City of Santa Paula
City Council Special
MAYOR CARLOS JUAREZ
VICE MAYOR JENNY CROSSWHITE
COUNCILMEMBER LESLIE CORNEJO
COUNCILMEMBER PEDRO A. CHAVEZ
COUNCILMEMBER GABRIELA ORNELAS
CITY COUNCIL SPECIAL MEETING OF THE
SANTA PAULA CITY COUNCIL SPECIAL
WEDNESDAY, MARCH 4, 2026
4:30 PM - City Council Special Meeting
SANTA PAULA CITY HALL
970 VENTURA STREET
SANTA PAULA, CA 93060
JULIE LATSHAW, CITY CLERK
DAN SINGER, CITY MANAGER
MONICA CASTILLO, CITY ATTORNEY
BRINGING ITEMS BEFORE THE CITY COUNCIL
City of Santa Paula - City Council Special - City Council Special Meeting 1
1. CALL TO ORDER
REMINDER: in order to minimize distractions during public meetings, all personal communication devices should be turned off or put in a non-audible mode.
2. ROLL CALL
3. PUBLIC COMMENT
At this time, members of the public may comment on any item appearing on the agenda only. Individual Councilmembers may briefly respond to Public Comments or ask questions for clarification. Public Comments are limited to three minutes.
4. ORDER OF BUSINESS
4.A COUNCIL RECOGNITION POLICY UPDATE
You are invited to participate in all Regular City Council meetings. Agendas are posted in the front of Santa Paula City Hall, 970 Ventura Street, Santa Paula, 72 hours in advance of the scheduled meetings. The City Council's regular meetings start at 6:30 p.m. the first and third Wednesday of each month in the City Hall Council Chambers located at 970 Ventura Street in Santa Paula. Special and Closed Sessions vary by date and time.
HOW TO PARTICIPATE IN PERSON DURING THE MEETING: If you wish to speak at a City Council meeting, please fill out a Public Comment Form noting your name and address and submit the form to the City Clerk. Include the Agenda item number you wish to speak on. Members of the public may address the Council on items on this agenda only. Public Comments are limited to 3 minutes.
HOW TO PARTICIPATE BEFORE THE MEETING: Members of the public are encouraged to submit email correspondence on any agenda item by sending an email to [email protected]. All public correspondence received by three hours before the meeting date will be provided to the legislative body before the meeting.
Public Comments received after, will be provided to the legislative body the next day.
Your Participation in this meeting is in the public domain; meetings are cablecast; minutes of this meeting will reflect your participation in this meeting and are posted on the city’s website.
PLEASE NOTE: Be advised that if you bring a legal challenge to an action, you may be limited to raising only those issues you or someone else raised at the meeting described in this Agenda, or in written correspondence delivered to the City Council at or before the meeting. Any action is subject to the ninety-day time period set forth in Code of Civil Procedure § 1094.6.
In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk at (805) 933-4208. Notification 48 hours before the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 35, 102-35.104 ADA Title II). Written materials distributed to the City Council within 72 hours of the City Council meeting are available for public inspection immediately upon distribution in the City Clerk’s office.
MEETING ENVIRONMENT
To maintain a public meeting environment conductive and welcoming to receive public comments from all members of the public, the audience is discouraged from engaging in displays of support or opposition to staff reports or public comments, including clapping, yelling, booing, hissing, or cheering, that may create a disruptive environment for the public who wish to express their views during the meeting are encouraged to do so in silent, nondisruptive ways -- such as raising a hand, shaking hands, or another quiet gesture of support or opposition that does not obstruct views or interrupt proceedings.
Members of the public holding signs are asked to hold the signs on their person in front of them or move to the back of the room so as not to obstruct the view of other members of the public wishing to participate in the meeting.
SPECIAL MEETING - COUNCIL CHAMBERS
City of Santa Paula - City Council Special - City Council Special Meeting 2 RECOMMENDATION:
Review and discuss City Council Recognition Policy for clarity, consistency, and transparency standards.
Presented by: Deputy City Manager Aminah Mears
5. ADJOURNMENT
State of California )-
County of Ventura )- ss
City of Santa Paula )-
I declare under penalty of perjury that I posted this City Council Agenda on the bulletin board near the front door of City Hall, 970 Ventura Street, Santa Paula, California.
On_________________ at______________Signed:_________________________ Julie Latshaw
City Clerk
City of Santa Paula - City Council Special - City Council Special Meeting 3 To: Honorable Mayor and Members of the City Council Special From: Aminah Mears,
Subject: COUNCIL RECOGNITION POLICY UPDATE
Date: March 4, 2026
Agenda Item: 4.A
CITY OF SANTA PAULA
MEMORANDUM
RECOMMENDATION:
Review and discuss City Council Recognition Policy for clarity, consistency, and transparency standards.
Presented by: Deputy City Manager Aminah Mears
BACKGROUND:
In May 2023, Resolution No. 7453 established guidelines for proclamations, certificates, and City memorabilia. Since the adoption of the policy, additional forms of recognition have emerged, including:
1. Informal “Mayor’s Awards” recognizing outstanding community members;
2. Community Recognition Awards acknowledging individuals, businesses, and organizations celebrating significant milestones (e.g., major service anniversaries); and
3. Posthumous recognition of prominent community members, including adjourning Council meetings in their honor
Currently, the City considers proclamation or certificate requests for individuals or organizations with relevance to the City of Santa Paula. Requests must be submitted at least one month prior to the event or occasion and provided in writing to the City Manager’s Office or a member of the City Council. Requests must include the purpose of the recognition, relevant background information, and sample language. The policy specifies that proclamations and recognitions shall not constitute political or religious endorsements.
ANALYSIS:
In 2025, the City Council conducted a review of the Council Manual of Procedural Guidelines.
On January 21, 2026, Council directed staff to research policies from other cities to compare practices and identify potential updates consistent with regional and contemporary standards.
Council may wish to clarify or formally incorporate the recognition categories described above into Santa Paula’s policy.
4 Staff reviewed policies and procedures from nine cities: Camarillo, Culver City, Fillmore, Fremont, Fullerton, Moorpark, Oxnard, Ventura, and Santa Clara. Key findings are summarized below.
City
Proclamations
& Certificates
Mayor's
Awards
Community
Recognition
Posthumous
Recognition
Approvals
Santa
Paula
Yes
No Considering
clarification No
CM +Mayor
Approve
1. Camarillo Yes No
Informal
(25/50/75+ yrs)
No (Case by
Case)
Staff + Mayor
2. Culver City Limited Yes
(Commendations) N/A
Yes
(Adjournment in
Memory)
Approved by 3
Councilmembers
or by the Mayor
3.. Fillmore Yes Yes N/A
Council
approval;
Informal
4. Fremont Yes Yes Yes No N/A
5. Fullerton Yes No Yes N/A
6. Moorpark Yes No
(Discretionary)
Informal
(Case by Case)
No
(Discretionary) Mayor/Council
7. Oxnard Yes No Limited No Mayor's Office
8. Santa Clara Yes Yes Yes No Mayor
9. Ventura Yes No
Informal
(25/50 yr
thresholds)
At
Mayor/Council
discretion
Mayor
Summary of key findings
All cities reviewed issue proclamations and certificates of recognition. Most also provide some form of community or milestone recognition, although these are often consolidated into a broader recognition category rather than formally codified.
None of the cities reviewed maintains a separately defined posthumous recognition program; however, several cities adjourn meetings in memory of individuals and acknowledge commemorative occasions at the discretion of the Mayor or Council. Alternative terminology used includes “Ceremonial Resolution,” “Commendation,” and “Adjournment in Memory.” Mayor’s Awards are generally not codified and are typically discretionary. Santa Clara issues a Mayor’s Award at the sole discretion of the Mayor. Fremont and Culver City provide Mayor commendations, which are approved either by the Mayor or by a specified number of Councilmembers.
In summation, Santa Paula’s existing practices tend to align with regional norms for proclamations and recognitions. Formalizing standing or additional recognition categories 5 could promote consistency, transparency, and equity in the granting of recognitions, while reducing ambiguity about approval authority and eligibility.
Conversely, maintaining flexibility with the status quo may preserve the Mayor and Council’s discretion to respond to unique circumstances without procedural constraints. Council direction will help determine the appropriate balance between structure and discretion.
The adopted policy has served as a useful tool for recognizing volunteers, employees, businesses, and community organizations. The City Council may:
1. Direct staff to return with proposed amendments that establish clearer guidelines, eligibility criteria, and approval authority for additional recognition categories (e.g., Mayor’s Awards, milestone recognitions, posthumous acknowledgments);
2. Direct staff to develop standardized procedures and thresholds for standing recognition practices; or
3. Maintain the existing policy without modification.
STRATEGIC PLAN:
FISCAL IMPACTS:
OPTIONS:
ATTACHMENTS:
Reso_7453_Proclamations__Certificates_of_Recognition__and_City_Memorabilia_Policy.pdf City Council Recognition Policy - 3-4-2026.pptx
6 7
8 9
10 11
12 13
14 15
16 Council Recognition Policy
Study Session Agenda Item 4.A
March 4, 2026
Aminah Mears, DPA
City Manager’s Office
Administration Department
17 The Ask…
That the City Council Review and Discuss the City Council Recognition Resolution No. 7463 and the related policy
2 18
16 Background
In May 2023, Resolution No. 7453 established
guidelines for proclamations, certificates, and City
memorabilia.
Additional forms of recognition have emerged,
including:
Informal “Mayor’s Awards” recognizing
outstanding community members;
Community Recognition Awards acknowledging
individuals, businesses, and organizations
celebrating significant milestones (e.g., major
service anniversaries); and
Posthumous recognition of prominent
community members, including adjourning
Council meetings in their honor.
Council Recognition Policy
3 19
Analysis
City Proclamations
& Certificates
Mayor’s
Awards
Community
Recognition
Posthumous
Recognition
Approvals
Santa Paula Yes No
(used recently)
Considering
clarification
No (meeting
adjourned in
honor)
CM +Mayor
Approve
1. Camarillo Yes No Informal
(25/50/75+
yrs)
No
By Case
Staff + Mayor
2. Culver
City
Yes Yes
(Commendations)
Yes
(Adjournment in
Memory)
Approved by 3
Councilmembers or
by the Mayor
3. Fillmore Limited Council approval;
Informal
4. Fremont Yes Yes Yes No N/A
5. Fullerton Yes No Yes N/A N/A
6. Moorpark Yes No
(Discretionary)
Informal
By Case
No
(Discretionary)
Mayor/Council
7. Oxnard Yes No Limited No Mayor’s Office
8. Ventura Yes No Informal
(25/50 yr
thresholds)
At Mayor/Council
discretion
Mayor
9. Santa
Clara
Yes Yes Yes No Mayor
Nine (9) Cities Reviewed: Camarillo, Culver City, Fillmore, Fremont, Fullerton, Moorpark, Oxnard, Ventura, and Santa Clara
4 20
16 analysis
All Cities Issue Proclamations and Certificates
of Recognition
Most cities provide community or milestone
recognition
None of the cities reviewed maintains a
posthumous recognition program
Mayor’s Awards are not codified or are
discretionary • Santa Clara issues a Mayor’s Award at the sole discretion of the Mayor; Fremont and Culver
City provide Mayor commendations
Santa Paula’s Existing Policies in Alignment
Key Findings
5 21
DISSCUSION
1. Establish Guidelines
2. Define Approval Process
3. Sample Request Intake
9 22
Sample City Council Recognition Webpage
Norwalk
6 23
Sample Recognition Requests Online Form City of Culver City 7 24
Sample Recognition Requests Online Form City of Torrance 7 25
Thank you
Aminah Mears, DPA
[email protected]
805-525-4478 ext. 244
26