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HomeMy WebLinkAbout100-180 POLICY &PROCEDURE Subject:Index:ADMINISTRATIVE Proclamations &Recognitions Number:1OO-j Effective Date:Supersedes:Page:Staff Contact:proved By: 3/6/2025 9/28/2020 1 of 4 Kristi Rowland 7.0 PURPOSE: To establish guidelines for the city’s proclamations and recognitions. 2.0 ORGANIZATIONS AFFECTED: All departments/divisions 3.0 DEFINITIONS: 3.1 Proclamation:An official announcement issued by the mayor,which may subsequently be approved by City Council,to recognize a day,week or month that will have a citywide impact.A proclamation is government speech made on behalf of a city government that is not legally binding and does not constitute an endorsement by the city.Proclamations may be issued to community groups,service organizations,city residents,or City of Renton program staff to honor,celebrate,or raise awareness for the benefit of the community. Proclamations can be formally presented at a city council meeting,or informally,without Council approval,at an event or via a digital or paper copy delivered to recipients. 3.2 Recognition:An acknowledgement on behalf of the city for an individual, group,organization,event,culture,or special occasion that has a positive impact on the Renton community.This can include a formal reception with invited guests or a spoken or written acknowledgement appropriate to circumstance. The purpose of city recognition is to connect city leadership to community leaders and key stakeholders that represent the multi-cultural background of our community and those that have made outstanding contributions,achievements,or service to the community. Proclamations &Recognitions Policy &Procedure 100-18 p.2 4.0 POLICY: It is the policy of the City of Renton to recognize and celebrate the people of our community when it is timely and relevant.Such acknowledgement on behalf of the city has citywide significance and demonstrated direct ties to the City of Renton. Proclamations and recognitions on behalf of the city are made at the discretion of the Mayor’s Office. 5.0 PROCEDURES: 5.1 Requests for recognition must be submitted to the Mayor’s Office at least one month prior to the desired date.For proclamations,a draft version must be included in the request. Requests can be submitted via form at rentonwa.gov. 5.2 Requests may be made by Renton residents or Renton-based organizations,City of Renton staff,and/or City Councilmembers. 5.2.1 Requests from an organization outside city limits must meet the standards set withing this policy and will be considered only when submitted through a local chapter,office,or current resident. 5.2.2 Recognition by the city will reflect the stated values found within the business plan.The city will not consider recognitions that are political,ideological,religious,or representative of individual convictions. 5.2.3 The city reserves the right to edit,and format proposed recognitions;requesters will be contacted to ensure accurate verbiage,terms,and/or spelling. 5.3 The city will determine the appropriate method(s)and date of recognition,which is largely determined by the date of the proclaimed special event (if applicable)and the Council meeting calendar. 5.4 The city’s Communications and Engagement Division will advise the mayor on requests and maintain a rolling calendar of city-initiated recognitions. Proclamations &Recognitions Policy &Procedure 100-18 p.3 5.4.1 External requests will be balanced with city-initiated recognitions to strive for an equitable distribution of recognition. Additional considerations will include any prior recognitions or city support received by the person(s)or group,representation based on our resident demographics,as well as competing demands on city resources to acknowledge the rich and vase community of diverse cultures,services groups,and individuals making requests for city recognition. 5.5 Proclamations:If selected for a formal presentation of a proclamation at a City Council meeting,these are presented at the beginning of a Council meeting. •It is advised that recipients should arrive a few minutes before the start of the Council meeting. •After the proclamation has been approved by Council, recipients are welcome to provide up to five minutes of comments to Council at the podium. 5.5.1 Proclamation requests are not automatically renewed each year.It is at the discretion of the Mayor’s Office to determine which proclamations occur annually. 5.6 Other recognitions may or may not be provided as a compliment to proclamations.Examples include: 5.6.1 Receptions may be held at City Hall as a means of connecting key community leaders and guests with city leadership around a distinct purpose. 5.6.2 The Key to the City shall be granted at the mayor’s discretion when one or more of the following criteria are met: •Demonstrated exceptional or meritorious service to the City of Renton,its residents,or the greater community. •Outstanding contributions to the fields of arts,culture, science,sports,humanitarian efforts,or other areas that significantly enhance the well-being or quality of life in the city. Proclamations &Recognitions Policy &Procedure 100-18 p.4 •Achievement of significant milestone,accomplishment,of recognition within the local,regional,national,or international significance that brings honor and prestige to the City of Renton. •Exceptional acts of bravery,heroism,or life-saving efforts that protect and improve the welfare of city residents, employees,or visitors. 5.7 Other recognition may be provided at the discretion of the Mayor’s Office,such as a letter of recognition or spoken acknowledgement at a gathering or event. 6.0 DECISION-MAKING PROCESS: The approval and granting of recognition in all forms shall be at the discretion of the Mayor’s Office. 7.0 RECORDS: The City of Renton shall maintain all appropriate records and documentation of recognitions granted,including relevant details,recipients’names,and dates of recognition. 8.0 REVIEW AND APPROVAL: This policy shall be reviewed periodically by the City of Renton administration to ensure its effectiveness,fairness,and relevance.Amendments may be made to this policy as deemed necessary.They Mayor’s Office,in consultation with relevant departments,shall have the authority to make further rules,procedures, or guidelines pertaining to the implementation of this policy.