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HomeMy WebLinkAboutR-2020-029 City Creating a City Ceremonial Items Policy; Providing for Conflicts; Further, Providing for an Effective Date. RESOLUTION NO. 2020-029 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, CREATING A CITY CEREMONIAL ITEMS POLICY; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Commission wishes to create and adopt a "Ceremonial Items Policy" (the "Policy") to outline a process that will be followed when items such as "Proclamations" and a"Key to the City" are bestowed upon individuals or organizations; and WHEREAS, such Policy will define a standard procedure that will be consistent when such ceremonial items are requested to be issued by elected officials; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the above "WHEREAS" clauses are ratified and confirmed, and they are made a part of and incorporated into this Resolution by this reference. Section 2. That the City Commission creates and adopts a"Ceremonial Items Policy" which will be applicable to City elected officials and determine a standardized process that will provide for consistency. A copy of the Policy is attached as Exhibit"A", which is made a part of and is incorporated into this Resolution by this reference. Section 3. That all resolutions or parts of resolutions in conflict with this Resolution are repealed to the extent of such conflict. Section 4. That this Resolution shall be in force and take effect immediately upon its passage and adoption. PASSED AND ADOPTED on April 28, 2020. ATTEST: THOMAS SCHNEIDER, CMC . LORI L WELLEN CITY CLERK ♦ MAYOR ISHEO�aP APPROVED AS TO FORM AND CO S: C)l1q),in A� THO S R CITY ATTORNEY Ceremonial Items Policy The City Commission has established a procedure to be adhered to by the City Commission, the City Manager and organizations relative, but not limited to, the issuance and distribution of proclamations, keys to the City, awards, certificates and other ceremonial items or documents, effective April 28, 2020. The Mayor, Commissioners, City Manager and organizations may request ceremonial items from the City Commission by submitting a written request to the City Clerk using the request form or a written communication before the publishing of the next City Commission meeting agenda. Upon receipt, the City Clerk will place it on the next agenda for discussion and seek a motion to approve the request to be placed on a future meeting agenda. The individual or organization making the request will have the opportunity to explain the reason for the request for the City Commission's consideration and discussion. Upon City Commission approval, the City Clerk will prepare the item and, if applicable, will invite the party to be recognized to the next appropriate City Commission meeting or invite a representative of the event of the organization requesting the item. Ceremonial item request requirements. The criteria and types of ceremonial items available for presentation identified below shall serve as a reference for the City Commission. The following types of ceremonial items are available for presentation: (1) Keys to the City. A key to the city is the most prestigious award presented by the City Commission and shall be generally limited to the following criteria. They may be issued: a. To citizens, organizations or entities of the City who or which brought regional, national or international acclaim to the City; b. To citizens, organizations or entities who or which have provided service of significant historical value to the City; and c. To individuals, organizations or entities for meritorious acts that occurred within the City. (2) Proclamations. A proclamation is a formal public statement presented at a Commission meeting by the City Commission to recognize certain causes and events to include but not limited to the following: a. For organizations with widespread community interest; b. For a national event or cause such as the American Cancer Society, Breast Cancer Awareness, Black History Month, Women's History Month,National Library Week and other similar events and causes; c. For organizations to commemorate a special event/activity having a positive impact on the City such as Code Enforcement Week, Parks & Recreation Month, City Clerk Week, Public Service Recognition Week; d. For historic milestones such as Centenarian (100th) Birthdays; and e. For events supported by proclamations issued by the President of the United States, U.S. Congress, Governor of the State of Florida or the Florida State Legislature. (3) Proclamations will not be issued for the following: a. Commercial purposes such as opening of a new business, a new service, a new product or a new professional service; b. Deceased persons unless the person was associated with a specific significant event; c. Birthdays less than 100 years; d. Family reunions, class reunions, or wedding anniversaries; e. Personal political or business endorsement of individuals or for-profit businesses. (4) The request form or written communication for ceremonial items such as keys, proclamations and certificates must include the following: a. Specific title of what will be honored with a ceremonial item; b. Requested type of ceremonial items and date to be presented or picked up; c. Facts about the subject matter, cause or event; d. Contact information of the person or official making the request including: name,mailing address, telephone number, cell telephone number and email if applicable; e. Specify whether the ceremonial item is requested to be issued or presented at a Commission meeting or an event; and £ Proclamations and other ceremonial items or documents approved by the City Commission shall be read or presented by the Mayor, Vice Mayor or Commissioner who requested the item. Proclamations can only be signed by the Mayor.