Item No.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY MANAGER
BY: MARLON RAMIREZ, ASSISTANT TO THE CITY MANAGER
DATE: FEBRUARY 25, 2025
SUBJECT: DISCUSSION ON THE ADOPTION OF A FORMAL CITY OF DOWNEY
CERTIFICATE OF RECOGNITION POLICY
EXECUTIVE SUMMARY
The City Council will consider and discuss whether a policy should be adopted related to the issuance of Certificates of Recognition. Currently, there are no formal guidelines for issuing certificates, leading to an inconsistent process. This report outlines the historical practice of certificate issuance, presents considerations regarding decision-making authority, and provides options for Council discussion to establish a formal policy. Staff seeks direction from the City Council on whether a policy for certificate approvals be adopted and how the process should be structured moving forward.
RECOMMENDATION
That the City Council:
Discuss the development of a formal policy regarding the issuance of Certificates of Recognition and provide direction to staff on preferred guidelines and decision-making authority.
BACKGROUND
Historically, the City Council has requested certificates of recognition for individuals recognized at City Council meetings, as well as for individuals and organizations not formally acknowledged during meetings. The City Council typically requests certificates as part of the routine City Council agenda, which are presented to members of the public as part of a City Council meeting or shortly thereafter with the full City Council signing the certificate. The Mayor generally approves the addition of these certificates to the City Council meeting Agenda. In addition to this, individual Councilmembers can also request a Certificate of Recognition to be informally created for their personal distribution, which are given to residents and business within the community for a myriad of reasons including birthdays, new business openings, for special thanks, etc. Most often, these certificates are signed solely by the requesting City Councilmember or multiple councilmembers requesting the same certificate. However, the certificate document states the City of Downey and a City Seal is still affixed to these certificates. As such, it
DISCUSSION ON THE ADOPTION OF A FORMAL CERTIFICATE OF RECOGNITION POLICY FEBRUARY 25, 2025
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is less clear if these certificates are being presented by the signatory(s), the City, or on behalf of the City Council.
Over time, the volume of certificate requests has significantly increased, requiring considerable staff time and attention. While this process has largely been managed by the City Council Office, with assistance from the City Manager's Office and City Clerk staff, establishing a formal recognition certificate issuance policy would help ensure consistency and clarity with City Council approved policy when issuing these documents.
Given the volume and absence of an approved policy, staff wants to ensure that this program is operating consistent with the Council’s vision. While the City Council may be satisfied with and wish to maintain the current process for issuing Certificates of Recognition, staff is recommending this item be discussed by the City Council to ensure that the process is operating according to the desire of the City Council to effectively formalize either the current process or a newly created one.
ANALYSIS
From January 2024 to February 6, 2025, staff has received 368 requests for Certificates of Recognition. Given the regularity of the request for a Certificate of Recognition, it would be prudent to have a formalized process in place to govern how they are issued. In an effort to understand how other cities manage similar requests, staff polled surrounding cities. Of the 24 cities surveyed, 15 cities responded, with 5 indicating that they have a formal certificate recognition policy in place and 10 indicating that they do not. Staff also polled cities statewide through a listserv, which produced certificate recognition policies from Diamond Bar, Temecula, Stanton, Upland, Irwindale, Westminster, and Maywood.
These cities generally have structured approval processes where the Mayor or City Council oversees recognitions, ensuring consistency and fairness. Recognitions are typically categorized into certificates, proclamations, plaques, and higher honors, with clear eligibility criteria limiting recognition to individuals, organizations, or events with a direct connection to the city while avoiding political or ideological endorsements. Some cities require formal request procedures with advance notice ranging from 14 to 30 days to manage volume and ensure timely approvals, with some pre-approving common recognition types for efficiency. Recognitions are usually presented at City Council meetings, community events, or mailed.
Based on these findings, the City Council may consider the following potential approaches regarding the issuance of recognition certificates, though other alternatives may also be explored:
Establish a Formal Policy: Implementing clear guidelines would create consistency in how recognition certificates are issued. A policy could define the types of recognitions eligible for certificates, specify who has the authority to request them, and establish an approval process. This could help streamline staff workload and ensure fairness in issuance.
DISCUSSION ON THE ADOPTION OF A FORMAL CERTIFICATE OF RECOGNITION POLICY FEBRUARY 25, 2025
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The following are potential considerations that could be included in a formal policy or discussed further:
Define Decision-Making Authority: The Council may determine whether certificates should be issued at the discretion of a single Councilmember or subgroup of the City Council or require Council approval. Options include:
• Single or group request
• Authorizing a single designated official, the Mayor, to approve certificate requests. • Requiring a majority vote of the City Council for approval.
Signatures on the Certificate: The Council may determine that regardless of the requestor, that all Councilmembers signatures be on the Certificate as the Certificate has an official seal affixed to it, saying the “City of Downey”, and the language on the document reads “on behalf of the citizens of Downey,” which implies a Citywide recognition. Additionally, the Council may determine that electronic signatures shall be the only form used on Certificates.
Manage Volume and Presentation: If a policy is adopted, the Council may also consider setting a maximum number of certificates per meeting, or timeframe for submittal, and determining whether all certificates should be presented at meetings or issued administratively.
Maintain the Current Practice: The existing process allows for flexibility but lacks formal guidelines. Continuing this approach would allow requests to be made as they arise without additional administrative procedures.
By evaluating these options, the City Council can determine the most effective approach to ensure a fair and manageable process for issuing certificates of recognition while allowing staff to dedicate appropriate time to other essential responsibilities. Staff seeks direction on whether to maintain the current practice or establish formal policies and procedures, and return at a future City Council meeting with a formal policy based on the Council’s direction.
CITY COUNCIL PRIORITIES
Efficiency & Adaptability
FISCAL IMPACT
There is no direct fiscal impact with this report. However, implementing a certificate policy may lead to administrative efficiencies, potentially reducing staff time, framing, and printing costs.