For City Council Meeting [August 14, 2018]
TO: Honorable Mayor and City Council
APPROVAL: Ahmad R. Ansari, Interim City Administrator
FROM: Fred Galante, City Attorney
Title
Request City Council to Provide Direction on an Appropriate Policy for City Council Consideration of Ceremonial Letters, Certificates, Proclamations and Resolutions.
(ACTION)
Body
BACKGROUND:
Councilmembers have inquired as to whether the City has any established procedures for the placement of ceremonial letters, certificates, proclamations or resolutions on the City Council agenda. In response, the City Clerk's Office provided the attached procedures it has followed (Attachment A). Following circulation of the attached, Councilmember Trujillo requested that a proposed policy be presented for consideration by the City Council.
Attached are sample policies obtained from other cities. Direction is requested on the elements to include in a policy acceptable to this Council.
ANALYSIS/DISCUSSION:
The procedures provided by the City Clerk's Office spell out the following requirements to assure requests are processed in a timely manner:
All requests will go through an internal review with final approval by the City Clerk.
All requests must be submitted in a neatly printed or typed format to the City Clerk.
All requests are to be received at least three weeks prior to the date the document is needed.
By request, Certificates, Proclamations, and Resolutions may be presented by the Mayor and City Council to the respective recipient(s) during a City Council Meeting.
Requested documents are to be submitted to the City Clerk's Office.
Concern was raised about the requirement to provide documents 3 weeks in advance. Other concerns may exist. Any suggested changes to uphold the City Council's desires should also address the timing required for the City Clerk's Office's to prepare any such ceremonial documents and coordinate with recipients of such documents for attendance at ...
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