Governance and Ethics Committee
March 4, 2024
Item #4
1 Governance &
Ethics Committee
Item #4 Review and Discussion on
Council Policy 020 (“Proclamations,
Commendations and Certificates of
Recognition”) and Council Policy
009 (“City Representation at
Meetings, Ceremonies and Special
Events”)
March 4, 2024
Background
• As part of the 2023 Governance and Ethics Committee workplan, Council Policy 020
was scheduled to return for Committee discussion.
• Vice Mayor Anthony Becker brought forth a written petition regarding both recognition items and policies for speaking at public events. • On December 12, 2023, the City Council voted to refer the item back to the Governance and Ethics Committee.
• Council Policy 020 and Council Policy 009 currently have guidelines pertaining to
ceremonial events and recognition items.
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2 Post Meeting Materials
March 4, 2024 Item #4
2 Council Policy 020
• Council Policy 020 identifies the
authority, criteria, and procedure
for the recognition of individuals,
groups, organizations,
businesses, special periods of
observance, or special occasions:
– Proclamations
– Commendations
– Certificates of Recognition
3 Proclamations
• Highlights specific periods of observance
(e.g. days, weeks, months), civic
celebrations, or community, regional, state,
or national occasions.
• Recognizes issues, actions, and/or
programs of significance to Santa Clara.
• Proclamations should deal with local, county
or state issues that have a connection to the
City.
• Typically presented at the beginning of City
Council meetings under “Special Orders of
Business”.
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4 March 4, 2024 Item #4
3 Commendations
• Commendations are issued to individuals,
groups, organizations, or businesses with
a connection to the City for major
achievements with community-wide
significance.
• Local sports teams or individuals winning
titles, competitions, championships at the
state, national, and or international levels
• Milestones or commemoration
• Retirement of City or SCUSD employees
• Presented at City Council meetings under
“Special Orders” or at related events
5 Certificates of Recognition
• Certificates of Recognition are issued to
individuals, groups, organizations, or
businesses with a connection to the City for
achievement, exceptional contributions to the
community, or commemorative events.
• Presented at City Council meetings under
“Special Orders” or at related events.
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6 March 4, 2024 Item #4
4 Benchmark Neighboring Cities
7 Jurisdiction Approval Process Document Bears
Signature
Council Districts
City of Campbell The Mayor is designated to
authorize proclamations. City
Councilmembers make their
requests to the Mayor.
Mayor 5
City of Cupertino The Mayor is designated to
authorize proclamation and
certificates of appreciation. City
Councilmembers make their
requests to the Mayor.
Mayor None
City of Fremont The Mayor is designated to
authorize ceremonial resolutions,
certificates of recognition,
proclamations. City
Councilmembers make their
requests to the Mayor.
Mayor 6
Benchmark Neighboring Cities
8 Jurisdiction Approval Process Document Bears
Signature
Council Districts
City of Milpitas The Mayor is designated to
authorize Proclamations and
Commendations. City
Councilmembers make their
requests to the Mayor.
Mayor None
City of Palo Alto The Mayor is designated to
authorize Proclamations,
Commendations and
Certificates of Recognition.
City Councilmembers make
their requests to the Mayor.
Mayor None
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March 4, 2024 Item #4
5 Benchmark Neighboring Cities
9 Jurisdiction Approval Process Document Bears Signature Council Districts
City of San Jose Proclamations and
Commendations requests
are made through the
agenda services manager
and approved by the
Mayor.
Mayor, City Councilmembers,
and City Clerk
10 City of Sunnyvale The Mayor is designated to
authorize Proclamations,
Commendations and
Certificates of Recognition.
City Councilmembers
make their requests to the
Mayor.
The Mayor shall determine
whether a proclamation is
signed by only the Mayor, or by
the entire City Council.
6 Council Policy 009 - City Representation at Meetings, Ceremonies, and Special Events
1. The Mayor and/or City Council shall represent the City at meetings, ceremonies, and special events.
2. If staff receives a request for representation of the City at an event, the following occurs:
a) The invitation is referred to the Mayor.
b) If the Mayor is unable to attend, the invitation is referred to the Vice Mayor. c) If the Vice Mayor is unable to attend, the invita tion is referred to Councilmembers in order of seniority.
d) The City Manager (or a designee) will repres ent if the Mayor and Council are not available.
3. The City Council may officially request a City Board or Commission member to represent the City on certain occasions.
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10 March 4, 2024 Item #4
6 Benchmark Neighboring Cities
11 Jurisdiction Approval Process Council
Districts
City of Campbell The Mayor is the ceremonial head of the City and the designated speaker. District representatives are always recognized. 5 City of Fremont The Mayor is the ceremonial head of the City and the designated speaker. The Vice Mayor serves if the Mayor is not present. On occasion, City Councilmembers are invited to speak as typically determined by the City Manager.
6 City of San Jose The Mayor is the ceremonial head of the City and the designated speaker. The City Councilmember who represents the district of the event locations is also invited to speak.
10 City of Sunnyvale The Mayor is the ceremonial head of the City and the designated speaker. Vice Mayor serves if the Mayor is not present. City Councilmembers may represent the City at ceremonial functions at the request of the Mayor.
6 Discussion and Recommendations
• Proclamations
- Current language states: Recognizes issues, actions,
and/or programs of significance to Santa Clara.
- Consider option in policy to distinguish resolutions on substantive issues (e.g., in support or opposed to issues) 12 11
12 March 4, 2024 Item #4
7 Discussion and Recommendations
• Commendations
- Consider options (e.g., years of retirement, types of organizations)
• Certificates of Recognition
- Consider options (e.g., District recognition)
13 Discussion and Recommendations
• Speaking at Events
- Consider options (e.g., City of Santa Clara hosted
events)
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14 March 4, 2024 Item #4
8 Governance &
Ethics Committee
Item #4 Review and Discussion on
Council Policy 020 (“Proclamations,
Commendations and Certificates of
Recognition”) and Council Policy
009 (“City Representation at
Meetings, Ceremonies and Special
Events”)
March 4, 2024
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