CLERK-005 - Memorials Policy_20164-`)_
SAINT JOHN
Memorials Policy
Policy Category: Council Policy
Policy No.: COS -CC -005
Report No.: M&C 2016-62
Effective Date: 2016-03-21
Next Review Date: 2020-03-21
Area(s) this policy applies to:
Owner Service:
Memorial Donations
Legislative Services / Common Clerk
Related Policy(ies)
Pages: This Policy consists of 5 pages
Revision History:
1. 2012-07-23 - The Policy was created by Council Resolution
2. 2013-07-23 -The Policy became obsolete
3. 2016-03-21 - The Policy was reinstated by Council Resolution
Common Clerk's Annotation for Official Record
Date of Passage of Current Policy: March 21, 2016.
1 certify that this Policy was adopted by Resolution of Council on the
date indicated above.
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December 28 2016
Common Clerk Date
Contact: Jonathan Taylor, Common Clerk, 8t" floor City Hall, P.O. Box 1971, Saint John, NB, E21L 4L1
Tel: 506-658-2862
Email: jonathan.taylor@saintjohn.ca
Memorials Policy of the City of Saint John
TABLE OF CONTENTS
1. POLICY STATEMENT................................................................................................................3
2. SCOPE..................................................................................................................................... 3
3. LEGISLATION AND STANDARDS............................................................................................... 3
4. ROLES AND RESPONSIBILITIES................................................................................................. 3
5. MONITOR AND REVIEW.......................................................................................................... 3
6. IMPLEMENTATION.................................................................................................................. 3
7. AUTHORIZATION.................................................................................................................... 3
8. RESOURCES............................................................................................................................ 3
9. PROCEDURES.......................................................................................................................... 3
10. GLOSSARY............................................................................................................................. 3
11. INQUIRIES..............................................................................................................................3
12. APPENDICIES...........................................................................................................................................4
"A" STANDARD GREETING AND SIGNATURE FOR MEMORIALS............................................................5
Memorials Policy of the City of Saint John 2
1. POLICY STATEMENT
The Mayor and Common Council may wish to express their condolences to a former municipal
representative, employee or other individual through the provision of a memorial donation. A policy of
charitable donation with a standard message ensures equity as well as fiscal responsibility and
tansparent financial disclosure.
2. SCOPE
In lieu of flowers, a memorial donation, with a cap of $25.00, may be made to a charity listed in the
obituary.
The standard message will state: "Our thoughts are with you during this time. We hope that many happy
memories will make this most difficult time a bit easier."
The message will be sent on behalf of the Mayor and Common Council.
Charitable recepits made out to the City of Saint John may be collected and provided to the Finance
Department.
3.. LEGISLATION AND STANDARDS
5. ROLES AND RESPONSIBILITIES
Administration of the memorials donations program is the responsibility of the Common Clerk.
6. MONITOR AND REVIEW
The Policy is subject to review quadrennially by each incoming Council.
7. IMPLEMENTATION
Implimentation of the Memorials Policy is immediate, upon approval of Common Council.
8. AUTHORIZATION
The Policy has been approved by Common Council on the 21st of March, 2016.
9. RESOURCES
The Common Clerk or his/her designate is responsible to annotate the Official Policy Record, and carry
out the administration of the Memorials Donation program.
10. PROCEDURES
Documenting Memorials Donation procedures is the responsibility of the Common Clerk.
11. GLOSSARY/ DEFINITIONS
12. INQUIRIES
For more information on the Policy, please contact the Office of the Common Clerk.
Memorials Policy of the City of Saint John 3
13. APPENDICES
A. Standard Greeting and signature for the Memorials
Memorials Policy of the City of Saint John
STANDARD GREETING AND SIGNATURE FOR MEMORIALS
"Our thoughts are with you during this time. We hope that many happy memories will make this most
difficult time a bit easier."
Yours very sincerely,
Mayor (Name in Full) and Members of the Common Council of the City of Saint John
Memorials Policy of the City of Saint John