Loading...
HomeMy WebLinkAbout100-18Y a* 4FNT POLICY & PROCEDURE Subject: Index: ADMINISTRATIVE PROCLAMATIONS Number: 100-1: Effective Date: Supersedes: Page: Staff Contact: Il'1 PP roved By: 9/28/20 N/A 1 of 3 CAO 1.0 PURPOSE: To establish guidelines for the orderly preparation and presentation of proclamations for potential Mayoral and City Council action, and to ensure proclamations reflect inclusiveness and issues that support City policies, goals, and values. 2.0 ORGANIZATIONS AFFECTED: All departments/divisions. 3.0 REFERENCES: N/A 4.0 POLICY: It is the policy of the City of Renton to provide an opportunity to hear from residents, resident groups or agencies based in Renton or affiliated with the City of Renton to honor, celebrate or create awareness of an individual, organization, event, special occasion or significant issue. Proclamations requested by the public should have citywide significance and demonstrate relevancy to the City of Renton. A proclamation is government speech made on behalf of the City government. The procedures do not entitle any private person or entity a right to have their proposed proclamation adopted by the City government through the Mayor and/or the City Council or to have any particular issue addressed in a proclamation. This policy does not restrict the Mayor's discretion to issue proclamations for any purpose he/she deems appropriate. 5.0 DEFINITION: For the purposes of this policy, a proclamation is an official announcement issued by the Mayor, which may subsequently be approved by the City Council, to recognize a day, week or month that will have a citywide impact. The goal of a proclamation is to honor, celebrate or create awareness of an individual, organization, event, special occasion or significant issue. Proclamations should generally be related to a community benefit, a service organization, or City of Renton operations. Policy& Procedure 100-18, Proclamations Page 2 of 3 6.0 PROCEDURES: 6.1 Requests for proclamations must be submitted to the Mayor's Office for review at least two weeks prior to the date of the proclaimed event. A draft version of the proclamation must be included with the request. Requests can be emailed to mayor@rentonwa.gov or mailed to: Attn: Mayor's Office 1055 S Grady Way Renton WA, 98057 6.2 Requests may be made by Renton residents or agencies, City of Renton staff, and/or City Councilmembers. Requests from national, international, or out-of- state organizations should be endorsed by or submitted through a local chapter or office. 6.3 Requests for proclamations should reflect inclusiveness and should not be partisan in matters of political, ideological or religious controversy, or individual convictions. 6.4 The Mayor reserves the right to decide to place personal proclamations for individuals or organizations on a Council agenda. Proclamations not presented at a Council meeting can be mailed to recipients or, if elected officials' calendars allow, presented to recipients at special events. 6.5 The Mayor reserves the right to adopt, modify,or reject a proposed proclamation. Proclamations may be edited for substance, formatting, conciseness or other purposes. Requestors may be contacted to ensure accurate verbiage, terms, and/or spelling in the proclamation. 6.6 If accepted,the Mayor's Office will determine the appropriate date to present the proclamation at a Council meeting.This is normally determined by the date of the proclaimed special event (if applicable) and the Council meeting calendar. 6.7 Requestors or their representatives are encouraged to be present at the City Council meeting to accept the proclamation. 6.7.1 Proclamations are presented at the beginning of Council meetings. Recipients should arrive a few minutes before the start of the Council meeting. 6.7.2 Recipients who require accommodations are encouraged to contact the City Clerk at cityclerk@rentonwa.gov. 6.7.3 After the proclamation has been approved by Council, recipients will be provided a copy of the document and are encouraged to provide Policy&Procedure 100-18, Proclamations Page 3 of 3 comments to Council at the podium. Please keep comments to a maximum of five (5) minutes. 6.7.4 After accepting the proclamation, recipients can stay for the rest of the Council meeting or leave after the presentation. 6.7.5 If a formal presentation at a City Council meeting is not available or the recipient is not able to attend the meeting, the proclamation will be mailed to the recipient. 6.8 Proclamations are not automatically renewed each year. 6.8.1 Proclamations that occur annually must be requested annually. 6.8.2 If the request is for a repeat of a previous proclamation, a copy of the previous proclamation must be included with the request.