CLERK-011 - Proclamations Policy_2016(P -
SAINT pOHN
Proclamations Policy
Policy Category: Council Policy
Policy No.: COS -CC -011
Report No.: M&C 2016-35
Effective Date: 2016-02-22
Next Review Date: (Term of Council)
Area(s) this policy applies to:
Owner Service:
Proclamations issued by the Mayor and
Corporate Services / Common Clerk
Common Council of the City of Saint John
Related Policy(ies)
Pages: This Policy consists of 6 pages
Revision History:
Common Clerk's Annotation for Official Record
Date of Passage of Current Policy:
February 22, 2016
I certify that this Policy was adopted
by Resolution of Council on the
date indicated above.
...............
...,�
December 22, 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
Proclamations Policy of the City of Saint John
TABLE OF CONTENTS
1. POLICY STATEMENT
2. SCOPE .....................
..3
.. 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.............................................................................................................................
5
11. INQUIRIES..............................................................................................................................5
12. APPENDICIES............................................................................................................................................6
Proclamations Policy of the City of Saint John 2
1. POLICY STATEMENT
The Mayor and Common Council issue proclamations to recognize individuals, events, organizations, and
community groups of significance to the City. A proclamation will recognize a particular, day, week,
month or year.
2. SCOPE
The Policy applies to all Proclamations issued by the Mayor and Common Council. The Purpose of the
Proclamation Policy (the Policy) is to provide a standard to govern requests for proclamations issued by
Common Council of the City of Saint John (the City) in recognition of individuals, events, organizations or
community groups of significance to the City.
3. LEGISLATION AND STANDARDS
Proclamations will not be issued for: matters of political controversy, ideological or religious beliefs, or
individual conviction; events or organizations with no direct relationship to the City of Saint John;
campaigns or events contrary to City policies or by-laws; campaigns intended for profit-making
purposes; and attempting to influence government policy.
4. ROLES AND RESPONSIBILITIES
The Common Clerk is responsible for the implementation and interpretation of the Policy.
S. MONITOR AND REVIEW
The Policy is subject to review at the beginning of each new term of council.
6. IMPLEMENTATION
Implementation of the Proclamations Policy is immediate, on approval of Common Council.
7. AUTHORIZATION
This Policy has been approved by Common Council on February 22nd, 2016.
8. RESOURCES
Human Resources
The Common Clerk or his/her designate is responsible to review proclamation requests in accordance
with the Policy.
9. PROCEDURES
Proclamation procedures are the responsibility of the Common Clerk or his/her designate.
Proclamations Policy of the City of Saint John
Proclamation requests must be submitted in writing on an organization's official letterhead following a
standard format as outlined in the City of Saint John Application for Proclamation, attached to the Policy
as Appendix "A".
Proclamation requests must be submitted in writing each year, on an organization's official letterhead, a
minimum of 3 weeks before the event, and follow the City proclamation guideline as outlined on the
Proclamation Request Form, see Appendix "A".
Requesters must clearly identify the significance and connection of the proclamation to the mandate
and strategic goals of the City of Saint John.
Requests must include details of the organization, initiative and/or event.
Requests must include suggested wording of the proclamation of no more than 200 words.
The proclamation itself is issued to acknowledge the effort and commitment of an individual,
organization or community group and should not be interpreted as an endorsement by the City.
The Common Council of the City has authority to approve or deny requests for proclamations. The
decision of Council is final.
9.1 Proclamation Criteria:
Proclamations will demonstrate an interest in or relationship to the City, including but not limited to:
(a) Arts Celebrations
(b) Cultural celebrations
(c) Charitable fundraising campaigns
(d) Civic Promotions
(e) Public awareness campaigns
(f) Honouring individuals or organizations for special achievements
Proclamations related to the following will not be approved, including but not limited to:
(a) Individuals, events, organizations or community groups with no demonstrated significant
interest or relationship to the City
(b) Political parties or political organizations
(c) Religious organizations or the celebration of religious events
(d) Business or commercial enterprises
(e) Illegal matters, including matters contrary to corporate policies or bylaws
(f) Matters which defame the integrity of the City
(g) Discriminatory or inflammatory matters
(h) Matters designed to incite hatred or disorder
Proclamations will not be issued if the first day to be recognized has passed.
Proclamations Policy of the City of Saint John 4
Council will decide on requests for proclamations which do not fall into any of the criteria outlined
above.
9.2 Application Procedure:
(a) Requests for proclamations must be submitted to the Clerk in writing on the organization's
official letterhead, following the guidelines in the application form prescribed by the Clerk,
attached as Appendix "A" to this Policy, at least (3) weeks in advance of the first date of
recognition.
(b) The Clerk will review all applications and determine if the proclamation is consistent with the
Policy.
(c) The Clerk may make any amendments to the proclamation
Previously Proclaimed Request:
(d) If the proclamation request was previously proclaimed by Council within the past calendar
year, and is consistent with the Proclamation Criteria in section 3.1, the proclamation will be
issued, and noted on a Council agenda for information purposes.
Not Previously Proclaimed Request:
(e) If the proclamation request was not previously approved by Council in the past calendar
year, the request will first be reviewed by the Clerk against the approved eligibility criteria and if
eligible, the Clerk will place the request on an agenda for the Committee of the Whole and/or
Council for approval.
Proclamation Request denied by Clerk:
(f) If a proclamation request is denied by the Clerk as part of the eligibility review, the Clerk shall
advise Council. Council may uphold or reject the Clerk's recommendation.
If Council denies the proclamation request, a letter will be sent to the requester advising that the
request was denied. If Council allows the request, then the Proclamation will be placed on a Council
agenda corresponding to the date of the proclamation request.
10. GLOSSARY/ DEFINITIONS
A proclamation is an official public announcement or declaration given by the Mayor and Council to
formally recognize a special event which is deemed to be of interest and/or benefit to a significant
number of citizens of the City of Saint John.
11. INQUIRIES
For more information on the Policy, please contact the Office of the Common Clerk.
Proclamations Policy of the City of Saint John 5
12. APPENDIX "A" - Application for Proclamation
Proclamations Policy of the City of Saint John