Ceremonial documents are official announcements and/or public declarations issued by Hinds County Supervisors, individually or as a collective board. They are generally issued to individuals/organizations residing in or doing business within Hinds County.

The primary reasons for issuance include:

• Recognition of action/service above and beyond the call of duty
• Recognition of extraordinary achievement
• Supporting actions that improve the quality of life of the Hinds County community
• Raising public awareness on issues that directly affect the Hinds County community

To request a ceremonial document you must:

1. Read this document: “Ceremonial Document Request GUIDELINES”
2. Complete and submit the “Ceremonial Document Request FORM”

TYPES OF CEREMONIAL DOCUMENTS

Full Board Resolution

Full Board Resolutions are the highest form of commendation by the Hinds County Board of Supervisors. These resolutions are utilized to honor and commend individuals and/or organizations for unique lifetime achievements, or 20+ years of County or community service.

Full Board Resolutions must be placed on the Board of Supervisors Meeting Agenda, are voted upon and adopted by the Board, and signed by all five (5) board members. These resolutions are fully framed, recorded in the minutes of the board clerk, and presented to the honoree or a representative.

President’s Resolution

President’s Resolutions are one of the highest forms of commendation by the Hinds County Board of Supervisors. These resolutions are utilized to commend individuals and/or organizations for: significant achievements; annual/recurring awards/events; 10-19 years of County or community service; and to make official public announcements (example:  National Night Out).

President’s Resolutions must be placed on the Board of Supervisors Meeting Agenda, are voted upon and adopted by the Board, and signed by the president of the Hinds County Board of Supervisors. These resolutions are fully framed, recorded in the minutes of the board clerk, and presented to the honoree or a representative.

District Resolution

District Resolutions are issued and signed by individual Board Members through their District Offices. These resolutions are commendations, condolences, or official public announcements by an individual member of the Hinds County Board of Supervisors.

District Resolutions do not appear on the Board of Supervisors Meeting Agenda, are not voted upon nor adopted by the Board. District Resolutions are signed only by a single Supervisor and are utilized to send condolences or recognize individuals and/or organizations for: significant achievements; annual/recurring awards/events.

Certificates

Certificates of Merit, Appreciation, or Recognition are issued and signed by individual Board Members through their District Offices. Typically Certificates of Merit are issued to individuals and/or organizations to honor or commemorate achievements, recognize annual/recurring awards/events, acknowledge 1-9 years of County or community service, or for other purposes at the discretion of each individual Board Member.

HOW TO REQUEST A CEREMONIAL DOCUMENT

External Procedure

1. All requests must be submitted to the District Office of the Supervisor where the residence, business, or organization address of the honoree is located.  If the individual/organization is not represented by a single Supervisor, then the request should be submitted to the County Administrator’s Office.
2. Complete the “Ceremonial Document Request Form” and submit it to the appropriate Office. Be sure to include a copy of your desired resolution or information to be included.
3. Requests must be typed or submitted online.
4. Deadline for consideration of resolutions is at least ten (10) days prior to the date the item will need to appear on the Board agenda. Deadline for consideration of certificates is at least ten (10) days prior to the date needed. Individuals/Organizations are encouraged to file their request as early as possible. Applications received after the deadline will be prepared based upon staff availability. Requestors will be advised when issuance cannot occur by the requested date.
5. Email submission is preferred, with a copy of the ceremonial document in digital editable format, such as a Word Document.
6. Please call to confirm receipt of your request.
7. All requests go through an internal review and approval process. Each Supervisor reserves the right to determine the type of document to be issued based upon the information provided by the requesting individual and/or organization.