The Mayor and Town Council of the Town of Clayton are proud to celebrate and recognize individuals, organizations, and causes that demonstrate exceptional service, achievement, or contributions that enhance the well-being and quality of life in our community. Through Proclamations and Letters of Recognition, we seek to honor those who inspire, uplift, and make a meaningful impact on the Town of Clayton. These ceremonial documents provide an opportunity to highlight extraordinary efforts, raise awareness about important issues, and express the Town’s appreciation for actions that reflect our shared values and vision.

Guidelines for Proclamations and Letters of Recognition

General Information

• Proclamations are official announcements and/or public declarations issued by the Mayor and Town Council. They are ceremonial in nature and DO NOT have any legislative value.
• Letters of Recognition are ceremonial documents that recognize an individual's service or extraordinary achievement. They are ceremonial in nature and DO NOT have any legislative value.
• The Mayor and Town Council have FULL discretion to issue a Proclamation or Letter of Recognition. These guidelines do not limit that discretion.
• Proclamations or Letters of Recognition SHOULD NOT be interpreted as an endorsement of any policy by the Mayor, Town Council, or the Town of Clayton Government.

Purpose

Proclamations and Letters of Recognition may be issued for the following:

• Honoring action or service above and beyond the call of duty.
• Recognizing extraordinary achievements.
• Acknowledging actions that improve the quality of life of the Town of Clayton.
• Raising public awareness of matters that directly affect the Town of Clayton.

Proclamations and Letters of Recognition WILL NOT be issued for any of the following:

• Matters that do not align with the adopted Town of Clayton mission, vision, and values.
• Matters that are not of general public concern.
• Matters related to commercial promotion, including the opening of a new business or the launch of a new product or service, whether directly or indirectly related.

Considerations

Considerations for Proclamations and Letters of Recognition by the Mayor and Town Council include, but are not limited to:

• Is the purpose of the proclamation consistent with the Town of Clayton’s mission, vision, and values?
• Would the proclamation provide education, raise awareness, or provide similar benefits for Town of Clayton residents?
• Does the proclamation relate or connect the Town of Clayton to an organization within the Town or to a statewide or national issue impacting the Town of Clayton?
• Is the request similar to already issued proclamations?
• Does the proclamation acknowledge significant community events or celebrations?
• Will the proclamation have a meaningful townwide impact and demonstrate relevance to the Town of Clayton?

Receipt of Final Document

• Finalized documents can be presented at regularly scheduled Town Council meetings.
• Finalized documents can be mailed to the recipient of the Proclamation or Letter of Recognition, or they may be picked up from the Town Clerk's office.

Request Process

• ALL applications for either a Proclamation or a Letter of Recognition must be submitted via email to the Town Clerk's Office at least twenty-one (21) days prior to the event. 
• Person(s)/organization(s) are strongly encouraged to file requests as early as possible.
• Applications received after the deadline will be prepared depending upon staff availability.

Requests Should Include the Following:

• Contact information: Name, Address, Telephone Number and Email of a person who can answer questions about the Proclamation/Letter of Recognition.
• Name of the person(s)/organization(s) the Proclamation/Letter of Recognition is about.
• Proposed text for the Proclamation/Letter of Recognition, including facts about the subject matter and enough information to make at least four points about the person(s)/organization(s) being recognized.
• Date of presentation for the Proclamation/Letter of Recognition.

Following Receipt of Request

• The Town Clerk's office, on behalf of the Mayor and Town Council, will contact the person requesting the Proclamation/Letter of Recognition to notify them of the status of the request.
• Depending on official approval, the original Proclamation/Letter of Recognition will be issued to the individual or organization at no cost.
• Any draft language submitted for Proclamations/Letters of Recognition is subject to editing or revisions.

Questions?

For questions about Proclamations or Letters of recognition, please contact:
Heidi Holland, Town Clerk
hholland@townofclaytonnc.org
919-553-5002