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Commissioners consider separating proclamations from regular board business and holding monthly ceremonial session
Summary
The board discussed proposals to standardize how proclamations are scheduled and presented, including consolidating ceremonial readings to a separate day so community honorees are not rushed by competing board business.
Multnomah County commissioners weighed changes to the county’s proclamation process on Tuesday, including a proposal to hold proclamations on a separate day or at a regular monthly ceremonial session rather than during routine board meetings.
Chief of Staff Jenny Smith told commissioners proclamations are currently requested by employee resource groups, department directors or a sponsoring commissioner and are posted as board‑adopted documents, but timing and ‘run of show’ responsibilities have been inconsistent. “Often proclamations take longer than there's time available in a board meeting and presenters feel rushed or disrespected,” Smith said.
County Attorney Jenny Madcore told the board that proclamations are currently considered board‑adopted documents under existing rules, but the board could change that practice. “Public meetings law doesn't necessarily apply to the adoption of proclamations because it's not a matter of board authority,” Madcore said, adding that the board could make proclamations more ceremonial if it chose to.
Commissioners suggested several options: (1) dedicate one weekday each month to ceremonial proclamations and photos so presenters and staff know the timing in advance; (2) encourage community groups to hold their own celebrations with a commissioner representative reading the proclamation; and (3) retain official board recognition while scheduling the formal ceremony separate from business meetings to avoid conflicts with heavy agenda items such as budget votes.
Commissioner Jones Dixon and others favored a separate ceremonial day, modeled on state practice where proclamations and signing events include a short program and photo opportunities. Staff told commissioners they would seek further feedback from employee resource groups, the Office of Diversity and Equity and county communications on formatting and logistics.
Ending: Staff will prepare a proposal that lays out options for a ceremonial proclamation day, the mechanics for formally recognizing proclamations and whether board adoption rules should be changed, and will return to the board with recommendations.
