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HomeMy WebLinkAboutResolution No. 11-C30RESOLUTION NO. 11-C30 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA, APPROVING A PROCLAMATION/RECOGNITION AWARDS POLICY WHEREAS, the City Council of the City of Azusa has considered a document entitled Proclamation/Recognition Awards Policy, which contains policies and procedures which are designed to establish uniform procedures, criteria, and identify authority which clarifies and defines policy on this subject. . WHEREAS, the City Manager of the City of Azusa has recommended to the City Council that the Proclamation/Recognition Awards Policy be approved and established as the policies and procedures of the City for the issuance of proclamations and other forms of recognition to the public. WHEREAS, the City Council has determined that the Proclamation/Recognition Awards Policy should be approved and established as recommended by the City Manager. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF AZUSA, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. Approval of Policy. The City of Azusa Proclamation/Recognition Awards Policy as presented to the City Council is hereby approved and established as the policies and procedures of the City with respect to the issuance of Proclamations and other forms of recognition. SECTION 2. Certification. The City Clerk shall certify to the adoption of this Resolution. SECTION 3. Effective Date. This Resolution shall become effective upon its adoption. PASSED, APPROVED AND ADOPTED THIS 18TH DAY OF APRIL, 2011. sM ' J seph R. Rocha, Mayor I HEREBY CERTIFY that the foregoing resolution was duly adopted by the City Council of the City of Azusa at a regular meeting thereof held on the 18`h day of April, 2011, by the following vote of the Council: AYES: COUNCILMEMBERS: GONZALES, CARRILLO, MACIAS, HANKS, ROCHA NOES: COUNCILMEMBERS: NONE ABSENT: COUNCILMEMBERS: NONE era Mendoza, City CITY OF AZUSA, CALIFORNIA PROCLAMATION/RECOGNITION AWARDS POLICY BACKGROUND The City Council of Azusa receives on a weekly basis numerous requests for the issuance of Proclamations and Certificates of Recognition for individuals, groups, and events of significance from the Azusa community. The following will serve as a guiding principle and policy regarding the appropriate level of recognition from the City to any of the aforementioned individuals or groups. It is desirable at this time to clarify and define a policy on this subject. As well as designate the City Manager and the City Clerk as the coordinators for these requests. PURPOSE The purpose of this policy is to establish uniform procedures, criteria, and identify authority. Proclamation - An official decree awarded to local residents, organizations, dignitaries, members of the Council, and Boards/Commissions for special service to the City of Azusa. Certificates of Appreciation/Recognition - Awarded at the discretion of the City Council to recognize, congratulate or honor City employees or other individuals for special accomplishments or services rendered. Plaques - Awarded at the discretion of the City Council to visiting officials/dignitaries, elected officials, individuals, organizations, businesses or to current or retiring City employees and Council members to commemorate an event or outstanding accomplishment/contribution. City Wear — Awarded by the City Council to honor City employees or individuals for their service to the City of Azusa. Lapel Pins — Awarded by the City Council to honor visiting officials/dignitaries, elected officials and/or individuals who are visiting or have rendered a special service to the City of Azusa. POLICY It is the policy of the City of Azusa to proclaim certain periods of time and recognize individuals and/or organizations for their outstanding performance in accordance with the criteria set forth below. 2. Requests for proclamations, certificates or plaques from City Councilmembers, City Departments, residents, and local organizations must be submitted to the City Manager's Office by at least three weeks in advance of the time period for which they seek recognition so as to be placed on a City Council agenda. Requests should specify: a. Reason why recognition should be granted; and b. Historical information that will assist the City Manager and the City Council arrive at a decision. All requests for proclamations are subject to approval by a majority of the Azusa City Council during a regularly scheduled or special City Council meeting. 4. All requests for certificates shall be subject to approval by a majority of the Azusa City Council during a regularly scheduled or special City Council meeting. All requests for plaques, lapel pins, gifts or awards, to visiting officials/dignitaries, elected officials, individuals or organizations and City employees, shall be approved by the majority of the Azusa City Council during a regularly scheduled or special City Council meeting. The City Manager will then request that the City Clerk prepare the request for presentation at a ceremonial City Council meeting, special meeting or an event. 6. Notwithstanding the policy above, the following exceptions will apply: a. Whenever active military personnel are on a short-term leave of duty, the City Manager may approve the request for recognition prior to the subsequent City Council meeting or special event. The City Manager must notify all Council members relative to the date, time, and location of said event. b. Whenever an outgoing Board or Commission Member has either served at least one full-term or has honorably resigned prior to serving one full-term, the City Manager will process a proclamation for the Board or Commission Member without a request for recognition being required. An honorable resignation shall be one based solely on personal or work considerations and not due to allegations of wrong doing whether related to the position or not. The City Manager will notify all Council Members of the processed proclamation prior to the subsequent City Council meeting or special recognition event at which the proclamation will be presented. PROCEDURE Proclamations and Certificates a. All requests shall be reviewed by the City Council and the City Manager pursuant to policy 5 above. b. The Mayor or his/her designee will either present the Proclamation or Certificate at a City Council meeting or at a special occasion as requested. Copies of all Proclamations will be provided the City Council, City Clerk, City Attorney, and City Manager. d. A Summary Sheet outlining the particulars of the event will be given the Mayor and/or Mayor Pro Tem when Proclamations or Certificates are presented at a function. 2. Plaques, Gifts and Awards The following procedure shall be used when requests for the issuance of gifts and awards are received from City Council Members, City Departments, and outside affiliations: a. All requests shall be reviewed by the City Council and the City Manager pursuant to policy 5 above. b. Gifts/Awards shall consist of the following or comparable items listed below: City of Azusa Lapel Pin City of Azusa Seal Tile Plaques City wear awards/gifts Other awards or gifts of comparable distinction as approved by the appropriate official pursuant to policy 5 above.