This is the exact embedded text of the captured official document.
Snapshot e4cb019720ba · verified 2026-06-09 ·
original document ·
archived snapshot ·
unofficial consolidation, the official version is held by the municipal clerk.
MUNICIPALITY OF ROBLIN
POLICIES AND PROCEDURES MANUAL
Section: Finance and Administration
Policy No.: F/A-011
Subject: Recognition & Commemoration
Date Issued: January 9, 2024
Resolution No.: 2024-005
Resolution No.: 2025-
Revision Date: January 28, 2025
PURPOSE
The purpose of this policy is to establish clear guidelines on recognition and commemoration of
council members, employees, volunteers, and community members.
DEFINITIONS
CAO -- shall mean the Chief Administrative Officer of the Municipality.
Dignitary -- shall mean a group from provincial, federal, or international levels of government.
Immediate Family -- shall include spouse, partner, mother, or father (in-law), son or daughter
(in-law), grandchildren (including that of the spouse), sister or bother (in-law) and grandparents
(including that of the spouse).
POLICY
1. Retirements
a. Council Retirements
i. Gifts shall be based on years of service with the Municipality and purchased by
the CAO and/or designate:
4 years of service
o The gift value must not exceed $100.00
8 years of service
o The gift value must not exceed $200.00
12 years or more of service
o The gift value must not exceed $500.00
F/A-011
Recognition & Commemoration Policy
Page 2 of 2
b. Volunteer Retirements
i. Gifts shall be based on years of service with the Municipality and purchased by
the CAO and/or designate:
10 years of service
o The gift value must not exceed $100.00
20 years of service
o The gift value must not exceed $200.00
30 years of service or more
o The gift value must not exceed $300.00
ii. In the case of the retirement of a volunteer, a request by the respective board
and/or representative must submit a request in writing to the CAO to purchase
a gift in
2. Visiting Dignitaries
a. The CAO may purchase a gift for a visiting dignitary and/or when the Municipality is
visiting a dignitary. The value of the gift must not exceed $100.00
3. Hospitalization or Death
a. In the event of the hospitalization of a council member, employee and/or volunteer, the
CAO may provide a flower arrangement or basket, at a cost not to exceed $100.00
b. In the event of the death of a council member, employee and/or volunteer or their
immediate family, the CAO may provide a flower arrangement or basket, at a cost not to
exceed $200.00
4. General Recognition
a. To propose the recognition of an individual for any purpose, interested parties can
submit a written proposal in accordance with Schedule "A".
F/A-011 -- SCHEDULE "A"
Recognition & Commemoration Policy
Page 1 of 1
Guidelines for Proposals of General Recognition
1. Purpose of Recognition
o
Clearly state the purpose and significance of the recognition.
o
Explain how the individual's contributions align with the Municipality of Roblin's
values or goals.
2. Details of the Individual
o
Provide the individual's full name and relevant background.
o
Highlight their achievements, contributions, or service that warrant recognition.
3. Supporting Evidence
o
Attach any supporting documentation, such as letters of recommendation, records
of accomplishments, or testimonials.
o
Provide factual, verifiable information to substantiate the proposal.
4. Community Impact
o
Outline how the recognition will benefit the community or enhance public
awareness of the individual's contributions.
5. Proposer Information
o
Include the full name and contact information of the proposer(s).
o
Specify any relationship to the individual being proposed for recognition.
6. Approval and Review Process
o
Proposals will be initially reviewed by a committee to ensure they meet the required
standards (the committee may include a member of council but will be independent
of the council).
o
Only proposals that receive the committee's approval will be forwarded to the
council for final consideration and approval.
o
Include a statement confirming that the proposer is aware of the evaluation and
decision-making process.
7. Ethical Considerations
o
Confirm that the recognition aligns with the Municipality's policies and ethical
standards.
o
Ensure the proposal avoids conflicts of interest or undue bias.
8. Submission Requirements
o
Proposals must be submitted in writing, either as a printed document or via email to
the designated authority.
o
Include a signature or digital acknowledgment of the proposer(s).