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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 °tf..411:_ I: -,rye` `�� "� . G ham. • • 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 • _vC�J ��Itv,C 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