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HomeMy WebLinkAboutReso 102-2007RESOLUTION NO. 102-2007 CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION ~?,PPROVING AN ADMINISTRATIVE INSTRUCTION ESTABLISHING PROCEDURES FOR CONSIDERATION OF SUGGESTIONS FOR CEREMONIAL FLAG DISPLAYS O]v CITY HALL DISPLAY FLAG POLES WHEREAS, the City receives many requests to fly the flag of a foreign nation or organization; and WHEREAS, the City does not currently have an existing policy concerning the procedure for evaluating suggestions for ceremonial flag displays on the flag poles outside of city hall; and WHEREAS, adoption of the administrative instruction will establish a procedure governing flag display ceremonies on city hall flag poles. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of South San Francisco that the City Council hereby approves the administrative instruction establishing a procedure for review and consideration of suggestions related to displays of foreign flags on city hall flag display poles. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a City Council meeting held on the 10th day of October, 2007 by the following vote: AYES: Councilmembers Mark N. Addiego, Joseph A. Fernekes and Karyl Matsumoto, Vice Mavor Pedro Gonzalez and Mavor Richard A. Garbarino NOES: ABSTAIN: None ABSENT: ATTEST: nterim City Clerk ADMINISTRATIVE INSTRUCTION No. FLAG DISPLAY SUGGESTION POLICY Purpose The purpose of this Administrative Instruction is to establish and clarify procedures to be followed by all City employees regarding the consideration and acceptance of suggestions for flag displays located on either side of the balcony just above the entrance to the City Hall ("City Hall Display Flag Poles"). Policy City Hall Display Flag Poles shall at all times be used exclusively by the City. The ceremonial display of flags other than the flags of the United States of America, State of California, and City of South San Francisco is generally not permitted, although the City will consider suggestions from residents to display the flag of another nation presently in existence. Flag raising ceremonies shall be conducted in accordance with all applicable provisions of federal and state laws. Procedures The City will accept suggestions for the display of flags of sovereign nations on City Hall Display Flag Poles. A. The suggestion must come from the head of an organization or an official representative of a country. B. The suggestion must come from a person over the age of 21. C. The suggestion shall be made, in writing, to the City Manager's office at least thirty (30) calendar days before the group wishes to have the City hold a ceremonial flag display on the City Hall Display Flag Poles. Suggestions shall be made with the understanding that the City maintains full control over access to the City Hall Display Flag Poles and that such poles are at all times used exclusively by the City for expression. D. The City Manager shall review all suggestions and reach a decision within 10 calendar days. All suggestions he or she accepts shall be reviewed and evaluated by all relevant City departments. City representatives may need to meet with the group making the suggestion to discuss the details of the proposed event. E. Suggestions the City Manager does not accept may be brought for reconsideration before the City Council. The recommendations of staff shall be forwarded to all members of the City Council. The City Council may review and evaluate the suggestions and may request that representatives of the suggesting organization give a presentation at a Council meeting, outlining the event and answering any questions that Councilmembers, staff, or citizens may have. The City Council shall have (mal authority over anv decision involviDl~ City Hall DisDlav Flae: Poles. Reauests from residents reD resent mere sue:e:estions alone. F. If the City does not accept a suggestion from a particular group, that group may not resubmit a suggestion until the following year. G. If a suggestion is accepted, the suggesting group will follow these guidelines: a. The procurement of the flag shall be the responsibility of the group. b. The function will begin at 11 :45 am on the day that has been selected for the flag- raising. c. The City will provide the group with 12 chairs to use during the flag-raising. One podium will also be provided. The group shall meet in front of City Hall. No more the 25 people will be allowed to attend the ceremony. d. Parking for guests will not: be provided. e. The ceremony will not be allowed to take place in the street or in any other way block public access to the front of City Hall or the surrounding area. Traffic control will not be provided. f. Speakers may be permitted to speak on the City's behalf to present background information on the flag display. The suggesting party shall nominate up to two speakers from the representative group or consulate. If there is only one speaker, the time allowed will be up to ten minutes. If there are two speakers, the ten minutes shall be split as the group sees fit. The name of the speaker( s) shall be given to the City Manager's Office ten calendar days before hand with a brief overview of the speech that will be given. g. A City staff member shall raise the flag promptly at 12:00 pm on a pole off the balcony of City Hall. h. The flag shall remain on the flag post until 5:00 pm ofthe day of the ceremony. It is then the responsibly of one of the group members to pick up the flag within 4 calendar days of the flag ceremony. 1. If the weather is unsuitable for the ceremony, the flag shall be posted in the rotunda area on a flag stand until weather permits it to be flown outside. If the flag is not flown outside, it will still be taken down at 5 :00 pm on the day of the ceremony. The timing and order of events shall not change. There shall not be a make-up date if the flag is not flown outside due to inclement weather. H. Any exceptions to these guidelines must be approved by the City Manager's Office. If any of these guidelines are not followed, the office of the City Manager has the right to suspend or cancel the ceremony.