HomeMy Public PortalAboutFlag Raising & Protocol Policy_P-103_Amended_Effective November 24, 2022Municipality of the District of Chester
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Policy
Policy P-103
Effective Date: November 24, 2022
Policy P-103 - Flag Raising & Protocol Policy (continued)
MUNICIPALITY OF THE DISTRICT OF CHESTER
POLICY P-103 FLAG RAISINGS & PROTOCOL POLICY
1 PURPOSE
1.01 The Flag Raisings & Flag Protocol Policy establishes a framework to govern requests
for flag railings received from the community, and to establish a consistent protocol
for the flying of flags at all municipal buildings, properties, and facilities.
2 PRINCIPLES
2.01 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
3.01 Official Flags
(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 — Committee of the Whole — September 9, 2022 (2022-370)
First Notice — Council — September 29, 2022 (2022-383)
Second Notice — Council— November 24, 2022 (2022-491)
Effective Date: November 24, 2022 Page 12
Policy P-103 - Flag Raising & Protocol Policy (continued)
Federal Department of Canadian Heritage.
3.02 Half-Masting of Official 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 Canada.•
(i) The 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).
(ii) The Governor-General or a former Governor General of Canada
(iii) Prime Minister of Canada or former Prime Minister
Within the Province of Nova Scotia:
(iv) The current Lieutenant Governor
(v) The current or a former Premier
Within the Municipality of the District 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
Firefighters.
(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 Special 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 - Committee of the Whole - September 9, 2022 (2022-370)
First Notice - Council - September 29, 2022 (2022-383)
Second Notice - Council - November 24, 2022 (2022-491)
Effective Date: November 24, 2022 Page 13
Policy P-103 - Flag Raising & Protocol Policy (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 except by resolution of Council. If an observance is recurring,
requests can be made to fly a flag on a specific date(s) annually without
submitting a request every year.
(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.
(id) 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.
(ii) 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.
(f) 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.
(i) In the absence of a representing community organization, and when appropriate, the
Equity, Diversity, and Inclusion Advisory Committee may submit a flag flying request
for Council's review.
0) The Municipality will fly a list of pre -approved flags, without a written request. These
Notice of Intention to Adopt — Committee of the Whole — September 9, 2022 (2022-370)
First Notice — Council — September 29, 2022 (2022-383)
Second Notice — Council— November 24, 2022 (2022-491)
Effective Date: November 24, 2022
Page 14
Policy P-103 - Flag Raising & Protocol Policy (continued)
flags are:
(i) Pan-African flag — first two weeks of February (African Heritage Month)
(ii) Trans flag — March 31 (Transgender Day of Visibility) and November 20
(International Transgender day of Remembrance)
(di) South Shore Autism flag — first week of April (Autism Acceptance Month)
(iv) Pride flag — first two weeks of June (Pride Month)
(v) All Children Matter flag - September 30 (National Day for Truth &
Reconciliation/Orange Shirt Day)
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
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.
(f) 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.
4 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
Notice of Intention to Adopt — Committee of the Whole — September 9, 2022 (2022-370)
First Notice — Council — September 29, 2022 (2022-383)
Second Notice — Council — November 24, 2022 (2022-491)
Effective Date: November 24, 2022 Page 15
Policy P-103 - Flag Raising & Protocol Policy (continued)
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 number,
email).
(d) Flag flying requests are approved on a first -come, first -serve basis.
(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.
5 DEFINITIONS
5.01 "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
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 — Committee of the Whole — September 9, 2022 (2022-370)
First Notice — Council — September 29, 2022 (2022-383)
Second Notice — Council— November 24, 2022 (2022-491)
Effective Date: November 24, 2022 Page 16
Policy P-103 - Flag Raising & Protocol Policy (continued)
ADOPTION/AMENDMENT INFORMATION
Date Reason for Adoption/Amendment
2022/11/24 Amendments:
• Addition to 3.03 c
• New paragraphs i and j in section 3.03
Annotation for Official Policy Book
Reason for Adoption
Amendments:
• Addition to 3.03 c
• New paragraphs i and j in section 3.03
Notice of Intention to Adopt
Committee of the Whole — September 15, 2022
(2022-370)
Date of First Notice at Council
Council - September 29, 2022 (2022-383)
Date of Second Notice at Council
Council— November 24, 2022 (2022-491)
Effective Date
November 24, 2022
I certify -that this Policy was amended by Council as indicated above.
November 29, 2022
Pamela NVIVIyra,unicipal Clerk Date
ya.
Notice of Intention to Adopt — Committee of the Whole — September 9, 2022 (2022-370)
First Notice — Council — September 29, 2022 (2022-383)
Second Notice — Council— November 24, 2022 (2022-491)
Effective Date: November 24, 2022 Page 17