CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
1/13/2025
1 SUBJECT:
Adopt a Resolution Adopting a New Administrative Policy No. 84, "Guidelines for Issuing Proclamations, Commendations and Ceremonial Documents" to Establish Criteria and Procedures for Official City Council Recognition in the form of Proclamations and Ceremonial Documents
RECOMMENDED ACTION:
Adopt a Resolution titled, “A Resolution of the City Council of the City of Pacifica Adopting Administrative Policy No. 84 ‘Guidelines for Issuing Proclamations, Commendations and Ceremonial Documents’”.
STAFF CONTACT:
Sarah Coffey, City Clerk
(650) 738-7307
[email protected]
BACKGROUND/DISCUSSION:
The City Council of the City of Pacifica issues Proclamations and Ceremonial Documents such as letters or certificates of recognition, commendation or congratulations on occasion. There are certain events or occasions that are recognized regularly by Proclamation issued at City Council meetings that are brought forth by City staff for recognition. Examples of such Proclamations include Wildfire Preparedness Month, Parks Make Life Better Month, Fire Prevention Week / Month, Arbor Day, City employee retirement as per Administrative Policy No. 81, public service of outgoing City Councilmembers, and public service of outgoing City Committee / Commission members who have served at least two full terms. The City also receives requests from individuals or outside organizations for recognitions by City Council in the form of Proclamations or other ceremonial documents such as letters or certificates of recognition, commendation or congratulations. The City has received an increasing number of requests for these types of recognitions and considers requests upon receipt on a case by case basis, subject to the Mayor’s and City Manager’s discretion. Proclamations and/or Ceremonial Documents may be presented at a City Council meeting, at an event or provided directly to a recipient and/or the requesting party.
In order to establish consistent guidelines and practice, to help manage the number of City Council agenda items, and help manage the staff work related to creating these recognition documents, the City Manager recommends establishing a new Administrative Policy No. 84, “Guidelines for Issuing Proclamations, Commendations and Ceremonial Documents” (Attachment A) for the purpose of establishing consistent criteria and procedures for official City Council recognition in the form of Proclamations and Ceremonial Documents, such as certificates or letters or recognition, commendation or congratulations. The proposed policy and guidelines set forth generally that the intent is to recognize noteworthy contributions and achievements of individuals and organizations, events of significant importance to the Pacifica community and occasions for public awareness, with an emphasis on achievements, contributions or activities which support the City Council’s adopted Strategic Plan goals and Pacifica City Council 2
January 13, 2025
objectives. The proposed policy states that these forms of recognition are not intended for partisan, commercial or narrow individual purposes. It provides guidelines with categories for which recognitions in the form of Proclamations or Ceremonial Documents may be honored and categories for which these types of recognitions would not be considered. The proposed policy establishes criteria and information that must be submitted for requesting these types of recognition and a timeline for submission deadlines. Due to the staff time involved in reviewing the requests for Mayor and City Manager approval, City Clerk Office time for preparing the documents for Mayor’s approval and signature, scheduling of presentation / issuance of the documents and balancing of special presentations agendized for City Council meetings, the proposed policy recommends that all requests for Proclamations and Ceremonial Documents should be directed to the City Clerk’s Office at least 30 calendar days prior to the date requested for issuance and that requests received less than 14 days in advance will be denied.
The proposed policy provides that the City Manager or their designee, would review the request and determine whether the request is consistent with the proposed policy. If the request is consistent with the proposed policy the City Manager would grant the request. The City Manager, may, but is not required to, consult with the Mayor on any request the City Manager is reviewing.
The proposed Administrative Policy No. 84 (Attachment A) and Resolution for the adoption of this Policy are attached with this Staff Report for Council’s consideration.
ALTERNATIVE ACTION:
The City Council could decline to adopt the proposed Administrative Policy and provide different direction to staff. The City Council could also adopt the policy with any amendments discussed and approved by the Council.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
Approval of the Administrative Policy is consistent with the following Council adopted Goals:
“Goal 1 - Enhance Organizational & Fiscal Stability”
“Goal 5 - Broaden Public Communication and Collaboration” Strategy “Ongoing, Non-Discretionary or Previously Initiated Projects and Services” under each of the above Goals.
FISCAL IMPACT:
There is no fiscal impact associated with this action.
ORIGINATED BY:
City Clerk
ATTACHMENT LIST:
Pacifica City Council 3
January 13, 2025
Attachment A: Proposed Administrative Policy No. 84 – Guidelines for Issuing Proclamations and Ceremonial Documents (PDF)
Pacifica City Council 4
January 13, 2025
RESOLUTION NO. ______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA ADOPTING ADMINISTRATIVE POLICY NO. 84 “GUIDELINES FOR ISSUING PROCLAMATIONS, COMMENDATIONS AND CEREMONIAL DOCUMENTS”
WHEREAS, the City desires to establish clear and consistent criteria and guidelines for official City Council recognition in the form of ceremonial acknowledgment such as Proclamations of the Mayor and certificates or Letters of Recognition, Commendation or Congratulations (collectively referred to as “Ceremonial Documents”); and WHEREAS, the City desires to recognize noteworthy contributions and achievements of individuals and organizations with an emphasis on achievements, contributions or activities which support the City Council’s adopted Strategic Plan goals and objectives; and
WHEREAS, the City wishes to bring public awareness to events, accomplishments and matters of significant importance to the Pacifica community that have local or regional appeal and/or promote the health and welfare of the community and citizens of the City; and WHEREAS, the City’s issuance of Proclamations and Ceremonial Documents are strictly honorary and not statements of policy and do not have any legal force or effect, nor do they constitute an endorsement by the City of Pacifica or the City Council; and WHEREAS, the City’s issuance of Proclamations and Ceremonial Documents are not intended to be a forum for free expression by the public; and WHEREAS, the City wishes to set forth clear guidelines for information and deadlines for submission of requests for Proclamations and Ceremonial Documents; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pacifica hereby adopts Administrative Policy No. 84 “GUIDELINES FOR ISSUING PROCLAMATIONS, COMMENDATIONS AND CEREMONIAL DOCUMENTS” in Attachment A, which is attached hereto and incorporated herein by this reference. • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 13th day of January, 2025, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Beckmeyer, Mayor
Pacifica City Council 5
January 13, 2025
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney Pacifica City Council 6
January 13, 2025
ATTACHMENT A