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Municipality of Grey Highlands
Corporate Policy
A09-A-12 - Proclamation Policy
Policy Name: Proclamation Policy
Policy Number: A09-A-12
Department: Corporate
Authority: Council
Effective Date: June 1, 2022, By-law 2022-056
Supersedes: nil
Last Reviewed by Council: May 4, 2022 Council Meeting
1) Purpose
The purpose of this policy is to provide a standard for which proclamation
requests received by the municipality are processed and issued in recognition for
events, achievements and activities that are significant to Grey Highlands.
2) Scope
A proclamation is an official public announcement issued by the Mayor or Council
to formally recognize a special event/activity or public awareness campaigns
which are deemed to be of importance, interest and/or benefit to Grey
Highlands. This policy applies to all proclamation request received by the
municipality.
3) Policy
Proclamation Criteria
Proclamations that demonstrate an interest in or relationship with the municipality
and that demonstrate respect for the residents of Grey Highlands, including, but not
limited to the following, may be issued:
-
Civic promotions
-
Arts and culture celebrations
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Charitable and non-profit organizations to help increase public awareness of
their programs and activities;
-
An individual who has achieved national or international distinction, or whose
significant contribution to the community demands recognition;
PROCLAMATION POLICY
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Proclamation representing private organizations, events and causes shall not be
approved except for proclamations related to public awareness campaigns that align
with the Human Rights Code protected grounds or service groups or community
organizations that align with the Municipal Strategic Priorities.
Proclamations are at the discretion of Council and organizations do not have
exclusive rights to the day, week, or month of their proclamation.
Previously Proclaimed Request
If it is determined that a proclamation request has been previously granted within
the term of Council, the request will be reviewed by the Clerk against the approved
eligibility criteria and will be presented to the Mayor for approval. In the absence of
the Mayor, the approval will be delegated to the Deputy Mayor.
Not Previously Proclaimed Request
When a proclamation request is received that has not been previously granted by
Council within the current term, the request will first be reviewed by the Clerk
against the approved eligibility criteria and if eligible, the Clerk will place the
request on a Council agenda for consideration. If a proclamation request is denied
by the Clerk as part of the eligibility review, the Clerk shall advise Council.
Application Process
All organizations and/or persons submitting a request for proclamation, shall
complete an "Application for Proclamation" attached as Appendix 1 to this Policy.
This application will be retained by the Clerks Department and will be reviewed as
part of the approval process.
Record of Proclamations
The Clerks Department will maintain a record of all proclamation requests received
that will include when the request was received, whether the proclamation request
was granted or denied and by whom (Mayor and/or Council), the proclamation
period (day, week, month), and the date approval was granted.
4.) Communication
The Municipality will not incur any expenses relating to the advertising or promotion
of a proclamation, unless initiated by the Municipality. Recipients are responsible
for organizing related activities and for all associated costs.
Once a proclamation has been approved, the following communication will be
carried out:
-
A letter will be sent from the Office of the Mayor to all organizations
whose proclamation request is approved.
-
Communications staff will post notice of the proclamation on the
municipal website and on the municipality's social media.
PROCLAMATION POLICY
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The Office of the CAO and Mayor will prepare Proclamation Certificates
upon request.
-
Notification will be provided to Council through the Council
Communication Report for all proclamations that have been approved
outside of the Council process.
5.) Roles and Responsibilities
The Director of Corporate and Legislative Services/Clerk will be responsible for the
implementation and interpretation of this Policy.
6.) Related Policies
A09-A-09 - Flag Flying Policy
Volunteer Recognition Policy (to be developed)