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THE CORPORATION OF THE CITY OF WINDSOR
POLICY
Service Area:
Office of the City Clerk
Policy No:
-
Department:
Council Services
Approval Date:
July 28, 2025
Division:
-
Approved By:
CR 329/2025
Effective Date:
July 28, 2025
Subject:
Flag Policy
Procedure Ref.:
-
Review Date:
July 2028
Pages:
Prepared By:
Katherine Donaldson
Date:-
1. POLICY
1.1 To establish guidelines for the display of flags at municipal facilities and events,
for the illumination of the City Hall Building at 350 City Hall Square West and
guidelines related to Corporate Proclamation requests.
2. PURPOSE
2.1 To provide a uniform and harmonized protocol for the raising, displaying and
half-staffing of flags at all properties and facilities owned and operated by the
City of Windsor and at events conducted by the City at other locations
2.2 To provide a uniform and harmonized protocol for the illumination of the City
Hall Building at 350 City Hall Square West.
2.3 To provide a uniform and harmonized protocol for the Corporate Proclamations.
3. SCOPE
3.1 This policy applies to all flag raisings at properties and facilities owned and
operated by the City of Windsor, as well as the locations of all city-run events,
except those that take place where the policies of another government body
would take precedence.
3.2 This policy applies to illuminations at the City Hall Building at 350 City Hall
Square West as well as official Corporate Proclamations.
4. RESPONSIBILITY
4.1 The Chief Administrative Officer or their designate will be authorized to order
the lowering of flags at properties and facilities owned and operated by the City
of Windsor.
4.2 The Chief Administrative Officer or their designate will provide notification
to the Senior Manager of Communications & Customer Service and the 311
Call Centre accordingly when flags are ordered to a half-staff position.
4.3 The City Clerk or their designate will be responsible for reviewing and
approving requests subject to the conditions outlined in Section 5 of this
policy.
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4.4 The City Clerk or their designate will be responsible to review this policy every
3 years.
5. GOVERNING RULES AND REGULATIONS
5.1
CITY OF WINDSOR FLAG
(a) The City of Windsor Flag will be flown at all city buildings or facilities where
there are sufficient flagpoles to do so. Either in the event, that only one
flagpole exists on the property, the Canadian Flag or City of Windsor Flag
may be displayed.
(b) The City of Windsor Flag may be displayed indoors, in the Council
Chambers, the Mayor's Office and functions where such flags are required.
(c) The City of Windsor Flag should be flown or displayed properly and treated
with dignity and respect.
(d) The City of Windsor Flag shall not be used for commercial purposes by any
organization.
(e) The City of Windsor reserves the right to refuse, deny or restrict the use of
the City Flag with respect to where or how it will be flown or displayed.
5.1.1 PROCLAMATIONS, ILLUMINATIONS AND REQUESTS TO FLY
OTHER FLAGS
The Municipality shall continuously fly the following flags:
(a) National Flag of Canada;
(b) Ontario Flag;
(c) City of Windsor Flag;
(d) Franco-Ontarian Flag; and
Special Requests for flag raisings, proclamations and the illumination of 350
City Hall Square may be submitted for groups and organizations whose
mandates, programs or activities:
are directly related to the City of Windsor by way of a relevant funding
or partnership agreement; or
correspond with relevant days of awareness, celebration, importance,
commemoration or promotion, as recognized by the Ontario
Provincial Government and/or the Canadian Federal Government, or
a Ministry or Department thereof, as amended on their webpages at
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the following addresses:
https://www.canada.ca/en/canadian-heritage/services/important-
commemorative-days.html
https://www.ontario.ca/page/ontarios-celebrations-and-
commemorations
Upon visits from official delegations, as described in section 5.1.3 (i-
m)
Any requests that do not meet these qualifications will be denied.
5.1.2 SPECIAL REQUESTS - PROCEDURE
Special requests from agencies or organizations located in the City of
Windsor for flag raisings, proclamations, or building illuminations at 350 City
Hall Square West--or any City-owned property--will be reviewed and
processed by the Office of the City Clerk and forwarded to the Mayor for
approval.
(a) All requests must be submitted in writing using the designated forms at
least four weeks prior to the requested date and must include all
required information.
(b) There will be no presentations or delegations at City Council in relation
to these requests.
(c) Flags flown by special request will temporarily replace the City of
Windsor flag for the approved duration or for a period determined
appropriate by the City Clerk.
(d) The City of Windsor will not approve or display any flag, proclamation,
or illumination that is inappropriate, offensive, or that promotes
discrimination, prejudice, or political or religious movements. Only
requests that correspond with officially recognized days of awareness,
celebration, importance, commemoration or promotion by the provincial
or federal governments--or their respective ministries or departments--
will be considered. All other requests will be declined.
5.1.3 PROTOCOL
(a) Flags will be flown and displayed in accordance to the manner outlined
by the Federal Government which can be found at the following
website: https://www.canada.ca/en/services/culture/canadian-
identity-society/anthems-symbols/national-flag.html
(b) Where the City of Windsor Flag is flown or displayed with the Canadian
Flag, the Canadian Flag will take the place of honour, which is to
the left of the observer of the flags and the City of Windsor Flag on the
right.
(c) Where the City of Windsor Flag is flown or displayed with the Canadian
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Flag and Province of Ontario Flag, the Canadian Flag will occupy the
centre position to the observer of the flag, the Province of Ontario Flag
to the left and the City of Windsor Flag to the right.
(d) When using flags with a speaker's podium, the flags may be positioned
either directly behind, or to the left of the podium from the observer's
view of the speaker. Furthermore, flags shall be positioned in
accordance to the manner outlined by the Federal Government as
outlined in sections 5.1.2(b) and 5.1.2(c) of this policy.
(e) When hung indoors without a flagpole, flags must be hung horizontally
or vertically.
(f) Under the discretionary authority of the Prime Minister, exceptional
circumstances may be declared to approve the half-staffing of the
Canadian Flag on the Peace Tower, and/or on all or some federal
buildings and establishments in Canada or abroad. The half-staffing of
The City of Windsor Flag will follow the same guidelines and will adhere
to the half-staffing timeframe outlined by the Federal Government.
(g) In the event that multiple flags are flown together, the flags should be
identical in size and flown from separate flagpoles, which must also be
the same height and shall follow the same half-staffing protocol.
(h) When multiple flags are to be raised and lowered, and where it is not
possible to perform this task at the same time, the flags will be raised
and lowered in accordance to rank, with the Canadian Flag first,
followed by the Province of Ontario Flag, followed by the City of
Windsor Flag.
(i) Where an official representative of a Canadian province is visiting the
City of Windsor on an official visit, that particular provincial flag may
be flown at all municipal buildings and facilities where it is feasible to
do so.
(j) Where an official representative of a country recognized by Canada, is
visiting the City of Windsor on an official visit, that country's flag may
be flown at all municipal buildings and facilities where it is feasible to
do so.
(k) Where an official delegation is visiting Windsor from a recognized twin
city, that country's flag may be flown at the City Hall Building at 350 City
Hall Square West.
(l) A flag intended to recognize a significant event or activity sponsored or
supported by the City including special commemorations, coupled with
other available methods of recognition including building illumination.
(i.e. Summer Games, Major Sporting Tournament)
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(m) The City of Windsor reserves the right to fly flags to commemorate an
event it deems appropriate at various properties such as, but not
limited to, the Raid on Dieppe Memorial or Vietnam Memorial.
(n) Flags will be destroyed and disposed of in a dignified manner and
replaced as soon as they show signs of wear.
5.1.4 HALF-STAFFING FOR MOURNING
(a) The flying of flags at half-staff represents a period of official mourning or
commemoration.
(b) To honour the deceased, flags will be flown at half-staff from the
time of death notification until sunset on the day of the memorial
service.
(c) Flags flown at municipally owned and operated buildings and facilities
shall be lowered to a half-staff position, where it is feasible to do so, as
a sign of mourning upon the death of the following persons:
i)
Her Majesty the Queen and members of the Royal Family;
ii) A past or present Canadian Prime Minister;
iii) A past or present day elected area representative of the
Federal, Provincial and Municipal governments;
iv) Past or present Mayor and Members of Council;
v) Present day employees of the Corporation of the City of Windsor
vi) As directed by Proclamation from the Governor General of Canada
or Lieutenant Governor of Ontario;
vii) As directed by the Mayor and City Council or Chief Administrative
Officer.
(d) Flags flown at municipal buildings and facilities shall be lowered to a
half-staff position from sunrise to sunset to observe the following days:
i) Workers' Day of Mourning (April 28);
ii) National Day of Remembrance for Victims of Terrorism (June 23);
iii) Second Sunday in September, Firefighters' National Memorial Day,
unless half-staffing occurs near the place where a memorial is
being observed, then half-staffing can occur according to the
prescribed order of service, until sunset;
iv) Last Sunday in September, Police and Peace Officers' National
Memorial Day, unless half-staffing occurs near the place where a
memorial is being observed, then half-staffing can occur according
to the prescribed order of service until sunset;
v) National Day of Truth and Reconciliation (September 30);
vi) Remembrance Day (November 11) unless half-staffing occurs at a
place where remembrance is being observed, then half-staffing can
occur at 11:00 a.m. or according to the prescribed order of service,
until sunset;
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vii) National Day of Remembrance and Action on Violence Against
Women (December 6)
viii) Any other national day of remembrance as recognized by federal
or provincial governments.
(e) In the event of the death of a current municipal employee including those
employed by Windsor Police and Windsor Fire Services, flags will be
lowered to half-staff at that person's immediate workplace in accordance
of Section 6.1.2(b) of this policy. Should that workplace not fly flags, the
flags flown at 350 City Hall Square West will be lowered to half-staff to
honour the deceased employee.
(f) The Mayor, Acting Mayor or Chief Administrative Officer may approve the
lowering of flags to half-mast:
i) To recognize the passing of a citizen of the City of Windsor or a
person of national or international stature who has had a
significant impact on the community.
ii) In response to a tragic or catastrophic event anywhere in the world.
(h) When lowering to half-staff, the flag should be raised fully to the top of
the flagpole and then lowered immediately to the half-staff position.
(i) In the event of multiple flags being flown together, all will be flown at
half-staff.
(j) The half-staff position will depend on the height of the flagpole
i t s e l f ; however, the flag should be lowered to the approximated
centre position of the flagstaff not to be confused as a flag that has
accidentally fallen.
5.1.5 CITY OF WINDSOR CENOTAPH
(a) All flags to be flown at the City of Windsor Cenotaph will have a direct
association to the Allied War efforts during World War I, World War II
and the Korean War.
6. RECORDS, FORMS AND ATTACHMENTS
6.1. Records for this policy shall be prepared and retained in accordance with
Records Retention By-Law 21-2013, as amended.