City of Santa Clara
Council Policy 009
RED = PROPOSED REVISIONS
CITY REPRESENTATION AT MEETINGS, CEREMONIES & EVENTS
Adopted DATE CP 009 Page 1 of 2
Resolution No. _________
PURPOSE The purpose of this policy is to outline the procedures for City representation at meetings, ceremonies, and events hosted by the City and invitations to events hosted by outside individuals or groups.
POLICY The City shall be officially represent ed at meetings, ceremonies, and special events by the Mayor and/or City Council. If the Mayor and/or City Councilmembers are unavailable, then the City Manager (or a designee ) will be requested to represent the City. City Board and Commission members may r epresent the City on certain occasions, provided they have obtained the prior authorization of the City Council.
If an invitation to an event includes a guest, a City Councilmember may bring along an individual who is not an elected or appointed official or City staff member.
This policy does not apply to i nformal events where attendance is not related to official City representation.
PROCEDURE All invitations for meetings, ceremonies and events received to the Mayor and Council office shall be distributed to the full City Council by staff. In some instances, the invitation may be solely for the Mayor or specific City Councilmembers, in which they will not be forwarded to the full City Council.
Based on the event program, which may include multiple speakers from partner agencies or community groups, City staff will work to ensure that programs do not surpass the length appropriate for the intended audience.
Primary Speaker:
1. The Mayor, as presiding officer and the official head of the City for all ceremonial purposes, will be the primary speaker for all City hosted events.
2. If the Mayor is unable to attend as a speaker, the option goes to the Vice Mayor to preside and speak as the City’s ceremonial head.
3. As the presiding officer and the official ceremonial head, the Mayor will be allotted more time to speak.
Secondary Speakers:
1. All members of the City Council will be given an option to speak at a City-hosted event.
2. Time Limits: Based on the event, City staff may provide specific City of Santa Clara
Council Policy 009
RED = PROPOSED REVISIONS
CITY REPRESENTATION AT MEETINGS, CEREMONIES & EVENTS
Adopted DATE CP 009 Page 2 of 2
Resolution No. _________
time limits to ensure that programs do not surpass the length appropriate for the intended audience.
3. Staff would not be required to provide any scripted remarks for additional City Councilmembers that may speak.
External Events:
If staff receives a request for representation for an external event for a speaker, the following protocol shall be observed:
a. The outside entity/agency determines the planning of the event and shall request who represents or speaks the City of Santa Clara.
b. If not specified, the invitation shall be referred to the Mayor first.
c. If the Mayor is unable to attend, the invitation shall be referred to the Vice Mayor.
d. If the Vice Mayor is unable to attend, the invitation shall be referred to Councilmembers in order of seniority.
e. The City Manager (or a designee) may also be requested to represent the City.
f. The City Council may officially request a City Board or Commission member to represent the City on certain
occasions.
Reference:
Amends November 1995, Council Approved Policy 009