Proclamation Staff Procedure

Staff Procedures

Proclamations

The Office Clerk/Reception is responsible for creating and updating the City of Duncan’s website for approved Proclamations.

Once the minutes of a Council meeting have been published, the Office Clerk/Reception will receive an email advising that a Proclamation has been approved.

Procedure to Create a Proclamation

1. Go to RMS: 0630-20. There is a Proclamation template available.
2. Locate the organization’s folder under the appropriate year, where the request and wording of the Proclamation should be stored.
3. Use the Proclamation template, copy and paste (or retype if necessary) the Proclamation wording.
4. Save the document as the event date and Proclamation name.
5. Convert the document to PDF and save it in the appropriate file.
6. Email the organization to inform them of the approval and that the Proclamation will be posted on the City’s website and Facebook page. Attach the PDF version.
7. Email the Corporate Services Coordinator that the approved Proclamation is complete and ready for posting on Facebook.

Updating the Website for Proclamations

Login Instructions:

1. Log in to www.duncan.ca/admin.
2. Use the credentials: User: nicole@duncan.ca, Password: PublicWorks1234.

Inserting a Link to an Approved Proclamation

1. Click on “Pages” in the left sidebar.
2. Search for “Proclamation” and press “Search Pages”.
3. Click on the title page “Proclamations | Parent Page: Mayor & Council”.
4. Scroll to the month of the approved Proclamation or add a new section for the current month.
5. Type in the name and date of the Proclamation.
6. Highlight the text for the link and click the “Add Media” button.
7. Click on “Upload Files”.
8. Locate the Proclamation PDF file and upload it.
9. The link will be generated automatically. Ensure the right-hand side title displays the correct Proclamation name and date.
10. Click the “Insert into page” button.
11. Preview changes using the “Preview Changes” button.
12. If satisfied, click the “Update” button to save changes.

After updating, always check the City’s website to ensure the information is displayed correctly.