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16-23 - 04-19 - New Proclamation Policy Resolution 16-23 April 19, 2016 Member Snope introduced the following resolution and moved its adoption: RESOLUTION ADOPTING A NEW PROCLAMATION, RESOLUTION AND LETTER OF SUPPORT POLICY WHEREAS, the City Council established a Special Proclamation Policy; and WHEREAS, the current Special Proclamation Policy only covers requests that the City of Golden Valley may receive for proclamations; and WHEREAS, the new Proclamation, Resolution and Letter of Support Policy would set forth a process to encompass requested for proclamations, resolutions and letters of support that the City of Golden Valley may receive. NOW THEREFORE BE IT RESOLVED, that the City Council for the City of Golden Valley adopts the new Proclamation, Resolution and Letter of Support Policy attached hereto as Exhibit A. hep d M. Harris, Mayor ATTEST: Kris ine A. Luedke, City Clerk The motion for the adoption of the foregoing resolution was seconded by Member Clausen and upon a vote being taken thereon, the following voted in favor thereof: Harris, Clausen, Fonnest, Schmidgall and Snope and the following voted against the same: none whereupon said resolution was declared duly passed and adopted, signed by the Mayor and his signature attested by the City Clerk. Resolution 16-23 -2- April 19, 2016 GOLDEN VALLEY PROCLAMATIONS, RESOLUTIONS AND LETTERS OF SUPPORT POLICY I. PURPOSE AND NEED FOR POLICY The purpose of this policy is to encourage public awareness and acknowledge events, achievements, and activities that are significant to the community of Golden Valley, through recognition by the City Council. This policy also defines events, achievements, and activities that will not be considered for recognition. The proclamation, resolution, or letter of support will be issued to acknowledge the effort and commitment of the organization or individual but should not be interpreted as an endorsement by either the Council of the City of Golden Valley. Conversely, in making these observances the Council does not wish to offend or promote any other particular point of view. Proclamations are strictly honorary and are issued as a courtesy. They are not legally binding. To help assure that proclamations are considered in the context, the following policy and procedure is established. II. POLICY A. The City of Golden Valley will issue proclamations at no charge to individual(s) and organization(s). However, the City will not incur any expenses relating to the advertising of promotion of a proclamation unless a City department initiates the proclamation. Recipients are responsible for organizing related activities and for all associated costs. B. Proclamations will not be issued for commercial purposes, such as the opening of a new business, a new product, or a new professional service. This includes business anniversaries that are less than 50 years. C. Proclamations will not be issued for deceased persons, retirements, birthdays, weddings, or family reunions. D. Individuals or organizations seeking proclamations in successive years must annually request the proclamation and provide new information for the proclamation. Proclamations are not automatically renewed each year and are limited to one recipient per event, per calendar year. E. It is best if a representative from the sponsoring organizations is at the Council meeting at the time the proclamation is adopted. F. No organization has exclusive rights to the day, week or month of the proclamation. Resolution 16-23 -3- April 19, 2016 G. The City Council will consider only proclamations, resolutions, and letters of support which relate to City government business or Golden Valley-based organizations. Proclamations, resolutions, and letters of support shall be directed through the City Manager's office and should: • not conflict with other activities or programs in the City • enhance civic appeal i.e. honor persons or groups that have provided a civic service, hence encouraging others to do the same • help promote charitable and non-profit organizations, including arts, athletic, and cultural celebrations, to help increase public awareness of their programs and activities • affirm individuals who have achieved national or international distinction, or whose significant contribution to the community demands recognition • observe extraordinary events, accomplishments, and causes of interest affecting a broad range of citizens • help promote service clubs in their furtherance of benevolent programs • If the request falls outside this policy, the City Manager may consult with the City Council for direction. H. Proclamations, resolutions, or letters of support will not be issued for: • matters of political controversy, ideological or religious beliefs, or individual conviction • causes espousing hatred, violence, racism, or having a negative impact on others' civil rights • campaigns or events contrary to City policies • events or organizations with no relationship to the City of Golden Valley I. The City reserves the right, to approve or reject any request for a proclamation, to modify the text for any requested proclamation, and to read a summarized version of the proclamation if time constrains warrant. All requests are reviewed on a case-by-case basis. The City also reserves the right to vary from the exact provisions of this policy when it finds it to be in the public interest to do so. J. All requests for proclamations, resolutions, and letters of support must be submitted on the appropriate form to the Golden Valley City Clerk at least 10 business days in advance of the date needed.