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HomeMy WebLinkAbout10/18/2022 09. Resolution adopting a new City of Yakima Proclamation Issuance Policy f,e_a f�ry 4"1"4.°'' $?.,car :1 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 9. For Meeting of: October 18, 2022 ITEM TITLE: Resolution adopting a new City of Yakima Proclamation Issuance Policy SUBMITTED BY: Sara Watkins, City Attorney SUMMARY EXPLANATION: The Council directed staff to review and provide an updated proposal for the C.ity's issuance of proclamations. Included with this agenda statement is a proposed Proclamation Issuance Policy for Council's review, as well as the current policy for comparison. ITEM BUDGETED: NA STRATEGIC PRIORITY: Public Trust and Accountability APPROVED FOR SUBMITTAL BY THE CITY MANAGER RECOMMENDATION: ATTACHMENTS: Description Upload Date Type D Res-Proclamation Policy 10/4/2022 Resolution D Proclamation Policy_N 10/4/2022 Backup Material D Proclamation Policy_Gurrent 10/4/2022 Backup Material 2 RESOLUTION NO. R-2022- A RESOLUTION adopting a new City of Yakima Proclamation Issuance Policy. WHEREAS, the City Council is authorized to create its own policies as to when and how proclamations are issued and adopted; and WHEREAS, the City Council of the City of Yakima finds that it is in the best interest of the City and its residents to adopt a new City of Yakima Proclamation Issuance Policy; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City of Yakima Proclamation Issuance Policy is hereby adopted. The attached version of the City of Yakima Proclamation Issuance Policy shall be effective as of the date of this Resolution. ADOPTED BY THE CITY COUNCIL this 18th day of October, 2022. Janice Deccio, Mayor ATTEST: Sonya Claar Tee, City Clerk 3 tY ^r / tSgxA F� �f `ttia V $,„\ d'S [d r 4jiphs4.Yt� tt 5tt City of Yakima Proclamation Issuance Policy 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 three (3) weeks in advance of the requested Council meeting. 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. d. Proclamations must fit on one page and must be under 300 words. 4 e. Only one proclamation can be issued per 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 on the requested City Council agenda. 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 must be adopted, by motion and unanimous 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 the City Council meeting will be 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. 5 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 approved by the City Council, 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. iv. If the Council does not read aloud the proclamation, or the Applicant does not request that the proclamation be read aloud, the proclamation will be mailed to the Applicant at the mailing address provided on the application. 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. 6 *Aptt, dx ' % d A i xx a xi Proclamation Issuance Guidelines Proclamations issued by the City Council ideally provide an opportunity for the Council to recognize exceptional events and people. The goal of a proclamation is to recognize and celebrate the extraordinary achievements of community members and non-profit organizations that serve Yakima, honor occasions of importance and significance, and increase public awareness of issues to improve the well being of the people of this city. Submitting a Request for a Proclamation: Requests for proclamations are submitted to the Council's Office. Requests should include the following information: 1. Requests need to be submitted 30 days prior to the due date. 2. All requests should clearly include the name, address and telephone number of the person making the request, as well as to who and where the document should be addressed and mailed (if different from the requester). If the proclamation is to be read and presented at a Council meeting, please provide the name of the person accepting the proclamation at least two days prior to the meeting. 3. Draft sample or model proclamation language. 4. Requests should include background information of the individual or organizations connection to the City of Yakima. 5. Whether the proclamation has been issued by the City in previous years. Requests must be made each year; requests are not annually renewed. 6. The City is unable to accommodate proclamations for out-of-city events or for-profit causes. 7. The City asks that National or International groups requesting proclamations must have an in-city sponsor. Submission of a proclamation request does not guarantee issuance. Due to the volume of submissions received,we cannot grant every request. However,we want to recognize and honor your organization's outstanding contributions, commitment, and excellence to our community. Proclamation Issuance Guidelines: Proclamations are to be utilized exclusively for ceremonial and recognition purposes. They are not to have policy implications or suggest an official City position on a cause or occasion. The 7 City does not generally provide publicity (e.g., press releases) regarding the proclamations issuance; this is the responsibility of the requesting organization. However, the City will publicize the proclamation on occasion as it sees fit. Proclamations deemed to be requested for the following purposes will not be issued: a. Matters of political controversy b. Individuals/organizations seeking political or commercial endorsement c. Religious events or matters of religious nature d. Individuals/organizations with no direct relationship to the City of Yakima e. Events contrary to City policies The City reserves the right to approve or deny requests and to make any edits to sample or model proclamation language provided to the City. Greetings/Other Recognition: Greetings from the Mayor/Council or other forms of recognition can be issued when a proclamation request doesn't meet guidelines. Greetings and/or other recognition shall be used to honor special events or individuals in Yakima. These may include conventions, community celebrations, award ceremonies, college graduations, etc. The Mayor/Council also strongly encourage personal achievement and wish to showcase significant milestones in the lives of Yakima residents. The City asks that recognitions please be submitted 30 days prior to due date. Please e-mail requests to ccouncil2 Nakimawagov. If you have draft language, please include it as an attachment or paste it into the body of the e-mail. Thank You! 8 Date(s) of Proclamation: Date needed by (we are unable to guarantee completion without two weeks advanced notice): 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? (circle one) Reissue Request from Previous Year(s)? Yes No (circle one) Date(s): Draft Language included? Yes No (circle one) Number of Pages: 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: Will you be submitting the proclamation to any publication(s)? Yes No (circle one) Name of Publication(s): Please briefly describe display/distribution plans for this proclamation: