HomeMy WebLinkAboutItem K-1 Resolution: Guidelines for awardsCity of .~Vliami ~ard~ens
1515-200 NW 167`~' Street
Miami Gardens, Florida 33169
Mayor Shirley Gibson
Vice Mayor Oscar Braynon II
Councilman Melvin L. Bratton
Councilman Aaron Campbell Jr.
Councilman Andr~ Williams
Councilwoman Sharon Pritchett
Councilwoman Barbara Watson
MEMO UM
To: Honorable City Council
From: Shirley Gibson
Mayor
Date: January 24, 2007
Re: Resolution establishing guidelines for awards, presentations and letters of support.
The Mayor's Office as well as the City Clerk's Office has been inundated with request for
Proclamations, Commendations, etc. This resolution would establish guidelines to ensure that
presentations and awards are only given to those individuals, groups, or entities, who have had a
positive impact on the City of Miami Gardens and or it residents.
RECOMMENDATION:
It is recommended that the Council approve this resolution.
K-1) RESOLUTION
GUIDELINES FOR AWARDS
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Requested by:
Telephone:
Office/Dept./Agency/Person:
Telephone:
Date of Event:
MAYOR'S OFFICE DOCUMENT•REQUEST FORM
Fax:
Date Required:
PLEASE PRINT NAME/TITLE AND DATE AS YOU WANT IT TO APPEAR ON THE DOCUMENT(S)
IMPORTANT: Please include background information
Special Recommendations:
DOCUMENT REQUESTED
^ Proclamation
^ Commendation ^ Seat Commendation
^ Certificate of Appreciation ^ Salutes
^ Congratulatory Certificate (Birthday, etc.,)
^Sympathy Resolution
^ Distinguished Visitor
Frame Yes ^ No ^
Date Received:
Received by:_
Document Title:
Time:
AM/PM
Product picked up by:
Date:
(Please
Date of Event:
Date Required:
Work Order Number:
Writer:
Signature:
Time: Telephone:
Staff
Fax:
PLEASE COMPLETE THE FOLLOWING INFORMATION: Date:
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City Hall
3500 Pan American Drive
Miami, FL 33133
Recent Presentations
Presentations Photo Gallerv
Our Mission
The Office of Protocoi of the City of Miami, created by Resalution 01-94, January
25, 2001, represents the ceremanial face of our City Government by perfarming
technical and professional gaodwill and honorary functions on behalf of the
Mayor, the five Commissioners or the City Manager, issuing timely, state-of-the-
art gifts and documents of tribute and serving as a competent, highly trained
professional resource to address issues of rifual, procedure and precedence and
to illuminate codes of behavior for lacal and international diplamacy.
The Office is commissioned to fashion first-rate documents of homage
appropriate to the occasion and to offer guidance and expertise in writing and
editing documents of protacol for the City of Miami.
Our Goals
1. To serve as a knowiedgeable resource for appropriate dacuments and
advice regarding tributes and accepted rufes of precedence, ceremany
and procedures of practical government protocol.
2. To apply professional standards and the very highest quality in the
preparation of appropriate tributes ta hanor lacal citizens and
distinguished guests and ta commemorate important accasions chosen
far recognition by the Mayor and/or five Cammissioners of the City of
Miami.
3. To use financial prudence in the se(ection and allocation of Protacol gifts
of tribute and professiona! vigilance in monitaring the acquisition and
distribu#ion of these items.
4. To serve as an intermediate agency of information and goodwill and an
oasis of respect between our government, the peaple we serve and
those with whom we da business.
~. To serve as the cen#ralized point for all protocol requests and relevant
arders from the C)ffices ofi the Mayor and five Commissianers.
6. To maintain an efficient and praductive working enviranment in order to
sustain the openness and availability of services, assure the
maintenance and updating of tributes and monitor and inventary Pratacol
gift items and other office essentials.
Our Staff and Contact infarmation
Walfis H. Tinnie, Ph.D.
Protocol Officer
wtinnieCc~ci.miami.fl.us
(305} 250 - 5307
Maritza Arroyo, B.A.
Assistant to the Protocol ~ffiicer
marrovoCa~ci.miami.fl.us
(305) 250-5315
FAX: (305) 250-5322
Overview of Protocal Services
The Protocol Office, acting at the behest of the City Manager and on behalf of
the mission established by an official ordinance, strives always to honor the trust
of the people of the City of Miami whom we serve. We function to ensure the
availability of a process that allows the preparation af documents af homage or
other tributes apprapriate to the occasion to reflect our City's high regard for
accomplishments, philanthropy and service and aur continuing respect for
venerable occasions and distinguished leadership,
Tributes may commemarate local, nationa( or international events, may hanor
outstanding individuals, inc(uding visiting dignitaries, may hail accomplishments
in the arts and sciences and extraordinary contributions to the economic,
environmental, civic, social and spiritual well-being of the City of Miami.
Documents and ather items of tribute may bear the Official Seal of the City of
Miami and may contain the signature of the Mayar and/or one or mare members
of the Commissian, depending on the occasion. By virtue of their official nature
and the prestige of the office of the elected representative signing the document,
the items of tribute, filed and recorded for pasterity, have intrinsic merit and
possess the official weight of historical significance.
Guidelines for Submissian af Requests for Tributes
1. AN requests far Pratocal items must come ta the Protocol Office via the
Mayor or one af the five City of Miami Commissioners in Districts one
through five. Therefiore, anyone seeking recognitian for a persan ar event
should contact the office of ane of our six elected officials in a timely
manner.
2. Requests sent to the Pratoco( Office by the elected official are submitted
on a Request for Protocol Dacument Farm which comes in triplicate.
Requester should attach #o this form al( necessary and relevant
background information for the event, occasian or individual to be
honored, e.g., history of event, organization, or occasion; an invitation or
descriptive flyer; a press re(ease; a biography of honoree that connects
the honoree to the event/occasion for which the honor is being conferred
(preferable to a resume). The requester should confirm the following:
spelling of names; accuracy of dates; and details afi events or connection
of honoree to the event/occasion for which the hanar is bestowed.
i. Decisions regarding the nature of the tribute are made by the elected
officiais who use the Criteria for Dacuments as the measurement for their
decisions. However, the Pratocal Uffice is available to assist with
suggestions for apprapriate items of tribute.
4. All requests should be in the office of the elected official at least one
month (30 days) prior to the recagnition occasion.
Criteria far Protacal Documents
The Praclamation
In order ta commemorate significant
past events, recognize occasions of
iocal, national or international
importance, or honor organizations
whose work has made a critica! impact
on elevating the quality of our lives,
local authorities may choose to
designate (proclaim) a day, week,
month or year to honor the designated
occasion as an exemplary historical
circumstance. The issuance of the
proclamation is limited to a special
event related to an officia(
commemoratian heid in the City of
Miami or representing interests in the
City of Miami. It is intended that the
proclarnation shauld be issued by the
Mayor to honar the event, accasion or
organization and that it be awarded to
organizations rather than #o
individuals.
The Commendatian
in order to pay tribute to autstanding
civic leadership of exernplary
initiatives, extraordinary acts of valor
or philanthropy, or ather cantinuing
effor#s on behalf of the betterment of
our citizenry, camm~ndations are
issued by the Mayor and/or City
Commissioners. The commendation
represents a distinctive award of great
substance to honar exceptional
performance and individual merit in
business, education, economics,
health care, arts and sciences, the
non-profits and ather areas of our City.
RESOLUTION No. 2007-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MIAMI GARDENS, FLORIDA, ESTABLISHING
GUIDELINES FOR AWARDS, PRESENTATIONS AND
LETTERS OF SUPPORT; PROVIDING FOR THE
ADOPTION OF REPRESENTATIONS; PROVIDING AN
EFFECTIVE DATE.
1 WHEREAS, the demand for various awards or presentations are constantly being
2 made to the Mayor and Members of the City Councii, and
3 WHEREAS, the City Council would like to ensure that presentations and awards
4 are only given to those individuals, groups or entities, who have had a positive impact on
5 the City of Miami Gardens and/or its residents, and
6 WHEREAS, the Mayor is the ceremonial head of the City in accordance with
7 Section 2.1(3) of the City's Charter, and as such has the authority to make the final
8 determination of whether presentations and awards are deemed appropriate, and
9 WHEREAS, due to staff time, other duties and responsibilities, and costs
10 associated with such requests, the City Council would like to establish guidelines for
11 presentations and awards, and
12 WHEREAS, oftentimes parties approach the individual members of the City
13 Council for letters of support for various matters, and
14 WHEREAS, since the City Council is only authorized to act as a body, individual
15 members of the Council are not able to offer the City Council's support for any matter,
16 and
17 WHEREAS, letters of support issued in the Mayor or a Councilmember's
18 capacity as an officer of the City should be approved by the City Council before being
19 issued, and
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20 WHEREAS, if letters of support are discussed prior to being issued, members of
21 the Council or City staff who have concerns relative to the letter(s) can address those
22 concerns at that time,
23 NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
24 OF MIAMI GARDENS, FLORIDA, AS FOLLOWS:
25 Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas
26 paragraphs are hereby ratified and confirmed as being true, and the same are hereby
27 made a specific part of this Resolution.
28 Section 2. ESTABLISHING GUIDELINES: The City Council of the City of
29 Miami Gardens hereby establishes the following guidelines for awards, presentations and
30 letters of support:
31 A. AWARDS AND PRESENTATIONS:
32 As determined by the Mayor, as the ceremonial head of the City, awards and
33 presentations given by the City of Miami Gardens, shall be issued as follows:
34 1. PLAQUES: Plaques may be given to individuals or organizations for
35 extraordinary achievements that positively benefit the City of Miami
36 Gardens and/or its residents.
37 2. KEYS TO THE CITY: Keys to the City shall only be awarded to
38 dignitaries and notable individuals for extraordinary achievements that
39 positively benefit the City of Miami Gardens and/or its residents and the
40 Nation at large.
41 3. PROCLAMATIONS: Proclamations may be given to individuals or
42 organizations to commemorate a special event or day having a positive
43 impact on the City, and shall be approved by the City Council. Only one
44 proclamation can be issued proclaiming a particular day, unless otherwise
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45 authorized by the City Council.
46 4. RESOLUTIONS OF SYMPATHY OR CONDOLENCE: Resolutions
47 of Sympathy or Condolence may be given to express sympathy in the event
48 of death, and shall be issued upon the written request of the Mayor or City
49 Council Member.
50 5. CERTIFICATES OF APPRECIATION: Certificates of Appreciation
51 may be issued to individuals or organizations that perform outstanding
52 deeds through volunteer service to the City. Certificates of Appreciation
53 may be given by City Departments, through the City Manager, for
54 assistance with City programming. The Mayor shall sign all Certificates of
55 Appreciation.
56 6. COMMENDATIONS: Commendations may be issued to individuals
57 or organization to honor heroic acts.
58 B. FORM OF REQUESTS: The Mayor, City Council members, and the City
59 Manager may make requests for presentations and awards. All such requests
60 must be submitted to the City Clerk, in writing, on a form to be provided by the City
61 Clerk, with the necessary backup documentation to the City Clerk within 20 days of
62 presentation of the presentation/award, except that resolutions of sympathy or
63 condolence given to express sympathy in the event of death, shall be issued upon
64 reasonable notice. The Mayor shall approve all requests first. This section shall
65 not apply to years of service, or exceptional service awards given to City staff by
66 the City Manager.
67 C. LETTERS OF SUPPORT: All letters of support issued any member of the
68 City Council, shall first be approved by the City Council as a body. The Mayor
69 and City Manager shall have the authority to execute letters of support in the event
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of exigent circumstances, without the necessity of Council approval.
Section 3. EFFECTIVE DATE: This Resolution shall take effect immediately
upon its final passage.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI
GARDENS AT ITS REGULAR MEETING HELD ON JANUARY 24, 2007.
ATTEST:
KVNt I I A I AYLOR, CMC, CITY CLERK
SHIRLEY GIBSON, MAYOR
Prepared by SONJA KNIGHTON DICKENS, ESQ.
City Attorney
SPONSORED BY: MAYOR SHIRLEY GIBSON
MOVED BY:
VOTE:
Mayor Shirley Gibson (Yes) (No)
Vice Mayor Oscar Braynon, II (Yes) (No)
Councilman Melvin L. Bratton (Yes) (No)
Councilman Aaron Campbell (Yes) (No)
Councilman Andre Williams (Yes) (No)
Councilwoman Sharon Pritchett (Yes) (No)
Councilwoman Barbara Watson (Yes) (No)
126067_1
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The Resolution
The Resolution of Condalence, usually
registered in the afficial records of the
Office of the City Clerk, is prepared to
express sympathy to the families of
individuals who have left an
impressive tegacy to the world
cammunity, most especia~ly, to the
families of falien peace officers.
The Resolution af lntention is offered
as a ceremonial affirmation af speciai
city/mayora! initiatives and
co(laboratians.
The Salute
This document is prepared to hanar
individuals or organizations who
deserve special recognition for
exemplary dedication and service in
elevating the quality of life in the City
of Miami.
The Distinguished VisitorlCitizen
Award
Citizens and Visiting Dignitaries of
extraordinary merit deserve special
recagnition far their contribu#ions to
the wor(d community. This certificate is
offiered to honor this outstanding work.
The Certificate/of Achievement,
Honor, or Merit.
Individuals deserve special
acknowisdgment for their contributians
to the community. Certificates offer
officials the opportunity #o express
appreciation for those wha perform
acts of kindness and general
benevolence and for thase who excel
in various activities that contribute to
making Miami a world-class City.
Criteria for Tributes of Distinction**
Key to the Crty
The Key to the City, the highest tribute
bestowed by the City of Miami, is
given at the discretian af the Mayor or
her/his Designee. It is usually awarded
to high-ranking national and
international dignitaries and luminaries
in many fieids of endeavar.
The Silver Plate
The Silver Plate, an artifact created to
hanor the Seai of the City of Miami, is
given at the discretion of the Mayor or
members of the City of Miami
Commission. It is usualiy awarded to
organizations, corporations and
businesses, in addition to national and
internatianal dignitaries.
The Silver Medallion.
The Silver Medallion, a 3" circular
relief of the City of Miami skyline,
given at the discretion af the Mayor or
any af the City Commissioners, pays
homage ta notewarthy cantributions ta
cultural, econamic, and socia!
initiatives performed iocaliy, nationally
or internatianally.
The Crystal Tribute
The Crystal Tribute is a special item
presented at the discretion of the
Mayor and/or members of the City
Commission. It is conferred on very
speciai and rare occasions.
The City Flag
The City Flag, its green and orange
reflective of the calors af summer
lawns and summer sunsets, is an
emblem of the intense tropicai beauty
of the City of Miami. It represents our
unity af purpose as one community
and is presented to hanor special
occasions of communal interest,
military personnel and visiting
Books - The American Eagle/ Miami
Then and Now
These two books are presented to
visitars as reflections af South Florida
history and lifestyle. The American
Eagle is presented to internationa!
visitors ta honor the work of Caconut
Grove environmentalist, #he late
Marjory Stoneman Douglas; Miami
Then and Now honors Miami's past
(and present}, including Historic Miami
City Hall, the Old Pan American
Seaplane Base Building, circa 1930.
dignitaries of other countries,