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Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: MAY 08, 2017
AGENDA #: 5I
PREPARED BY: FRANK BOYLES, CITY MANAGER
PRESENTED BY: FRANK BOYLES
AGENDA ITEM: CONSIDER APPROVAL OF A PROCLAMATION PROTOCOL
DISCUSSION: Introduction
The purpose of this agenda item is to request that the City Council approve a
protocol for the issuance of proclamations.
History
Section 800 of the City Council Bylaws provides that the City Council may take
action in one of four ways: motion, resolution, ordinance or proclamation.
Proclamations are the least formal of the four. According to the bylaws:
“Proclamations are used to show the City Council’s support for a cause, person or
organization.” The bylaws go on to say that, “Proclamations may be read aloud
and presented by the Mayor on behalf of the City Council.”
Current Circumstances
Over the years some city councils have entertained a great number of
proclamations while others have done very few. To the best of my recollection, the
city council has never voted on proclamations. Because the council bylaws say
that proclamations show city council support one could conclude that a vote would
be in order.
The mayor appears to want to engage in making proclamations. I believe this is a
good thing as proclamations are a great way for the city to communicate positively
to recognize special dates, efforts or people. Not many things in local government
communication can meet these criteria.
Conclusion
The mayor has not made a request. Instead the staff is requesting that to save
time and effort that the Mayor can issue proclamations without a council vote.
Each proclamation would be shared with the council through the Weekly Update, if
possible, before release so the City Council is aware.
ISSUES: This city council has been concerned about effective communications. This
proposal does provide for effective communications in a positive way.
Proclamation requests are made between council meetings. Waiting for a council
meeting date and vote can tend to reduce our ability to meet proclamation
requests.
FINANCIAL
IMPACT:
Placing each proclamation on the agenda does increase the price of
proclamations by adding staff and council time to the process. Time can be
minimized if each proclamation does not have to come to the council.
ALTERNATIVES: 1. Adopt a motion as part of the consent agenda authorizing the Mayor to issue
proclamations without council vote provided they are shared with the council in
the Weekly Update.
2. Motion to remove this item from the consent agenda for further discussion.
RECOMMENDED
MOTION:
Alternative #1