3/24/01

City of Laredo Protocol Handbook, 2001-2002

Second Edition

Judith Zaffirini, PhD

Zaffirini Communications • P. O. Box 627 • Laredo, Texas 78042

956/724-8379 • FAX 956/727-4448 • zaffcomm@zaffirini.com

Copyright © 2001 by Judith Zaffirini, PhD

The City of Laredo Mayor and City Council

January, 2001

Mayor, the City of Laredo

The Honorable

Elizabeth G. Flores

Mayor Pro Tempore, the City of Laredo

The Honorable

Joe A. Guerra

Members, the Laredo City Council

Members in seniority               District            Date elected            Mayor Pro Tempore

The Honorable                                                       May, 1978

Joe A. Guerra                                   6                   May, 1994                       2000-2001

                                                                                  May, 1998

The Honorable                                                       June, 1994

Louis H. Bruni                                 2                   June, 1998                        1998-1999

The Honorable                                                      May, 1996

Eliseo Valdez, Jr.                            5                   May, 2000

The Honorable

Alfredo Agredano                           1                   June, 1998

The Honorable

John C. Galo                                   3                   June, 1998

The Honorable

Johnny Amaya                                4                    May, 2000

The Honorable

Jose Alberto Valdez, Jr.               7                    June, 2000

The Honorable

Juan Ramirez                                  8                    June, 2000

Laredo City Hall

1110 Houston Street • Laredo, Texas 78040 • 956/791-7300 Larry Dovalina, City Manager • Gustavo Guevara, City Secretary

The City of Laredo, Texas

Protocol, Procedures and Customer Service Committee

When the Mayor of Laredo and the Laredo City Council decided to develop the City of Laredo Protocol Handbook they demonstrated not only their interest in effective leadership, but also their commitment to excellence in public service. To expedite the effort, the Mayor appointed the following Ad Hoc Protocol Handbook Committee:

Mayor Elizabeth G. Flores, Chair

Mayor Pro Tempore Louis H. Bruni

Council Member John C. Galo

City Secretary Gustavo Guevara Jr., ex officio member

Laredo Public Library Director Janice Weber, ex officio member

They participated in four public workshops with Judith Zaffirini, PhD, of Zaffirini Communications, who wrote the Protocol Handbook and submitted drafts for review and feedback. Their effort was supported and facilitated by City of Laredo staff members.

All other members of the Laredo City Council either attended at least one workshop or submitted written and/or oral feedback. Their interest in this priority project was evident throughout the process, as was their cooperation in developing the "final draft" for publication approval before the unofficial deadline of December 31, 1998.

A second printing of the Protocol Handbook in 2000 incorporated technical changes. Copies were forwarded to the Mayor, Council Members and staff members for feedback. Their suggestions and Council directives were incorporated in the second edition developed by the new Protocol, Procedures and Customer Service Standing Committee appointed by the Mayor:

Council Member John C. Galo, Chair

Mayor Elizabeth G. Flores

Council Member Louis H. Bruni

City Secretary Gustavo Guevara Jr., ex officio member

Laredo Public Library Director Janice Weber, ex officio member

Most helpful to the committee were City Manager Larry Dovalina and Assistant City Manager Cynthia Collazo.

This revised second edition of the Protocol Handbook was discussed and reviewed at three public workshops scheduled by the Council Committee, including two in 2000 and one in 2001. It was adopted unanimously by the Mayor and City Council on Monday, February 20, 2001, effective immediately for 2001-2002.

City of Laredo Protocol Handbook, 2001-2002

Contents

The City of Laredo Mayor and City Council ii

The City of Laredo Ad Hoc Protocol Handbook Committee iii

INTRODUCTION 1

Definitions 2

References 3

Revised Edition 3

I. Protocol Order of Precedence: Generalizations

I. City of Laredo Elected Officials 4

A. Mayor of the City of Laredo 4

B. Mayor Pro Tempore of the City of Laredo 5

C. Laredo City Council Members 6

D. City of Laredo Municipal Court Judge 7

II. City of Laredo Appointed Officials 7

A. City Manager, Staff Members 7

B. Members of Commissions, Boards and Committees 8

III. Webb County Officials 8

IV. Texas Officials 8

A. Statewide, Districtwide Elected Officials 8

B. Appointed Officials 9

V. Federal, Out-of-State Officials 9

VI. Binational and International Order of Precedence 11

VII. Representatives of the President 12

A. Immediate Family Members, U.S. Cabinet Members 12

B. Other Representatives 12

VIII. Representatives of State or Federal Officials 13

IX. Introduction of Elected and Appointed Officials 13

X. Honorees and Special Events 14

XI. Seating 15

A. Laredo City Council Meetings 15

B. City-Sponsored Events 16

XII. City Building Plaques 17

II. Protocol Order of Precedence: Master List

Master List, Order of Precedence 18

III. Protocol Order of Precedence: Levels of Government

I. City Elected Officials 22

II. Mayor, Statewide Elected Officials, Secretary of State 22

III. Texas Legislature 23

IV. District Elected Officials 24

V. County Elected Officials 24

VI. Members, Elected Boards 25

VII. Appointed Officials 25

IV. Honorifics and Titles for Officials

I. Use of "The Honorable" for Elected Officials 27

II. Use of "The Honorable" with Names, not Titles 28

III. Honorifics and Titles for the Mayor of Laredo 28

IV. Honorifics and Titles for Laredo City Council Members 29

V. Use of Honorifics and Titles in Public 29

VI. Gender-Free Language 30

VII. Honorifics and Titles for Religious Leaders 31

VIII. Correct Usage in Correspondence 31

V. Order of Precedence for City-Sponsored Events

I. City of Laredo Hosts 33

II. District Elected Officials 34

III. Webb County Officials 34

IV. Laredo Municipal Court Judge 36

V. Members, Elected Boards of Education 36

VI. Appointed Officials 37

VII. Members, City Boards and Commissions 38

VIII. Community Leaders 38

IX. Project Participants 39

VI. Programs for City-Sponsored Events

I. Pre-Program Announcements 40

II. Program Format 41

III. Program Participants 41

VII. Decorum for City-Sponsored Meetings

I. Principles of Decorum 46

II. Principles of Parliamentary Procedure 47

III. Expertise in Protocol, Decorum 48

VIII. City of Laredo Protocol Handbook Adoption and Amendment

I. Amendment 50

II. Adoption 50

III. Suspension 51

IV. Record of Adoption 51

CONCLUSION 52

References

General 53

City and State Publications 56

Chiefs of Protocol 57

Order Form for Protocol Handbook, 2001-2002 59

City of Laredo Protocol Handbook, 2001-2002

Introduction

Laredo, the Gateway to Mexico, is a bilingual, bicultural community in a binational setting. Proudly patriotic, Laredoans enjoy the rich variety of traditions emanating from the sister cities, sister states and sister countries on both sides of the vibrant Texas-Mexico border. This international perspective colors our vision as we strive continuously to excel as Laredoans, as Texans and as Americans in a global arena. Proper protocol is essential to this exciting way of life.

Protocol can be defined as the customs, guidelines and regulations related to formality, precedence and etiquette in official life and in ceremonies involving governmental officials and their representatives. Its cornerstone is the order of precedence that dictates decisions related to formal acts such as introductions, presentations, seating and use of titles and of forms of address. Although only the President can change the "Protocol Order of Precedence" for the United States, generally the authorities regarding protocol are the U.S. Chief of Protocol and the U.S. Department of State's Protocol Office. Their work product, however, applies mostly to official life at the national and international levels. Because there is no official protocol or order of precedence for cities and states, every city and state is free to adopt its own.

Always mindful of their purpose to promote harmony and goodwill while reflecting the hospitality that is a hallmark of "Los Dos Laredos," the Mayor of Laredo and the Laredo City Council decided to develop this Protocol Handbook. Cognizant that mastery of protocol will enhance relationships and decorum in the business, civic, educational and public service communities, they unanimously adopted these policies and guidelines. Such decisions should result in better customer service for residents and visitors and should enhance the efficiency and effectiveness of those who plan special events, programs, introductions and other activities involving government officials.

This Protocol Handbook developed especially for the City of Laredo should ease the burden of all who wonder about proper protocol. It is intended as a flexible, contemporary, organizational tool that is adaptable depending on the persons, purposes and events at hand. Topics range from the Protocol Order of Precedence and the use of honorifics and titles to decorum and duties at City-sponsored events. Independent but related sections are in outline format to facilitate references and understanding.

Because there is neither a model nor a bible of protocol for local governments, the City of Laredo Protocol Handbook is an original combination of policies and guidelines. It reflects decisions deemed best for Laredoans, even when in conflict with practices espoused by others. The City of Laredo, for example, extends the courtesy title, "the Honorable," to all elected officials, though others may prefer to extend it to a mayor, but

not to county or other city elected officials.

Every decision made by the Laredo Mayor and City Council was based on valued local traditions, balanced with common sense and popular preferences. It is a "work in progress," intended to evolve through usage and feedback and to be adopted anew every two years, as soon as possible after the regular City of Laredo elections in even-numbered years. Most important, this Protocol Handbook is offered not as the only way, but as "the Laredo way," vintage 1999, revised for 2001-02.

Definitions

Mastering protocol is essential not only for Laredoans who interact as public servants, but also for anyone whose public demeanor impacts his or her success, whether at home, at work or in the community. To facilitate the ostensibly pleasant task of understanding, implementing and internalizing the City of Laredo's protocol adapted herein, the definitions that follow (Webster, 1996) were reflected throughout:

Decorum: Dignified propriety of behavior, speech, dress, etc.; the quality or state of being decorous; orderliness; regularity; usually a requirement of polite society.

Etiquette: Conventional requirements as to social behavior; a prescribed or accepted code of usage in ceremonies or formal observances.

Honorific: A title or form of respect. Example: "The Honorable" is an honorific or courtesy title used to indicate respect for the stature of elected officials.

Precedence: The right to precede in order, rank or importance, including the right to precede others in ceremonies or social formalities; the order to be observed in ceremonies by persons of different ranks, as in international diplomatic precedence.

Protocol Order of Precedence: An adopted order of precedence that applies to persons who are listed for the purposes and at the levels identified. Example: The Protocol Order of Precedence for the United States applies mostly at the national and international levels and is part of the recognized system of international courtesy.

Protocol: The customs and regulations dealing with diplomatic formality, precedence, and etiquette (in official life; comparable to etiquette used in social life). Example: Laredo elected officials rank higher than local appointed officials and should be introduced before them.

Rank: An official or social position or standing. Example: The President determines the order in which U. S. Cabinet Members will be ranked in the federal Protocol Order of Precedence that applies mostly at the national and international levels.

Seniority: Priority, precedence or status obtained as the result of a person's length of service. Example: Laredo City Council Members may be ranked in order of seniority for introductions and for privileges such as the order of presentation or introduction; selection of office space, seating and parking; and presiding or spokesperson responsibilities in the absence of the Mayor and Mayor Pro Tempore.

Title: A descriptive or distinctive appellation typically designated by right of rank, office or attainment. Example: The Mayor of the City of Laredo.

X: A journalistic symbol typically used herein to indicate that a specific number is to be substituted. Example: "Council Member, District X," indicates that the Council Member's district number must be substituted, when known, for the "X."

References

Undaunted by the dearth of publications about protocol and by the consistently contradictory related advice published, Laredo elected officials commissioned the 1999 handbook and its 2001-2002 revision. The richness of the references section portends the challenge of researching the subject for the purpose of collecting and localizing useful policies and guidelines. First published in 1977, Protocol: The Complete Handbook of Diplomatic, Official and Social Usage by McCaffree and Innis, for example, remains the most respected book about protocol at the national level, but even its 1997 revised edition offers limited advice for cities and states. Robert's Rules of Order may be the parliamentary authority of choice throughout the United States, but even its 10^th edition, 2000, must be enriched with exceptions and supplementary policies and procedures.

Readers of reference works are cautioned to expect contradictions and to be prepared to make the best judgments possible based on the persons, purposes and events at hand. Similar precautions are in order for those who attempt to differentiate between business and social etiquette and between etiquette for social ceremonies such as weddings and protocol for official ceremonies such as inaugurations. When all else fails, tradition and common sense must prevail.

Revised Edition

The Mayor of Laredo and the Laredo City Council welcome suggestions for improving this Protocol Handbook and look forward to publishing revised editions timely after each regular City election in odd-numbered years. Feedback may be submitted via the City Secretary, Laredo City Hall, 1110 Houston St., or P. O. Box 579, Laredo, Texas 78042-059.

This "work in progress" should be instrumental in promoting goodwill and harmony among constituents, colleagues and visitors as we build a better future for our families in our part of the international community.

¡Viva Laredo!

City of Laredo Protocol Handbook, 2001-2002

I. Protocol Order of Precedence: Generalizations

Generalizations about the City of Laredo's Protocol Order of Precedence reflect the rationale, customs and guidelines that are its foundation. They define the Mayor of Laredo as the City's official host, then focus on the order of precedence not only for elected and appointed officials and their representatives in a binational setting, but also for honorees and special events, City building plaques and seating. Just as the President determines the Protocol Order of Precedence for federal officials and others, the Mayor of Laredo and the Laredo City Council determine it for City officials, whether elected or appointed. Generalizations about their adopted guidelines are organized in outline format to facilitate location, reference and understanding.

1. City of Laredo Elected and appointed Officials
   
   

1. Mayor of the City of Laredo
   
   
   1. The Mayor of Laredo is the Official Host for the City of Laredo and is recognized as "the head of the City Government for all ceremonial purposes and by the Governor for purposes of military law." (Charter, 10)
      
      
      1. As the "official host," the Mayor of Laredo traditionally is introduced first at ceremonies, even in the presence of state and federal appointed and elected officials other than the President or Vice President of the United States.
         
         
      2. The Mayor of Laredo is ranked first among Laredo's elected and appointed officials when in Laredo and when leading a delegation outside Laredo.
         
         
      3. This highest rank in the order of precedence is limited to the City of Laredo and is not assumed in other cities, except when the Mayor heads a Laredo delegation.
         
         
         1. Example: In Laredo the Mayor of Laredo would be introduced before the U.S. Representative whose district includes Laredo.
            
            
         2. Example: In Austin the Mayor of Laredo would be introduced after the U.S. Representative whose district includes Laredo, unless the Mayor of Laredo were introduced as the head of a Laredo delegation that included the U.S. Representative.
            
            
      4. The Mayor of Laredo is the highest ranking City of Laredo official in any locale.
         
         
   2. The Mayor of Laredo shall be introduced first at all City-sponsored meetings and events, followed by the Mayor Pro Tempore and Council Members.
      
      
      1. This order of introductions is appropriate for all City-sponsored events, including those sponsored by departments and/or by appointed bodies.
         
         
      2. The Order of Precedence included herein shall be followed at all City-sponsored events, including those sponsored by departments and/or by appointed bodies.
         
         
   3. At other local events not sponsored by the City of Laredo, the Mayor should be the first elected or appointed official introduced after the hosts, honorees and other appropriate officials.
      
      
      1. Example: County officials may be introduced before the Mayor of Laredo and Council Members at County-sponsored events, just as state and federal officials are introduced first at state- or federal-sponsored events.
         
         
      2. Example: At events honoring dignitaries such as veterans on Veterans Day or survivors of veterans on Memorial Day, hosts and honorees may be introduced first, followed by the Mayor and other elected officials in protocol order.
         
         
      3. Example: Hosts and sponsors of events may be introduced first at their own events, followed by the Mayor and other elected officials in protocol order.
         
         

1. Mayor Pro Tempore of the City of Laredo
   
   

1. The Mayor Pro Tempore shall be elected in seniority order from among Laredo City Council Members who have not held that office.
   
   

1. The Laredo City Council shall elect the Mayor Pro Tempore by majority vote.
   
   

1. The Mayor Pro Tempore shall be elected for a one-year term beginning after the regular City election in odd-numbered years.
   
   

1. The Mayor Pro Tempore of the City of Laredo ranks immediately after the Mayor and assumes the rank of Mayor in his or her absence.
   
   
   1. The Mayor's designated staff member shall inform the Mayor Pro Tempore about the Mayor's absences timely so that he or she can make arrangements to assume responsibilities and schedule events.
      
      
   2. Courtesies and privileges ordinarily extended to the Mayor by virtue of position and rank shall be extended to the Mayor Pro Tempore in the Mayor's absence.
      
      

1. Laredo City Council Members

1. Council Members are ranked in their order of seniority.
   
   
   1. This does not apply, however, to the Council Member who is Mayor Pro Tempore and ranks after the Mayor.
      
      

1. Seniority shall be defined as the cumulative length of service on the Laredo City Council, including non-consecutive terms.
   
   

1. Council Members elected on the same day in the same election will draw for rank within their class, but those elected in a given election without a runoff will rank higher than those elected in a runoff.
   
   
   1. If Council Members elected to non-consecutive terms report the same length of service, they shall be ranked as follows:
      
      
      1. If first elected on different dates, in the order in which they were first elected.
         
         
      2. If first elected on the same date but subsequently elected on different dates, in the order in which they were elected subsequently.

1. If first and subsequently elected on the same dates, they shall draw for rank within their class.
   
   
1. Except when the order of Council District numbers is preferred by Council Members, seniority shall be the basis for determining Laredo City Council Members' order of introduction; presentations; representation responsibilities; and selection of office space, seating and parking.
   
   
2. City elected officials are ranked higher than their appointed officials, including all City of Laredo staff members and members of Boards and Commissions.
   
   
3. The Council Member in whose district a City-sponsored event is held may rank after the Mayor Pro Tempore, though only for the event's duration.
   
   
   1. This does not apply to events held at the Laredo City Hall, the Laredo Civic Center or similar City buildings.
      
      
   2. It may apply if a Council Member's constituents are the organizers of the event at City Hall or at the Civic Center.
      
      

1. City of Laredo Municipal Court Judge
   
   
   1. The City's only other elected official, the Municipal Court Judge is ranked after the Council Members in the Order of Precedence.
      
      
   2. The Municipal Court Judge should be introduced before the City Manager.
      
      

1. City of Laredo Appointed Officials
   
   

1. City Manager, Staff Members
   
   
   1. The Mayor and City Council determine the Protocol Order of Precedence of City of Laredo staff members other than the City Manager, who ranks highest.
      
      
   2. The City Manager may submit recommendations for the Mayor and City Council to consider in determining the order of precedence of City staff members.

1. The City of Laredo Protocol Order of Precedence may be limited to specific positions, to a specified number of staff members or by other criteria adopted by the Mayor and City Council.
   
   

1. Members of Commissions, Boards and Committees
   
   
   1. The Mayor and City Council will determine the Protocol Order of Precedence of Chairs and Members of Boards and Commissions of the City of Laredo.
      
      
   2. This order, however, may vary according to the purpose of the event so that, for example, the Airport Advisory Board would rank first at a ribbon-cutting ceremony for the Laredo International Airport.
      
      
   3. The Chair of a Board or Commission always should be introduced before the Members.
      
      
   4. Because of the numerous City Boards and Commissions, introductions of their Chairs and Members may be limited to those whose activities are related to the event at hand, in which case Members should be introduced in seniority order after the Chair.
      
      

1. Webb County Officials
   
   
   1. The City's Protocol Order of Precedence includes the Webb County Judge as the highest ranking County-elected official, followed by other officials elected Countywide, then by Commissioners elected from four precincts.
      
      
   2. If the County Judge and Commissioners adopt a protocol order for Webb County, it shall be honored by the City of Laredo and substituted for the order reflected herein, which is based on government publications.
      
      

1. Texas Officials
   
   

1. Statewide, Districtwide Elected Officials
   
   

1. Texas elected and appointed officials shall be introduced as listed in the City of Laredo's Protocol Order of Precedence, unless the Governor adopts a Protocol Order of Precedence for Texas or stature dictates adjustments.
   
   
2. Texas officials elected statewide rank higher than those elected districtwide, whether at the federal or state levels.
   
   
   1. Example: The Lieutenant Governor of Texas, a statewide elected official, ranks higher than a U. S. Representative.
      
      
   2. Example: A Texas Supreme Court Justice ranks higher than a state legislator elected at the district level.
      
      
3. The Speaker of the Texas House of Representatives shall be ranked after the Lieutenant Governor of Texas.
   
   

1. Appointed Officials
   
   
   1. The Texas Secretary of State shall be ranked first after all Texas statewide elected officials.
      
      
      1. This reflects the traditional Order of Precedence for introductions recommended by the Texas Secretary of State (1998).
         
         
      2. Although the Secretary of State is an appointed official and serves at the will of the Governor of Texas, the courtesy is extended because the position is created in the Texas Constitution.
         
         
   2. Other Texas appointed officials, including commissioners and others with statewide responsibilities, shall be ranked after Texas elected officials.
      
      
      1. Example: Appointed members of statewide boards and commissions shall be ranked after members of the Texas Legislature.
         
         
      2. Example: The Commissioner of Education shall be ranked after State Representatives.

1. Federal, Out-of-State Officials
   
   
   1. Although every President of the United States determines the rank of American officials included in the "Protocol Order of Preference" that is used by the White House and State Department and that applies mostly to official life at the national and international levels, there is no official order for states, counties and cities.
      
      
      1. Neither the President nor the State Department promulgates the federal "Protocol Order of Preference" or defines it as "official" for other than their own use, but it affords important guidelines that will be honored by the City of Laredo when appropriate.
         
         
      2. When local protocol conflicts with the protocol established by the President of the United States or of a foreign country, the President's protocol prevails, though only during the limited occasion at hand.
         
         
         1. This policy applies only when the President or the President's representative will be present, and local protocol will be restored automatically immediately thereafter.
            
            
         2. This policy may be accorded to other visiting dignitaries.
            
            
      3. When the City of Laredo hosts state, national or international dignitaries, the City's designated representative shall direct questions to the U.S. Department of State's Office of Protocol, Ceremonial Section, and/or to the Texas Secretary of State, who serves as Texas' Chief International Protocol Officer, or to the Director of Protocol, Texas Secretary of State's Office.
         
         
         1. The fruitfulness of such efforts may vary with administrations.
            
            
         2. Copies of the list are available in various publications, and the equivalent "The Social List of Washington, D.C.," is available at most local libraries. (Post, P., 310-13)
            
            
   2. When visiting dignitaries are officials at the state or federal levels in the United States or in another country, the City of Laredo's designated representative shall secure relevant protocol information developed by the Chief of Protocol for their respective governmental entities.
      
      
   3. When the Order of Precedence adopted by the City of Laredo conflicts with the order established by the Governor of Texas, the state order shall prevail.
      
      
      1. This policy applies only when the Governor or the Governor's representative will be present.
         
         
      2. Local protocol will be restored automatically immediately thereafter.
         
         
      3. This policy may be accorded other visiting dignitaries.
         
         
   4. When visiting dignitaries are state officials from other states, they shall be accorded the rank and courtesy designated for their Texas counterparts.
      
      
      1. After the Governor of Texas, Governors from other states shall be ranked by the order in which their state was admitted into the Union. (McCaffree and Innis, 12-13)
         
         
      2. When historical data are not available, visiting Governors may be ranked in their order of seniority or geographic proximity to the City.
         
         
   5. When visiting dignitaries are of the stature of the President or of the Governor, the program format and length should be developed in cooperation with their designated representatives.
      
      
      1. This precludes offending a dignitary with unexpected delays.
         
         
      2. It ensures observing their preferred Order of Precedence.
         
         
      3. It also allows the Master of Ceremonies to make appropriate remarks when the visiting dignitary leaves immediately after speaking.
         
         

1. Binational and International Order of Precedence
   
   
   1. To reflect the international friendship and goodwill between the City of Laredo and its sister city, Nuevo Laredo, its sister state, Tamaulipas, and its sister country, Mexico, elected and appointed officials from their respective governments who visit Laredo shall be accorded the rank and courtesy designated for their U.S. counterparts and hosts.
      
      
      1. They should be ranked similarly to their U.S. counterparts.
         
         
         1. Example: The Mayor of Nuevo Laredo, Tamaulipas, Mexico, could immediately follow the Mayor of Laredo, Texas, in the order of precedence.
            
            
         2. Example: The Governor of Tamaulipas could immediately follow the Governor of Texas.
            
            
      2. If there is no U.S. counterpart position identical to that of the visiting dignitary, the City's designated representative shall determine the most similar position and appropriate rank.
         
         
   2. Laredo hosts should remember that the entire Western Hemisphere, including Mexico and Latin America, is "America," and its residents are "Americans."
      
      
      1. Because the use of "American" or "North American" in reference to only a resident of the United States of America may be considered arrogant by Americans from other countries, it is advisable for Laredoans to state simply that they are from the United States.
         
         
      2. A Laredo host who speaks Spanish is advised to say, "soy estadounidense," the translation of "I am from the United States." (McKinnis and Natella, 66)
         
         
   3. Visiting American dignitaries ordinarily are introduced before their foreign counterparts, but it is acceptable under the "courtesy to a stranger" practice to introduce visiting foreign dignitaries before their respective counterparts.
      
      
      1. This exception should not be made for the President, the Governor of Texas or the Mayor of Laredo.
         
         
      2. Such exceptions should be explained when observed, so that witnesses understand them as courteous exceptions, rather than as breaches of protocol.
         
         
   4. When the City of Laredo hosts elected and appointed officials from other countries, the City's designated representative shall seek the advice of the Director of Protocol appointed by the Governor of Texas.
      
      

1. Representatives of the President

1. Immediate Family Members, U. S. Cabinet
   
   

1. When the President of the United States is represented by a member of his or her immediate family or by a member of the United States Cabinet, the representative shall be accorded the rank and courtesy associated with the Presidency.
   
   
   1. "Immediate family" refers to a spouse, child, parent or sibling.
      
      
   2. "United States Cabinet" refers to the body designated by the incumbent President, who also designates the order of precedence for members.
      
      
2. This courtesy may be extended to other family members and to the families and representatives of Presidents of other countries.
   
   

1. Other Representatives
   
   
   1. When the President of the United States is represented by anyone other than immediate family members or U.S. Cabinet members, including other family members and other government officials, the representatives instead are accorded the rank and courtesy associated with their own respective positions.
      
      
      1. Example: A visiting State Senator representing the President would be introduced at his or her respective rank as a legislator in the order of precedence, rather than after the Mayor of Laredo.
         
         
      2. This policy precludes common problems such as introducing a representative who is the President's junior staff member or a campaign volunteer from being introduced before the Governor of Texas.
         
         
   2. The rank and courtesy extended automatically to immediate family members of the President may be extended to other family members.

1. Representatives of State or Federal Officials
   
   
   1. When a state elected official or a federal elected or appointed official is represented by a member of his or her immediate family, the representative assumes the official's rank in the order of precedence.
      
      
      1. "Immediate family" refers to a spouse, child, parent or sibling.
         
         
      2. Example: A spouse representing a statewide elected official would be introduced before the hometown U.S. Representative.
         
         
   2. Other representatives, including staff members and family members of other officials, assume their respective position in the order of precedence.
      
      
      1. This policy precludes, for example, introducing an aide who represents a legislator before a Laredo Council Member who is present or introducing an aide who represents a U.S. Representative before a state legislator who is present.
         
         
      2. Example: A staff member representing a State Representative would be introduced after Laredo City Council Members, not before.
         
         

1. Introduction of Elected and Appointed Officials
   
   
   1. Generally, when elected and appointed officials OTHER THAN those included in the federal or City of Laredo "Protocol Order of Precedence" are introduced, elected officials at the federal, state, county and local levels should be introduced before appointed officials at the federal, state, county and local levels.
      
      
      1. Exceptions are appropriate when the duties of appointed officials are related directly to the event at hand.
         
         
      2. When exceptions are appropriate, elected officials should be introduced before appointed officials at that level.
         
         
         1. Example: The Board of the Texas Department of Health could be introduced before County officials at a ribbon cutting for a local health office, but not before state legislators.
            
            
         2. Example: The City of Laredo Cable Commission could be introduced before other dignitaries at a groundbreaking for a Public Access Television Station, but not before Laredo City Council Members.
            
            
   2. An honoree who is an elected or appointed official may be introduced at the level of the honoree, rather than at his or her designated position in the City of Laredo's Order of Precedence.
      
      
      1. An honoree who is a Laredo City Council Member may be introduced before federal and state elected and appointed officials.
         
         
      2. This policy reinforces the purpose of the festivities and precludes detracting from the honoree's status.

1. Honorees and Special Events
   
   
   1. For specific events, honorees, celebrities and other guests with special status may be placed high in the order of precedence for purposes such as introductions, presentations and seating, especially on Veterans Day and Memorial Day or at an honor banquet.
      
      
      1. Example: Program participants who are the ranking representatives of veterans organizations and other veterans should be introduced before elected officials on Veterans Day and Memorial Day.
         
         
      2. Example: The honoree at the Distinguished Citizen of the Year banquet could be ranked before elected officials for purposes of the banquet and could be introduced first.

1. Example: State legislators are introduced first at state institutions and at state-sponsored events, then the Order of Precedence is resumed with the Mayor of Laredo introduced first.
   
   
2. Example: A celebrity entertainer from another state or country could be ranked before elected officials for purposes of a particular event at which he or she will be honored or will perform and could be introduced first.
   
   
1. The City of Laredo's Protocol Order of Precedence shall be reflected in introductions, order of presentation and other courtesies extended at City-sponsored events.
   
   
   1. The preferred format is to observe the Order of Precedence as written in planning the order of introductions, presentations and seating.
      
      
   2. Although not recommended, occasionally the order of introductions and presentations may be reversed so that the highest ranked officials and/or honorees will be introduced last.
      
      
      1. This may be necessary when a high-ranking official is delayed.
         
         
      2. This sometimes is preferred to "save the best for the last," ensuring a program ends on a high note.
         
         
      3. Protocol order should not be reversed, however, without the consent of the highest ranked official and honorees who will be impacted.
         
         

1. Seating
   
   

1. Laredo City Council Meetings
   
   

1. At Laredo City Council meetings the Mayor shall be seated at the center or head of the table, and Council Members, including the Mayor Pro Tempore, shall be seated in numerical order by Council District.
   
   
2. When the Mayor Pro Tempore or other Council Member presides in the absence of the Mayor, he or she may preside while seated at either the seat designated for the Mayor or the seat designated for that Council Member's district.
   
   

1. City-Sponsored Events
   
   
   1. Generally, the places of honor at meeting tables are as follows:
      
      
      1. Center seat, typically for Mayor.
         
         
      2. Seat to the Mayor's right, observer's left, typically for the highest ranking guest.
         
         
      3. Seat to the Mayor's left, observer's right, typically for the second highest ranking guest.
         
         
      4. Other seats ostensibly rank in value in terms of their distance from the center, alternating from the observer's left of center to the observer's right. The seats farthest from the center are considered less visible, though they may be more convenient.
         
         
      5. Seating should be arranged, however, to accommodate circumstances such as the following:
         
         
         1. To allow honorees to be joined by their spouses or escort.
            
            
         2. To allow the highest ranking guests to be seated together, rather than at equal distances from the center.
            
            
         3. To allow a statewide official to be seated next to the highest ranking local legislator.
            
            
         4. To allow federal and/or state elected officials to be seated on one side and City officials to be seated together on the other side.
            
            
   2. When the lectern is at the center of the table, the places of honor are as follows:
      
      
      1. Seat to the observer's left of the lectern, typically for the Mayor.
         
         
      2. Seat to the Mayor's right, observer's left, typically for the highest ranking guest, with the seat to that person's right, observer's left, for the next highest-ranking guest.
         
         
      3. Seat to the observer's right of the lectern, typically for the Master of Ceremonies, unless the role is fulfilled by the Mayor.
         
         
      4. Other seats ostensibly rank in value in terms of their distance from the center, alternating from the observer's left of center to the observer's right. The seats farthest from the center are considered less visible, though they may be more convenient.
         
         
      5. It is not unusual, however, to seat elected officials in protocol order to the observer's left of the lectern and to seat other program participants to the observer's right of the lectern.
         
         
   3. The Mayor, Council Members and honor guests may be asked their preferences for seating.
      
      
   4. Seating arrangements may be adapted to suit the circumstances at all City-sponsored meetings and for meetings of City of Laredo Boards and Commissions.
      
      
      1. Example: Tables and chairs shall be arranged to accommodate officials and/or guests with disabilities.
         
         
      2. Example: A ranking elected official or guest who plans to leave early may be seated close to the departure area to preclude having an empty seat at the center.
         
         

1. City Building Plaques
   
   
   1. The City of Laredo's Protocol Order of Preference shall be reflected in all plaques affixed permanently to any building or facility owned and/or constructed by the City of Laredo.
      
      
   2. The Mayor and City Council shall approve the names, titles and other information to be included in building plaques, as well as the design, size, placement and cost.
      
      
      1. This policy is intended to ensure proper protocol is reflected consistently on all plaques throughout the City.
         
         
      2. The policy applies even for building plaques that are gifts to the City.

City of Laredo Protocol Handbook, 2001-2002

1. Honorifics and Titles for the Mayor of Laredo
   
   
   1. The Mayor of Laredo may be addressed as follows:
      
      
      1. In introductions:
         
         
         1. The Honorable (FULL NAME), Mayor of the City of Laredo
            
            
         2. Mayor (FULL NAME)
            
            
      2. At meetings, forums and hearings:
         
         
         1. Mr. Mayor or Madam Mayor (FORMAL USAGE)
            
            
         2. Mayor (SURNAME), (INFORMAL USAGE)
            
            
         3. Mayor (INFORMAL USAGE)
            
            
   2. When addressing the Mayor in public, even friends who are on a first-name basis should use the appropriate title to demonstrate respect for the office and should use "Mayor" rather than gender-specific titles such as Mr., Mrs., Miss or Ms.
      
      
   3. In self-introductions the Mayor should state simply, "I'm (FULL NAME), Mayor of Laredo," rather than using language such as, "I'm Mayor (FULL NAME)."
      
      

1. Honorifics and Titles for Laredo City Council Members
   
   
   1. Council Members may be addressed as follows:
      
      
      1. In introductions:
         
         
         1. The Honorable (FULL NAME), City Council Member, District X
            
            
         2. Council Member (FULL NAME)
            
            
      2. At meetings, forums and hearings:
         
         
         1. Mr. Council Member or Madam Council Member (FORMAL USAGE)
            
            
         2. Council Member (SURNAME), (INFORMAL USAGE)
            
            
         3. Council Member (INFORMAL USAGE)
            
            
   2. When addressing Council Members in public, even friends on a first-name basis should use their appropriate titles and should use "Council Member" rather than Mr., Mrs., Miss or Ms.
      
      
   3. In self-introductions Council Members should state simply, "I'm (FULL NAME), Laredo City Council Member," rather than using language such as, "I'm Council Member (FULL NAME)."
      
      

1. Use of Honorifics and Titles in Public
   
   
   1. When addressing each other and participants at public functions, elected officials should reflect the same level of formality and respect that they expect directed to them.
      
      
      1. By using titles and surnames to refer to each other and to participants, they set the tone and level of formality not only for participants, but also for observers.
         
         
      2. They should not refer to each other by first names or by surnames preceded by "Mr.," "Mrs.," "Miss" or "Ms." instead of by titles.
         
         
         1. Example of proper usage: Council Member (SURNAME)
         2. Example of improper usage: Mr. (SURNAME)
            
            
   2. When addressing elected officials orally at meetings, hearings, forums or similar activities, participants should use their titles and names, but not "The Honorable."
      
      
      1. Examples of correct usage:
         
         
         1. "Good afternoon, Madam Mayor and Council Members...."
            
            
         2. "Good morning, Mayor (SURNAME) and Council Members...."

c. "Yes, sir." or "Yes, Ma'am."