HomeMy WebLinkAbout03/04/2025 09.A. Proclamation Policy r `y s ljlt
ii!
.
il
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 9.A.
For Meeting of: March 4, 2025
ITEM TITLE: Proclamation Policy
SUBMITTED BY: Sara Watkins, City Attorney
SUMMARY EXPLANATION:
Councilmember Berg requested proposed language requiring all Proclamations to have three
councilmember sponsors. After review, staff is presenting information on councilmember sponsorship
and other possible amendments to the proclamation policy for Council's review and further direction.
ITEM BUDGETED: No
STRATEGIC PRIORITY 24-25: An Engaged Yakima
RECOMMENDATION:
ATTACHMENTS:
Memo_Proclamation Policy
Proclamation_Policy_2023_Final-1.pdf
134
lt,�
(„..
'Ni
Office of the City Attorney
City of Yakima
MEMORANDUM
February 28, 2025
TO: Honorable Mayor Patricia Byers and Councilmembers
Vicki Baker, City Manager
FROM: Sara Watkins, City Attorney
SUBJECT: Proclamation Policy
City Council directed staff to bring back a policy that three councilmembers must sponsor a
proclamation before it can be brought to the Council for a vote. A copy of the current policy is
included in your packet for your reference.
1. Current Policy
The current proclamation policy requires the City Manager to screen proclamations to make
sure they meet the minimum qualifications of the policy and satisfies the policy's intent. The
considerations include, but are not limited to:
a. Whether the purpose of the Proclamation is consistent with the City's
mission, vision and goals;
b. Whether the proclamation fosters a sense of community and
demonstrates respect for Yakima residents;
c. Whether the proclamation provides education or raises awareness;
d. Whether the proclamation acknowledges significant community events or
celebrations; and/or
e. Whether the proclamation has a significant citywide impact and is
relevant to the City.
Under the policy, proclamations will not be issued if they attempt to influence governmental
policy, are for campaigns or events contrary to the City's mission or vision, are for personal
200 South Third Street,2nd Fl. I Yakima,WA 98901
P:509.575.6030 I F:509.575.6160
135
Honorable Mayor and City Councilmembers
City Manager
Proclamation Policy
Page 2
activities not for the general public, or if they are partisan in matters of political, ideological or
religious controversy. See Proclamation Policy Section 3(i).
Once the City Manager has reviewed it, it is placed on a Council agenda where it must be
adopted by a majority vote of the councilmembers present at the meeting. Proclamations that
are approved can be read at a meeting if requested, or mailed.
There are other guidelines and expectations for Proclamations set forth in the policy.
2. Councilmember Sponsorship
Councilmember Berg requested a change that would create a step where a prospective
proclamation supporter would need to obtain sponsorship of three councilmembers before the
proclamation could be put on the agenda. I assume that such signatures would be part of the
application, and would be needed on the proclamation before the City Manager reviews the
application for completeness.
However, any councilmember may move the council to take action or add an item to the agenda
(see Council Rules of Procedure Section E and Robert's Rules). As such, even if a
proclamation did not receive 3 sponsors, a councilmember could make a motion at a council
meeting to read a proclamation. Said motion may not pass, but there is no method to stop a
councilmember from bringing something to the table for discussion with a motion and a second,
requiring only 2 councilmembers to bring it up, not 3. As such, requiring 3 members would have
no effect on limiting proclamations from coming forward with a councilmember motion and
second during a meeting.
If sponsorship is desired, the policy could be that a requestor fills out the application and
coordinates with a councilmember (or two councilmembers) to sponsor the application. Once
that coordination is accomplished, the complete application could be sent to the City Manager
for full review under the policy and placement on the Council agenda. This adds a requirement
that the proposer and the councilmember meet or coordinate getting the Councilmember's
signature before the application can be processed by the City Manager. This would not avoid
the procedural ability described above that every councilmember has to put an item on the table
in a council meeting for discussion and decision.
3. Proposed Language Alternatives
There may be alternative ways to address the issues the Council may have with the current
proclamation policy. Here are some options that could be evaluated (one or multiple):
a. Eliminate Proclamations. The City Council is not required to have a
Proclamation Policy or make Proclamations at City Council meetings.
b. Recognize only the national and state recognized heritage months and
have the City bring forth those proclamations yearly.
c. Limit the number of Proclamations to be read at a council meeting to 1
per general business meeting, with priority given to issues of local
importance, heritage months, etc. (priority would be up to the Council).
136
Honorable Mayor and City Councilmembers
City Manager
Proclamation Policy
Page 3
This would still allow groups to request Proclamations, but only a limited
number would be read. The others, if meeting the criteria, could simply
be signed by the Mayor and sent to the requestor. The Policy could
specify that Proclamations will not be read at Study Sessions if the
Council so desires.
d. Change the criteria to limit Proclamations to only Proclamations on local
issues and/or with local sponsors.
e. Change the order of the meeting so that Proclamations are read last so
that the city business can be accomplished first.
f. Reduce the word limit in the proclamation policy to make them shorter (it
is currently limited to under 300 words).
137
.
F., • •.7 li.coy". ....1I
,
r
��+li f f.•••. 4�
a
City of Yakima Proclamation Issuance Policy
Adopted February 7, 2023 via R-2023-023
1. Purpose
The purpose of this Proclamation Policy is to establish guidelines for the orderly preparation and
presentation of proclamations for potential City Council action, and to ensure proclamations reflect
inclusiveness and issues that support City policies, goals and values.
2. Policy
Proclamations issued by the City Council ideally provide an opportunity for the City Council to
honor occasions of importance and significance to Yakima residents, increase public awareness
of issues to improve the well-being of the residents of the City, and recognize and celebrate
extraordinary achievements of Yakima residents and Yakima non-profit organizations.
Proclamations requested by the public should have city wide significance and demonstrate
relevance to the City of Yakima.
A proclamation is government speech made on behalf of the City government. These procedures
do not entitle any private person or entity a right to have their proposed proclamation adopted by
the City Council or to have any particular issue addressed in a proclamation. This policy does
not restrict the City Council's discretion to issue a proclamation for any purpose it deems
appropriate. Proclamations are not legally binding and do not constitute an endorsement by the
City.
3. Guidelines and Procedure
a. The person(s) or organization(s) making the request for a proclamation must submit a
completed application requesting a City proclamation and submit the application, any
relevant background information Applicant believes would help in evaluating the
proclamation, and the proposed language for the proclamation to the City Manager's
office at least thirty (30) days in advance of the requested Council meeting at which
the proclamation is proposed to be read.
b. Submission of an application does not guarantee issuance. Due to the volume of
submissions received, the City may not be able to grant every request.
c. No individual or organization has exclusive rights to any day, week or month.
138
d. Proclamations must fit on one page and must be under 300 words.
e. Only one proclamation can be issued per calendar year per organization or individual.
f. Proclamations do not automatically renew. Requests must be made on an annual
basis. Each renewal request will be evaluated on a case-by-case basis. Persons and
organizations seeking renewal are encouraged to provide new information about the
topic or event rather than merely changing the date on a previously-approved
proclamation.
g. The City Council is unable to accommodate proclamations for out-of-city events or for-
profit causes.
h. National or International groups seeking proclamations must do so through an in-city
sponsor.
i. Proclamations will not be issued if they attempt to influence government policy, are for
campaigns or events contrary to adopted City policy or mission; or are for personal
activities that are not of a general public concern. Proclamations should not be
partisan in matters of political, ideological or religious controversy.
j. The City Manager will determine if the proposed proclamation satisfies the intent of
this policy. If it does, the proclamation will be placed onto a City Council agenda for
approval. The considerations include, but are not limited to:
Is the purpose of the proclamation consistent with the City's vision, mission
and goals?
ii. Does the subject matter demonstrate respect for Yakima residents?
iii. Would the proclamation foster a sense of community?
iv. Would the proclamation provide education, raise awareness or provide similar
benefits for Yakima residents?
v. Does the proclamation relate or connect the City to an organization within the
city or to a statewide or national issue impacting Yakima?
vi. Is the request similar to already issued proclamations?
vii. Does the proclamation acknowledge significant community events or
celebrations?
viii. Will the proclamation have a significant, citywide impact and demonstrate
relevance to Yakima?
k. Alternatively, proclamations may be placed on a City Council agenda by a City
Councilmember pursuant to the City Council Rules of Procedure.
I. The City retains the right to modify, edit or otherwise amend the proposed
proclamation.
m. Proclamations will be placed on the agenda at a council meeting that is not less than
one business meeting prior in time to the proposed date of reading the proclamation.
Proclamations must be adopted by a majority vote of the Councilmembers present at
the meeting. If proclamations are approved by the City Council, those which have
requested that they be read during a City Council meeting will be placed on a
139
subsequent agenda and read aloud. Proclamations will only be read aloud if the
Applicant indicates they want it read aloud, and the Applicant, or a representative
thereof, is present to accept the proclamation. Otherwise, proclamations will be mailed
to the Applicant after City Council approval.
n. Applicants or their representatives are encouraged to be present at the City Council
meeting to accept the proclamation if they have asked that it be read aloud.
Proclamations are presented at the beginning of Council meetings. Recipients
should arrive a few minutes before the start of the Council meeting.
ii. Recipients who require accommodations are encouraged to contact the City
Clerk at (509) 575-6037 at least two business days prior to the meeting.
iii. After the proclamation has been read aloud, recipients will be provided a copy
of the document and may be asked to provide comments to the Council at the
podium. Comments are limited to a maximum of three (3) minutes.
4. Greetings and Other Recognition
Greetings from the Mayor and/or City Council, or other forms of recognition, such as
congratulatory letters, can be issued when a proclamation request does not meet the guidelines.
Greetings and/or other recognition can be used to honor special events or individuals within the
City of Yakima. This may include conventions, community celebrations, award ceremonies,
college graduations, conferences, etc. Such greetings or other recognition may be made at the
discretion of the Mayor. To request a greeting or other recognition, please send a request in
writing to the City Manager's office with information about the event or recognition, and any other
pertinent information which describes the reason for your request.
140
0
'c ;711loy
\\,„,,_,_
Proclamation Application Form
Date(s) of Proclamation:
Date needed by (we are unable to guarantee completion without 30 days advanced notice of
the requested Council meeting at which the proclamation is proposed to be read):
Name of requestor& organization:
Requestor's complete address, phone number, & email:
Please provide mailing address for the proclamation (if different from above):
Proclaiming a Day, Week, or Month? (check one)
Day n Week n Month n
Draft Language included (no more than 300 words and must fit on one page)? YesnNolli
Please briefly describe your group, organization, or cause:
Please briefly describe the purpose(s) you would like a proclamation to serve, or the
message that you would like to convey:
141
Distributed at Iteetln;
he
Reasons for Proposing These Proclamation Policy Changes:
1. Lightens the Load for Our Staff
Right now, our staff spends a lot of time sorting through proclamation requests from
outside groups -reviewing forms, drafting text, and following up. This change lets them
focus on what we, as a council, decide matters most.They'd only work on proclamations
after we've given the green light with four votes, making their jobs easier and more
efficient.
2. Keeps Proclamations in Our Hands
Proclamations are our way of speaking as a council, reflecting what we believe is - -
important for Yakima. By requiring four of us to agree before anything moves forward, we
ensure they truly represent our voice —not something pushed on us from outside. It's
about keeping our message clear and intentional.
3. Gives Us a Heads -Up on the Agenda
Sometimes, we see proclamations pop up on the agenda that catch us off guard
because they came from an application we didn't start. This change means nothing gets
scheduled unless four of us vote for it first in a meeting. It's a simple way to avoid
surprises and keep us all on the same page.
4. Fits Right Into Our Rules
We already use motions and votes under our Rules of Procedure for ordinances and
resolutions —it's how we get things done. This tweak makes proclamations follow that
same familiar path: a motion, four votes, and a clear process. It streamlines everything
to match how we handle other big decisions, keeping it consistent and smooth.
5. Still Welcomes Community Ideas
This change isn't about closing doors —it's about lifting up our community's ideas in, a
way that works for everyone. Residents and groups can bring their passions to us, their
council, and with a little collaboration, we can turn those into proclamations together. It's
a chance to celebrate what matters to Yakima through a shared, inclusive process.
Main Motion to Amend the Policy
I move to amend the City of Yakima Proclamation Issuance Policy, adopted February 7, 2023
via R-2023-023, with the policy changes provided, to take effect immediately upon adoption.
Replace Section 3.a
Section 3.a: Initiation of Proclamations
Proclamations may only be proposed by a member of the City Council through a motion made
during a City Council meeting to add the proposed proclamation to the agenda of a future
council meeting. Such a motion requires the affirmative vote of a majority of council members in
attendance to be added to a future agenda, in accordance with the City Council Rules of
Procedure. Requests for proclamations from individuals, organizations, or entities outside the
City Council shall not be accepted, processed, or reviewed by the City Manager, staff, or any
other city official or entity. Upon a successful motion with a majority vote of council members in
attendance to add a proclamation to a future agenda, the City Manager, in consultation with the
proposing councilmember, shall prepare a draft proclamation for consideration at the designated
future meeting.
Amend Section 3.j
Section 3.j:
The City Manager will determine if the draft proclamation, prepared following a councilmember's
motion approved by a majority of council members in attendance, satisfies the intent of this
policy. If it does, the proclamation will be placed onto the designated future City Council agenda
for approval. The considerations include, but are not limited to:
i. Is the purpose of the proclamation consistent with the City's vision, mission and goals?
ii. Does the subject matter demonstrate respect for Yakima,residents?
iii. Would the proclamation foster a sense of community?
iv. Would the proclamation provide education, raise awareness or provide similar benefits for
Yakima residents?
v. Does the proclamation relate or connect the City to an organization within the city or to a
statewide or national issue impacting Yakima?
vi. Is the request similar to already issued proclamations?
vii. Does the proclamation acknowledge significant community events or celebrations?
viii. Will the proclamation have a significant, citywide impact and demonstrate relevance to
Yakima?
Amend Section 3.k
Section 3.k:
Proclamations may only be placed on a City Council agenda pursuant to a motion made by a
City Councilmember during a council meeting, approved by a majority of council members in
attendance as outlined in Section 3.a, and in accordance with the City Council Rules of
Procedure.
Amend Section 3.m
Section 3.m:
Draft proclamations placed on a future agenda pursuant to Section 3.a, following a motion
approved by a majority of council members in attendance, must be adopted by a majority vote
of the Council embers present at the meeting, if approved, proclamations may be read aloud at
a subsequent cebncii meeting if requested by the proposing councilnember and scheduled
accordingly.
Delete Section 3.n