City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council discuss Council Policy 3402 – Council
Recognition, as well as the use of City Council letterhead and stationery, and direct
staff as deemed appropriate.
BACKGROUND/DISCUSSION:
At the November 3, 2008 City Council Meeting, the City Council determined to
agendize a discussion of the City’s policy regarding proclamations, commendations
and Council letters.
The City Council last discussed issues related to City Recognition on November 5,
2007. The staff report, attachments, and minutes from that discussion are attached
for the City Council’s reference.
The City Council directed that the Agenda Subcommittee consider the current
process for Council recognition items and return with a recommendation in the near
future. Subsequently, the Subcommittee discussed the issue and declined to make
a recommendation to change the current policy and practice.
City Council Policy Regarding Proclamations, Commendations, and Certificates
On August 9, 2004, the City Council adopted Resolution Number 2004-R056 to
approve City Council Policy Statement 3402, entitled “Council Recognition”. As
stated in Policy No. 3402, “the City’s recognition policy exists primarily to honor
individuals, groups, and staff who have made or have demonstrated significant
contributions to the community. Special events are also appropriate to be honored.
Meeting Date: 12/01/08 Item Number: A-4
AGENDA ITEM: Discussion of the City’s Policy Related to Proclamations and
Commendations and the use of City Letterhead and Stationery.
Contact Person/Dept.: Shelly Wolfberg Phone Number: (310) 253-6008
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List (11/26/08).
Department Approval:
Martin R. Cole (11/24/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (11/26/08)
Chief Financial Officer Approval:
Jeff Muir (by M. Noller) (11/25/08)
City Manager Approval:
Jerry B. Fulwood (11/26/08) City of Culver City, California
City Council Agenda Item Report
Multiple forms of recognition exist to ensure that the proper level of recognition will
be granted to designated people, organizations or events.” Further, as is provided
by the City Charter, Section 606 (Attachment 2), which states, “The Mayor shall
have a voice and a vote in all City Council proceedings, shall be the official head of
the City for all ceremonial purposes, and shall perform such other duties as may be
prescribed by this Charter or as may be imposed by the City Council consistent with
the office of Mayor.” This includes having the Mayor’s approval for all items
recognizing persons or organizations on the City’s behalf. Councilmanic
proclamations may be awarded by one Council Member with the approval of the
Mayor.
The following table summarizes the number of City Council or Councilmanic
proclamations, commendations and certificates that have prepared by City staff
since 2003:
Year
Certificates
Commendations
Councilmanic
Commendations
Proclamations
Councilmanic Proclamations
2003 128
2004 152
2005 182
2006 223
2007 147
2008 to date 142
Use of City Council Letterhead and Stationery
As referenced earlier, in accordance with the Mayor’s role as official head of the City
for all ceremonial purposes, the Mayor signs letters on behalf of the City Council,
and on the City’s letterhead. An example of letters signed by the Mayor includes
position letters pertaining to the City’s legislative position on a particular bill, a letter
addressing State Budget impacts, or correspondence pertaining to the City’s official
response to an Environmental Impact Report.
In the past the Executive Assistant to the City Manager has ordered note paper with
the City’s logo and individual City Councilmember’s names on it to distribute to each
City Councilmember. City Councilmembers request the Executive Assistant order
the note paper. In the City of West Hollywood, typically the Mayor signs letters on City of Culver City, California
City Council Agenda Item Report
the City Council’s letterhead. Beverly Hills has a policy, which states that only the
Mayor can send letters outlining the city’s position on legislation or policy matters,
and only after the City Council has either voted on the issue, or it fits under the
guidelines of its adopted legislative platform. Beverly Hills Councilmembers
sometimes send ‘congratulatory’ letters on official letterhead to elected officials they
have a collegiate with, but those letters do not convey policy positions.
Use of Official City Seal
There are specific policies governing the use of the City Seal in §1.03.006 of the
Culver City Municipal Code (Attachment 3). The Code reads: “The City Clerk, City
Manager and/or designee shall be authorized to use the City Seal on any resolution,
proclamation, certificate or other instrument approved by the City Council or
executed by the Mayor.”
At tonight’s meeting the City Council may discuss the items related to Council
Recognition and use of Council letterhead and stationery and direct staff as deemed
appropriate.
FISCAL ANALYSIS:
There is no fiscal impact associated with this item.
ATTACHMENTS:
1. Staff Report (with attachments) and Minutes from November 5, 2007.
2. Excerpt from the City Charter (Section 606)
3. Culver City Municipal Code, Chapter 1.03: City Standards
MOTION:
That the City Council:
1. Discuss the item and direct staff as deemed appropriate.
MEETING DATE: December 1, 2008
AGENDA ITEM: Discussion of the City's Policy Related to
Proclamations and Commendations and the use of City
Letterhead and Stationery.
ATTACHMENTS
Pages
1. Staff Report (with attachments) and Minutes from 1-11
November 5, 2007. 12
2. Excerpt from the City Charter (Section 606) 13
3. Culver City Municipal Code, Chapter 1.03: City
StandardsAftv
a/Imo/T.1-
City of Culver City, California
City Council Agenda Item Report
Meeting Date: November 5, 2007 Item Number: A-1
AGENDA ITEM: Discussion of and Possible Alterations to the City Council Policy
on City Council Recognition.
Contact Person/Dept.: Martin R. Cole, Phone Number: (310) 253-6000
_Assistant City Manager
Fiscal Impact: Yes 1
No [X] General Fund: Yes [] No pC1
Public Hearing: n Action Item: [X] Attachments: [X]
Public Notification:
Master Notification List (10/3112007).
Department Approval:
: Martin R. Cole (10/3112007)
_
City Attorney Approval:
Carol Schwab (by H. lker) (10/31/07)
Fiscal Impact Approval:
, Marlee Chang (by M. Noller) (10/31/2007)
City Manager Approval:
Jerry B. Fulwood (10/31/07)
RECOMMENDATION:
the City Council Policy on City Council
briefly on July 10, 2006. During that
that it wanted to streamline the
to present additional information and
to provide further direction on this topic.
three kinds of recognition to individuals
and proclamations (collectively City
common use of each type of recognition is
and organizations (but are most
of accomplishment of a goal or
are signed by the Mayor and printed on
Staff recommends the City Council discuss
recognition and direct staff as deemed appropriate.
BACKGROUND:
The City Council discussed this item
discussion, the City Council generally determined
process for issuing Council Recognition items.
Staff is returning this item to the City Council
provide the City Council with the opportunity
DISCUSSION:
The City Council has traditionally awarded
and organizations: certificates, commendations,
Council Recognition Items). The current
detailed below:
Certificates
Certificates are presented to both individuals
frequently presented to individuals) in recognition
noteworthy milestone/event. Certificates
"certificate paper."City of Culver City, California
City Council Agenda Item Report
clv
Some examples of recently awarded certificates include: welcoming each of the
visiting participants in the annual language exchange from a school in Mexico;
visitors from the City's Sister City of lksan, South Korea, and members of the Fiesta
La Ballona Committee.
Commendations
Commendations recognize individuals and organizations for significant
accomplishments or service to the City of Culver City. The presentation is often
done at a City Council meeting where friends, family, and the general public can join
the City Council in honoring the person/organization. Recent commendations
awarded by the City Council include: Eagle Scouts, meritorious conduct by Police
Officer Aubrey Kellum and Firefighter/Paramedic Steve Poelstra, and various
community members on their 80
th,
90th , and 100 th birthdays.
Proclamations
The City Council periodically recognizes an event or celebration through the
presentation of a Proclamation. Also, periodic events such as Parks and Recreation
Month, Fire Prevention Week, and Historic Preservation Month have been
recognized through Proclamations.
Under the current City Council Policy, City Council Recognition Items are most
commonly prepared with the approval by the Mayor (or, infrequently, at the direction
of the City Council) and presented to honorees at a City Council meeting.
Certificates are signed by the Mayor, whereas Commendations and Proclamations
are generally signed by all five Councilmembers. Also, "Councilmanic" Recognition
Items may also be prepared at the request of an individual Councilmember.
Councilmanic Recognition Items are signed by the requesting Councilmember and
are generally presented by that Councilmember directly to the honoree. A copy of
the existing policy is attached.
Other Cities' Practices
In preparing this report, staff contacted the following Westside cities to request
information on their process/policy for preparing and presenting City Council
Recognition: Beverly Hills, Santa Monica, and West Hollywood. The following table
summarizes the results of the survey:
Beverly Hills
Santa Monica
West
HollywoodCity of Culver City, California
City Council Agenda Item Report
Kinds of
Recognition
Proclamations
Certificates
Letters of
Recognition
Grand Openings
Proclamations
Letters of
Recognition
Commendations
Recognitions
Letters of
Appreciation
Staff
Department
City Manager's Office City Manager's Office City Manager's
Office
Upon comparison of the above processes
City Council policy, Culver City's process
recommend significant changes to the existing
Staff would request City Council guidance
(1) Does the City Council wish to continue
events?
(2) Does the City Council wish to require
Recognition to be submitted a certain
date and have pertinent information
requestor? (Staff recommends submission
to the date needed.)
FISCAL ANALYSIS:
used by surrounding cities with the current
is comparable. Therefore, Staff does not
policy.
on the following topics:
preparation of proclamations for annual
submission of a request for Council
number of days prior to the presentation
regarding the recipient provided by the
at least 15 calendar days prior
items involves staff time and costs for
covers, etc.). The amount
a specific Council recognition item can
provided by the individual or
Using 30 minutes as the average time
Item, the average Council Recognition
the use of existing staffing levels. The
the City Council should choose to
that would increase or decrease the
would have a corresponding impact
Preparation of City Council recognition
supplies (paper, certificate/commendation/proclamation
of staff time involved in the preparation of
vary and depends on the amount of information
organization requesting the proclamation.
needed to prepare a Council Recognition
Item costs $50 to prepare.
These costs can be accommodated through
actual fiscal impact is dependent upon whether
alter existing policy. An alteration in policy
number of Council Recognition Items prepared
on costs.City of Culver City, California
City Council Agenda Item Report
ATTACHMENTS:
(1) City Council Policy 3402 (Council Recognition)
MOTION:
That the City Council:
Discuss the topic of City Council Recognition and direct staff as deemed
appropriate.MEETING DATE: November 5, 2007
AGENDA ITEM: Discussion of and Possible Alterations to the City Council
Policy on City Council Recognition.
ATTACHMENTS
Pages
1. City Council Policy 3402
1-5
5CITY OF CULVER CITY
COUNCIL POLICY - STATEMENT
Policy Number: 3402
General Subject: Council Recognition
Date Issued: 08/09/04
Specific Subject: Council Recognition:
Procedures for Approval
and Administration
Effective Date: 08/09/04
Resolution No. 2004-R056
PURPOSE:
The purpose of this policy is to formalize guidelines governing the presentation of
proclamations, commendations, awards and other recognition documents or items by City
Council.
STATEMENT OF POLICY:
The City's recognition policy exists primarily to honor individuals, groups, and staff who
have made or have demonstrated significant contributions to the community. Special
events are also appropriate to be honored. Multiple forms of recognition exist to ensure
that the proper level of recognition will be granted to designated people, organizations or
events.
PROCEDURES:
The recognition process is a ceremonial process that shall be, in most circumstances,
presided over by the Mayor as is provided by the City Charter, Section 505, which states,
"The Mayor shall be the official head of the City for all ceremonial purposes." This
includes having the Mayor's approval for all items recognizing persons or organizations
on the City's behalf.
Official City recognition items include proclamations, commendations, certificates of
achievement or recognition, distinguished service awards, and other recognition items,
such as letters of recognition, City tile plaques, and keys to the City.
Additionally, a Councilmanic proclamation/commendation may be awarded when an
achievement or event warrants personal recognition from one Council Member.
Recognition Definitions and Procedures
City recognition items and their associated procedures are defined as follows:A Proclamation recognizes a significant event and officially sets aside a period of time in
which the event is to be recognized (e.g. Public Works Week, Earth Day, Cultural
Diversity Week, etc.). A proclamation requires approval of at least three City Council
Members or approval of the Mayor, as defined in the Nomination/Request section of this
policy. A proclamation may be automatically generated by staff if it is deemed a
recurring and significant event (see Exhibit 1) and meets the guidelines defined in the
Eligibility section of this policy. Proclamations are signed by the full City Council, and
are presented on 11 x 17 proclamation paper.
Councilmanic proclamations may be awarded by one Council Member with the approval
of the Mayor. It is signed by the Mayor or the requesting Council Member and is
presented on 8 1/2 x 14 proclamation paper.
A Commendation honors an outstanding or continued contribution to the community by
an individual or group Generally, commendations are reserved for those who have
contributed to the betterment of the larger society for a continued period of time (e.g.,
Senior of the Year, awards to community leaders, etc.). A commendation requires
approval of at least three City Council Members or approval of the Mayor, as defined in
the Nomination/Request section of this policy. A commendation may be automatically
generated by staff if it is deemed a recurring and significant event (see Exhibit 1) and
meets the guidelines defined in the Eligibility section of this policy. Commendations are
signed by the full City Council, and are presented on 11 x 17 commendation paper.
Councilmanic commendations may be awarded by one Council Member with the
approval of the Mayor. It is signed by the Mayor or the requesting Council Member and
is presented on 8 1/2 x 14 proclamation paper.
A Certificate of Achievement or Recognition recognizes special accomplishments or
milestones (e.g. 100 th birthday of a resident, Little League champions, etc.). Usually it is
a one-time occurrence that deserves recognition, but not at the level of a commendation.
Individual Council Members may request the certificates, with the approval of at least
three City Council Members or approval of the Mayor, as defined in the
Nomination/Request section of this policy. A certificate may be automatically generated
by staff if it is deemed a recurring and significant event (see Exhibit 1) and meets the
guidelines defined in the Eligibility section of this policy. Certificates are signed only by
the Mayor or as otherwise designated by him/her, and presented on 8 1/2 x 11 certificate
paper.
A Distinguished Service Award is bestowed upon City staff members who have made a
lasting contribution to the City, have gone above and beyond the call of duty, and serve as
exemplary public servants. Department Heads may nominate individuals for
distinguished service awards, which are subject to approval of at least three City Council
Members. This award is signed by the full City Council and presented in a fashion
similar to a proclamation or commendation, or in other such form as directed by the
Council.
A Letter of Recognition is provided when a certificate is not appropriate, but Council
wishes to recognize an achievement or event by providing a letter to be published in an
7-1event program or to congratulate an individual on a recent achievement. Letters of
recognition require approval of the Mayor, as defined in the Nomination/Request section
of this policy. Letters of Recognition are signed by the Mayor or as otherwise designated
by him/her and presented on gold seal City letterhead. Staff may generate a Letter of
Recognition for the Mayor's signature if it is deemed a recurring and significant event
(see Exhibit 1) and meets the guidelines defined in the Eligibility section of this policy.
A City Tile Plaque is provided to Culver City elected officials (Council, Clerk and
Treasurer) and Executive Managers leaving City service. The City Tile is presented as a
wood plaque with an inlay tile of the Culver City seal and an engraved brass plate. There
is no signature on this item. It is automatically generated by the Office of the CAO.
A Key to the City is provided to foreign dignitaries (e.g, a senior level city official from a
visiting "Sister City"), visiting elected officials attending a ceremony in the City, or some
other significant individual as deemed appropriate by the Mayor and the City Council.
The awarding of a Key to the City requires the approval of at least three City Council
Members or approval of the Mayor, as defined in the Nomination/Request section of this
policy. There is no signature on this item.
Eligibility
To be eligible to receive City recognition as described above, the proposed event or
persons to be recognized should meet one of the following criteria:
• Has a significant impact on the Culver City community, is a significant
achievement, milestone or event AND has the approval of at least three members of
the City Council OR unilateral approval by the Mayor, as defined in the
Nomination/Request Process section of this policy;
OR
la Is a recurring and significant event or observance agendized by staff on a recurring
basis (see Exhibit 1).
Nomination/Request Process
The Mayor and Members of the City Council may present nominations for recognition
during the course of a City Council meeting. Nominations may be approved through the
support of three City Council Members, or the Mayor, as ceremonial head of the City, has
the ability to approve requests unilaterally.
Requests from the public for recognition of a person, organization or event shall be
submitted to the Chief Administrative Office. The requesting entity is responsible for
providing specifics regarding the eligibility and nature of the request, as well as
information that may be used in developing the recognition document. Requests will be
evaluated for consistency with eligibility requirements and provided to the Mayor to
approve unilaterally or to bring to the full City Council for approval of at least three
Council Members. Requests that provide insufficient information will not be considered
-5for recognition until such time as sufficient information is available to provide the
Council with a basis to make a decision.
Recurring and Significant Items
There are a number of items which occur with some frequency which can be easily
generated by staff without approaching the Mayor or Council for approval. A list of these
items is attached to this Policy as Exhibit 1.
Communication
The "Recurring and Significant Recognition Iteme list (Exhibit 1) and City Council
Agenda will serve as notification for presentation. of recognition items. Staff will notify
Council Members of all other recognition items, including items that will be presented
outside of a regular Council meeting, via email, memo, or telephone.
+EXHIBIT l
Recurring and Significant Recognition Items
The Chief Administrative Office will generate the recognition items listed below that are
recurrent and significant in nature, such as Rideshare Week, Fire Service Day and others,
which recur on a quarterly, semi-annual, annual, or other regular basis. This is intended
to streamline administrative processes by ensuring that recurrent recognition items, which
have been approved and agendized in the past, are automatically agendized without
returning for advance Council approval.
The recognition items on this exhibit may be modified at any time, upon approval of at
least three members of the City Council or approval of the Mayor.
The following is a list of proclamations and commendations that have recurred annually
or quarterly in the four years prior to the formulation of this policy (2000-2004):
Proclamations:
• Breast Cancer Awareness Month
• California Bicycle Commute Month
• Cultural Diversity Week
• Culver City Rock and Mineral Club Weekend
• Culver City Garden Club Weekend
• Disability Awareness Month
• Earth Day
• Fiesta La Ballona Week
• Fire Prevention Week
• National Family Month
• National Public Works Week
• Older Americans Month
• Peace Officers Memorial Day
• Quarterly Employee Service Award
• Rideshare Week
Commendations:
• Annual commendation for service to the Culver City disabled community
• Culver City Municipal Bus Lines "Operator of the Year"
? "Senior Citizen of the Year"
• Sister City visitors
Certificates
• Annual certificates to exchange students
\oADJOURNED REGULAR MEETING OF THE
November 5, 2007
CITY COUNCIL, CITY OF CULVER CITY,
7:15 P.M.
CALIFORNIA
Call to Order & Roll Call
The meeting of the City Council was called to order at 7:15 P.M.
Present: Alan Corlin, Mayor
Carol A. Gross, Vice Mayor
D. Scott Malsin, Councilmember
Steven J. Rose, Councilmember
Gary Silbiger, Councilmember
November 5, 2007
Action Items
Item A-1
Discussion of and Possible Alterations to the City Council
Policy on City Council Recognition.
Staff provided a summary of the material of record.
Discussion ensued regarding the merits of certain proclamations
and alternative policies for approving proclamations. Further
discussion included: time taken away from other Council
business; complaints of multiple proclamations for single
events; difficult determinations; and the possibility of the
agenda subcommittee working with staff on future proclamations.
MOVED BY COUNCILMEMBER GROSS AND SECONDED BY COUNCILMEMBER
MALSIN, THAT THE CITY COUNCIL DIRECT THAT THE AGENDA
SUBCOMMITTEE CONSIDER THE CURRENT PROCESS FOR COUNCIL
RECOGNITION ITEMS AND RETURN WITH A RECOMMENDATION IN THE NEAR
FUTURE.
AYES: Councilmembers Gross, Malsin, Rose, Corlin
NOES: Councilmember Silbiger
ABSTAIN: None
ABSENT: Nonedi Pied-
CHARTER OF THE
CITY OF CULVER CITY CALIFORNIA
Approved by the voters on April 11, 2006, effective July 1, 2006
CHARTER OF THE CITY OF CULVER CITY
SECTION 606. MAYOR AND VICE MAYOR.
Immediately following the certification of election results for any general or special
municipal election at which Council Members are elected and at the second meeting in
April in odd numbered years, the City Council shall elect one of its members as its
presiding officer, who shall have the title of Mayor and one of its members as Vice
Mayor. Both shall serve at the pleasure of the City Council.
The Mayor shall have a voice and a vote in all City Council proceedings, shall be the
official head of the City for all ceremonial purposes, and shall perform such other duties
as may be prescribed by this Charter or as may be imposed by the City Council
consistent with the office of Mayor. The Vice Mayor shall perform the duties of the
Mayor during the absence or incapacity of the Mayor.
A Council Member who has held the office of Mayor or Vice Mayor for one year shall
not be eligible for reelection to that same office until one year has elapsed.Rti-adnnien-F5
CHAPTER 1.03: CITY STANDARDS
§ 1.03.006 USE OF OFFICIAL CITY SEAL.
A. The City Clerk shall be the custodian of the City Seal described in § 1.03.005. The City
Clerk, City Manager and/or designee shall be authorized to use the City Seal on any resolution,
proclamation, certificate or other instrument approved by the City Council or executed by the
Mayor.
B. Except upon the approval of City Council, it shall be unlawful to use the City Seal, or
any copy, facsimile, imitation or reproduction thereof, for any private or commercial purpose,
including but not limited to:
1. Placing the City Seal, or any copy, facsimile, imitation or reproduction thereof, on
any written or printed material that is designed, calculated, intended, or likely to confuse, deceive
or mislead the public, or to cause the reader of such written or printed material to believe it to be
an official City publication.
2. Placing the City Seal, or any copy, facsimile, imitation or reproduction thereof, on
any written or printed material in favor of or against any ballot measure, or in favor of or against
any candidate for public office.
3. Using the City Seal, or any copy, facsimile, imitation or reproduction thereof, on any
letterhead, document, badge, circular, envelope or other disseminated material, except for official
City business.
(Ord. No. 2007-009 § 1; Ord. No. 2008-002 § 6 (part))|1013|