Proclamation Requests

Council Policy Pertaining to Mayoral Proclamations and
Other Recognition from the Mayor or Council

PURPOSE

The purpose of this policy is to establish guidelines for the issuance of ceremonial documents including proclamations and certificates of appreciation/recognition. These documents are strictly honorary and do not carry any legislative or legal value, nor do they constitute an endorsement by the City of San Ramon or the San Ramon City Council.

POLICY

A. Requests for Recognition Criteria:

The City of San Ramon will consider a request for a proclamation or certificate of appreciation/recognition from any group or individual, as long as the request has some type of local relevance and/or promotes activities taking place in the City of San Ramon.

All requests are subject to approval by and prepared on behalf of the Mayor or the Mayor’s designee.

The general criteria for the issuance of these types of recognition are as follows:

  1. Issues with widespread community interest or concern, with a primary emphasis on requests that are in support of City Council goals and objectives;
  2. Recognition of a local, civic organization, group or individual achieving outstanding or significant accomplishments; and
  3. Acknowledgment of significant community events or celebrations.
  4. Recognition will not be issued for any of the following:
  • Events or organizations with no direct relationship to the City of San Ramon;
  • Campaigns or events contrary to city policies; and
  • Matters of political controversy, ideological or religious beliefs, or individual conviction; however, groups that are bound by shared political, ideological, or religious beliefs may be recognized for specific actions that fit the general criteria listed above.

B. Ceremonial Documents:

1. Certificates

Certificates of Appreciation/Recognition may be issued for the following (not an exhaustive list):

  • Heroism;
  • Eagle Scout achievement;
  • School or sports groups achievements;
  • Non-profit corporations that are active in the community or have recently made a specific contribution to the community;
  • Retirements; or
  • Individuals or groups who have made significant contributions to the community.

Information required for Certificate requests: A summary of the achievement or an overview of the years of service or specific contribution to the community.

2. Proclamations

Proclamations may be issued for the following (not an exhaustive list):

  • Civic celebrations;
  • Organizations contributing to the economic development of the City;
  • Issues with widespread community interest with a primary emphasis on requests in support of City Council’s goals and objectives;
  • Significant community-based events;
  • Significant anniversaries of City of San Ramon based institutions, corporations, community partners, and non-profit organizations that are active in the community; or
  • Fundraisers benefiting the citizens of San Ramon.

Information required for Proclamation requests: A brief history of the organization or a description of the purpose, goals, motto or theme of the event are required to complete the proclamation. If funds are to be raised, who will benefit from the event, and what will take place during the time of celebration/recognition, including dates and times.

C. Receiving Requests:

To start the ceremonial document process, an individual or organization must first submit a written request. Requests should be sent to [email protected] on the standard application. Requests received will be administered by the offices of the City Manager’s Office and the City Clerk and approved by the Mayor.

All requests must be received at least thirty (30) business days prior to the event, to the address listed on the Request for Ceremonial Documents Form.

All requests will go through an internal review and approval process. The Mayor and the City Manager’s Office reserve the right to determine the appropriateness and the type of document to be issued based on the information provided by the requesting individual and/or organization.

Submission of a request does not guarantee the issuance of a ceremonial document.

All requests must include the name and daytime phone number of the contact person. Submitting a draft with your request of the document desired will expedite the process considerably.

All requests must specify whether the document should be mailed, held for pick-up, or presented at a special event or City Council meeting. Documents will be presented at special events pending the availability of the Mayor, his/her designee or other city officials to honor such requests. Presentation at a specific City Council meeting must be approved in advance by the City Manager or his/her designee.

Only one ceremonial document will be issued per event.

D. Other Types of Presentations: The City will also, on occasion, issue other types of formal recognition, including plaques at special events, or a Key to the City as determined by the issuing official. The City Manager’s Office will be responsible for the coordination of these events. 

Please download and fill out the Request for Ceremonial Documents Form.