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Flag Raising and Protocol Policy P-103_2020-08-06Effective Date: August 6, 2020 Policv P-103 - Flaq Raisinq & Protocol Policv (continued MUNICIPALITY OF THE DISTRICT OF CHESTER POLICY P-103 FLAG RAISINGS & PROTOCOL POLICY 1 PURPOSE 1.0� The Flag Raisings &Flag Protocol Policy establishes a framework to govern requests for flag raisings received from the community, and to establish a consistent protocol for the fly , , ing of flags at all municipal buildingspropertiesand facilities. 2 PRINCIPLES 2.0� The following underlying principles inform this policy: (a) The Municipality of Chester recognizes that flags, as symbols of nations, territories, and community organizations, are important to residents of the Municipality. (b) The Municipality is committed to building upon, while maintaining, the rich heritage of protocol associated with the flying of flags. (c) As a matter of practice, the Municipality has flown flags at half-mast to mark periods of official mourning or commemorate solemn occasions important to the residents. (d) The Municipality understands the importance and symbology of special flag raisings to enhance public awareness for diversity and inclusion of marginalized groups, and to raise awareness of activities such as cultural events and commemorations that are important to members of our community. (e) The Municipality recognizes the need to provide a fair and consistent response, and fair and equitable opportunities for groups or organizations to fly their event flag from a Community flagpole. 3 POLICY 3.0 l Off�c�aL F[ag►s (a) The Municipality will fly three official flags permanently, each on their own flagpole in front of the Municipal Administration Building: the Federal Flag, the Provincial Flag, and the Official Municipal Flag. (b) Notwithstanding the above policy, on the occasion of a visiting dignitary Council may approve the flag of a Nation (foreign governments or United Nations), or another appropriate flag be flown for the duration of the visit to the Municipality. Upon approval by Council the dignitary's flag be shall flown below one of the flags in front of the Administration Building. (c) Official flags shall be flown in a manner consistent with flag etiquette of the Notice of Intention to Adopt —Council —July 23, LULU (LULU-318) First Notice —Council —July 30, LULU (LULU-335} Second Notice — Council — August 61 LULU (LULU-346) Effective Date: August 6, 2020 Page � 2 Policv P-103 - Fla Raisin & Protocol Poll co ntin u ed Federal Departri ent of Canadian Pleritage. 3.OZ Half-Masting► of OFFLULdL Flags (a) The CAO, or their designee, may approve official flags to be flown at half mast to mark the passing of the following individuals: Across Car�ada.� Sovereign, or a member of the Royal Family related in the first degree to the Sovereign (spouse, son or daughter, father, mother, brother, or sister). The Governor-General or a former Governor General of Canada (iii) Prime Minister of Canada or former Prime Minister Within the Provence of Nova Scotia: (iv) The current Lieutenant Governor (v) The current or a former Premier V1/cth�r� the Mur��c�palcty of the Dcstrcct of Chester. (vi) The current or a former Warden. (vii) A current or former Councillor of the Municipality. (viii)A current Municipal employee. (ix) A person in or from the Municipality of Chester who is lost in active service while providing "protective services including RCMP, Military Personnel and Firef ig hters. (x) On November 11, Remembrance Day. (b) Other individuals and events (i.e. national or provincial tragedies, national days of mourning) may be recognized by lowering the flag at the direction of Council or the CAO in consultation with the Warden. Generally, such decisions are guided by the practice of the Province of Nova Scotia. (c) Upon approval of the half-masting of the flag, the CAO or designee, will advise the Warden, Council and Municipal staff, of the name of the individual, the individual's qualification for recognition under this policy and the date of the funeral or memorial service for the individual. (d) When approved under Section 3.02 (a) or (b), official flags flown on municipal properties will be flown at half mast for a period beginning when the Municipality is notified of the individual's death until sunset on the day of funeral. In the case where no funeral is held, or if there is to be a memorial service, the half-masting should take place from the time of notification of death until sunset the following day and from sunrise to sunset on the day of the memorial service. 3.03 Specia[ Purpose Flags (a) The community flagpole at the office of the Municipality is designated the special purpose flagpole for community organizations that request their flag be flown for Notice of Intention to Adopt —Council —July 23, 2020 (2020-318) First Notice —Council —July 30, 2020 (2020-335) Second Notice —Council — August 6, 2020 (2020-346) Effective Date& August 6, 2020 Page � 3 Policy P-103 -Fla Raisin & Protocol PollC continued a certain period. (b) All applications must be reviewed by Council for approval. (c) A special purpose flag shall be flown for a period of up to two weeks, or for the duration of the associated event, whichever is less. No organization will be granted approval to fly a special purpose flag for more than 2 weeks per year to allow fair and equitable opportunities for community organizations and causes to be represented. (d) The Community Flagpoles may be used to fly flags: (i) in honour national or independence days important to the residents of Municipality (ii) in support of fund-raising drives important to the residents of the Municipality. (iii) to celebrate multi -cultural, social, and civic events important to the residents Municipality (iv) to help increase public awareness of the programs, activities, or objectives of community organizations. (e) The Community Flagpoles will not be used to fly flags: (i) of political parties or political organizations. of religious groups or the celebration of religious event. (iii) that promote or symbolize social or racial intolerance, violence, or hatred. (iv) if the intent is to defame the integrity of Council. (v) representing or advertising commercial operations or organizations. (vi) in support of fund-raising drives that are political or religious in nature. (vii) in support of groups, organizations, or events that promote beliefs contrary to any other Municipal policy. (fl Council may deny requests if the event or organization has no direct relationship of the Municipality. (g) The public will be advised of the significance of the community organization's flag being flown through social media or other communication efforts on the part of the Municipality in collaboration with the community organization. (h) When there is no community organization flag on the community flagpole, a branded municipal flag will be flown. 3.04 Municipal Flag (a) Council may consider requests to fly a Municipal flag by residents of the Municipality or organizations. (b) Council will not approve requests for other uses of a Municipal Flag whose group or organization's undertakings or philosophies are contrary to the Municipality's policies or by-laws, espouse racism, violence, or hatred. (c) The Municipal flag shall not be flown at events or by groups who advocate or Notice of Intention to Adopt —Council —July 23, 2020 (2020-318) First Notice —Council —July 30, 2020 (2020-335) Second Notice —Council — August 61 2020 {2020-346) Effective Date: August 6, 2020 Page � 4 Policv P-103 - Flaq Raisinq & Protocol Polio (continued 5 support social or racial intolerance, the overthrow of any government or civil disobedience. (d) Persons flying a Municipal flag shall ensure that the propriety rights for the Municipality are protected. The Municipality reserves the right to reclaim any Municipal flag. (e) Designated public buildings (Provincial and Federal Governments, Royal Canadian Legions, Fire Departments, Community Halls, Schools, and Libraries) may fly the Municipal flag and would be available free of charge to fly on Federal, and Provincial Government buildings and at cost to other public buildings. (fl Upon approval of council, individuals or organizations may purchase a Municipal flag at cost plus an administrative fee established in the Fee Policy but cannot be purchased for resale. (g) The Municipal flag may be loaned on a temporary basis for a major community function upon the approval of Municipal Council or designated staff. A signing out process shall be in place. PROCEDURES (a) Applications to fly a special purpose flag are to be submitted a minimum of one month prior to the date the group anticipates having the flag flown. A calendar will be maintained by Municipal Clerk, or designee, to confirm availability. (b) Consideration will be given to the order in which requests are received. (c) All requests to fly a special purpose flag must be received in writing and state: (i) The significance of the flag. (ii) The requested duration to fly the flag. (iii) A contact person to coordinate logistics (name, organization, phone nu email). (d) Flag flying requests are approved on a first -come, first -serve basis. m ber , (e) Provided that the flag and all necessary ropes and attachments have been provided by the requesting organization, Municipal staff will raise and lower the flag in accordance with the terms of the permission granted. DEFINITIONS 5.0i "CAO" means the Chief Administrative Officer of the Municipality of the District of Chester. 5.02 "Community Flagpole" means any flagpole on Municipal property designated for Community Flag Raisings. 5.03 "Council" means the elected officials that make up the Council of the Municipality of the District of Chester. 5.04 "Branded Municipal Flag" means the flag of the Municipality of the District of Chester Notice of Intention to Adopt —Council —July 23, 2020 (2020-318) First Notice —Council —July 30, 2020 (2020-335) Second Notice —Council —August b, 2020 (2020-346} Effective Date: August 6, 2020 Page � 5 Policy P-103 - Flaq Raisinq & Protocol Policy continued that displays the Municipality's branded logo. 5.05 "Federal Flag" means the Canadian flag. 5.06 "Municipality" means the Municipality of the District of Chester. 5.07 "Official flags" means the Federal, Provincial or Official Municipal flag. 5.08 "Official Municipal Flag" means the flag of the Municipality of the District of Chester that displays the Municipal Crest. 5.09 "Provincial Flag" means the Nova Scotia flag. Notice of Intention to Adopt -Council -July 23, 2020 (2020-318) First Notice -Council -July 30, 2020 (2020-335) Second Notice -Council -August 6, 2020 (2020-346) Effective Date: August 6, 2020 Page � 6 Polic F la Raisin & Protocol Po lic continued Annotation for Official Policy Book Following repeal of Policy P-57 Flag Policy, a new Reason for Adoption and u to date Fla P Raisin and Protocol Policy g g was adopted. Notice of Intention to Adopt Council July 23, 2020 Date of First Notice at Council J u Ly 30, 2020 Date of Second Notice at Council August 6, 2020 Effective Date August 6, 2020 I certify that this Policy was adopted by Council as indicated above. 1 August 11, 2020 Pamela M. Wra, M _ icipal Clerk Date Notice of Intention to Adopt —Council —July 23, 2020 (2020-318) First Notice —Council —July 30, 2020 (2020-335) Second Notice — Council — August 6, 2020 (2020-346} Effective Date: August 6, 2020 Page � 7