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Home My WebLink AboutCAO-002-22Staff Report If this information is required in an alternate accessible format, please contact the Accessibility Coordinator at 905-623-3379 ext. 2131. Report To: General Government Committee Date of Meeting: April 11, 2022 Submitted By: Mary-Anne Dempster, CAO File Number: Report Number: CAO-002-22 Resolution#: By-law Number: Report Subject: Flag Protocols Policy F105 Recommendations: 1.That Report CAO-002-22 be received; 2.That the proposed Flag Protocols Policy F105, Attachment 1 to Report CAO-002-22, be approved; and 3.That all interested parties listed in Report CAO-002-22 and any delegations be advised of Council’s decision. Municipality of Clarington Page 2 Report CAO-002-22 Report Overview Corporate Policies Flag Raising F105 and Half-Masting of Flags F106 were approved 15 and 20 years ago, respectively. The draft Flag Protocols Policy F105 (Attachment 1) combines these two policies, to allow all details related to flag raising, half -masting, general flag etiquette and the authority for these actions, be provided in one policy to assist with compliance. This draft Policy is presented here for review and approval. 1. Background Corporate Policies Half-Masting of Flags F106 and Flag Raising F105 1.1 On June 24, 2002, Corporate Policy Half Masting of Flags F106 (Attachment 2) was approved by Council, through Report CLD-028-02 (Resolution #GPA-298-02). This Policy outlines the proper protocol to follow when half-masting flags at municipal facilities. 1.2 Corporate Policy Flag Raising F105 (Attachment 3) became effective June 11, 2007, authorized through Report CLD-022-07 (Resolution #GPA-379-07), and its purpose was to ensure the appropriate criteria was in place to follow when requests were received to raise a flag in the Courtyard at the Municipal Administrative Centre. 1.3 To improve the efficiency of flag raising and flag half-masting, draft Policy Flag Protocols F105 (Attachment 1) has been developed. This policy combines the details of each of the current policies and has been expanded to provide a comprehensive guide for all considerations related to the raising and half-masting of flags at municipal buildings in Clarington. 1.4 This draft policy was reviewed by Department Heads at their December 14, 2021 meeting, and recommendations are incorporated. 2. Draft Policy Flag Protocols F105 2.1 As mentioned in the Background, all content from Flag Raising F105 and Half-Masting of Flags F106 has been included in the draft Policy Flag Protocols F105. 2.2 This draft policy has been expanded to include details that will improve the ability to ensure compliance, along with the benefit of having all information located in one policy. For example, the specific annual dates for half-masting that are recognized by the Federal Government and Province of Ontario, which we must follow, have been included for reference. Municipality of Clarington Page 3 Report CAO-002-22 2.3 General flag etiquette on how to display the flags on the various flag poles, and how to dispose of flags is also included. 2.4 The draft policy outlines the appropriate communications surrounding the reason any time the flag protocol is invoked, and flags are lowered or flags/banners are raised . 2.5 A chart has been included in the proposed Policy (Attachment 1), listing all of the municipally owned and operated buildings, and municipally owned buildings, showing the flags that they fly, along with who is responsible to carry out the appropriate flag protocol. 3. Concurrence 3.1 This report has been reviewed by the Director of Community Services who concurs with the recommendations. 4. Conclusion 4.1 It is respectfully recommended that Council adopt Attachment 1, Draft Policy Flag Protocols F105, replacing Flag Raising F105 and Half-Masting of Flags F106, to allow all protocols related to the half-masting of flags, raising of organization flags/banners, flag etiquette and related authority be outlined in one policy. Staff Contact: Mary-Anne Dempster, Chief Administrative Officer, 905-623-3379 ext. 2002 or mdempster@clarington.net. Attachments: Attachment 1 – Draft Policy Flag Protocols F105 Attachment 2 – Half-Masting of Flags F106 Attachment 3 – Flag Raising F105 Interested Parties: There are no interested parties to be notified of Council's decision. Attachment 1 to Report CAO-002-22 Corporate Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379, ext. 2131 F105 – Flag Protocols Page 1 of 6 POLICY TYPE: Operational SUBSECTION: Building/Grounds/Parking/Equipment – Access & Use POLICY TITLE: Flag Protocols POLICY #: F105 (Combined F105 and F106) POLICY APPROVED BY: Council EFFECTIVE DATE: May 2, 2022 REVISED: Consolidation of F105 and F106 APPLICABLE TO: All Employees 1. Purpose: To identify the approved protocols and procedures for displaying flags and banners at municipal facilities. 2. Policy: This Policy ensures that appropriate criteria and procedures are in place when half-masting flags at municipal facilities, when the Municipality is requested to raise a flag or banner at the Municipal Administrative Centre, and that appropriate flag etiquette is followed. For the purposes of this policy flags displayed indoors at municipal buildings will follow Section 3.3 General Flag Etiquette. Any specific instructions for indoor flags will be determined by the Mayor’s Office as appropriate. 2.1 Half-Masting of Flags 2.1.1 Flags are flown at the half-mast position as a sign of mourning. 2.1.2 Flags at municipal facilities will be flown at half-mast on the death of, up to and including the day of the funeral for the following: a. Current or former Mayor b. Current or former Member of Council 2.1.3 Flags at municipal facilities will be flown on the day of the funeral for a current member of full-time staff. 2.1.4 Flags at municipal facilities will be flown any day the flag is flown at half-mast by the Federal Government or the Province of Ontario. Attachment 1 to Report CAO-002-22 Corporate Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379, ext. 2131 F105 – Flag Protocols Page 2 of 6 2.1.5 Flags will be half-masted annually on the dates indicated in the chart below, from sunrise to sunset. April 28 Day of Mourning for Persons Killed or Injured in the Workplace (Workers’ Mourning Day) June 23 National Day of Remembrance for Victims of Terrorism Second Sunday in September Firefighters’ National Memorial Day; unless half -masting occurs near the place where a memorial is being observed, then half-masting can occur according to the prescribed order of service Last Sunday in September Police and Peace Officers’ National Memorial Day; unless half-masting occurs near the place where a memorial is being observed, then half- masting can occur according to the prescribed order of service September 30 National Day for Truth and Reconciliation November 11 Remembrance Day December 6 National Day of Remembrance and Action on Violence Against Women 2.2 Flag/Organization Banner Raising – Municipal Administrative Centre 2.2.1 The flagpole at the Municipal Administrative Centre that normally holds the Municipality of Clarington flag will be considered our “guest flagpole”. 2.2.2 Flags and flag raising may be approved by the Mayor for: a. Non-profit or charitable organizations b. Recognition of national or international dignitaries visiting the Municipality c. Public awareness campaigns 2.2.3 Displaying of flags and flag raisings shall not be approved: a. For Political parties or political organizations b. For Religious organizations or the celebration of religious events c. If the result would be to defame the integrity of Clarington Council d. If the event or organization has no direct relationship to the Municipality of Clarington 2.2.4 The Mayor, or in the Mayor’s absence, the Deputy Mayor has the authority to approve or deny a request and determine the timeframe a flag may be displayed. Attachment 1 to Report CAO-002-22 Corporate Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379, ext. 2131 F105 – Flag Protocols Page 3 of 6 3. Procedures: 3.1 Half-Masting of Flags 3.1.1 The flag is brought to the half-mast position by first raising it to the top of the mast then immediately lowering it slowly to the half-mast position. 3.1.2 All flags flown together should also be flown at half-mast, except personal flags and standards. 3.2 Flag/Organization Banner Raising – Municipal Administrative Centre 3.2.1 All requests for flag raising or display shall be submitted in writing to the Mayor’s Office. 3.3 Flag Etiquette Flag Display 3.3.1 When three flags are displayed, the National Flag of Canada should be at the centre. To an observer facing the display, the second-ranking flag (Ontario Provincial Flag) is placed to the left of centre, and the other to the right. 3.3.2 When any other number of flags are displayed, the Canadian flag should be on the left side as viewed by the observer, with the respective ranking flags displayed to the right. 3.3.3 The following flags take precedence over the National Flag of Canada, where one of the dignitaries are attending a function in the building: a. The Monarch’s Personal Canadian Flag; b. The standards of members of the Royal Family; c. The standard of the Governor General; and d. The standard of the Lieutenant Governor (in their province of jurisdiction and when assuming the duties of the representative of the Monarch). Disposal of Flags 3.3.4 When a flag becomes tattered and is no longer in a suitable condition for use it should be disposed of in the following manner: a. Return flag(s) to participating vendor for disposal; and b. Flags made of synthetic material (nylon or polyester) should be respectfully torn into strips, with each element of the flag reduced to a single colour, so that the remaining pieces do not resemble a flag. The individual pieces should then be placed in a bag for disposal – the shreds of fabric should not be re-used or fashioned into anything Attachment 1 to Report CAO-002-22 Corporate Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379, ext. 2131 F105 – Flag Protocols Page 4 of 6 4. Authority 4.1 The authority for flag/banner raising is granted, through Corporate Policy F105, to the Mayor and/or designate. 4.2 Upon direction from the Mayor’s Office, the appropriate department will be responsible for carrying out the flag half-masting or flag/banner raising (see below chart). Community Services will be responsible to communicate this direction to all arena and community hall boards, who will be responsible for flag half-masting. 4.3 Communications from the Mayor’s Office surrounding the reason will be released. 4.4 It will remain the responsibility of the appropriate department to ensure flags are in suitable condition and appropriate standards are maintained. Attachment 1 to Report CAO-002-22 Corporate Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379, ext. 2131 F105 – Flag Protocols Page 5 of 6 Responsible Departments Community Services (CS) Emergency Services (ES) Public W orks (PW) Library/Museum(L/M) Responsible Department Municipally Owned / Operated Buildings Municipal Administrative Centre ✓ ✓ ✓ CS Courtice Community Complex ✓ ✓ CS Diane Hamre Recreation Complex ✓ ✓ CS Garnet B. Rickard Recreation Complex ✓ CS South Courtice Arena ✓ ✓ CS Bowmanville Museum ✓ L/M Orono Library (Gazebo) ✓ PW 181 Liberty Street South, Bowmanville ✓ ✓ ✓ CS Animal Shelter, 33 Lake Road ✓ CS Hampton Public Works Office/Yard ✓ PW Regional Road 42 Public Works Yard ✓ PW Orono Public Works Yard ✓ PW Newcastle Cenotaph ✓ PW Newtonville Cenotaph ✓ PW Orono Cenotaph ✓ PW Fire Station #1 (Bowmanville) ✓ ✓ ES Fire Station #2 (Newcastle) ✓ ✓ ✓ ES Attachment 1 to Report CAO-002-22 Corporate Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379, ext. 2131 F105 – Flag Protocols Page 6 of 6 Fire Station #3 (Orono) ✓ ES Fire Station #4 (Courtice) ✓ ✓ ES Fire Station #5 (Enniskillen) ✓ ✓ ES Bowmanville Cemetery ✓ PW St. Georges Cemetery ✓ PW Bondhead Cemetery ✓ PW Light Armoured Vehicle, Clarington Fields (Under Federal Procedure) ✓ ✓ ✓ PW Municipally Owned Buildings Brownsdale Community Centre ✓ Hall Board Hampton Hall ✓ Hall Board Kendal Community Centre ✓ Hall Board Newcastle Community Hall ✓ Hall Board Newtonville Hall ✓ Hall Board Orono Town Hall ✓ Hall Board Solina Community Hall ✓ Hall Board Tyrone Community Centre ✓ Hall Board Attachment 2 to Report CAO-002-22 Corporate Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379, ext. 2131 F106 – Half Masting of Flags Page 1 of 2 POLICY TYPE: Operational SUBSECTION: Building/Grounds/Parking/Equipment – Access & Use POLICY TITLE: Half Masting of Flags POLICY #: F106 POLICY APPROVED BY: Council (Report CLD-028-02) EFFECTIVE DATE: June 24, 2002 REVISED: May 25, 2018 APPLICABLE TO: All Employees 1. Purpose: To ensure proper protocol is followed when half masting flags at municipal facilities. 2. Policy: Flags are flown at the half-mast position as a sign of mourning. 3. Procedures: The flag is brought to the half -mast position by first raising it to the top of the mast then immediately lowering it slowly to the half -mast position. When lowering the flag, it must be lowered at least to a position recognizable as “half-mast” to avoid the appearance of a flag which has accidentally fallen away from the top of the mast owing to a loose flag rope. A satisfactory position is to place the centre of the flag exactly half-way down the staff. On occasions requiring that one flag be flown at half-mast, all flags flown together should also be flown at half-mast, except personal flags and standards. Flags at municipal facilities will be flown at half -mast on the death of, up to and including the day of the funeral for the following:  Current or former Mayor  Current Member of Council  Any other person whom it is desired to so honour  Any day that the flag is flown at half -mast by the Federal Government or the Province of Ontario Attachment 2 to Report CAO-002-22 Corporate Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379, ext. 2131 F106 – Half Masting of Flags Page 2 of 2 Flags will be flown at half-mast on the day of the funeral for a current member of full-time staff, or any other person whom it is desired to so honour. If the only flag flown at the facility is the Municipal flag, it will not be lowered. However, if it is flown together with the Canadian and/or Provincial flag, it will be lowered. 4. Appendices: None Attachment 3 to Report CAO-002-22 Corporate Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379, ext. 2131 F105 – Flag Raising Page 1 of 3 POLICY TYPE: Operational SUBSECTION: Building/Grounds/Parking/Equipment – Access & Use POLICY TITLE: Flag Raising POLICY #: F105 POLICY APPROVED BY: Council EFFECTIVE DATE: June 11, 2007 REVISED: May 23, 2017 APPLICABLE TO: All Employees 1. Purpose: To ensure the appropriate criteria is in place when the Municipality is requested to raise a flag in the Courtyard at the Municipal Administrative Centre. 2. Policy: a) The courtesy flagpole is identified as the flag pole at the Municipal Administrative Centre that normally holds the Municipality of Clarington 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 the Mayor 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 Clarington Council  If the event or organization has no direct relationship to the Mu nicipality of Clarington Attachment 3 to Report CAO-002-22 Corporate Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379, ext. 2131 F105 – Flag Raising Page 2 of 3 d) The Mayor, or in his absence, the Deputy Mayor has the authority to either approve or deny the request and, to limit the timeframe that a flag may be displayed to accommodate possible request. Attachment 3 to Report CAO-002-22 Corporate Policy If this information is required in an alternate format, please contact the Accessibility Coordinator at 905-623-3379, ext. 2131 F105 – Flag Raising Page 3 of 3 3. Procedure All requests for flag raising or display shall be submitted in writing to the Mayors’ office or disposition. 4. Appendices: None