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Staff Report
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Report To: General Government Committee
Date of Meeting: November 4, 2024 Report Number: PUB-016-24
Authored by: Christina Bruno, Business Coordinator, Public Services;
Vanessa Bilenduke-Guppy, Supervisor Community Engagement and
Events, Public Services, Community Services Division
Submitted By: Lee-Ann Reck, Deputy CAO, Public Services
Reviewed By: Mary-Anne Dempster, CAO
By-law Number: Resolution Number:
File Number:
Report Subject: Civic Recognition and Dedication Program
Recommendations:
1. That Report PUB-016-24, and any related delegations or communication items, be
received.
2. That Council adopt the proposed draft Civic Recognition and Dedication Policy,
attached as Attachment 1, to identify the programs in place by the Municipality to
recognize or memorialize individuals and organizations for their outstanding
achievements or contributions to the community;
3. That Council repeal the following polices:
a. Flag Protocols Policy F105
b. War Dead and War Veteran Names for Streets Policy PSD-DG010
c. Recognition of Individuals in Memoriam Policy PSD-DG014
4. That Council provide staff the authority to manage changes in funding categories to
the Community Funding Program through a Management Directive, including the
recommendations in this policy and future updates to align with corporate priorities.
5. That all interested parties listed in Report PUB-016-24, and any delegations be
advised of Council’s decision.
Municipality of Clarington Page 2
Report PUB-016-24
Report Overview
As directed in Report CAO-007-23 and Report PUB-009-24, this report is prepared for
Council to approve the Civic Recognition and Dedication Policy. The policy identifies how
the Municipality of Clarington will support residents in recognizing individuals and
organizations for their achievements or their contributions to the community. The policy will
also manage dedications, otherwise referred to as the “Civic Recognition and Dedication
Program”.
1. Background
1.1 February 27, 2023, Council revoked the Naming of Municipal Buildings/Facilities Policy
under Report CAO-007-23. Repealing this policy eliminated a means for the
Municipality to recognize individuals’ contributions to the community. Therefore, Staff
was directed to create a civic recognition and dedication program to outline the means
that the Municipality will take to recognize individuals and organizations for their
personal accomplishments and contributions.
1.2 Prior to Report CAO-007-23, Council approved the flag raising protocol policy F105, war
dead and war veteran’s street naming policy (PSD-DG010) and the recognition of
individuals in memoriam policy (PSD-DG014) as forms of recognizing beloved members
of the community. These distinct policies share the same purpose to recognize
individuals and organizations within our community.
1.3 On April 8, 2024, Council received a funding request from Orono Town Hall to support
the 125th year anniversary milestone celebration. As a result of Orono Town Hall’s
request and similar milestone funding requests, staff were directed to establish a
timeline and criteria for receiving milestone funding requests, including how to fund
those requests.
1.4 An existing Community Funding Program and associated budget was approved in Fall
2020, through CSD-009-20 and in an update through CSD-015-22.
2. Recommendations
2.1 Staff recommends that Council revoke Polices F105, PSD-DG010 and PSD-DG014
approve the Civic Recognition and Dedication Program Policy (Attachment 1). Bringing
all separate documents under the one policy provides clearer direction to staff. Details
from all revoked polices will be maintained through Management Directives.
2.2 The policy documents existing recognition and dedication programs into one
comprehensive policy (Attachment 1). The combination of existing processes and
polices ensures clarity for staff when considering these requests from members of the
public.
Municipality of Clarington Page 3
Report PUB-016-24
2.3 In response to public requests, staff have included a formal tree and bench dedication
program as part of the proposed policy. This allows a means for individuals,
organizations or corporations to honor people in memorial or for outstanding
achievements in the community.
2.4 Council directed staff to develop a program to outline how Heritage anniversary
milestones would be recognized. Staff have proposed that funding requests be
accepted by staff, with eligibility up to $5,000.00 through the Community Funding
Program (as outlined in the policy).
2.5 As a result of the recommendations in this report, staff are recommended changes to
the existing funding streams in the Community Funding Program. As recommended,
staff are requesting that this, and future updates be aligned with the strategic plan or
resolutions from council and that updates be managed through the updating of a
Management Directive.
2.6 The update to the funding program would include one stream and include the ability for
applicants to identify which area of the strategic plan their application pertains to. This
allows staff to incorporate both the heritage milestones, community safety initiatives (to
address Intimate Partner Violence) and arts and culture. The scoring and award
committee will remain intact and staff will continue to post the scoring rubric and
application information on the Clarington Web Site.
3. Future Considerations
3.1 As an extension to the recommended policy, staff have benchmarked against other
municipalities and realized that many Municipalities offer a Civic Awards program to
publicly honour outstanding accomplishments by members of the community.
3.2 Staff will undertake engagement with the community in 2025, to develop a Civic
Awards program. This will provide a program for residents and members of Council to
nominate community members for outstanding accomplishments. The program will
include a nomination process, eligibility criteria and various award categories.
3.3 As part of the development of the program, staff will recommend how awards will be
presented and celebrated.
4. Financial Considerations
The Community Funding program is currently part of the approved Multi-Year Operating
budget. Since the program update in 2020, the current funding levels of $69,500 have
not been fully awarded under the program. Staff identify the current amount of funding
is sufficient to include support for Heritage celebrations in the Community Funding
Program.
Municipality of Clarington Page 4
Report PUB-016-24
5. Strategic Plan
The recommendations in this report align with Council’s objectives to:
a) Be a leader in the delivery of efficient, effective and meaningful municipal
services by increasing opportunities for civic engagement and public
participation;
b) To cultivate a strong, thriving and connected community where everyone is
welcome by recognizing and celebrating the growing diversity of the
community and the promotion and support for the local arts, culture, and
heritage sectors, and;
c) To promote responsible and balanced growth by protecting and enhancing
Clarington’s natural heritage.
6. Climate Change
The tree planting dedication program described herein supports the environmental
goals found in the 2024-2027 Strategic Plan. As leaders, anticipating and addressing
the impacts of climate change, Staff will select the tree species to be planted with
consideration to adequate environmental tolerance and disease resistance. The
aesthetic and environmental benefits of tree planting within our Parks and Cemeteries
will support urban forests.
7. Concurrence
This report has been reviewed by the Deputy CAO, Planning and Infrastructure who
concurs with the recommendations.
8. Conclusion
8.1 It is respectfully recommended that Council approve the draft policy as in Attachment 1.
This will consolidate various policies aimed at the same intent and provide more clarity
to staff.
Staff will prepare a management directive with updated information on Community
Funding Streams to support Heritage milestones and other alignments with strategic
priorities.
Upon approval of this report, staff will complete the creation of management directives
to provide succinct direction on how to operationalize the policy requirements and work
towards development of a Civic Awards Program.
Municipality of Clarington Page 5
Report PUB-016-24
Staff Contact: Christina Bruno, Business Coordinator, Public Services, cbruno@clarington.net
or Vanessa Bilenduke-Guppy, Supervisor Community Engagement and Events, Public
Services, Community Services Division, vbilenduke-guppy@clarington.net
Attachments:
Attachment 1 – Draft Civic Recognition and Dedication Program Policy CP-XXX
Interested Parties:
List of Interested Parties available from Department.
Attachment 1 to Report PUB–016–24
Council Policy
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Coordinator at 905-623-3379 ext. 2131
Page 1 of 7
Number: CP-XXX
Title: Civic Recognition and Dedication Program
Type: Community Relations
Sub-type:
Owner: Public Services
Approved By: Council
Approval Date: Click or tap to enter a date.
Effective Date: Click or tap to enter a date.
Revised Date: Click or tap to enter a date.
Applicable to: All Staff
1. Legislative or Administrative Authority:
1.1. This policy is developed in accordance with Report CAO-007-23 whereby staff
is directed to create a Civic Recognition Program to provide the Municipality of
Clarington a means to recognize individuals and organizations for their
outstanding achievements or contributions to the community.
1.2. Report PUB-009-24 wherein staff is directed to develop a policy for managing
milestone celebration funding requests.
2. Purpose:
2.1. This policy is established to:
2.1.1. Identify the parameters for recognizing individuals and community groups for
achievements and valuable work they do for our community.
2.1.2. Provide a means for citizens to dedicate items within the Municipality to
commemorate a loved one or pay tribute to a person’s/ organization’s
individual or community accomplishments.
2.1.3. To determine which milestones the Corporation celebrates through the
Community Funding Program.
Attachment 1 to Report PUB–016–24
Council Policy
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Coordinator at 905-623-3379 ext. 2131
Page 2 of 7
3. Scope:
3.1. This policy is applicable to all staff responsible for managing the Civi c
Recognition and Dedication Program (as defined herein), as well as all staff
responsible for educating the public with respect to Municipal services.
4. Definitions:
4.1. Applicants means all individuals or organizations applying for a Recognition or
Dedication Program identified herein.
4.2. Civic Recognition and Dedication Program means the identified forms of
recognition and dedication set out by the Municipality in this Policy to recognize
an individual or organization’s achievements or their contributions to the
community (collectively, the “Civic Recognition and Dedication Program”).
5. Civic Recognition and Dedication Program:
It has been established that the Municipality identifies the following forms of
recognition and dedication as the Civic Recognition and Dedication Program:
5.1. Congratulatory Certificates
5.1.1. By request, the Mayor provides Clarington residents certificates for achieving
milestone anniversaries and birthdays. Residents can request birthday
certificates starting at 50 years. After the age of 50, birthday certificates can be
requested in 10-year increments.
5.1.2. By request, the Mayor provides anniversary certificates for anniversaries
beginning at 25 years and 5-year increments thereafter.
5.1.3. The Mayor has the discretion to issue a congratulatory certificate outside the
specified increments upon receiving a special request.
The Mayor or Council may issue a congratulatory certificate to a Clarington
resident, business or organization in a manner of their choosing, such as
during a council meeting, by mail or in person.
Attachment 1 to Report PUB–016–24
Council Policy
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Coordinator at 905-623-3379 ext. 2131
Page 3 of 7
5.2. Proclamations
5.2.1. The Mayor accepts requests for proclamations in writing from groups or
organizations wishing to raise awareness or highlight an upcoming event or
issue.
5.2.2. Proclamations are approved by, and issued by the Mayor, or in the absence of
the Mayor, the Deputy Mayor, in the form of a letter to recognize the efforts and
contribution of groups or individuals. The Mayor may issue a flag raising or
Municipal Administrative lighting in conjunction with a written proclamation.
5.2.3. Written requests must be submitted at least three weeks prior to the preferred
proclamation period.
5.2.4. The Mayor has the authority to designate a specific date, week or month to
help raise awareness of events, arts, cultural celebrations, charitable
fundraising or public awareness campaigns significant to the Municipality of
Clarington. Proclamation dates are not exclusive, multiple proclamations can
be issued for the same date.
5.2.5. Proclamations are not issued for:
a) matters of political controversy, religious beliefs or individual
conviction.
b) events or organization with no direct relationship to the Municipality of
Clarington.
c) campaigns or events contrary to law, Municipal policies or by-laws.
d) campaigns intended for profit-making purposes.
5.3. Heritage Milestone Recognition
5.3.1. Funding for approved heritage milestones and community anniversaries is
managed through the Community Funding Program.
Attachment 1 to Report PUB–016–24
Council Policy
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Coordinator at 905-623-3379 ext. 2131
Page 4 of 7
5.4.2 Heritage Milestone funding for celebrations is available up to a maximum of
$5,000 for:
a) non-Profit/Volunteer Community Groups celebrating 50 years in
operation and in increments of 25 years; and
b) local Heritage Buildings (Non-Profit based) celebrating 100 years and
in increments of 25 years.
5.4. Civic Recognition Awards
5.4.1. Staff will maintain a Civic Recognition Award program.
5.4.2. The Civic Recognition Awards program will celebrate the Municipality’s diverse
community, and will recognize residents of Clarington for exceptional
volunteerism, contribution to the community, athletic achievement and other
relevant categories.
5.5. Displaying Flags and Illuminating the Municipal Administrative Centre
5.5.1. Flags and flag raisings may be approved by the Mayor.
5.5.2. Flags may be flown at half-mast as a sign of mourning.
5.5.3. With Mayor approval, the Municipality will raise a flag or organization banner at
the Municipal Administrative Centre as a “guest flagpole” for non-profit and/or
charitable organizations.
a) recognition of national or international dignitaries visiting the
Municipality.
b) public awareness campaigns.
5.5.4 Flag displays and illumination requests will not be considered for the reasons
stipulated in section 5.2.5.
5.6. Tree and Bench Dedication Program
Attachment 1 to Report PUB–016–24
Council Policy
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Coordinator at 905-623-3379 ext. 2131
Page 5 of 7
5.6.1 The Tree and Bench Dedication program allows individuals, organizations or
corporations to purchase a tree, park bench and/or commemorative plaque for:
a) organization, groups and charities that significant contributions to
public service, charitable works or volunteering that serves Clarington.
b) past Clarington residents who are deceased.
c) persons who are deceased and were non-residents, but made a
significant contribution to public service, charitable works or
volunteering in Clarington.
d) past Clarington residents or non-residents, who are deceased and
have performed a heroic act in service of others in Clarington.
5.6.2 Commemorative pieces may be installed in parks and cemeteries owned
by the Municipality of Clarington. It does not apply to lands not owned or
not operated by the Municipality.
5.6.3 Applicants have their choice to purchase one of the following
commemorative pieces:
a) installation of a bench with an inscribed plaque visible on the bench
back.
b) planting of a juvenile tree with an inscribed plaque that sits adjacent to
the tree and flush to the ground.
c) placement of a plaque at an existing juvenile tree that is flush to the
ground.
5.6.4 Applicants pay the full cost of the memorial piece of choice before
installation.
5.6.5 The purchase is considered a donation under the Donation Receipting
Management Directive. Applicants will be issued a donation receipt after
payment is received in full.
Attachment 1 to Report PUB–016–24
Council Policy
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Coordinator at 905-623-3379 ext. 2131
Page 6 of 7
5.7. Street Naming Program
5.7.1. Street names will proceed in conjunction with the Planning and Infrastructure
Department registry and street naming process and are completed on an ad-
hoc basis recognized by Council through a resolution.
5.7.2. The Municipality will recognize war dead and war veterans with a street blade
sign with a poppy, within plans of subdivision. Priority will be given to soldiers
killed at war or missing in action, as well as war veterans that have died.
5.7.3. Street names for purposes of recognizing “Members of Council” applies to past
or present Mayors and follows the Planning and Infrastructure Department
registry and street naming process.
6. Roles and Responsibilities:
6.1. Council is responsible for:
6.1.1. Adopting, reviewing and amending this Policy as appropriate.
6.2. Chief Administrative Officer (CAO) is responsible for:
6.2.1. Ensuring staff compliance with this Policy.
6.3. Directors / Managers are responsible for the following within their scope
of authority:
6.4. Ensuring that any program identified herein, for which they are responsible, is
monitored by a Management Directive.
6.5. All Staff are responsible for:
6.5.1. Following this policy.
7. Related Documents:
7.1. User Fee Bylaw
Attachment 1 to Report PUB–016–24
Council Policy
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Coordinator at 905-623-3379 ext. 2131
Page 7 of 7
7.2. MD-015 Donation Receipting
7.3. Inquiries:
7.3.1. Public Works Services, Manager of Parks Services
7.3.2. Community Services, Director
7.3.3. Planning and Infrastructure, Manager of Development Review
8. Revision History:
Date Description of Changes Approved By