CEREMONIAL DOCUMENTS POLICY
PURPOSE AND SCOPE: This Policy Resolution entitled “Ceremonial Documents Policy” may be referred to herein as “this Policy.” The purpose of this Policy is to establish the authority, criteria, and procedure for the issuance of ceremonial documents. As used in this Policy, the phrase “ceremonial document” means any certificate of recognition, plaque, or proclamation. Ceremonial documents are generally issued to organizations or individuals within the City of Napa or for events occurring within the City. Ceremonial documents are strictly honorary and do not carry any legislative or legal value.
REQUESTS FOR AND APPROVAL OF CEREMONIAL DOCUMENTS:
Any person may submit a request to the City Clerk for the City’s issuance of a ceremonial document in accordance with this Policy. In the absence of a request that is submitted and approved in accordance with this Policy, the City does not automatically produce ceremonial documents. However, a request may be approved for recurring events under Section 7.5.
Each request for a ceremonial document is subject to approval by the City Manager and the Mayor, subject to their determination that the proposed recognition is in accordance with the criteria and procedures set forth in this Policy. Any reference in this Policy to the City Manager shall include any person designated by the City Manager to act on behalf of the City Manager.
GENERAL CRITERIA FOR THE ISSUANCE OF CEREMONIAL DOCUMENTS:
Any request for a ceremonial document shall establish satisfaction of one of the General Criteria goals set forth in this section 3.1, below:
Awareness of issues with local relevance, including issues of widespread community interest or concern.
Recognition of local organizations or individuals achieving outstanding or significant accomplishments.
Acknowledgement of significant community events or celebrations.
Any request for a ceremonial document may be denied if the proposed recognition (including the organization, individual, or event) includes any one of the elements summarized in this section 3.2, below, or otherwise does not comply with this Policy:
The proposed recognition has no relevance to the City or the local community.
The proposed recognition violates, or suggests the violation, of any Federal, State, or City laws and policies.
The proposed recognition advocates a political or religious message. This does not prohibit an individual or organization that is affiliated with a religious organization from requesting and obtaining a ceremonial document if the proposed recognition otherwise complies with the requirements of this Policy.
The requesting party or the proposed recognition advocates violence, hatred, or any other conduct that is contrary to the well-being or quality of life of the local community.
The proposed recognition supports or suggests a position that is either contrary to a City Council Policy position (as defined by R2019-083) or is known to be subject to a future action to be taken by City Council.
The recipient of the proposed recognition is not in good standing with the City, such as an overdue and outstanding obligation to the City.
CERTIFICATE OF RECOGNITION CRITERIA:
Any request for a certificate of recognition shall establish that an identified organization, individual, or event warrants acknowledgment by the City based on an achievement, contribution to the local community, or commemorative event or occasion, such as:
Individuals, community groups, or organizations whose volunteer efforts or philanthropic works have significantly benefited the local community.
Outstanding achievement of groups or individuals attending schools serving City residents (e.g., scholastic awards, school valedictorian, Scouting awards, placement at regional competitions or exhibitions).
Sponsors of City events, activities, or programs.
Commemorative events and occasions of businesses or organizations located in the City (i.e., ribbon cutting ceremonies, grand opening ceremonies).
PLAQUE CRITERIA:
Any request for a plaque shall establish that an identified organization, individual, or event warrants acknowledgment by the City based on extraordinary contributions to the local community or the City’s goals and objectives such as:
Businesses, organizations, or individuals that have made significant contributions to the local community.
Retirements of individuals who have made significant contributions to the local community.
Businesses, organizations, groups, or individuals who have acted with distinction in carrying out their duties or taken extraordinary actions that further the City’s goals and objectives.
PROCLAMATION CRITERIA:
Any request for a proclamation shall establish that an identified organization, individual, or event warrants acknowledgment by the City to honor or highlight special periods of observance (i.e., days, weeks, months), charitable fundraising campaigns, and civic, cultural, and art celebrations. This also includes special recognition of a community, regional, state, or national occasion with local relevance and widespread community interest or concern, or similar issues, actions, or programs of significance to the City or community.
PROCEDURE FOR REQUESTING AND RECEIVING APPROVAL OF CEREMONIAL DOCUMENTS:
Each request for a ceremonial document shall be submitted to the City Clerk’s Office on the City’s official “Request for Ceremonial Documents” form by email, mail, or hand-delivery.
Each request for a ceremonial document shall be directed to the City Clerk’s Office at least twenty-one (21) calendar days prior to the beginning of the proclaimed period of observance or the date for which the requester seeks recognition.
Each request for a proclamation shall include a digital, editable, one-page sample proclamation that can be used as a template for the City Clerk’s Office to prepare the document. The City retains the right to modify, edit, or otherwise amend the proposed proclamation to meet its policy determinations or requirements consistent with the City’s goals and objectives.
Following review of each request for a ceremonial document, if the City Manager determines that the request satisfies the requirements of this Policy, the City Manager will approve the request, subject to consideration and approval of the Mayor. If the Mayor determines that the request satisfies the requirements of this Policy, the Mayor will approve the request and forward it to the City Clerk’s Office. The City reserves the right to decline any request for a ceremonial document, redesignate the requested ceremonial document based on the criteria set forth in this Policy, and/or limit the number of ceremonial documents presented during any City Council Meeting.
If the City Clerk determines that a request for a ceremonial document has been previously approved by the City Manager and the Mayor for events taking place on a reoccurring basis (i.e., monthly, yearly), the request may be considered routine and prepared by the City Clerk’s Office without the submission of a “Request for Ceremonial Documents” form.
Each request for a ceremonial document that is approved, as set forth above, shall be prepared by the City Clerk’s Office. If the ceremonial document is not being presented at a City Council meeting, or at an event attended by the Mayor or their designee, the requester may pick up the ceremonial document within thirty (30) calendar days at City Hall during normal business hours.
Ceremonial documents will be retained according to the City’s Records Retention Policy.
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