Mayoral Proclamation/Recognition

Policy and Procedures for Requesting Recognition by the Mayor

The City of Medford issues Mayoral Proclamations to commemorate, honor, or raise awareness for local causes, events, observances, or individuals that contribute positively to our community. This policy outlines the procedures for requesting a proclamation from the Mayor of Medford and applies to any individual, group, or organization submitting a request.

Proclamations are ceremonial documents issued at the discretion of the Mayor and are designed to bring attention to matters of local significance, public awareness, and community pride. Proclamations do not carry legislative weight or represent an official City position or endorsement.

Eligibility Requirements

To be eligible for consideration, proclamation requests must:

• Have direct local significance to the Medford community
• Align with the City’s mission, values, and policies
• Be neutral and nonpartisan in nature
• Be submitted by a qualified individual or organization
• In the case of formal presentations, have a representative available to attend a City Council meeting
• Issued and presented at an external event, when coordinated in advance with the Mayor’s Office

General Guidelines

All requests must be submitted through the City’s online request form

• Requests must be received at least 90 days in advance of the desired presentation or issue date
• Proclamations are limited to one page
• Draft language must be provided by the requester through the online form and is subject to edits or revisions by City staff
• A new request is required each year for recurring proclamations; they are not automatically renewed
• Proclamations may be:
  • Presented at a City Council meeting (1st and 3rd Wednesdays of each month), subject to scheduling availability
  • Shared directly with the requester or included on the Council agenda without a formal presentation
  • Issued and presented at an external event, when coordinated in advance with the Mayor’s Office

Proclamations Will Not Be Issued For:

• Personal events such as birthdays, retirements, or engagements
• Religious, political, or ideological matters
• Attempts to influence government policy or legislation
• Commercial promotions, advertising, or endorsements
• Requests that conflict with City ordinances, policies, or core values
• Duplicate or overlapping subjects (e.g., multiple proclamations for similar causes within the same month)

What to Expect After You Submit

Once your request is submitted:

1. City staff will review the request for eligibility, completeness, and alignment with City guidelines.

2. You will be notified of the decision.

3. The Mayor’s Office will coordinate the format and potential presentation of the proclamation.

4. Final proclamations will be provided in digital and/or printed form depending on the delivery method.

Questions?

For more information or assistance with your submission, please contact the City Recorder at 541-774-2017.