Westminster City Council
SUBJECT
Title
Amendments to Council Policy Regarding Recognition and Proclamations.
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publichearing
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From: Christine Cordon, City Manager
Requested by: Vice Mayor Kimberly Ho;
Council Member Carlos Manzo
Prepared by*: Christine Cordon, City Manager
*Staff reports prepared by staff on behalf of members of the City Council do not reflect the opinions of staff and are generated in collaboration with the requesting council member(s).
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RECOMMENDED ACTION
Recommendation
Consider the amendments related to the approval process and the addition of “Certificate in Memoriam,” and provide staff direction regarding the policy for issuing recognition and proclamations.
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BACKGROUND
This item is being requested by Vice Mayor Kimberly Ho (District 3) and seconded by Council Member Carlos Manzo (District 2).
On September 14, 2022, the City Council adopted a policy regarding certifications and proclamation requests (Attachment 1). The guidelines were approved to help determine whether a certificate of commendation, congratulation, recognition, or a proclamation is merited. The guidelines also established the process for preparing certificates and proclamations based on the type of recognition category, as well as the method of issuance and who may authorize or approve a certificate or proclamation.
In reviewing the existing policy, Vice Mayor Ho is concerned that the policy is not comprehensive or clear enough and is not a fair process for all council members. Therefore, the following significant amendments are being recommended (Attachment 2):
• All requests for certificates and proclamations must be approved by the entire City Council under “Regular Business” of the City Council agenda. All requests must be made in writing using the Request Form (Attachment 3) and submitted to the Office of the City Clerk. All requests must be received no later than 14 days prior to the requested date of presentation or date of the next City Council meeting, whichever is earlier, to ensure the request is placed timely on the agenda.
• The currently policy does not address “Certificates in Memoriam.” Therefore, it is being requested that a “Certificate in Memoriam” be added to the list of requests. “Personal Accomplishments” would be changed to “Personal Recognition,” and the following line would be added:
o “In Memoriam: A certificate in memoriam may be issued to the families of a current or prior resident who has contributed to the community and has passed away.”
FISCAL IMPACT
There is no fiscal impact related to the review of the policy.
LEGAL REVIEW
The City Attorney’s Office has reviewed as to form.
CONCLUSION
If the Council approves the revisions as seen in Attachments 2 and 3, the policy shall be effective immediately.
ATTACHMENTS
1. Current Policy for Recognition Requests
2. Revised Council Policy for Recognition Requests (Clean)
3. Proposed Request Form (Draft)
REVIEWED BY
Erin Backs, Finance Director
Christian Bettenhausen, City Attorney
Christine Cordon, City Manager