HomeMy WebLinkAboutHUR130-024 National Day of MourningCLQ v2
PICKERING
City Procedure
Procedure Title: National Day of Mourning
Procedure Number
H U R 130-024
Reference
Date Originated (mIdly)
January 1, 2013
Date Revised (m/d/y)
November 6, 2013
Pages
21
Approval: Chief Admi •' trative Officer
Point of Contact
Coordinator, Health & Safety
Procedure Objective
To ensure a consistent approach for the coordination of the National Day of Mourning
ceremony, in accordance with the City of Pickering Protocol Guidelines (create link).
Index
01 Definitions
02 Procedures
01 Definitions
01.01 National Day of Mourning — A day which commemorates workers who have
been impacted by a workplace fatality, injury or illness observed in Canada
yearly on April 28. If this date falls on a weekend it will be observed the Friday
preceding the date.
02 Procedures
02.01 Coordinator, Health & Safety
In February:
a) initiate a meeting with the Day of Mourning Committee members to review
their responsibilities. The members include:
• Executive Assistant (EA), Mayor
• Administrative Assistant, Office of the Chief Administrative Officer (CAO)
• Administrative Assistant, Human Resources
• Administrative Assistant, Culture & Recreation
• Supervisor, Facilities Operations;
b) draft invitation letters for CAO's signature (Appendix 1A).
Separate invitations to be drafted for:
• MP's and MPP's (Appendix 1B)
• Mayor & Members of Council (Appendix 1 C)
• President of Pickering Professional Firefighters' Association (PPFA);
President of Canadian Union of Public Employees, Local 129; and
President of Canadian Union of Public Employees (CUPE), Local 3506;
c) Send meeting request to Directors, Division Heads, CEO Pickering Public
Library (PPL) and Chair, Joint Health & Safety Committee requesting their
attendance at the event;
d) draft agenda (Appendix 2) and speaking notes (Appendix 3) for Mayor and
CAO. Forward drafts to Division Head, Human Resources for approval;
e) send approved drafts to EA, Mayor's Office and Administrative Assistant,
Office of the CAO for review;
f) finalize the speaking notes upon receipt from the EA, Mayor's Office and
Administrative Assistant, Office of the CAO;
g) submit proclamation request using application form on City website
(Appendix 4);
In March:
h) confirm attendance from Fire Services, Fire Prevention, Operations Centre
staff. (Note: also confirm fire trucks will be on site);
i) confirm in-house photographer
In April:
j) contact the Coordinator, Public Affairs to request prepare and distribute a
media release (Appendix 5);
k) contact the Website Coordinator to add event on website calendar, social
media sites and City App;
One week prior to event:
I) finalize the program outline and distribute to:
• Mayor & Members of Council
• CAO
• CEO, PPL
Procedure Title: National Day of Mourning Page 2 of 5
Procedure Number: HUR 130-024
• President of Pickering Professional Firefighters' Association (PPFA);
President of Canadian Union of Public Employees, Local 129; and
President of Canadian Union of Public Employees (CUPE), Local 3506
• Chairs, Joint Health & Safety;
m) Administrative Assistant, HR to post Service Disruption Notice
(Appendix11);
Day of the event:
n) complete a site check with Coordinator, Facilities Operations, ensuring that
the sound, podium and flags are in place and that the circular driveway has
been closed;
o) place copies of all speaking notes (single -sided) at the podium;
p) ensure attendees are assembled at the front of the Civic Complex at 11:30
am;
q) provide WSIB ribbons to Committee Members to distribute to all who attend.
02.02 EA, Mayor and Administrative Assistant, CAO
Two months prior to event:
a) the EA, Mayor and Administrative Assistant, CAO's office review the
speaking notes and send changes to the Coordinator, Health & Safety to be
finalized;
Two weeks prior to event:
b) coordinate desk alert notification with Customer Care Centre to be
forwarded to all employees advising of the event and encouraging their
attendance (Appendix 6)
Day of event:
c) re -send desk alert notification as a reminder.
02.03 Administrative Assistant, Human Resources
Two months prior to event:
a) complete and issue invitation letters to those listed in 02.01 (b);
One month prior to event:
b) confirm attendance of MPs, MPPs, Mayor and Members of Council, CAO,
CEO, PPL, Directors, Division Head, Chairs affiliated unions and members
of Joint Health & Safety Committees;
Procedure Title: National Day of Mourning Page 3 of 5
Procedure Number: HUR 130-024
Two weeks prior to event:
c) send WSIB posters to be placed on the JH&SC bulletin boards in all
facilities;
One week prior to event:
d) prepare counter signs utilizing the City template on the intranet and place
the signs on all front counters in the Civic Complex (Appendix 7);
e) finalize RSVP list.
02.04 Administrative Assistant, Culture & Recreation
One month prior to event:
a) submit work orders to Facilities (see Appendix 8A & 8B)
b) submit a graphic request (see Appendix 9) for 3 lobby banners to be located
at the Pickering City Hall, Recreation Complex and the Central Library
lobbies;
One week prior to event:
c) arrange for promotion of the event on the LED Board (see Appendix 10) at
the Recreation Complex and post event on City of Pickering employee
bulletin boards;
d) ensure lobby banners are put in place.
02.05 Supervisor, Facilities
One day prior to event:
a) ensure work orders are completed (Appendix 8A & 8B);
Day of event:
b) complete a site check with Coordinator, Health & Safety, ensuring that the
sound, podium, flags are in place and that the circular driveway has been
closed.
Procedure Title: National Day of Mourning Page 4 of 5
Procedure Number: HUR 130-024
Appendices
The following documents have been developed to support the various processes outlined in
this Procedure:
Appendix 1 (A, B & C) Invitation Memo & Letters
Appendix 2 Agenda
Appendix 3 Speaking Notes
Appendix 4 Proclamation
Appendix 5 Media Release
Appendix 6 Notification from CAO
Appendix 7 Counter Sign
Appendix 8 Work Orders A & B
Appendix 9 Graphic Request
Appendix 10 LED Sign Request
Appendix 11 Notice of Disruption
Procedure Title: National Day of Mourning Page 5 of 5
Procedure Number: HUR 130-024
lots am of
Appendix 1A
Memo
To: Mayor Ryan and
Members of Council
From: Tony Prevedel
Chief Administrative Officer
Copy: Directors
Division Head, Human .Resources
CEO, Pickering Public Library
Coordinator Health & Safety
Subject: National Day of Mourning Ceremony
- Date of Event
- Pickering Civic Complex 11:30 am
- File: A-4700-001
[click and insert date]
On insert date of event, the City will host its annual ceremony honouring the millions of
Ontarians impacted by a workplace fatality, injury or illness. It is a day to remember those
whose lives were changed forever. Accordingly, our flags will be lowered, in honour and
remembrance of those killed or injured in the workplace.
This day provides us with the opportunity to renew our commitment to the prevention of
needless occupational injuries, illness and fatalities and to promote worker well-being.
We would like to invite you to attend the National Day of Mourning Ceremony. Please
RSVP Lynda Goldmintz, Human Resources Assistant, at lgoldmintz@pickering.ca or
905.420.4660 ext. 2146.
TP:mld
Page 6 of 21
Appendix 1B
Insert Date
Insert Name of MP or MPP
Address
Subject: National Day of Mourning Ceremony
- Date of Event
- Pickering Civic Complex 11:30 am
- File: A-4700-001
On insert date of event, the City will host its annual ceremony honouring the millions of
Ontarians impacted by a workplace fatality, injury or illness. It is a day to remember those
whose lives were changed forever. Accordingly, our flags will be lowered, in honour and
remembrance of those killed or injured in the workplace.
This day provides us with the opportunity to renew our commitment to the prevention of
needless occupational injuries, illness and fatalities and to promote worker well-being.
On behalf of the City of Pickering and Members of Council, we would like to invite you to
attend the National Day of Mourning Ceremony. Please RSVP Lynda Goldmintz, Human
Resources Assistant, at lgoldmintz@pickering.ca or 905.420.4660 ext. 2146.
Yours truly
Tony Prevedel, P. Eng.
Chief Administrative Officer
TP:mld
Copy: Mayor Ryan
Members of Council
Coordinator, Health & Safety
Page 7of21
Appendix 1C
Insert Date
Name of President
Name of Committee (JHSC, CUPE or PPFA)
Address
Subject: National Day of Mourning Ceremony
- Date of Event
- Pickering Civic Complex 11:30 am
- File: A-4700-001
On insert date of event, the City will host its annual ceremony honouring the millions of
Ontarians impacted by a workplace fatality, injury or illness. It is a day to remember those
whose lives were changed forever. Accordingly, our flags will be lowered, in honour and
remembrance of those killed or injured in the workplace.
This day provides us with the opportunity to renew our commitment to the prevention of
needless occupational injuries, illness and fatalities and to promote worker well-being.
On behalf of the City of Pickering and Members of Council, we would like to invite you to
attend the National Day of Mourning Ceremony. Please RSVP Lynda Goldmintz, Human
Resources Assistant,. at Igoldmintz@pickering.ca or 905.420.4660 ext. 2146.
Yours truly
Tony Prevedel, P. Eng.
Chief Administrative Officer
TP:mld
Copy: Mayor Ryan
Members of Council
Chief Executive Officer, Pickering Public Library
Coordinator, Health & Safety
Secretary name
Page 8 of 21
City O1
PICKERING
Appendix 2
Agenda
Day of Mourning
Date
Time
11:25-11:35 am
11:35-11:40 am
11:40-11:45 am
11:45-11:50 am
11:50 am
11:50-11:55 am
11:55 am
11:56 am
11:57 am
12:00 pm
Assembly at Civic Complex Traffic Circle
CAO -Call to order
Introduces Mayor
Mayor - speech
CAO — speech
PPFA President - speech
CAO — call for assembly at the Flags
Mayor, Members of Council, CAO, Union
Reps, JH&SC Co -Chairs assemble at
flag poles for lowering of the flags
CAO — call for a moment of silence
CAO — concludes ceremony "Thank you"
Photos
Adjourned
Page 9 of 21
Appendix 3
PICKERING
Da of Mournin. S • eakin. Notes
Day of Mourning
Date
Time
Pickering Civic Complex
Time
Speaker Name
From the Podium
Insert speaking notes
Time
Speaker Name
From the Podium
Insert speaking notes
Time
Speaker Name
From the Podium
Insert speaking notes
Time
Speaker Name
From the Podium
Insert speaking notes
Page 10 of 21
-64 -
PICKERING
Proclamation Request
Request a Proclamation
Appendix 4
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ham.
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Page 1 of 1
Requests must be submitted a minimum of three weeks prior to the event.
Proclamations cannot be issued for politically -based parties, organizations, or individuals, the promotion of business or
commercial enterprise, if the intent is contrary to corporate policies or municipal bylaws, if the intent is to defame the
integrity of the City, a Council Member, or staff person; or if the event or organization has no direct interest or
relationship to the City. Proclamations are issued at the discretion of the City of Pickering.
Proclamation Details
Name of Proclamation
Date(s)
Association name
Background information to be posted to City website•
V
Please upload any further background information or applicable documents
Select file to upload:
File size restricted to: KB
File type restricted to: No file type restrictions.
Browse... .
File Name:
File Description:
yUpload
Contact details
Files Uploaded:
Page 11 of 21
Name
Daytime telephone
Email
Salutation-
• O Mr.
O Mrs..
O Ms.
O Other, please specify
Mail
to-
-Please Select—
V
Mailing Address
Street
City
Province
Postal Code
If you have any special requests, please list them here
•
Personal information contained on this form is collected pursuant to Municipal Freedom of Information and Protection of
Privacy Act. This information is collected in conjunction with your request to issue a proclamation. Any questions about
this collection should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V 6K7, T. 905.420.4611.
If you require further assistance, please contact the Mayor's Office:
T. 905.420.4600
Toll Free. 1.877.420.4666
F. 905.420.6064
TTY. 905.420.1739
mayor@pickering.ca
The Corporation of the City of Pickering 905.683.7575
One The Esplanade, Pickering, Ontario, Canada L1V 6K7
pickering.ca
J
Page 12 of 21
Appendix 5
Pickering to Observe National Day of Mourning
Pickering, ON, date - In recognition of the National Day of Mourning, the City of Pickering
will be holding a ceremony at City Hall on Friday, date to honour Ontarians impacted by a
workplace fatality, injury or illness.
Who: City of Pickering
What: National Day of Mourning Ceremony
• Where: Pickering City Hall — One The Esplanade
When:
"While the City of Pickering is committed to protecting the occupational health and safety
of all its employees, it is important to mark this day in honour of those injured or killed at
the workplace," said Mayor Dave Ryan, "I also encourage all Pickering businesses and
their employees to observe the National Day of Mourning; and make a concerted effort to
eliminate all workplace fatalities, injuries and illnesses."
The ceremony is open to the public and will consist of a few guest speakers and the
. lowering of flags followed by a moment of silence. For more information on the event,
please contact Michelle Montgomery, Coordinator, Health & Safety at 905.420.4660 ext.
4645 or mmontgomery@pickering.ca
730=
As the gateway city to the east GTA, Pickering (population 94,000) is strategically located
where Toronto, York and Durham Regions meet. Pickering is an affluent community that
is steeped in history, natural beauty and small town charm with all the amenities and
services that a big city has to offer. The City of Pickering is considered a municipal
leader in fiscal management, service delivery, sustainability and the environment; and
offers a wealth of sports, leisure and recreation opportunities to its residents. Pickering
has been recognized by Profit magazine as one of the ten best cities in Canada for
growth companies and received the 2008 FCM-CH2M Hill Sustainable Community
Planning Award.
Media Contact:
Name Mark Guinto
Title Coordinator, Public Affairs, Office of the Mayor
Email address mguinto@pickering.ca
Phone number 905.420.4660 ext. 2013
TTY • 905.420.1739
Page 13 of 21
Appendix 6
To AU Employees
National Day of Mourning
Please join us on date, at 11:30 am in front of City Hall, for the City's annual ceremony,
honouring the millions of Ontarians impacted by a workplace fatality, injury or illness.
This day provides us with the opportunity to renew our commitment to the prevention of
needless occupational injuries, iciness and fatalities, and to promote worker well-being.
To ensure sufficient coverage, please coordinate your attendance with your immediate
supervisor.
Please post for those staff that do not have access to our email system.
Page 14 of 21
Appendix 7
NationalDayof Mourning
Date
Time am
Please join us at City Hall to honour the -
millions of Ontarians impacted by a
workplace fatality, injury or illness.
Car/ ail
P I1
4,041
health
safety
Serving Our Citizens
pickei-ing.ca
Page 15of21
Day of Mourning
Work Order A
Date: One day prior to event
1. Change Flags in the circle driveway & cenotaph
2. Initial clean of the circle driveway, sidewalks, benches
3. Test and Clean the Flag Chains
4. Gather the above supplies in the Complex Loading Dock
5. Setup and Test Sound System
6. Pressure wash the Sidewalk and Circle Driveway
7. Review the events and work items required
Appendix 8A
Page 16 of 21
Day of Mourning
Work Order B
Date: Day of the event
Event Supplies
Appendix 8B
OaDib
Location
Designate
3 New Flags for City Hall Driveway
2 New Flags for City Hall Cenotaph
1 Podium with City Logo
2 Microphones
2 Microphones Cables
1 Microphone Stand
2 Portable Speakers
Cables to Operate Speakers
1 Podium with City Logo
4 Large Clean Carpets
1 Roll of Duct Tape
2 Towels
4 Barricades
• 6:00 am Finish cleaning circle driveway and sidewalks
• 8:00 am Shutoff Bells
• 9:00 am Barricades in front of driveway
• 9:00 am Setup podium, speakers and microphone
• 9:00 am Secure all wiring with mats or duct tape
• 9:00 am Open the Flag Chain & dry them off
• 9:00 am Sound and Safety Check
• 10:45 am Stay on Site for support
• 11:30 am Event Starts
Other Items:
• the flags at the City Hall cenotaph have to be lowered. Ladder required
• lower the flags at Claremont, the Museum and Operations Centre.
After the event, return all items to their original locations
Morning after the event, all flags to be raised upon arrival at 6:00 am
• if possible arrange to have all of the flags raised at City Hall at dusk
Page 17 of 21
Cuif o
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Appendix 9
Graphic Design Support Request Form
First Name
Date Submitted
Department
Last Name
Please summarize your request
Date Required
Telephone Ext.
Please include as an attachment a copy of approval final text, logos and all applicable images to this
graphic request. Requests should be submitted by email. If soft copies of supporting files are unavailable,
a hard copy of this request should be submitted with files attached. All photos must be accompanied by a
Model/Photo Release form located on the Intranet.
❑ Text by Email ❑ Logos
❑ Photos ❑ Artwork
Please fill in the following finishing details with your preferences
Size
Style
Other Details
❑ 81/2x11 ❑81/2x14 ❑11x17 ❑Larger
❑ Black & White ❑ 2 Colour ❑ 4 Colour
❑ Poster -1 Sided ❑ Flyer 2 -Up El Brochure 2 -Fold
❑ Poster -2 Sided ❑ Flyer 3 -Up ❑ Brochure 3 -Fold
❑ Invitation . ❑ Certificate ❑ Banner
❑ Multi -Page Brochure ❑ Other
CR 0303-07/31 Rev. 13/06/26
Page 18 of 21
Chi 44
Graphic Design Support Request Form
Text Approval - Corporate Communications Team Rep Date
Approval to Proceed with Graphics Design Date
Supervisor, Marketing, Research & Communications
Final Approval to Print Date
Corporate Communications Team Rep
The requisitioner is responsible for coordinating printing, internal and external. For external print jobs, the
contracted company must adhere to sustainable printing practices.
Alternate formats available upon request at 905.683.7575.
CR 0303-07/31 Rev. 13/06/26
Page 19 of 21
Appendix 10
Community Information Sign
Message Request Form
Culture & Recreation Department
Please print your event or notice on the spaces provided below. The total message should not exceed 3
message blocks. Please note that lines 1 and 2 of each screen cannot exceed 14 characters.
Screen One
Screen Two
Screen Three
Please provide the following details regarding your message (please note, this information will not be
displayed on the sign).
Event/Program Name
Location of Event
Date of Event
Contact Person
Cost/Admission
Date to Begin Running
Phone No.
• Date to End Running
Select "Submit by Email" and the completed form will be delivered to the Culture & Recreation
Department.
Submitaby Email
Personal information contained on this form is collected pursuant to the Municipal Freedom of Information
and Protection of Privacy Act. This information is collected to respond to your request to display a message
on the Community Information Sign. Any questions related to the collection of this information should be
directed to the City Clerk, One The Esplanade, Pickering, ON LIV 6K7, 905.420.4611.
CR 1001-0322 Rev. 13/04/30 Alternate formats available upon request at 905.683.7575.
Page 20 of 21
Appendix 11
c`a, 00 Service Announcement
Notice of
PICKERING "[Click here enter Service Disruption/Closure]"
"[Click here and enter what is being closed/service disruption]"
Purpose: "[Click here and type purpose of closure/service disruption]"
Duration: "[Click here and enter start and end date of disruption]"
"[Click here and enter follow up date if required]"
"[Add location map or other. details if required or delete this section]"
"[Click here and enter Alternative Route or Service delete if n/a]"
For additional information please contact:
"[Click here and type Name]"
"[Click here and type Title]"
"[Click here and type Department/Division]"
"[Click here and type telephone number]"
"[Click here and type TTY number]"
"[Click here and type email address]"
Service Disruption Line: 1.866.278.9993
"[Click here and enter Copy: recipient(s) if applicable - delete if N/A]"
Page 21 of 21