Town of Whitby Policy

Transcription

1 Town of Whitby Policy Policy Number: CA 110 Reference: Council Resolution #193-11, # and # Date Originated: April 1, 2011 Date Revised: Not applicable Review Date: April 1, 2016 Approval: Council Point of Contact: Town Clerk Policy Statement The Corporation of the Town of Whitby is committed to recognizing significant dates, occasions and contributions of non-profit or charitable organizations and public awareness campaigns. Purpose The purpose of this policy is to establish a consistent protocol for the flying of flags at all municipal buildings, properties, and facilities. Scope This policy applies to requests and occasions for the raising, displaying and halfmasting of flags. Index 1 Definitions 2 2 Protocol 2 3 Flag Placement Etiquette 3 4 Procedure 4 5 Responsibility 5

2 1 Definitions 1.1 The Canadian Flag means the Canadian Flag of Canada as approved by Parliament and proclaimed by Her Majesty Queen Elizabeth II, Queen of Canada, on February 15, The Ontario Flag means the current Ontario Flag as proclaimed by the Flag Act on May 21, The Whitby Flag means the current Whitby Flag as approved by Council. 1.4 Half-mast means the position of the Flag when flying at half-mast will depend on the size, the length of the mast and its location, but as a general rule, the centre of the Flag should be exactly half-way down the mast. When hoisted to or lowered from half-mast position, a flag should be first raised to the masthead. 2 Protocol Flags are symbols that identify people belonging to a group. The National Flag of Canada and the flags of the provinces and territories are symbols of honour and pride for all Canadians. The Canadian flag (when flown in Canada) always takes precedence over all other national flags. The only flags to which precedence is given over the Canadian flag are the personal standards of members of the Royal Family and of Her Majesty s representatives in Canada. 2.1 Half-masting a) Flags are flown at the half-mast position as a sign of respect and condolence or to commemorate significant dates. The flags flown at Town properties shall only be flown at half-mast on: the death of the Mayor; the death of a Member of Council; the death of a current Town of Whitby employee; the death of a former Mayor; the death of the Chair of the Regional Municipality of Durham; or on the direction of the majority of Members of Council. b) And in accordance with Federal and Provincial protocol, flags will also be flown at half-mast on: the death of the Sovereign or a member of the Royal Family related to the Sovereign (spouse, son or daughter, father, mother, brother, sister), the Governor General, the Prime Minister, a former Governor General, a former Prime Minister, or a Federal Cabinet Minister; Policy Number: CA 110 Page 2 of 5

3 the death of the Lieutenant Governor, the Premier of Ontario or another person similarly honoured by the Province of Ontario; and the death of the local Member of Parliament or local Member of Provincial Parliament. c) And flags will also be flown at half-mast, in recognition of the following dates: November 11, Remembrance Day. The flag is to be flown at halfmast from 11:00 am; to coincide with the start of the ceremony at the National War Memorial; and April 28, the Day of Mourning for Persons Killed or Injured in the Workplace. 2.2 Process for Half-masting a) For circumstances not identified in the criteria outlined in the Halfmasting section, the Office of the Clerk shall notify all departments regarding the half-masting of flags with respect to the location, the reason and the duration that the flag will be flown at half-mast. Department contacts responsible for facilities and Town properties shall lower and raise the flags upon receipt of the appropriate notification. b) When a flag is flown at half-mast, all other flags must also be flown at half-mast and at no time should be lower than any other flag. c) The length of time that a flag will be flown at half-mast will be from the date of the death and up to and including the day of the funeral, unless otherwise approved by the Clerk. 2.3 Town Properties a) Half-masting of flags must be in effect at all municipal facilities that have flagpoles. 2.4 Notification to Staff/Public a) Time and circumstances permitting, information will be posted on the Town s website for the public s information. 3 Flag Placement Etiquette 3.1 Position of Honour Due consideration shall be given to flag etiquette and precedence whenever the National Flag of Canada or other sovereign national flag or provincial/territorial flag is displayed. Policy Number: CA 110 Page 3 of 5

4 4 Procedure a) Alone When the National Flag of Canada is flown alone, on top of, or in front of a building where there are two flagpoles, it should be flown on the flagpole to the left. The position of the left is determined as it is viewed by facing toward the building from the street. When the National Flag of Canada is flown alone, on top of, or in front of a building where there are more than two flagpoles, it should be flown as near as possible to the centre. b) With flags of sovereign nations, provinces/territories, international organizations, cities, companies, etc. When flown with other flags, all flags should be flown on separate flagpoles and at the same height, all being of the same size, with the national Flag of Canada occupying the position of honour (the National Flag shall not be larger than the other flags). c) With another flag The National Flag of Canada should be on the left, and both flags should be at the same height. d) With three flags According to the North American Flag Protocol Etiquette, when three flags are displayed, the National Flag of Canada is placed in the centre. While facing the display, (i.e. viewing a building from the street), the Provincial flag is positioned on the left, and the Municipal flag is positioned on the right. e) No more than one flag shall be displayed on each flagpole. 4.1 Criteria for Evaluation of Flag Raising Requests a) The courtesy flagpole is identified as the flag pole at the Celebration Square, Whitby Public Library that normally holds the Town of Whitby Flag and will be considered our guest flagpole to be used to hold flags of other nations or for awareness campaigns. b) Flags and flag raisings may be approved by Council for: Non-profit or charitable organizations; Recognition of national or international dignitaries visiting the Municipality; Public awareness campaigns. c) Displaying of flags and flag raisings shall not be approved for: Political parties or political organizations; Religious organizations or the celebration of religious events; If the intent is to defame the integrity of Whitby Council; If the event or organization has no direct relationship to the Town of Whitby. Policy Number: CA 110 Page 4 of 5

5 d) In the event a request for displaying of flags and flag raisings is received during Council summer recess, the Mayor, or in their absence, the Deputy Mayor, will have the authority to either approve or deny the request. 4.2 Application Process 5 Responsibility a) All requests for flag raisings shall be submitted to the Clerk at least four (4) weeks in advance of a regularly scheduled Council meeting using the Flag Raising Request Form. b) The Clerk shall review all requests and only those meeting the approval criteria shall be considered. c) The Clerk shall send a response to those ineligible requests advising of the Town s policy for flag raisings. d) The Clerk shall prepare a summary of the request for the displaying of a flag on the courtesy flagpole for each eligible request and list under the Correspondence section of the next regularly scheduled Council meeting agenda for Council approval. e) Notification to the media and advertising is the responsibility of the applicant. 5.1 The Town Clerk shall be responsible for the administration and maintenance of this policy. Original Approved and Signed. Robert Petrie, Chief Administrative Officer, x2211 April 1, 2011 Date Policy Number: CA 110 Page 5 of 5