Keizer councilors revised how the city will handle proclamations and ceremonial presentations after a discussion about an existing preapproved list and how the mayor has issued proclamations in past years.

Under the guidance reached at the work session, local organizations or residents requesting a proclamation must file the request with the city recorder. The city recorder will notify the council, and the recorder will prepare the proclamation for the mayor’s signature if the council approves the request. Councilors agreed that proclamations that have traditionally come annually (for example, observances recommended by the Community Diversity Engagement Committee) may be handled administratively, but the council will review the existing preapproved list by resolution at a later date rather than embedding the full list into the rules.

Councilors also agreed to limit live presentations associated with proclamations: presentations at council meetings will be capped at five minutes unless the council agrees to allow more time. Discussion concluded with a preference not to mandate a proclamation at every meeting; the council agreed not to require that one proclamation be read at every council meeting and instead will allow scheduling of proclamations based on council preference and the calendar.

The council asked staff to return a short, clear policy text for formal adoption and to move the existing adopted proclamation list into a separate resolution or administrative location so it can be reviewed on an annual basis without being embedded in the rules of procedure.

No formal roll-call vote was taken; the council reached consensus on the direction and asked staff to return a final draft for adoption. Staff and the council president agreed to tighten the language and to preserve the council’s prerogative to approve or decline requests.