Flag Protocol and Proclamation Policy (POL-COR-21-01) — full text

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POL.COR.21.01 Page 1 of 22 Flag Protocol and Proclamation Policy Policy POL.COR.21.01 Flag Protocol and Proclamation Policy Policy Type: Corporate Policy Date Approved: May 8, 2023 Department: Administration Staff Report: FAF.21.045, FAF.23.045 By-Law No.: N/A Previous Policy Repealed: POL.COR.15.01 Policy Statement Establishment of guidelines for the raising and lowering of flags at municipally owned facilities and standards for processing requests. Purpose Ensure consistency with regards to flags flown at municipally owned facilities and establish a standard for which proclamation requests received by the Town are processed and issued in recognition of individuals, events, organizations, or community groups of significance for the Town. Application This Policy applies to staff when considering the criteria and decision making of staff when determining whether municipally owned flags may be lowered to half masts in recognition of a death of an individual, and the policy applies to all proclamation requests received by the Town and to all municipally owned facilities, save Thornbury Harbour (41 Bruce Street North, Thornbury) and Jack Acres Park (229 Bruce Street South, Thornbury). Definitions "Current Member of Council" means an individual that was elected and or holds the Office of Mayor, or position of the Deputy Mayor or of Councillor for the current Term of Council at the time of their passing. POL.COR.21.01 Page 2 of 22 Flag Protocol and Proclamation Policy "Current Member of Staff" means an individual that is currently employed by the Town on a Part-Time, Contract, Seasonal, or Full-Time basis, or is currently on Long-Term or Short-Term disability at time of their death. "Immediate Family Members" means the current spouse or partner, child, stepchild, or person they are responsible for of an existing member of Council or current member of Town staff. "Prominent Public Figures and Other Individuals" means members of Federal and Provincial Government, previous members of Council or of staff of the Town of The Blue Mountains, Collingwood Township and/or Town of Thornbury, or the immediate family member of a current member of Council or current staff member and/or a current member of the Police Services Board and/or a current member of a Town Committee that has been established by Council. Procedures Flags and Flag Poles 1. Flags shall only be flown from the flag poles at the municipally owned facilities listed in Schedule A of this policy. 2. Municipally owned facilities may display the National Flag of Canada, the Flags of the Provinces and Territories of Canada, the Municipal Flag as well as any other flag endorsed by Town of The Blue Mountains Council. Flying Flags at Half-Mast 3. All Flags identified in Part 1 of Schedule A of this policy shall be flown at half-mast in recognition of the death of a Current Member of Council or Current Member of Staff. Flags will be lowered two (2) days after the death of the individual at the earliest and flags will be flown at half-mast until the fourth (4th) day of the individuals passing. 4. Flags identified in Part 2 of Schedule A of this policy are flown at half-mast in recognition of the death of a Prominent Public Figure(s) and Other Individuals. All three flags at Town Hall shall be flown at half-mast at the direction of the Chief Administrative Officer (CAO) or designate. Flags will be lowered two (2) days after the death of the individual at the earliest and flags will be flown at half-mast for two (2) days after the flags have been lowered. 5. Flags are flown at half-mast in recognition of the death of a member(s) of the Ontario Provincial Police (OPP) Force killed in the line of duty. All flags identified in Part 3 of Schedule A of this Policy Town shall be flown at half-mast upon the direction of the CAO or designate. Flags will be flown at half-mast for four (4) days of the individual's passing. POL.COR.21.01 Page 3 of 22 Flag Protocol and Proclamation Policy 6. Flags may be flown at half-mast at municipally owned facilities identified in Part 4 of Schedule A of this Policy at the discretion of the CAO to recognize the death of a person previously employed by the Town or a community member that has had a significant contribution to the history of a Town Owned Facility and or programs provided relating to that specific facility. Flags will be lowered two (2) days after the death of the individual at the earliest after notification and flags will be flown at half-mast for four days after they have been lowered. 7. In the cases where sections 3, 4, 5 and/or 6 of this policy are applied, communication will be made by the CAO or their designate via email to all members of Council and Town staff notifying of the reason for the lowering of the flags. For external communication, a posting of a standardized message on the Town's Website acknowledging the passing of the individual with the posting remaining in place consistent with duration of the lowering of the flags. 8. Municipal Fire Halls shall be permitted to fly their flags at half-mast in recognition of the death of any Fire Fighter at the discretion of Fire Chief or designate. 9. On Remembrance Day, flags at Town Hall, Fire Hall 1 and the local OPP Detachment shall be flown at half-mast from sunrise to sunset as a sign of mourning. However, if a service is held at a flagpole, the flag will be lowered from the time of service until sunset. Flag Order 10. As a general rule, the National Flag of Canada should be displayed in accordance with Federal General Rules for Flying and Displaying the Canadian Flag and other Flags in Canada which is attached as Schedule B. Flags for Proclamations 11. Upon request, Council may consider placement of a specific flag in accordance with the proclamation section of this policy. 12. The Riverwalk flagpole, located at 26 Bridge Street, shall be the designated flagpole used to fly proclamation flags at the discretion of Council. Flags shall be flown for the duration of the approved proclamation. Proclamation Criteria 13. Proclamations that demonstrate an interest in or relationship with the Town and that demonstrate respect for the residents of the Town, including, but not limited to the following may be issued if approved through the proclamation process: a) Civic promotions b) Public awareness campaigns POL.COR.21.01 Page 4 of 22 Flag Protocol and Proclamation Policy c) Charitable fundraising campaigns d) Arts and cultural celebrations e) Special honours for individuals or organizations for special achievements 14. Proclamations will not be issued for the following: a) Matters of political controversy b) Religious organizations or religious events or celebrations c) Individual convictions d) Organizations or events with no direct relationship to Town of The Blue Mountains e) Celebrations, campaigns or events contrary to Town Policies or by-laws f) Celebrations, campaigns or events intended for profit making purposes g) Attempting to influence government policy h) National, Independence or Republic Days 15. Proclamations are issued at the discretion of Council. An organization does not have exclusive rights to the day, week, or month of their proclamation. Application Process 16. All organizations and/or persons submitting a request for proclamation shall complete an "Application for Proclamation" as laid out in Schedule C of this policy. This application will be retained by the Clerk's Office and will be reviewed as part of the approval process. Approvals shall be based on a first come first served basis based on the date the request was received by the Clerk's Office. The Town Proclamation list is attached to this policy as Schedule D. Previously Proclaimed Requests 17. If it is determined that a proclamation request has been granted in the past five (5) years, 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. Proclamations Not Previously Requested 18. When a proclamation request is received that has not been previously granted by Council in the last five (5) years, the request will first be reviewed by the Clerk against the approved eligibility criteria. If eligible, the Clerk will place the request on an agenda for Committee of the Whole and/or Council for consideration. POL.COR.21.01 Page 5 of 22 Flag Protocol and Proclamation Policy 19. If a proclamation request is denied by the Clerk as part of the eligibility review, the Clerk shall advise the Mayor. Communication 20. Once a proclamation has been approved, the following communication will be carried out: a) A letter will be sent from the Office of the Mayor to all organizations whose proclamation request is approved b) The Clerk's Office will arrange to include notice on the Town's website and, if applicable, will provide a link to the organization's website that is related to the proclamation c) The Office of the Mayor will prepare Proclamation Certificates upon request Record of Proclamations 21. The Clerk's Office 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. Exclusions The nautical flagpole located at the Thornbury Municipal Harbour shall be exempt from the Flag Order Protocol and follow the protocol for flying nautical flags. The flag pole at Jack Acres Park shall be exempt from this Policy and shall be operated by the Canadian Legion. References and Related Policies Government of Canada - Rules for Flying the Flag http://www.pch.gc.ca/eng/1359048153800 Consequences of Non-Compliance Consequences shall commensurate with the severity of the breach of this policy. Review Cycle This policy will be reviewed during each term of Council by the CAO, Senior Management Team and Council in open session. POL.COR.21.01 Page 6 of 22 Flag Protocol and Proclamation Policy SCHEDULE A Part 1 - Municipally Owned Flagpole Locations that shall be lowered to half-mast as outlined in Section 3 of this Policy 1. Beaver Valley Community Centre 58 Alfred Street West 2 Flagpoles 2. Fire Hall 1 496916 Grey Road 2 3 Flagpoles 3. Teed Hall 796338 Grey Road 19 1 Flagpole 4. Town Hall 32 Mill Street 3 Flagpoles 5. Riverwalk 26 Bridge Street 1 Flagpole 6. Jack Acres Park 229 Bruce Street 4 Flagpoles Part 2 - Municipally Owned Flagpole Locations that can be lowered to half-mast as outlined in Section 4 of this Policy 1. Town Hall 32 Mill Street 3 Flagpoles Part - 3 Municipally Owned Flagpole Locations that can be lowered to half-mast as outlined in Section 5 of this Policy 1. Town Hall 32 Mill Street 3 Flagpoles 2. OPP Detachment 364 Clark Street 1 Flagpole 3. Fire Hall 1 496916 Grey Road 2 3 Flagpoles 4. Teed Hall 796338 Grey Road 19 1 Flagpole Part - 4 Municipally Owned Flagpole Locations that can be lowered to half-mast as outlined in Section 6 of this Policy 1. Beaver Valley Community Centre 58 Alfred Street West 2 Flagpoles 2. Moreau Park 128 Alfred Street West 1 Flagpole 3. Ravenna Hall 628299 Grey Road 119 1 Flagpole 4. Tomahawk Operations Centre 417230 10th Line 1 Flagpole 5. Jack Acres Park 229 Bruce Street 4 Flagpoles 6. Bayview Park 60 Bay Street East 1 Flagpole POL.COR.21.01 Page 7 of 22 Flag Protocol and Proclamation Policy Other Municipally Owned Flagpole Locations 1. Bayview Park 60 Bay Street East 1 Flagpole 2. Craigleith Heritage Depot 113 Lakeshore Road East 1 Flagpole 3. Delphi Point Park 209233 Highway 26 1 Flagpole 4. Little River Park 4 Harbour Street 1 Flagpole 5. Northwinds Beach 209605 Highway 26 1 Flagpole 6. Blue Mountains Public Library 173 Bruce Street South 1 Flagpole 7. Tomahawk Operations Centre 417230 10th Line 1 Flagpole POL.COR.21.01 Page 8 of 22 Flag Protocol and Proclamation Policy SCHEDULE B POL.COR.21.01 Page 9 of 22 Flag Protocol and Proclamation Policy POL.COR.21.01 Page 10 of 22 Flag Protocol and Proclamation Policy POL.COR.21.01 Page 11 of 22 Flag Protocol and Proclamation Policy POL.COR.21.01 Page 12 of 22 Flag Protocol and Proclamation Policy POL.COR.21.01 Page 13 of 22 Flag Protocol and Proclamation Policy POL.COR.21.01 Page 14 of 22 Flag Protocol and Proclamation Policy POL.COR.21.01 Page 15 of 22 Flag Protocol and Proclamation Policy POL.COR.21.01 Page 16 of 22 Flag Protocol and Proclamation Policy POL.COR.21.01 Page 17 of 22 Flag Protocol and Proclamation Policy POL.COR.21.01 Page 18 of 22 Flag Protocol and Proclamation Policy POL.COR.21.01 Page 19 of 22 Flag Protocol and Proclamation Policy SCHEDULE C POL.COR.21.01 Page 20 of 22 Flag Protocol and Proclamation Policy POL.COR.21.01 Page 21 of 22 Flag Protocol and Proclamation Policy SCHEDULE D Town Proclamation List Month Official Proclamation January None February Eating Disorder Awareness Week March Amyloidosis Awareness Month April Autism Awareness Day Earth Day/Pitch In Canada Week National Volunteer Week May NAOSH (Health, Safety and Wellness Week) National Public Works Week International Building Safety Month June Safe Kids Week Pride Week World Elder Abuse Awareness Day Longest Day of SMILES CDKL5 Awareness Month July None August None September National Day for Truth and Reconciliation Legion Week Canadian Cancer Society CIBC Run for the Cure (Pink Week) Childhood Cancer Awareness Month October Fire Prevention Week Waste Reduction Week Childcare Worker and Early Childhood Educator Day Toastmasters Month POL.COR.21.01 Page 22 of 22 Flag Protocol and Proclamation Policy Month Official Proclamation November Giving Tuesday International Day for the Elimination of Violence Against Women December None Additional Days of Recognition - Crime Stoppers Awareness Month - January - Alzheimer's Awareness Month - January - Black History Month - February - World Thinking Day - February 22 - International Women's Day - March 8 - International Day for the Elimination of Racial Discrimination - March 21 - World Down Syndrome Day - March 21 - World Water Day - March 22 - Purple Day (Epilepsy Awareness) - March 26 - International Transgender Day of Visibility - March 31 - BeADonor Month - April - Tourism Week - April 24 to 30 - Emergency Preparedness Week - May 1 to 7 - National Physicians Day - May 1 - National Nurses Week - May 8 -14 - International Firefighters Day - May 4 - International Day Against Homophobia, Transphobia, and Biphobia - May 17 - National AccessAbility Week - May 28 to June 3 - National Indigenous History Month - June - National Police Week - May 14 - 20 - National Drowning Prevention Week - July 17 to 21 - International Overdose Awareness Day - August 31 - National Seniors Day - October 1 - Small Business Week - October 15 to 21 - Local Government Week - October 16 to 20 - National Housing Day - November 22 - Human Right Day - December 10