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240222 -- City Council Proclamation Policy CITY COUNCIL PROCLAMATION AND CERTIFICATE OF RECOGNITION POLICY AND GUIDELINES The City of College Station invites requests for Proclamations and Certificates of Recognition to persons or groups to acknowledge, celebrate, or commemorate individual groups, organizations, and institutions demonstrating civic involvement, pride, and accomplishment consistent with the City's vision, mission, and goals. Individual requests are considered based on the individual or organization’s considerable civic participation, contributions, and successes to the City of College Station and its community. Proclamation or Certificate of Recognition are issued at the Mayor’s discretion and may be issued at no charge to recognize: 1. A College Station organization for exceptional success or commitment to the community. 2. A College Station resident who accomplishes a goal much above the norm. 3. Special occasions or holidays honoring the City’s heritage or a College Station neighborhood. 4. A nationally recognized day, week, or month for City departments and services like “Public Works Week,” or “Parks and Recreation Month,” or for professional or health groups if a local chapter makes a request. The day, week, or month of a proclamation is not reserved exclusively for one organization. A Proclamation or Certificate of Recognition is typically not made under the following situations: 1. Deceased persons. 2. Birthdays less than 100 years old. 3. Anniversaries or weddings. 4. Organizations or people with no direct connection to the City of College Station. 5. Matters of political controversy, ideological beliefs, or personal convictions. 6. Business anniversaries other than those of 50, 75, and 100 years. Procedures: The Proclamation request form must be completed at https://www.cstx.gov/departments___city_hall/council/proclamation at least two weeks before a Proclamation’s presentation. For any occasion, only one Proclamation is made and duplicate originals are not offered. Presentation: Proclamation and Certificate of Recognition presentations are a Mayoral duty. The only time someone other than the Mayor presents a proclamation is at the Mayor's direction. If no Councilmembers are available to make the presentation, the proclamation may be picked up 2024 Proclamation and Certificate of Recognition Page 2 by the requestor. Presentations of Proclamations or Certification of Recognitions are only done during City Council meetings at the Mayor’s discretion. Requests must include: 1. Subject. The specific Proclamation subject title and the significance of the event, group, or organization to the City. 2. Presentation. The presentation date if a presentation is requested. Council meetings are held monthly on the second and fourth Thursdays. The request must be made at least two weeks in advance to have a presentation at a Council meeting. 3. Description. A clear and concise description of the matter and subject proclaimed including enough details allowing for the creation of a list of four or five considerations (for the “whereases”) for why the person, occasion, or group deserves to be recognized. This may include some background information, notable accomplishments, unique themes, or significance to the College Station community. A sample proclamation or some background information may be used to create draft language and can be attached. Proclamations are not more than one page in length usually 350-400 words maximum including the seal & signature areas. 4. Contact Person. Contact information of the person making the request, the organization and if presented at Council meetings. A person must be present to receive the Proclmaition and if different from the contact person their contact information is needed. Approved on the 22nd day of February 2024. _______________________________ ________________________________ City Attorney Mayor _______________________________ City Secretary