CITY COUNCIL POLICIES
POLICY NAME:
COUNCIL PRESENTATIONS –
Special Orders of the Day,
Proclamations, and Certificates of
Recognition
POLICY NUMBER: 111-02
Effective Date: 10/09/1973 Last Revised Date: 04/15/2025 Status: Active Page: 1 of 4
I. BACKGROUND
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.
Proclamations may be presented during City Council Meetings under “Special Orders of the Day” and outside of City Council Meetings at the discretion of the Mayor and City Council subject to the requirements of this Policy and all other applicable laws, policies, ordinances, rules, and regulations.
II. PURPOSE
To establish a formal process for placement of items by City Councilmembers under “Special Orders of the Day” that ensures efficient scheduling and distribution of items on City Council Meeting agendas and to establish the authority, criteria, and procedure for the issuance of proclamations and certificates of recognition.
III. POLICY
Special Orders of the Day
Requests by City Councilmembers 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 the event the Mayor elects to not authorize a proposed request from the City Councilmember(s) in a reasonable timeframe, a Councilmember may request approval for a proposed proclamation to be placed under "Special Orders of the Day" by the full City Council by placing the item on
CITY COUNCIL POLICIES
POLICY NAME:
COUNCIL PRESENTATIONS –
Special Orders of the Day,
Proclamations, and Certificates of
Recognition
POLICY NUMBER: 111-02
Effective Date: 10/09/1973 Last Revised Date: 04/15/2025 Status: Active Page: 2 of 4
the agenda in accordance with Council Policy 111-04. To prevent duplicate requests under Special Orders of the Day, the first member of council to submit a request shall present the proclamation.
In addition to the Mayor's authority, the City Manager also may place items under "Special Orders of the Day" as deemed appropriate.
Proclamations
It is the policy of the City that proclamations shall be presented in accordance with the criteria below:
1. Proclamations presented during City Council Meetings shall bear the signatures of the Mayor and all City Councilmembers unless the Mayor or a Councilmember opts out of signing a proclamation.
2. Proclamations are approved by the Mayor.
3. Proclamations may be presented to acknowledge:
A. individual or group achievement and contributions to the City; B. individuals, groups, organizations, or businesses with a connection to the City for milestones or major achievements that have community-wide significance;
C. civic celebrations; or
D. local, community, regional, state, or national occasions significant to the City of Chula Vista.
4. Proclamations may only be presented by City officials or their staff.
5. Mayoral and City Council District Proclamations
A. Mayoral Proclamations. Mayoral Proclamations may be presented by the Mayor outside of a City Council Meeting and shall only bear the signature of the Mayor. i. Mayoral Proclamations may be presented to acknowledge:
a. individual or group achievement and contributions to the City; b. individuals, groups, organizations, or businesses with a connection to the City for milestones or major achievements that have community-wide significance; c. civic celebrations;
CITY COUNCIL POLICIES
POLICY NAME:
COUNCIL PRESENTATIONS –
Special Orders of the Day,
Proclamations, and Certificates of
Recognition
POLICY NUMBER: 111-02
Effective Date: 10/09/1973 Last Revised Date: 04/15/2025 Status: Active Page: 3 of 4
d. local, community, regional, state, or national occasions significant to the City of Chula Vista. ii. The Mayor shall notify the City Clerk in writing of their intent to present a proclamation.
B. City Council District Proclamations. City Councilmembers may request to present City Council District Proclamations outside of City Council Meetings on behalf of the City with approval by the Mayor. i. City Council District Proclamations may be presented to acknowledge:
a. individual or group achievement and contributions to the community within the City Council District;
b. individuals, groups, organizations, or businesses with a connection to the City Council District for milestones or major achievements that have community-wide significance; and/or c. civic celebrations.
ii. City Councilmembers shall submit requests for City Council District Proclamations to the Office of Mayor in writing at least ten days prior to the date the document is requested. Transmission of a request by email will satisfy this requirement. Requests shall include:
a. Information and/or example(s) of how the request meets the criteria outlined in this policy; b. Any background or historical information;
c. Notable qualities or characteristics of any individual or group(s) which would be honored; and d. Other information pertinent to the request.
iii. City Council District Proclamations shall bear only the signature of the District Councilmember. iv. If the request meets the above-mentioned criteria and is approved, Council staff shall prepare the document.
v. The requests for City Council District Proclamation shall be deemed approved if no response is received within ten days.
vi. In the event the Mayor elects to not authorize a proposed request from the City Councilmember(s), a Councilmember may request approval of a proposed proclamation by the full City Council by placing the item on the agenda in accordance with Council Policy 111-04. The basis for non-approval shall be failure to demonstrate compliance with Sections 5.B.i or 5.B.ii of this Policy. vii. City Councilmembers shall notify the City Clerk in writing of their intent to present the proclamation.
Certificates of Recognition
CITY COUNCIL POLICIES
POLICY NAME:
COUNCIL PRESENTATIONS –
Special Orders of the Day,
Proclamations, and Certificates of
Recognition
POLICY NUMBER: 111-02
Effective Date: 10/09/1973 Last Revised Date: 04/15/2025 Status: Active Page: 4 of 4
Certificates of recognition may be issued to recognize and honor individuals or organizations for their achievements or contributions to the City. Certificates of recognition may only be presented by City officials or their staff
Documentation
The respective official that intends to present the proclamation or presents a certificate of recognition shall notify the City Clerk in writing. The City Clerk shall maintain a centralized log tracking all proposals to issue proclamations and all proclamations and certificates of recognition submitted. All proposals to issue proclamations shall be submitted to the Mayor for approval, and to the City Clerk for documentation. The official that first submits the proposal to present a proclamation to an individual, group, organization, or business with the City Clerk shall have the exclusive opportunity to present the proclamation within 30 days of the request.
HISTORY
DATE ACTION RESOLUTION NO.
10/09/1973 Adoption Minute Action
12/06/2022 Revision 2022-261
04/15/2025 Revision 2025-057