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Proclamation Request

On June 27, 2024, the Mayor and City Council passed and approved a Proclamation Policy. To submit a proclamation request please refer to the information below regarding policy and procedures and submit a request.

Proclamations

A proclamation is a formal declaration by the Mayor and is often requested to recognize and honor people, events, activities, organizations, issues, etc. Proclamations may or may not be issued publicly, depending on timing, the wishes of the recipient(s), and available time and space on City Council agendas. The goal of a proclamation is to recognize and celebrate the extraordinary achievements of local citizens and non-profit organizations, honor occasions of importance and significance, and to increase public awareness of issues to improve the well-being of the citizens of Aledo.

Due to the number of requests we receive, we are unable to accommodate all proclamation requests.

  • Requests must be made by an Aledo resident or Aledo-based organization or business;
  • Residents, organizations, and businesses may be issued no more than one ceremonial/recognition document annually;
  • Requests must be made in writing and submitted online using the "Request a Proclamation" link below;
  • Requests should be made at least 30 days prior to the date the requester would like the document to be presented or received;
  • Requests by individual(s) or organization(s) year after year must provide new information for the proclamation. lndividual(s) or organization(s) who request the same proclamation year after year with only date changes will not be issued new proclamations.

Criteria

Requests for proclamations that meet the criteria are provided to the organization and are issued at the sole discretion of the City. Typically, only one proclamation is issued for each event and duplicate originals are not provided.

The City of Aledo will consider issuing a proclamation to recognize:

  • Special honors;
    • For example, recognizing a citizen who has been awarded a state or national level honor.
  • Increase in public awareness of a worthy cause;
    • For example, proclaiming a day to raise awareness for a health condition affecting many residents.
  • Aledo resident(s) who achieves a goal well above the ordinary;
    • For example, an Aledo resident winning a national competition or achieving a remarkable milestone such as climbing Mount Everest.
  • An Aledo organization for outstanding achievement or contribution to the community;
    • For example, a local non-profit significantly improving community servicesor a business contributing greatly to local economic development.
  • Special events or days that promote the City or are historically significant to the Aledo community;
    • For example, annual community festivals like Summer Blast, heritage days, or other events that draw positive attention to Aledo.
  • Nationally recognized "Day", "Week" or "Month" of civic, professional or health organizations when requested by a local chapter; or
    • For example, National Public Works Week.
  • The City may recognize a nationally recognized "Day", "Week" or "Month", such as "Public Works Week", "Parks and Recreation Month" or "Municipal Clerks Week", etc.

Proclamations are generally not issued for the following:

  • Advertisements or for-profit purposes;
  • Commercial purposes, such as the opening of a new business, a new service, a new product, or a new professional service;
  • Business anniversaries, other than 25, 50, 75 and 100 years;
  • Personal activities not of general public interest, such as deaths, family reunions, retirements, birthdays of less than 100 years, groundbreakings, anniversaries, weddings, business endorsements, etc.;
  • Organizations or individuals with no direct relationship with the City of Aledo;
  • National or international groups requesting a proclamation without an in-city sponsor;
  • Events or activities that do not benefit Aledo;
  • Political campaigns, or matters that do not align with the City's vision, mission, and goals;
  • Matters that suggest an official city position on a matter under consideration or to be voted on by City Council;
  • Controversial issues or organizations.

Procedure

All proclamation requests must be submitted via the online form at least 30 days prior to a regular council meeting date or of the event to be recognized. Submission of a proclamation request does not guarantee its issuance. The City reserves the right and has the final decision to modify or deny any proclamation request, consistent with this policy.

lndividual(s) or organization(s) seeking a proclamation must accompany the request with:

  • Contact person's first and last name, address, telephone number, and e-mail address;
  • A specific title of what will be proclaimed and why the event/issue is of importance to the City as a whole;
  • A brief summary or background of the event or organization;
  • Sample language for the proclamation that includes facts about the subject matter;
    • Minimum of four points/statements and no more than six.
    • Information should include the background of the person, organization or event being proclaimed; and
  • The name and date(s) of the day, week, month, or event to be proclaimed;

Request Submission:

  • The City reserves the right to deny any request for any proclamation and all proclamations must be approved by the Mayor;
  • If the request is approved, the City will be in contact with you regarding scheduling times and locations;
  • All requests for a proclamation will be reviewed and considered on a case-by-case basis;
  • Any language provided may be edited or rewritten at the discretion of the Mayor to reflect the City's vision, mission, and goals.

Issuance & Presentations

Proclamations shall be distributed in one of the following ways:

  • Presented at a City Council meeting;
  • Photo opportunity with the Mayor, or Mayor Pro-Tern in the absence of the Mayor; or
  • Picked up in the City Secretary's office.


Proclamations presented at a City Council meeting may be limited due to time and will be scheduled on a first-request basis. Proclamations presented at a meeting shall be sponsored by the Mayor, a Council Member, or City Staff.

  • The Mayor is frequently invited to present a proclamation at an event. Due to scheduling, the Mayor may request a member of the City Council make the presentation. When no Council members are available to present the proclamation, the requester may pick up the proclamation from City Hall.
  • If the request is approved, the Mayor has the discretion to decide what form of ceremonial/recognition the document will be issued and the manner in which the document will be presented or provided to the recipient.
  • Proclamation presentations may occur during a City Council meeting or at a community event, or the recipient may pick up a printed copy of the proclamation at Aledo City Hall with no formal presentation by the Mayor. Requesters should indicate their preference on the submittal form.
  • If a proclamation request is approved, the Mayor may decide to issue the proclamation for a different day, week, or month than the one that was requested.
  • Issuance of a proclamation document does not guarantee the Mayor's attendance at an event related to the matter for which the document was issued.

For any questions regarding a proclamation request please contact [email protected] or call (817) 441-7016.