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group, or official on behalf of the Mayor and the entire City Council without a limit. To <br />better serve the City Council, staff recommends establishing the following policy. <br />POLICY <br />This policy outlines the process for the issuance of formal recognition at City Council <br />meetings or non -City Council meeting events, in support of a particular event, program <br />or cause, group, or recognition of a particular individual by the City Council. <br />1. It is the policy of the City of Santa Ana to proclaim certain periods of time and <br />recognize individuals and/or organizations for their outstanding performance in <br />accordance with the criteria set forth below. <br />2. Each Councilmember will have the opportunity to request a maximum of 1 <br />presentation per City Council meeting. <br />3. City Councilmembers may request certificates or proclamations for events outside of <br />the City Council meetings, but may not exceed 20 certificates and/or 2 <br />proclamations per event. <br />4. To ensure recognition requests are received and processed by the City Managers <br />Office on a timely basis, Councilmembers will provide the recipients information as <br />identified below: <br />Name of Recipient(s) <br />Contact Information <br />Date of Presentation (City Council Meeting or Event) <br />Type of Award (Pro clamation/Certificate of Recognition) <br />Brief Background Information Regarding Recipient/Event <br />5. Email requests for recognition will be copied to all city councilmembers so that there <br />is a record of each request submitted to the City Manager's Office and will further <br />serve as an opportunity for councilmembers to review all requests prior to the <br />recognition. <br />6. Requests for council meeting recognition from councilmembers must be submitted to <br />the City Manager's Office at least 7 calendar days in advance of the time period for <br />which they seek recognition. Advanced notice is necessary to ensure that requests <br />are processed accurately and to allow the City Manager's Office time to prepare <br />speaking points and to confirm that recipients will be able to attend the City Council <br />meeting. <br />7. The Clerk of the Council shall add the presentation items to the City Council Agenda <br />as approved by the City Manager. Presentations will be listed on the Agenda as <br />EXHIBIT 1 2 <br />65A-4 <br />