uses of the City logos. Update the policy regarding copyright protection of the logos and seal.
2. 111-02 Council Presentations: Special Orders of the Day, Proclamations, and Certificates of Recognition
Policy 111 -02 Council Presentations : Special Orders of the Day, Proclamations, and Certificates of Recognition, originally effective October 9, 1973 establishes a formal process for placement of items by City P a g e | 3
Councilmembers under “Special Orders of the Day” that ensures efficient scheduling and distribution of items on City Council Meeting agendas and establishes the authority, criteria, and procedure for the issuance of proclamations and certificates of recognition. This policy was most recently updated in April 2025. Updates to the policy are recommended for removal of ambiguity and to clarify procedures consistent with the intent of the policy. Proposed revisions are provided in Attachment 3.
Recommended Changes:
Clarify that proclamations and certificates of recognition may only be presented by City officials or their staff.
Clarify basis for denial of request to issue proclamations. Clarify process to notify the City Clerk for documentation of intent to present proclamations. Add time frame for exclusive ability to issue a proclamation. Clean-up and clarify language throughout.
3. 840-04 Public Vending Machines in City Facilities
Policy 840 -04 Public Vending Machines in City Facilities, originally adopted May 23, 2006, outlines the nutritional standards for the food and drinks that are appr opriate for vending to the public at City of Chula Vista facilities and set guidelines for vendors to stock machines. The Policy requires all vending machines in City-owned facilities to meet state nutritional standards and provide healthier food and bever age options, particularly in spaces serving children, seniors, and other community members. In 2016, through the Healthy Chula Vista Action Plan, staff identified that the City’s vending contractor was not in compliance, and over the next year solicited new operators, ultimately requiring two separate contracts to service the City’s thirty- eight machines. In recent years, however, contractors have been increasingly unresponsive to malfunctions, maintenance, and restocking, leading the City to issue RFP No. P22-2024 in February 2024. Compass Group USA, Inc., through its Canteen Division, was selected as the most qualified and entered into Agreement No. 2024-267, effective October 1, 2024, through September 30, 2027, with two optional one -year extensions through 2029. While Canteen’s “Choice Plus” line of healthy alternatives aligns with the Policy, case studies at Kaiser, Scripps, and UCSD showed that requiring 100% healthy vending results in higher waste rates and consumer dissatisfaction; as such, a balanced approach is recommended. Since implementation, Canteen has maintained a 1.2% waste rate, well below the 2.4% threshold. On March 13, 2025, proposed revisions to Council Policy 840-04 were presented to the Health, Wellness, and Aging Commission for public comment and advisory recommendation to City Council. Proposed revisions are provided in Attachment 4.
Recommended Changes:
Amended the Beverage Standards to have 50% of all beverages in each vending machines to meet Choice Plus standards.
Amended the Snack Standards to have 50% of all snacks and foods in each vending machines to meet Choice Plus standards.
Clean-up and clarify language throughout.
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City Council Policy for Discussion
1. 100-02 Plaques - Dedication
At a Council meeting held February 20, 1996, the City Council concurred that there should be a Council Policy regarding dedication plaques for major projects. The policy states that the current serving elected officials, appropriate board/commission members, and staff at the time of dedication are to be listed on plaques for major projects. When a plaque is to be prepared staff will provide an informational memo to Council. If Council wants to consider an exception to the policy, the item can be agendized. Staff is requesting a discussion and feedback on any possible revisions to the Council Policy provided as Attachment 5.
2. 102-07 Special Events: Sponsorship, Endorsement, and Support The purpose of the City of Chula Vista’s sponsorship of special events is to enhance the vitality, quality of life, community engagement and economic prosperity of Chula Vista through the support of large -scale special events held within the City. Staff is requesting a discussion and feedback on any possible revisions to the Council Policy and will return to Council with any changes and a Special Events Guide for adoption at a future meeting. Proposed revisions are provided in Attachment 6.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of the City Councilmembers do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act (Cal. Gov't Code § 87100, et seq.).
Staff is not independently aware, and has not been informed by any City Councilmember, of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
There is no current-year fiscal impact as a result of this action.
ONGOING FISCAL IMPACT
There is no ongoing fiscal impact as a result of this action.
ATTACHMENTS
1. Policy 100-01: City Identification Program: Use of Seal and Logo – Proposed Revisions
2. City of Chula Vista Graphic Standards Handbook – Using the Logo Properly
3. Policy 111-02 Council Presentations: Special Orders of the Day, Proclamations, and Certificates of Recognition
4. Policy 840-04: Public Vending Machines in City Facilities – Proposed Revisions
5. Policy 100-02: Plaques – Dedication
6. Policy 102-07 Special Events: Sponsorship, Endorsement, and Support
7. City of Chula Vista Special Events List
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Staff Contact: Marco Verdugo, City Attorney
Courtney Chase, Deputy City Manager
Lois Yum, Special Projects Manager
Kerry Bigelow, City Clerk
Stacey Kurz, Director of Housing and Homeless Services
Joy Whatley, Director of Library Services