Executive committee weighs limits and costs for ceremonial proclamations

The executive committee discussed a draft approach to ceremonial proclamations and resolutions, including limits on printed presentation folders, alternatives to full ceremonial copies, and transparency for historical records.

The Vice Mayor outlined a proposed limit of five ceremonial copies per proclamation — one presentation copy and up to four additional copies for distribution — to control costs and staff workload. "Our 1 seal folders cost $4.27. Our 2 seal folders ... $6.20," the Vice Mayor said while describing per‑item costs for standard and presentation folders. Margaret Darby, counsel office director, told the committee the most recent bulk order for folders cost "roughly $11,000, a little over $11,000," and that staff expects the order to last beyond the current term.

Members pressed for practical exceptions and lower‑cost options. Chair Porterfield and others suggested certificate paper without ribbons, digital copies, or allowing members to privately purchase additional folders when they need large quantities. Darby said staff will maintain a public spreadsheet of proclamation requests and will provide a digital, ceremonial‑looking version for distribution so recipients can print additional copies if desired.

Staff emphasized the labor involved: sealing, affixing ribbons and preparing printed sets takes time, and Darby asked for a minimum of "3 business days" notice to draft and prepare proclamation materials. Members proposed flexibility for special occasions such as graduations and championship teams, and discussed limiting repeated requests; staff offered to produce cost figures for plain proclamation paper and to consider member‑led assembly of ribbons to reduce staff labor.

The office will refine the proposal based on feedback and return with clearer cost alternatives and operational guidance for council members.