HomeMy WebLinkAboutCAO 06-11
City o~ Report To
Executive Committee
PICT~ERI~ TG Report Number: CAO 06-11
i~ 1 V Date: March 7, 2011
96
From: Tony Prevedel, P.Eng.
Chief Administrative Officer
Subject: City Procedure ADM 110-004
- Proclamation Procedure
- File: A-1100-001
Recommendation:
1. That Report CAO 06-11 of the Chief Administrative Officer be received; and
2. That City Procedure ADM 110-004, Proclamation Procedure, be approved and
the appropriate officials be given. the authority to give effect thereto.
Executive Summary: As part of an ongoing review of administrative practices, City
Procedure ADM 110-004, Proclamation Procedure has been reviewed and amended in
order to provide a more efficient and responsive process for proclamation approvals.
Financial Implications: There are no financial implications with the approval of this
Procedure.
Sustainability Implications: Timely processes are an integral part of the sustainable
community in the areas of a healthy society and healthy community. The promotion of
events and dates in a timely manner encourage public awareness and participation.
Background: Proclamations provide a vehicle to encourage public awareness or
provide recognition for events, achievements and activities that are significant to the
City of Pickering and our community. This includes, but is not limited to, arts
celebrations, cultural or religious celebrations in consultation with the Advisory
Committee on Diversity, charitable fundraising campaigns, civic promotions and public
awareness campaigns.
The City of Pickering has a Proclamation Procedure which states the criteria for the
evaluation of proclamation requests; and the process for submitting a request.
Historically, the City of Pickering has approved proclamations through a Council
Resolution. This involves the receipt of a request for proclamation by the City Clerk, the
addition of this item to the following Council agenda, and the subsequent approval by
Council at a meeting.
Report CAO 06-11 March 7, 2011
Subject: Proclamation Procedure Page 2
97
In 2009 and 2010, there were 57 proclamations issued. The approval process can take
up to four weeks if the timing of the request does not align with a scheduled Council
meeting date. A suggested change to the Proclamation Procedure was outlined at the
Council Workshop in December 2010. Due to the possible length of time required to
approve a proclamation, it is suggested that the procedure become an administrative
function to streamline and expedite the process. There have been, occasions in the past
when we have not been able to meet the timelines, and therefore the proclamation was
not carried out.
The procedure criteria for the evaluation of a proclamation request would remain the
same with the exception of the approval process. If the request meets the criteria the
proclamation will be accepted and a letter and proclamation confirming the City's
support will be sent to the organization. Members of Council will be notified of the
proclamation by email or as a copy recipient on the letter. The proclamation will be
listed on the City's website to encourage public and staff awareness.
The benefits of the change in the procedure will include a significantly quicker
turnaround time for the requestor, and also encourage public awareness by promoting
the proclamation on our website. Staff will be working on a designated area on the.
website for all protocol related matters, which will also include highlighting
proclamations. This change in process aligns with our Corporate Priorities of
Community Engagement and Corporate Best Practices.
Attachments:
1. ADM 110-004 - Proclamation Procedure
Prepared By: Approved/Endorsed By:
Lisa Harker, MPA Ton evedel, P.Eng.
Coordinator, Records & Elections Chief Administrative Officer
Recommended for the consideration
Debbie Shields of Pickeri City ouncil
City Clerk
Tony Prevedel, P.Eng.
Chief Administrative Officer
CORP0227-07/01 revised
i
City Procedure
eitq o~ ATTACHMENT #-i- TO REPORT # i
98
P! RING
Procedure Title: Procedure Number:
Proclamation Procedure ADM 110-004
Reference: Date Originated: Date Revised:
Reso. # 'December 13, 2010
Approval: Chief Administrative Officer Point of Contact: Manager, Customer &
Administrative Services
Procedure Objective
This procedure defines the criteria and the application. process for proclamations. This
procedure applies to residents, organizations and community groups associated with
the City of Pickering. Proclamations provide a vehicle to encourage public awareness
or provide recognition for events, achievements and activities that are significant to the
City of Pickering.
i
Proclamations are issued to acknowledge the effort and commitment of an organization
or individual and should not be interpreted as an endorsement by Council or the City of
Pickering.
Index
01 Definitions
02 Procedures Criteria for the Evaluation of Proclamation Requests
Appendix 1 - City of Pickering Proclamation Template
Appendix 2 - Letter Acknowledging Event
01 Definitions
01.01 Proclamation - A ceremonial document designating a period
(special day, week or month) given to reward the efforts and
commitments of organizations or events that enhance our
community and for a reason that is significant to City of Pickering
residents.
02 Procedures - Criteria for the Evaluation of Proclamation Requests
02.01 Requests for proclamations which primarily serve to benefit one or
more of the following causes are generally accepted:
99
a) Arts celebrations;
b) Cultural or religious celebrations in consultation with the
Advisory Committee on Diversity;
c) Charitable fundraising campaigns;
d) Civic promotions;
e) Public awareness campaigns; and
f) To honour individuals, institutions or organizations for special
achievement(s).
02.02 Requests for proclamations which fall into any one of the following
groups will not be approved:
a) Politically-based parties, organizations, or individuals;
b) Promotion of business or commercial enterprise;
c) If the intent is contrary to corporate policies or municipal by-
laws;
d) If the intent is to defame the integrity of the City, Council
Member, or staff person; or
e) If the event or organization has no direct interest or relationship
to the City.
Request Process
02.03 Requests for proclamations must be submitted in writing to the
Mayor's Office at least three weeks in advance of an event for
review. All proclamation requests will be reviewed on a case-by-
case basis.
02.04 The Mayor is the signing authority for Proclamations on behalf of
Council and the City of Pickering.
02.05 The Mayor's Office will provide the City of Pickering Proclamation in
the prescribed format and letter confirming the proclamation to the
applicant (Appendix 1 and 2).
02.06 Media notification and advertising is the responsibility of the
applicant.
Procedure Title: Proclamation Procedure Page 2 of 3
Procedure Number: ADM 110-004
I
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02.07 Notification will be provided to Members of Council and Pickering
residents through the City's website. Members of Council will also
receive notification by email or letter.
02.08 Recognition by proclamations emanates from the desire to uphold .
the intent and spirit of the Ontario Human Rights Code "to recognize
the dignity and worth of every person and to provide for equal rights
and opportunities without discrimination that is contrary to law, and
having as its aim the creation of a climate of understanding and
mutual respect for the dignity and worth of each person so that each
person feels a part of the community and able to contribute fully to
the development and well being of the community".
Appendix 1 City of Pickering Proclamation Template
Appendix 2 - Letter Acknowledging Event
Procedure Title: Proclamation Procedure Page 3 of 3
Procedure Number: ADM 110-004
1 01 Citq o~
OFFICE OF THE MAYOR
"[Click here and type. Month Date, Year]"
"[Click here and type Name]"
"[Click here and typeTitle]"
"[Click here and type Company]"
"[Click here and type Address]"
"[Click here and type City, Province Postal Code]"
Subject: "[Click here and type Name of Proclamation]"
- File: S-4210-001
i
Thank you for your letter dated "[Click here and type Month Date, Year]" , requesting an
official proclamation from the City of Pickering. On behalf of the City of Pickering and its
Members of Council, I am pleased to enclose a proclamation declaring
"[Click here and type Month Date, Year]" to be
"[Click here and type Name of Proclamation]". On behalf of my colleagues on Council,
best wishes for a successful event.
Yours truly
David Ryan
Mayor, City of Pickering
I
Copy: Members of Council
"[Click here and type Name of Department Involved, if Required]"
The Corporation of the City of Pickering
One The Esplanade, Pickering, Ontario, L1V 6K7
Tel 905.420.4600 1.866.683.2760
cityofpickering.com
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CL~ O~
PICKI-IMG-
Proclamation Certificate
Members of Council for
The Corporation of the City of Pickering
Hereby Proclaim
Type Date
As
Type Event Name
In the City of Pickering
Dated this Day day of Month, Year
David Ryan
Mayor, City of Pickering