Fremont City Council Meeting: 07/11/23 07:00 PM
3300 Capitol Avenue Div/Dept: City Manager's Office
Fremont, CA 94538 Category: Plans, Policies and Studies
SCHEDULED
Sponsors:
COUNCIL STAFF REPORT (ID # 4958) DOC ID: 4958
Updated: 7/5/2023 11:15 AM by Susan Gauthier Page 1
CEREMONIAL FLAG DISPLAY - Consideration of Procedures and Guidelines Outlining the Display of Ceremonial Flag Commemorating Special Observances in Response to Council Direction Provided on February 21, 2023 Contact Persons:
Name: Allen DeMers Amanda Gallo
Title: Assistant to the City Manager Management Analyst II Div/Dept: City Manager's Office City Manager's Office
Phone: 510-494-4651 510-284-4016
E-Mail: [email protected] [email protected]
Executive Summary: At the February 21, 2023 City Council meeting, the Council directed staff to develop a ceremonial flag policy commemorating special observances that includes a process for an annual rotation of five ceremonial flag observances each year along with criteria to assist them in choosing those ceremonial flag displays. The Council further directed staff to plan for and conduct five ceremonial flag observances each year as part of a comprehensive calendar of such events. This report provides an overview of staff’s recommended ceremonial flag display criteria calendar of observances.
BACKGROUND: On December 20, 2022, the Council approved a referral for the request to display a flag in celebration of Black History Month in February 2023. At this meeting, the Council also requested staff conduct research and analysis to support the development of a policy outlining ceremonial flag displays to honor special observances to complement the already existing procedures associated with the display of the United States Flag and State of California Flag.
At the January 10, 2023, City Council meeting, Council discussed an additional flag related referral contemplating additional flag display events. Council took no action in anticipation of staff drafting ceremonial flag display procedures for Council consideration.
At the February 21, 2023, Council meeting, Council reviewed a report including flag display policy research and recommendations for ceremonial flag observance approvals and procedures. At that meeting, the Council approved a motion accepting the staff report and directing staff to develop a ceremonial flag policy that: (1) allows Council to adopt a n annual calendar of five Ceremonial Flag Displays, (2) develops a process to rotate five different events per year to ensure that a variety of observances can be accommodated, and (3) establishes criteria for determining which ceremonial flags will be selected.
DISCUSSION/ANALYSIS: Consistent with Council direction, this report presents recommendations by which Council could adopt, by Council resolution, a calendar of five ceremonial flag display events per year. The recommended ceremonial flag calendar would memorialize the dates of each ceremonial flag observance. Staff recommends that ceremonial flags be displayed for an adequate amount of time to honor each observance; usually no more than 31 days. Staff is recommending that Council adopt a schedule of five annual observances at a Fall City Council meeting in upcoming calendar years.
Council Staff Report (ID # 4958) Meeting of July 11, 2023 Updated: 7/5/2023 11:15 AM by Susan Gauthier Page 2
Observance Selection Criteria
Staff researched local agency policies and developed a list of potential special flag observances using the following criteria:
(1) The special observance is aligned with the City of Fremont’s designation as a compassionate city and honors initiatives aligned with the goals of diversity, equi ty, and inclusion.
(2) The special observance is a State of California or Federally recognized observance or heritage month.
(3) The special observance is not related to a religious holiday nor does the special observance commemorate a specific individual.
(4) The special observance is associated with a flag that can be acquired by the City to be displayed on the City’s standard flagpole. Ceremonial flag observances will only be displayed at the flagpole in front of City Hall, and not at any other City facilities. (5) The ceremonial flag can be displayed for no less than five days and no more than 31 days.
(6) The adopted observance period will not overlap with conflicting observances in a single calendar year. If there is an overlap in the observance periods, the Council or City Manager will organize the calendar to alternate observances in successive years.
Federal and local directives regarding flag procedures, such as honoring the flag at half - staff, will take precedent over ceremonial flag displays.
The following ceremonial observances generally meet all of the above criteria for Council consideration:
• Black History Month
• Women’s History Month
• Arab American Heritage Month
• Asian American and Native Hawaiian/Pacific Islander Heritage Month • Jewish American Heritage Month
• LGBTQ+ Pride Month
• Caribbean-American Heritage Month
• Hispanic Heritage Month
• Disability Awareness Month
• Native American Heritage Month
Council Staff Report (ID # 4958) Meeting of July 11, 2023 Updated: 7/5/2023 11:15 AM by Susan Gauthier Page 3
Scheduling Option 1- Equal Rotation of Observances
In reliance on staff’s recommended criteria, a rotational schedule has been identified which would allow the City to honor each identified observance on an equal rotational basis. This scheduling model would rotate five ceremonial flag observances each year and would advise staff of which five would be honored in each respective calendar year.
Proposed Ceremonial Flag
Observance
Dates of Observance
Schedule for
Observance
Black History Month February 1- February 28 Odd Year Observance Women’s History Month March 1- March 30 Odd Year Observance Arab American Heritage Month April 1- April 30 Even Year Observance Asian American and Native
Hawaiian/Pacific Islander
Heritage Month
May 1- May 31 Even Year Observance
Jewish American Heritage
Month
May 1- May 31 Odd Year Observance
LGBTQ+ Pride Month June 1- June 30 Odd Year Observance
Caribbean-American Heritage
Month
June 1- June 30 Even Year Observance
Hispanic Heritage Month September 15- October 15 Odd Year Observance Disability Employment
Awareness Month
October 1- October 31 Even Year Observance
Native American Heritage
Month
November 1- November 30
Even Year Observance
Council Staff Report (ID # 4958) Meeting of July 11, 2023 Updated: 7/5/2023 11:15 AM by Susan Gauthier Page 4
Scheduling Option 2- Partial Rotation
Staff is aware that the City Council may desire that certain ceremonial flag observances, such as Black History Month (pursuant to recent Council direction) and LGBTQ+ Pride Month (pursuant to past practice), to occur annually and may not wish to rotate those observances. In recognition of this potential interest, staff is providing an alternative option for Council consideration. This model would adopt a comprehensive ceremonial flag display calendar of five observances that includes annual ceremonial flag observance of Black History Month and LGBTQ+ Pride Month while rotating observances through the remaining three authorized ceremonial flag observance months.
Proposed Ceremonial Flag
Observance
Dates of Observance
Schedule for
Observance
Black History Month February 1- February 28 Annual Observance Women’s History Month March 1- March 30 Biennial Rotation Arab American Heritage Month April 1- April 30 Biennial Rotation Asian American and Native
Hawaiian/Pacific Islander
Heritage Month
May 1- May 31 Biennial Rotation
Jewish American Heritage
Month
May 1- May 31 Biennial Rotation
LGBTQ+ Pride Month June 1- June 30 Annual Observance
Hispanic Heritage Month September 15- October 15 Biennial Rotation Disability Employment
Awareness Month
October 1- October 31 Biennial Rotation
Native American Heritage
Month
November 1- November 30
Biennial Rotation
The City Council may also choose to direct staff to implement any other combination of annual observances if it does not wish to accept either staff recommendation.
It is important to note that the Council can and will continue to conduct other recognition related activities separate and distinct of ceremonial flag observances. Such recognitions include but are not limited to designations through ceremonial resolution, proclamations, certificates of recognition or appreciation, and/or special presentations at a City Council meeting. Once a calendar is adopted, at the direction of the City Manager, City staff will acquire, store, raise and lower the special observance flags as is consistent with prior Council action.
FISCAL IMPACT: Approximately $3,500 per year in staff and material expense.
ENVIRONMENTAL REVIEW: None.
ATTACHMENTS: None.
Council Staff Report (ID # 4958) Meeting of July 11, 2023 Updated: 7/5/2023 11:15 AM by Susan Gauthier Page 5
RECOMMENDATION: Receive staff report and provide direction to staff to establish a calendar of ceremonial flag observances using one of staff’s proposed options (or via other direction not contemplated by staff):
1. Annually adopt a comprehensive ceremonial flag display calendar that rotates five ceremonial flag observances each year and would advise staff of which five would be honored in each respective calendar year.
Or
2. Annually adopt a comprehensive ceremonial flag display calendar of five observances that includes annual ceremonial flag observance of Black History Month and LGB TQ+ Pride Month while rotating observances through the remaining three authorized ceremonial flag observances.