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Example 2:
City of Tracy
Standard Procedures for Issuing Ceremonial Documents
RESOLUTION ___ _
ADOPTING STANDARD PROCEDURES FOR ISSUING
CEREMONIAL DOCUMENTS
WHEREAS, The City of Tracy periodically receives requests to issue Proclamations in recognition of national and local events, Certificates of Recognition and Commendation for accomplishments and achievements attained by individuals and groups, and Certificates of Appreciation and Letters of Congratulation for contributions and achievements; and
WHEREAS, previously, the City has addressed these types of requests based on past precedent.
NOW, THEREFORE, BE IT RESOLVED, that Exhibit A (attached) establishes criteria to be used in issuing Proclamations, Certificates of Recognition and Commendation, Certificates of Appreciation and Letters of Congratulation on behalf of the City of Tracy.
The fore~oing Resolution ____ was passed and adopted by the Tracy City Council on the 4 h day of May, 2010, by the following vote. ************
AYES: COUNCIL MEMBERS:
NOES: COUNCIL MEMBERS:
ABSENT: COUNCIL MEMBERS:
ABSTAIN: COUNCIL MEMBERS:
Mayor
ATTEST:
City Clerk
STANDARD PROCEDURES FOR ISSUING CEREMONIAL DOCUMENTS
(Exhibit "A" to Resolution 2010- )
Applicability
This policy applies to all ceremonial documents, and other forms of recognition issued by the City of Tracy.
Policy Statement
The procedures outlined in this pblicy are intended to establish guidelines for issuing formal recognition in support of a particular event, program or cause, or recognition of a particular individual or group.
The policy prohibits the City of Tracy from supporting, promoting, or otherwise making endorsements for any religious purpose or activities with religious overtones. These religious activities or events may include multi-cultural, cultural and religious ethnic events and activities.
Requests for Recognition
The City of Tracy will consider requests for proclamations, certificates of recognition, commendation and/or appreciation from any group or individual. The request should have local or regional appeal and promote activities taking place in the City. Requests for proclamations should include a sample proclamation.
All requests are subject to approval by the Mayor or his/her designee, and only one ceremonial document will be issued per event.
Types of Recognition
1. Proclamations may be issued to recognize:
• National events with widespread community interest or concern • Significant local, county or state activities which promote the health, welfare and heritage of the community, with an emphasis on events which support the City Council's goals and objectives
• Commemorative events
• Civic celebrations
2. Certificates of Recognition may be issued to recognize:
• Exceptional accomplishments attained by local groups, businesses, civic organizations or individuals
• Individuals or groups who have made significant contributions to the community • Outstanding achievements or contributions by non-profit organizations
3. Certificates of Commendation may be issued for:
• Acts of Heroism
• School or sport groups' achievements
Standard Procedures for Issuing Ceremonial Documents
Page Two
4. Certificates of Appreciation may be issued for:
• Monetary donations
• In-kind contributions
• Cultural contributions
• Volunteer efforts
5. Letters of Congratulations may be issued for:
• Eagle Scout achievements
• Significant birthdays, anniversaries or retirements
• Significant anniversaries of City based institutions, corporations, community partners and non-profit organizations
Other Types of Presentations
The City Manager, or his/her designee, will have the authority to authorize employee awards including Employee of the Month, Employee/Police Officer/Firefighter of the Year, etc.
Certificates of Appointment (or reappointment) will be presented to incoming Board and/or Commission members, and Certificates of Recognition will be presented to outgoing members.
Public officials will be presented with Certificates of Election upon appointment, and with plaques recognizing their years of service to the community at their final Council meeting.
The Mayor and Council Members may request acknowledgments in accordance with the guidelines. To expedite requests, proclamations, certificates and letters will be signed by the Mayor or his/her designee, but will be issued on behalf of the City Council.
The City also, on occasion, will issue other types of formal recognition including plaques, Keys to the City, etc., as determined by the issuing official. The City Manager, or his/her designee will be responsible for coordinating these presentations.
Submitting Requests
Requests for recognition should be sent to: City of Tracy, Attn: Mayor/Ceremonial Documents, 333 Civic Center Plaza, Tracy, 95376, at least 30 days prior to the requested date of recognition. Requests must include the name and daytime phone number of the contact person.
All requests will be subjected to a review and approval process. The City Manager, or his/her designee, reserves the right to determine the type of document to be issued based on the information provided by the requesting party. Submission of a request does not guarantee the issuance of a ceremonial document.
Please specify whether the document should be mailed, held for pick-up or presented at a special event. Documents will be presented at special events pending the availability of the Mayor, his/her designee, or other city official. The City Manager, or his/her designee, will determine the timing of presentations at specific City Council meetings based on the length of the agenda and the availability of the Mayor or his/her designee.
Example 3:
City of Antioch
Event Policy
Approved by the Antioch City Council on 11/10/09
Revised by the Antioch City Council on 2/9/10
Revised by the Antioch City Council on 4/27 /10
Revised by the Antioch City Council on 3/22/11
Revised by the Antioch City Council on 2/22/11
Revised by the Antioch City Council on 2/14/12
Revised by the Antioch City Council on 2/28/12
City of Antioch: Event Policy
1. City-Organized Events. The following events are examples of events organized by City staff on City property that are included in the particular department's annual budget. These events can use the City's name or logo, but all advertisements, brochures, etc. must receive City Manager approval in advance.
Child Safety Seat Inspection
Fall Fest at Prewett Family Park
Mayor's Golf Tournament to Support Scholarship Fund
Open House for Public Works Week
2. City-Sponsored Events. The following events are either City organized but not on City property or the City is jointly organizing the event with other organizations. Depending on the event, additional insurance and/or waivers from participants may be required. These events can use the City's name or logo, but all advertisements, brochures, etc. must receive City Manager approval in advance.
Coastal Clean Up
First Saturday Clean-up events
Keep Antioch Beautiful
Memorial Day Parade
MLK Educational Competition Event
Veterans' Day Parade
3. City-Supported Events. The following events are supported with staff, supplies or equipment resources only unless specific financial grants are approved. These events are run by other organizations or individuals that will be required to ensure that the appropriate insurance coverage is in place and/or waivers obtained if requested by the City. The City's name or logo should not be used in advertisements or brochures unless approved in advance by the City Manager.
Blues Festival at Waldie Plaza
Cancer Society Relay for Life
East County Economic Development Summit
"Every 15 Minutes"
Holiday Delites with parade, tree lighting and some vendors National Night Out
Neighborhood Watch Meetings
Police Activities League (PAL) events
Safety Fairs (e.g. at the Somersville Towne Center and other locations) Sister City Program
Summer Concert Series at Prewett Family Park
4. Using the City's Name or Logo for Soliciting Donations. The following events or activities have not requested or received City support in the form of financial grant, staff assistance, supplies or equipment, but the City Council has given permission to use the City's name in fundraising efforts:
Fourth of July Celebration downtown including fireworks (City Council action on 4/27/10 and on 2/14/12 allowed a water bill insert to announce the event and fundraising with organization to pay the costs of insert 2/14/12) 3/28/10, 3/27/11 and 4/1/12 Cesar Chavez Day (City Council actions on 2/9/10, 2/22/11 and 2/14/12)
5. City Lease of Facilities or Equipment. The City's rental of facilities or equipment to other organizations or individuals does not indicate City approval, sponsorship or support of the organization, individual or event. The use of the City's name or logo is not authorized in these situations.
6. Other Events. For events that are not listed above, the following protocols shall be followed:
a. City Manager approval is required for the following:
1. Any public event involving a direct City grant of City funds (grants of $1000 or more require City Council approval); or
11. Any public event involving expenditures for staff time, supplies, equipment or waivers of typical rental fees (expenditures of $5,000 or more require City Council approval), excluding staff resources solely for reviewing use permits or special event permits; or
iii. Any event for which the organizers desire to have the City publicly identified as a sponsor or supporter in advertisements, brochures, etc.
However, if such City identification will be used for fundraising/donation purposes, then City Council approval will be required.
Approval of these events shall indicate the level of City involvement as categorized above, if any, and any requirements regarding insurance, waivers, advertising, etc.
b. City Council approval is required for the following:
1. Any public event involving a direct City grant of City funds of $1,000 or more; or
11. Any public events involving an estimated expenditure of $5000 or more, including estimated costs for staffing, supplies or equipment excluding staff resources solely for reviewing use permits or special event permits. 111. Use of the City's name or logo for fundraising or donation purposes.
Approval of these events shall indicate the level of City involvement as categorized above, if any, and any requirements regarding insurance, waivers, advertising, etc.
Example 4:
City of Anaheim
Special Event Financial Support
City of Anaheim
Subject: Special Event Financial Support
COUNCIL POLICY
Policy#
Adopted Date:
Amended:
Page (1) of ( 4)
1.5 06/27/95
06/05/07
10/06/15
It is the City policy to value and encourage events, programs and services that benefit residents of the City. Historically, the City has supported various community events either with in-kind support or financial support based on citywide community need and budgetary allocations. In order to ensure equitable opportunity for organizations to submit proposals, the City is formalizing the process in which organizations/groups receive City support. This policy will provide the basis for the City to enter into a (1) Formal City Sponsorship relationship, with monetary support; or 2) Informal Co-Sponsorship support for City sponsored special events. Requests for support will be approved in an equitable manner, ensuring a variety of programs, services and community organizations receive the available support.
A. REQUIREMENTS
The City may provide Formal City Sponsorship via monetary funding and/or Informal CoSponsorship of in-kind services to support nonprofit entity events, programs or services that benefit Anaheim residents. City sponsorship for monetary assistance will be administered by means of written agreements ("Agreements") that set out what a community partner can expect of the City and what the City requires of its partners. All Agreements must comply with all applicable City regulations and policies. Agreements may not commit the City to additional operating and/or maintenance responsibilities, ongoing financial obligations, or program or service responsibilities beyond the current fiscal year.
Informal Co-Sponsorship relationships may be approved by the Director of Community Services.
The City periodically provides support to an event or program through the use of Informal CoSponsorship which does not provide monetary support, but may include: waiving of facility rental fees, city staff support to provide advice and/or logistical guidance, or permission to use the City logo on marketing materials. The Director of Community Services may approve the Informal CoSponsorship relationship with an organization or group that provides an event, program or service that is open to the public.
The amount of funding allocated for approved events may range from a minimum of $1,000 to a maximum of $10,000. Total value of City support shall not exceed $10,000 per organization per fiscal year, and may not exceed the City approved budget (this includes but is not limited to waiver of facility rental fees, staff costs and/or equipment rental fees). The value of resources provided by the City in support of a partner event, program or service shall not exceed the value of the partner's contribution.
The City has the sole discretion to determine whether an event benefits its residents and should therefore be a recipient of support under this policy and reserves the right to decline any request for Formal City Sponsorship or Informal Co-Sponsorship (in-kind support) if acceptance is determined City of Anaheim
Subject: Special Event Financial Support
COUNCIL POLICY
Policy#
Adopted Date:
Amended:
Page (2) of ( 4)
1.5 06/27/95
06/05/07
10/06/15
not to be in the best interest of, or would create a conflict of interest for, the City. In addition, the City will not sponsor any event if doing so would cause the City to violate Article XIII, Section 24 of the California Constitution or the First Amendment to the United States Constitution.
B. ELIGIBILITY
In determining an organization's eligibility for Formal City Sponsorship or Informal CoSponsorship, a recommendation shall be made by City staff to the City Council based upon the following criteria:
1. The requestor is an incorporated nonprofit organization with a 501(c)(3) designation; or a California certified tax-exempt nonprofit organization; or a public agency, including public schools or school foundations in school districts; or a committee formally established by City Council or an established club, association or organized group that provides services and programs directly to Anaheim for the benefit of its residents.
Preference and priority will be given to organizations based in Anaheim.
2. A requestor that is a commercial enterprise would not qualify unless the event, program or service is open to the general public, benefits the greater Anaheim community and provides no commercial benefit to requestor.
3. The requestor's mission and goals in providing the event, service or program:
a. Are compatible with the City's priorities;
b. Enhance current City programs or core services by providing additional programming, financial and/or in-kind resources, community outreach, staffing, volunteers or other tangible support to the City.
4. The requestor's event is open to the public and does not require any entrance fees paid for admittance.
5. The requestor's event provides significant citywide value, presented for the anticipated enjoyment and participation by a broad spectrum of the Anaheim community; the event shall not intentionally nor by design be presented for or intended to draw participation from a specific neighborhood area or region within the City and shall not exclude the participation of any segment of the community.
6. The requestor's prior relationships with the City have been successful (e.g., fees timely paid, documentation submitted complete and timely)
7. The requestor can provide verification of availability of City facility or capacity of programmatic function.
8. The requestor understands that City support is not for individual gain, and is not intended to provide City support for business purposes or commercial enterprise.
9. The requestor may receive support once per fiscal year; any previous support does not guarantee any ongoing future support.
City of Anaheim
Subject: Special Event Financial Support
C. APPLICATION PROCESS
COUNCIL POLICY
Policy#
Adopted Date:
Amended:
Page (3) of ( 4)
1.5 06/27/95
06/05/07
10/06/15
Application and Proposals - An application for Formal City Sponsorship of Community Events, Programs and Services must be submitted no later than March 31 to apply for support for the following fiscal year (fiscal year runs July - June respectively). Application and Agreement procedures described are administrative and may be modified by the Director of Community Services, or designee, when appropriate.
1. Organizations must submit an application along with a written proposal to the Director of Community Services for Formal City Sponsorship for Community Events;
2. Proposal must include description of organization, including full legal name and address of the organizing group along with a description of the organization including its purpose and goals or mission (including any applicable 501(c)(3) number) along with names, phone numbers, address and email address of each person on the organizing group and the name of the representative with the organizing group that is prepared to meet and work with a City representative;
3. Summary of proposal to include the description of the event, program or service, and how it benefits the Anaheim community;
4. List of City funding and/or in-kind services requested (this includes but is not limited to waiver of facility rental fees, staff costs and/or equipment rental fees, plus any monetary funding; please note the combined total may not exceed $10,000 per organization, per fiscal year);
5. Description of how the City's sponsorship and funding will complement other in-kind and monetary support already attained or to be attained for successful event implementation:
6. Proposed event date(s), including dates for event load-in and load-out, location, event size and scope, anticipated public attendance of Anaheim residents;
7. Summary of event organizer's experience planning and implementing the proposed event or an event of similar size and scope;
8. Description of the number of volunteers and volunteer hours anticipated for event coordination and implementation; and
9. Description of how the event will be marketed and indicate through what venues will the City have the opportunity to be recognized on marketing materials. Community organizations must adhere to the City's branding and logo guidelines and must seek permission prior to using the City logo. City has final approval of materials with City logo prior to distribution.
D. SELECTION PROCEDURE AND PROPOSAL ASSESSMENT
City of Anaheim COUNCIL POLICY
Subject: Special Event Financial Support Policy#
Adopted Date:
Amended:
Page (4) of (4)
1.5 06/27/95
06/05/07
10/06/15
A panel comprised of city staff, to be designated by the City Manager, shall review and recommend proposals to the City Council in accordance with proposed fiscal year budget. Proposals must be submitted to the Director of Community Services no later than March 31 of each fiscal year for staff to allocate upcoming resources accordingly. The amount of funding allocated to a proposed event will be determined based on need and overall benefit to the community. All proposals are contingent upon the approval of the City budget. In assessing proposals and the amount of funding that may be provided, the City will consider the following criteria, in no particular order of importance.
1. Production of measurable outcomes in alignment with City budget and priorities;
2. Ability to meet community needs;
3. Demonstrated public support for the service or program;
4. Level of community partner's contribution to the project;
5. Organizational capacity of the group or entity applying for the support;
6. Operational sustainability ( ability of collaborator to offer the event in the absence of City support);
7. Commitment to ensuring ongoing public access;
8. Financial viability;
9. Project time lines;
10. Costs versus benefits of the event or program;
11. Impact on existing City operations, assets and facility resources;
12. Media exposure opportunities;
13. Involvement by other entities including partners, contractors and/or sponsors;
14. Event planning and execution history;
15. Proposal submitted by March 31 deadline;
16. Any other factors deemed relevant to the collaboration;
17. Number of Anaheim residents the program or event serves; and
18. Financial need of the group or entity applying for support.
E. AGREEMENT
An Agreement will be developed containing the material terms and obligations for approval by authorized representatives of the requesting party and the City. The Agreement will include a description of the contractual relationship, roles and responsibilities of the City and the community group/organization. Indemnification and insurance will be required as part of the Agreement in accordance with City policy. Funds will not be released until proof of insurance is received by the City.
Madera City Council Agenda
06/21/23
Agenda Item E-2
2023/24 Budget Update and Request for Direction
(Report by Michael Lima)
There is no written report for this item.