City of Kenora Committee of the Whole Agenda Tuesday, September 6, 2016 9:00 a.m. City Hall Council Chambers A. Public Information Notices As required under Notice By-law #144-2007, the public is advised of Council’s intention to adopt the following at its September 13, 2016 meeting:- N/A B. Declaration of Pecuniary Interest & the General Nature Thereof 1) On Today’s Agenda 2) From a Meeting at which a Member was not in Attendance. C. Confirmation of Previous Committee Minutes Motion: That the Minutes from the last regular Committee of the Whole Meeting held August 9, 2016 and be confirmed as written and filed. D. Deputations/Presentations Rick Strain – Kenora Pickleball Club Debra LeMaistre – Kenora Rotary Club E. Reports: 1. Corporate Services & Strategic Initiatives Item Subject Pages 3-20 1.1 Flag Protocol Policy 1.2 Healthy Meeting and Events Policy 1.3 July 2016 Financial Statements 1.4 Truth and Reconciliation Report and Calls to Action 2. Fire & Emergency Services Item Subject 2.1 No Reports 3. Operations & Infrastructure Item Subject 3.1 No Reports 4. Community & Development Services Item Subject Pages 21-28 4.1 Anicinabe Park Stage NOHFC Application 4.2 Community Capital Program Project Application 4.3 Free Venue Rental Policy 4.4 Rotary Splash Park – Memorandum of Understanding Other: Proclamations Childhood Cancer Awareness Month – September World Mental Health Day – October 10th Next Meeting Tuesday, October 4, 2016 Motion - Adjourn to Closed Meeting: That this meeting be now declared closed at _____________ a.m.; and further That pursuant to Section 239 of the Municipal Act, 2001, as amended, authorization is hereby given for Committee to move into a Closed Session to discuss items pertaining to the following:- i) Solicitor Client Privilege (1 item) ii) Education & Training (1 item) Adjournment September 6, 2016 Committee of the Whole Meeting Agenda 2 August 28, 2016 City Council Committee Report To: Mayor and Council Fr: Heather Kasprick, City Clerk Re: Flag Protocol Policy Recommendation: That Council approves a new Flag Protocol Policy #CC 6-4 to recognize flag raising ceremonies and half-mast protocols for City owned facilities; and further That Council gives three readings to a by-law to amend the City Comprehensive Policy Manual for this purpose. Background: The purpose of this policy is to ensure that all flags at City Hall and other City operated municipal facilities are flown and displayed in a consistent manner and to provide direction to Administration on displaying flags on flag poles on City property. This policy will further establish a framework to govern requests for flag raisings received from the community. The City received a request from a citizen on the protocols for decisions on when the flags at City Hall will be lowered to half-mast. I contacted Mark Belanger, who is a State Ceremonial & Protocol Officer at Canadian Heritage in Ottawa on policy protocol and provided direction on policy for consideration by Council. Mr. Belanger was very clear that each Council of a municipality has the sole discretion to lower their flags for reasons deemed necessary by the municipality. While a policy outlines the standard practices for flags at half-mast and community flag raising ceremonies, the policy also allows for the Mayor (or Deputy Mayor in his absence) to make exceptions to the policy. When reviewing other policies from other municipalities, many larger municipalities identify automatic annual dates where their flags are lowered/raised at sunrise and sunset. These days include: April 28 – National Day of Mourning for Persons Killed or Injured in the Workplace (Worker’s Mourning Day); August 9 – Peacekeepers Day; Second Sunday in September – Canadian Fallen Firefighters Annual Memorial; Last Sunday in September – National Police and Peace Officers Memorial Day; November 11 – Remembrance Day; December 6 – National Day of Remembrance and Action on Violence Against Women. These may be considered by Council to be added to the policy, however, our Roads Staff would not be requested to lower/raise the flags at sunrise and sunset or on weekends as it would result in overtime costs in the department for this purpose. Further, while reviewing other municipal policies, I did not find any other municipalities that lower their flags for the passing of former City employees, but again, this is the sole discretion of Council on this policy. It has been excluded from the draft policy, but may be added should Council deem it their direction. The rules for flying the National Flag of Canada are established by the Government of Canada, including acceptable ways for the National flag to be displayed, including half- masting protocols, disposal of flags, folding the flag and these protocols may be found at: www.canada.pch.gc.ca. While this policy does not get into details of the display of flags, this may also be added to the Policy under the direction of Council, which would be directly copied from the GC website. Budget: None Communication Plan/Notice By-law Requirements: Bylaw required for Policy addition Strategic Plan or other Guiding Document: Flag Protocol Policy SECTION DATE Approved by PAGE OF By-law Number: City Council September 13, 1 5 2016 -2016 SUBSECTION Supersedes By-law Number: POLICY NO. CC 6-4 Purpose The purpose of this policy is to ensure that all flags at City Hall and other City operated municipal facilities are flown and displayed in a consistent manner and to provide direction to Administration on displaying flags on flag poles on City property. This policy will further establish a framework to govern requests for flag raisings received from the community. Policy The City of Kenora recognizes the symbolic importance of flags to groups of people, communities and nations, in bestowing honour and respect, or expressing a collective sense of grief and respect through lowering flags to half-mast. While the Council reserves the right to determine which flags will be displayed on City property, Council will strive to accommodate and provide opportunities for community groups to display their flags. As a matter of practice, the City of Kenora has used special flag raisings to enhance public awareness of activities such as national/independence days, multicultural events, fundraising drives, and historical commemorations important to residents. The City of Kenora has also flown flags at half-mast to mark periods of official mourning or commemorate solemn occasions important to the residents. Definitions “Clerk” means the City Clerk appointed by Council of the City of Kenora, or in the absence of the Clerk, the Deputy Clerk appointed by Council of the City of Kenora. Flag Protocol Policy Policy Page Of Number CC 6-4 2 5 “Flying a Flag at Half-mast” means the action of flying all flags, forming a single display of flags, at a position that is equal distance from the top and bottom of a flagpole, to mark periods of mourning or to commemorate solemn occasions. “City Flag” means the flag adopted by Council of the City of Kenora as a symbol of the municipality. “National Flag of Canada” means the flag approved by the Parliament of Canada as a national symbol of Canada. “Provincial Flag of Ontario” means the flag approved by the Legislative Assembly of Ontario as a provincial symbol of Ontario. Flags to be Flown It shall be the policy of the City of Kenora that no flag, other than the National Flag of Canada, Provincial Flag of Ontario or City flag, will be flown from a municipal- owned flagpole. In addition to these three official flags, recognition will be given to community flag raising flags so far as it meets the community flag raising criteria. Community Flag Raising Criteria The criteria for approving or denying a request to have a community flag displayed will be: i. In honour of national or independence days important to the residents of Kenora ii. In support of fund-raising drives important to the residents of Kenora iii. To celebrate multi-cultural and civic events important to the residents of Kenora Community flag raisings will not be approved to fly flags for: i. Political parties ii. Religious groups iii. In support of fund-raising drives that are political or religious in nature Flag Protocol Policy Policy Page Of Number CC 6-4 3 5 iv. In support of groups, organizations, or events that promote beliefs contrary to any other City policy The City Clerk will be responsible for providing advice, as necessary, on the applicability of any of the above criteria to any application received for a community flag raising. Application for a Community Flag Raising All requests for use of the City Hall flagpole will be made in writing to the Clerk. Applications are to be submitted at least three (3) weeks prior to the day requested for the raising of the flag. The Clerk will review all applications to determine consistency with this policy and will advise the group of the status of their request. General Rules for the Flag Raising Ceremony The general rules for the use of the City Hall flagpole and community flag raising ceremony are as follows: i. Approvals and use of the City Hall flagpole will be granted on a first come- first served basis ii. Flags will be flown for a maximum of one (1) month iii. Maximum number of community flags to be flown at any one time will be two (2) iv. The Canadian flag and Ontario flag must be flown at all times. In the event that two community flags are deemed appropriate for the same time period, the City of Kenora flag will be removed to accommodate both community flags. v.