Sa ,~A COUNCIL REPORT ABBOTSFORD Report No. COR 055-2015 Executive Committee July 3, 2015 File No: 0340-20 To: Mayor and Council From: Bill Flitton, Director, Legislative Services and George Murray, City Manager Subject: Draft Council Policy No. 100-3-02 (Flag Protocol) RECOMMENDATION THAT Council Policy No. 100-3-02 (Flag Protocol), referenced as Attachment "A" to Report No. COR 055-2015, be approved . SUMMARY OF THE ISSUE Council at its meeting of June 15, 2015 directed staff to prepare a Council Policy regarding the flying of Flags by the City. Referenced as Attachment "A" is a draft policy for Council's consideration. BACKGROUND The City of Abbotsford has a City Manager approved Procedure that addresses the various protocols involving "Flags" dating back to 1999. During the ensuing years, the Procedure was replaced by an informal protocol which provided a general guideline on the matter. One portion of the protocol was the concept that "City sponsored" Flags would be flown. The City has flown numerous different flags upon request, without adherence to the Procedure or protocol. Upon approval of a new Flag Protocol Policy, the City Manager will rescind the previous Procedure. DISCUSSION In 1996, City Council adopted a Policy (200-1-04) which eliminated the issuing of proclamations by City Council. The issuing of proclamations by City Council had become an administrative burden and it was seen to add minimal value to the operation of the City. The flying of Flags of organizations and groups is somewhat analogous to the issue of proclamations, and as such staff has prepared a policy that only specific flags may be flown on City Flag poles under the control of the City. The Federal Government has a clearly articulated protocol which addresses the majority of matters regarding various aspects of flying governmental flags. Staff has included these requirements within the draft policy. It is staff's recommendation that for the flying of Flags, that Council adopt the following definitive criteria. Report No. COR 055-2015 Page 2 of 2 (a) following flags on the poles at the City Hall Entry Plaza. (i) The flag of the United Nations; (ii) The flag of a country recognized by the Canadian Department of Foreign Affairs, Trade and Development, when an official representative is visiting the City; (iii) A flag of an official Sister City of the City of Abbotsford; or (iv) Any flag which is required to be flown by contractual obligation. (b) When a flag of a visiting dignitary is flown it will be from the pole used to fly the City of Abbotsford flag only. FINANCIAL PLAN IMPLICATION None iewed and approved by the: Chief Financial Officer IMPACTS ON COUNCIL POLICIES, STRATEGIC PLAN AND/OR COUNCIL DIRECTION The draft Policy provides the City with clear direction on the various protocols of flying Flags, as well as "which" Flags will be flown on City owned Flag Poles. SUBSTANTIATION OF RECOMMENDATION A clear policy addressing the various aspects of flying Flags by the City will provide greater clarity in the future and thereby reduce any future controversy. p-e/ Prepared by: B. Flitton Title: Director, Legislative Services/City Clerk Attachment "A": DRAFT Council Policy 100-3-02 (Flag Protocol) ATTACHMENT "A" ABBOTSFORD POLICY MANUAL No. 100-3-02 I Page 1 of 4 CHAPTER: CORPORATE ------------------------- - ----------···-- ---- -- -- --~--- SECTION: GENERAL GOVERNMENT SUBJECT: FLAG PROTOCOL APPROVED BY: COUNCIL EFFECTIVE DATE: REVISION DATE: PURPOSE: To ensure that all flags at City Hall and other City operated/owned facilities are flown and displayed in a consistent and appropriate manner. AUTHORITY: Community Charter; City Council. POLICY: 1. DISPLAYING OF FLAGS (a) Only the National Flag of Canada, the Provincial Flag of British Columbia, and the City of Abbotsford flag are raised on the three flagpoles at the facilities identified in Schedule "A", Flagpole Locations ("City Facilities"). (b) Flags, in general, will be displayed in accordance with the Government of Canada Flag Protocol, as amended from time to time. (c) Notwithstanding Section 1(a), the Mayor or City Manager may approve the raising of any of the following flags on the poles at the City Hall Entry Plaza. (i) The flag of the United Nations; (ii) The flag of a country recognized by the Canadian Department of Foreign Affairs, Trade and Development, when an official representative is visiting the City; (iii) A flag of an official Sister City of the City of Abbotsford; or (iv) Any flag which is required to be flown by contractual obligation. (d) When a flag of a visiting dignitary is flown it will be from the pole used to fly the City of Abbotsford flag only. 2. CUSTOMARY FLAG CONFIGURATION The National Flag of Canada will be flown on the center flagpole. To an observer facing the main entrance, the Provincial Flag of British Columbia will fly to the left of the National Flag of Canada and the City of Abbotsford flag will be flown to the right. Final Draft- July 7, 2015 ABBOTSFORD POLICY MANUAL No. 1 00-3-02 Page 2 of 4 I 3. HALF-MASTING OF FLAGS (a) Flags are flown at half-mast as a sign of mourning. Flags to be flown at half-mast include all flags at City Facilities that are capable of half-masting. (b) Half-masting may occur simultaneously at all City Facilities or at just one specific civic location, at the discretion of the Mayor. (c) Property owned by the City of Abbotsford but operated by a third party is excluded from this Policy. (d) The official period of mourning is defined as "the day of passing until sunset on the day of the funeral or celebration of life". (e) Flags will be flown at half-mast at all City Facilities to mark periods of official mourning upon the death of: I. the Sovereign; II. an immediate relative of the Sovereign; Ill. the Governor General of Canada; IV. the Prime Minister of Canada; V. the Lieutenant-Governor of BC; VI. the Premier of BC; VII. a local Member of the Legislative Assembly; VIII. a local Member of Parliament; IX. the Mayor, or former Mayor, of the City of Abbotsford; X. a Councillor, or former Councillor, of the City of Abbotsford; or XI. an in the line of duty death of a City of Abbotsford employee. (f) Flags will be flown at half-mast on an annual basis to commemorate the following occasions: Date Occasion Duration April28 National Day of Mourning for Persons Killed or Sunrise to Sunset Injured in the Workplace November 11 Remembrance Day Sunrise to Sunset (g) The Director, Legislative Services/City Clerk is responsible for coordinating the lowering of flags at City Facilities. 4. SPECIAL EVENTS In exceptional circumstances, and on the advice of the City Manager, the Mayor·may approve the half-masting of flags not provided for in this Policy. Final Draft- July 7, 2015 ABBOTSFORD POLICY MANUAL No. 100-3-02 Page 3 of 4 I 5. FINANCIAL IMPLICATIONS Flags will be maintained in good condition and replaced when showing signs of wear, tear or discolouration. An annual budget is established to cover the costs of maintaining and replacing flags at City Facilities. 6. REMOVAL OF FLAGS Flags removed from service will be disposed of in a dignified manner and immediately replaced. 7. REFERENCE Canadian Heritage, Government of Canada Final Draft- July 7, 2015 POLICY MANUAL ABBOTSFORD No. 100-3-02 Page 4 of 4 REVISED SCHEDULE “A” FLAGPOLE LOCATIONS 1. City Hall – Entry Plaza 2. Abbotsford Police Department Headquarters 3. Abbotsford Fire & Rescue Services – Hall #1 4. Abbotsford International Airport - Terminal Building 5. Five Corners Intersection – Island Garden @ South Fraser Way, McCallum Road and Essendene Avenue 6. Exhibition Park – Rotary Stadium Final Draft – July 13, 2015.