Proclamation/Resolution Requests

Proclamation Requests

Issuance of Proclamations is entirely at the discretion of the Mayor. Proclamations are official announcements and/or public declarations issued by the Mayor. They are ceremonial in nature and DO NOT have any legislative value.

Proclamations may be issued for the following reasons:

1. Recognition of extraordinary achievement.
2. Supporting actions that improve the quality of life of the Town of Spring Lake.
3. Raising public awareness of issues that directly affect the Town of Spring Lake.
4. Appreciation for monetary donations, in-kind contributions, cultural contributions, and volunteer efforts.
5. Proclamations that hold statewide significance or serve an educational purpose for a significant number of Town residents.
6. Proclamations may recognize a day, week, or month.
7. Proclamations for the benefit of specific for-profit organizations, policy organizations, or businesses will not be issued.
8. Proclamations for anniversaries, weddings, birthdays, or retirements will not normally be issued except in extraordinary circumstances such as a 100^th birthday or 75^th anniversary.

Proclamations WILL NOT be issued for any of the following:

1. Matters that would require taking sides on a political issue.
2. Matters involving issued of personal conviction.
3. Matters that involve any particular religion.
4. Any other matters that tend to stir up controversy or unrest.
5. Commercial purposes, such as the opening of a new business, a new service, a new product, or a new professional service.

Other considerations:

1. Requests must be made on an annual basis. Proclamations will not be automatically renewed.
2. Multiple requests from the same organization may not be honored in the same calendar year.
3. Requests that are similar to Proclamations that have already been issued may be denied.

Format:

1. Proclamations will typically be presented to the recipient at a regular Board meeting. They are prepared on 8½” x 11” paper and always include the following:
2. Whereas clauses providing information describing the five W’s (who, what, when, where, and why) regarding the Proclamation;
3. A Now, Therefore Be It Proclaimed clause, proclaiming the specific event;
4. A date of execution, representing the date the document was signed by the Mayor and/or the date of the event being proclaimed;
5. The signature of the Mayor;
6. The Town seal; and
7. Enclosure in a certificate holder.

Receipt of Final Document. Individuals and organizations have several options for receiving finalized Proclamations:

1. Finalized documents can be presented at an event sponsored by the individual or organization that requested the documents. (Note: This option is subject to the availability of the Mayor or a Board member).
2. Finalized documents can be presented at a regularly scheduled Board meeting. (Note: For agenda purposes, this option may require additional information for the party that requested the document).
3. Finalized documents can be mailed and/or emailed (per direction from requestor) to the recipient of the Proclamation, or they may be picked up from the Town Clerk’s office.

Media Coverage. The individual/organization requesting a Proclamation will be responsible for any and all media coverage desired.

Request Process:

1. ALL applications for a Proclamation must be submitted at least ten (10) days prior to the event.
2. Individuals/organizations are strongly encouraged to file requests as early as possible.
3. Applications received after the deadline will be prepared depending upon staff availability.
4. Requests may be made over the phone by calling the Town Clerk at (910) 985-1834. ALL phone requests MUST be followed up by completion of the form.
5. Requests should include the following:
6. Contact information: name, telephone number, and email of a person who can answer questions about the Proclamation.
7. Name of the person(s)/organization the Proclamation is about.
8. Proposed text for the Proclamation, including facts about the subject matter and enough information to make at least four (4) points about the person(s)/organization being recognized. (Note: The more information sent, the more personable the document will be).
9. Date of presentation for the Proclamation.
10. Action to be taken when the Proclamation is completed. (Who should be contacted in order to pick up the document).

Following Receipt of Request:

1. The Town Clerk, on behalf of the Mayor, will contact the person requesting the Proclamation to notify them of the status of the request.
2. Depending on official approval, the original Proclamation will be issued to the individual or organization at no cost.

Any draft language submitted for the Proclamation is subject to editing or revisions.

Click here for the Proclamation Request Application

Resolution Requests

Issuance of Resolutions is entirely at the discretion of the Mayor. Resolutions state the opinion or feeling of the Board and are used to dictate policy to Town employees, congratulate an organization or a person, express sorrow at the death of a well-known person or urge another governmental body, such as the U.S. Congress, to take a desired action.

Resolutions may be issued for the following reasons:

1. Recognition of action or service above and beyond the call of duty.
2. Recognition of extraordinary achievement.
3. Supporting actions that improve the quality of life of the Town of Spring Lake.
4. Raising public awareness of issues that directly affect the Town of Spring Lake.
5. Resolutions that hold local, state, or national significance or serve an educational purpose for a significant number of Town citizens.
6. Recognition of individuals or groups who have made significant contributions to the Town community.
7. Commendation for heroism, Boy/Eagle Scout achievement, school/sports groups achievements, and the efforts of non-profit organizations.
8. Appreciation for monetary donations, in-kind contributions, cultural contributions, and volunteer efforts.

Resolutions WILL NOT be issued for any of the following:

1. Matters that would require taking sides on a political issue.
2. Matters involving issues of personal conviction.
3. Matters that involve any particular religion.
4. Any other matters that tend to stir up controversy or unrest.
5. Commercial purposes, such as the opening of a new business, a new service, a new product, or a new professional service.

Other considerations:

1. Multiple requests from the same organization may not be honored in the same calendar year.
2. Requests that are similar to Resolutions that have already been issued may be denied.

Format:

1. Resolutions are prepared using the Town’s legal Resolution format and are sequentially numbered. They include the following information:
2. Information supplied by the party requesting the Resolution or developed by staff including the reason for the Resolution (stated in “Whereas” clauses), and the desired course of action as a result of the Resolution.
3. The Mayor’s signature, Town Clerk attestation, and Town seal.
4. Upon completion, Resolutions will be mailed and/or emailed (per direction of requestor) to the recipient and/or the party to whom it is directed.

Receipt of Final Document. Individuals and organizations have several options for receiving finalized Resolutions, which will be provided to the recipient by the Town Clerk:

1. Finalized documents can be presented at an event sponsored by the individual or organization that requested the documents. (Note: This option is subject to the availability of the Mayor or a Board member).
2. Finalized documents can be presented at a regularly scheduled Board meeting. (Note: For agenda purposes, this option may require additional information for the party that requested the document).
3. Finalized documents can be mailed and/or emailed (per direction from requestor) to the recipient of the Resolution, or they may be picked up from the Town Clerk’s office.

Media Coverage. The individual/organization requesting a Resolution will be responsible for any and all media coverage desired.

Request Process:

1. ALL applications for a Resolution must be submitted at least ten (10) days prior to the event.
2. Individuals/organizations are strongly encouraged to file requests as early as possible.
3. Applications received after the deadline will be prepared depending upon staff availability.
4. Requests may be made over the phone by calling the Town Clerk at (910) 985-1834. ALL phone requests MUST be followed up by completion of the form.
5. Requests should include the following:
6. Contact information: name, telephone number, and email of a person who can answer questions about the Resolution.
7. Name of the person(s)/organization the Resolution is about.
8. Proposed text for the Resolution, including facts about the subject matter and enough information to make at least four (4) points about the person(s)/organization being recognized. (Note: The more information sent, the more personable the document will be).
9. Date of presentation for the Resolution.
10. Action to be taken when the Resolution is completed. (Who should be contacted in order to pick up the document.

Following Receipt of Request:

1. The Town Clerk, on behalf of the Mayor, will contact the person requesting the Resolution to notify them of the status of the request.
2. Depending on official approval, the original Resolution will be issued to the individual or organization at no cost.

Click here for the Resolution Request Application