HomeMy WebLinkAbout047 Certificate-Proclamation Directions - word - 07.28.2017Proclamations/Certificates
Proclamations/Certificates
Develop proclamation/certificate based upon a request from the Mayor, Vice Mayor, City Councilmember, City Manager or Public Information Officer. The Mayor is the only one who can sign
a proclamation. Other City Council members are authorized to request and sign certificates only.
Write document using information sent with the request and/or utilize the organization’s website. Find examples in G:Public Affairs/Proclamations or Certificates to modify. Keep the
document to one page. There’s no limit to the number of “Whereas” sentences, however there will probably only be room for four to six sentences.
There are two different formats that can be used for proclamations. The one that allows more text is usually used, however, if there is not much information, you can place a tab after
each “Whereas” sentence. All “Whereas” sentences have “;and” after them except the last one has a period.
Write the celebration date at top and bottom in long hand, spelling out the date in words. Numbers less than ten get written out as a word. Use Palatino Linotype size 12 for text and
Monotype Corsica for “Proclamation” heading and person/organization name. You can change the font size because it needs to fit to one page.
Log information on Proclamation and Certificate Tracking Sheet. (G:publicfolder:LisaMaletis-Massey:ProclamationsandCertificates:ProclamationandCertificateTracking) Email a rough draft
to requestor for approval. After approval print proclamation/certificate on certificate paper.
To print out the proclamation/certificate – All margins need to be 1.2. (You can print out a practice sheet on regular paper and hold up in front of certificate paper to be sure it is
aligned well.) Place the certificate paper face up in Tray 1 in City Clerk color copier. Print one-sided and select Tray 1.
After printing, place the Cupertino logo sticker on the lower left corner of the certificate paper and insert proclamation into blue folder. Log in on Proclamation and Certificate Tracking
Sheet. Provide to requestor for signature in a red folder indicating to return to you after signature, unless the requestor will take the document at that time. When the document is
returned, place in sorter until ready to deliver. Keep track of when documents are required because reminders may need to be sent. If the Councilmember is not attending the event, make
arrangements to provide the document to the organization.
Council mail is every Thursday night so offer to put proclamation/certificate in Council mail for weekend events. (Some councilmembers do not want this alternative) Then email councilmember
to let them know proclamation/certificate is in the Council Mail. If Barry Chang cannot arrive by City Hall closing time, he prefers to have the certificates in a white envelope taped
to the outside door at the City Clerk’s employee entrance.
Some proclamations and certificates are presented at a City Council meeting. Those are provided to Grace on the morning of the meeting. Find out from the organization who will receive
the Proc/Cert at the meeting and remind them closer to the date about attending the City Council meeting.
Signed STAR Award proclamations get delivered to Anjali at the Chamber of Commerce.