Recognition Request

Recognition by the Board of Supervisors

Stafford’s Board of Supervisors welcomes the opportunity to recognize exceptional individuals, groups and events within Stafford County or those that serve Stafford County. The Board accomplishes this by issuing proclamations, letters of recognition and presentations. Requests must be made in advance via a member of the Board of Supervisors. The Board reserves the right to modify or deny any request. These public service documents are not legally binding nor do they constitute an endorsement by the Board. Please view the information below to determine what may best work for your organization.

GUIDELINES FOR PROCLAMATIONS, LETTERS OF RECOGNITION AND PRESENTATIONS

Proclamations

Proclamations are issued by the Stafford Board of Supervisors and are a way to formally honor and celebrate events, recognize achievements/milestones and to increase public awareness of worthy causes. Proclamations are signed by each member of the Board of Supervisors. Requests are reviewed on a case-by-case basis and are honored at the discretion of the Board and subject to the guidelines of this policy listed below. Proclamation requests must be submitted by a resident four to six weeks before the proclamation is needed.

I. For what types of things may proclamations be issued?

· Significant contributions and service to the community by an individual

· Organization, business or group milestones and significant anniversaries

· Cultural or historical occasions

· Charitable fundraising efforts that have benefited the Stafford community

II. The Process

· Proclamations must be sponsored by a member of the Board of Supervisors. A citizen should ask the supervisor who represents the citizen, unless the proclamation is not district specific. In that case, the Chairman sponsors and presents the proclamation to the Community Engagement Office who will direct the request to the correct supervisor.

· The complete request package consists of an information form and a draft of the proclamation. The submittal forms are available online and may be submitted via U.S. mail, email or online.

· Requests must be made on an annual basis. Proclamations will not automatically be renewed.

· Requests will be acknowledged once a Board member agrees to sponsor and a time and date will be coordinated by Community Engagement.

III. Presentation of the Proclamation

· Generally, proclamations are presented during Board meetings.

· Proclamations may be presented offsite and, when possible, a Board of Supervisors member will be scheduled to make the presentation.

Example of Proclamation

Requests may be filled out online, mailed or hand delivered to Community Engagement on the third floor of the George L. Gordon, Jr., Government Center, 1300 Courthouse Road, Stafford, VA 22554.

Letter of Recognition

Letter of Recognition are an alternative acknowledgement for occasions that do not meet the proclamation request. Letters are signed by the district-specific member of the Board of Supervisors. Requests are reviewed on a case-by-case basis and are honored at the discretion of the Board and subject to the guidelines of this policy listed below. Letter of Recognition requests must be submitted by a resident four to six weeks before the letter is needed.

I. For what types of occasions are Letters of Recognition issued?

· Organization Milestones or Anniversaries (in five-year increments)

· Conferences and Conventions

· Annual Events and Celebrations

· Letters of Support

· Welcoming Guests

II. The Process

· Letter of Recognition requests must be made on behalf of a citizen by a member of the Board of Supervisors. A citizen should ask the supervisor who represents the citizen, unless the letter is not district specific. In that case, the Chairman signs the letter. Community Engagement will direct the request to the correct supervisor.

· The complete request package consists of an information form. The submittal forms are available online and may be submitted via U.S. mail, email or online.

· Requests will be acknowledged by the Community Engagement Office.

· The Community Engagement Office will submit the letter request to the Board for signing.

III. Delivering the Letter

· The requestor may ask the Board member to present the letter at an event.

· The requestor may ask for the letter to be sent via the U.S. Mail.

Example of Letter of Recognition

Requests may be filled out online, mailed or hand-delivered to Community Engagement on the third floor of the George L. Gordon, Jr., Government Center, 1300 Courthouse Road, Stafford, VA 22554.

Presentations

Presentations are for occasions that do not rise to proclamation level. The person or organization will be recognized at a Board of Supervisors meeting or a Board member may attend a special event to recognize a person or organization. If requested, a certificate may be provided by the relevant Board member.

I. What events or occasions qualify for a presentation?

· School team or group accomplishment

· Distinction earned by an organization or a member of an organization

II. The Process

· Presentation requests must be made to Community Engagement. Community Engagement will direct the request to the correct supervisor.

· The complete request package consists of an information form. The submittal forms are available online and may be submitted via U.S. mail, email or online.

· Requests will be acknowledged by Community Engagement who will arrange a date and time for the presentation.

Requests may be filled out online, mailed or hand delivered to Community Engagement on the third floor of the George L. Gordon, Jr., Government Center, 1300 Courthouse Road, Stafford, VA 22554.