CLERK-006 - Flag Protocol Policy_2016GO-
Flag Protocol Policy
Policy Category: Council Policy
Policy No.: COS-CC-006
Report No.: M&C 2016-004
Effective Date: 2016-01-11
Next Review Date: (Term of Council)
Area(s) this policy applies to:
Owner Service:
Flags in use at City facilities and City events
Legislative Services / Common Clerk
Related Policy(ies)
Pages: This Policy consists of 16 pages
Proclamation Policy
Revision History:
Clerk's Annotation for Official Record
Date of Passage of Current Policy:
2016-01-11
1 Certify that this Policy was adopted
by Resolution of Council as
indicated above.
Common Clerk
Date
Contact: Jonathan Taylor, Common Clerk, 8t"
floor City Hall, P.O.Box 1971, Saint John, NB, E21-41-1
Tel: 506-658-2862
Email: jonathan.taylor@saintjohn.ca
Flag Protocol Policy
TABLE OF CONTENTS
1. POLICY STATEMENT.....................................................................................................................3
2. SCOPE...........................................................................................................................................3
3. LEGISLATION AND STANDARDS...................................................................................................3
4 ROLES AND RESPONSIBILITIES...................................................................................................... 3
5. MONITOR AND REVIEW...............................................................................................................4
6. IMPLEMENTATION.......................................................................................................................4
7. AUTHORIZATION..........................................................................................................................4
8. RESOURCES..................................................................................................................................4
9. PROCEDURES................................................................................................................................4
10. GLOSSARY...................................................................................................................................7
11. INQUIRIES................................................................................................................................... 7
12. APPENDICES............................................................................................................................................7
Flag Protocol Policy 2
1. POLICY STATEMENT
Flags are symbols that identify people belonging to a group. The National Flag of Canada and the flags of
the provinces and territories are symbols of honour and pride for all Canadians. They should be treated
with respect.
The manner in which flags may be displayed in Canada is not governed by any legislation but by
established practice. The etiquette outlined in the Flag Policy (the Policy) is an adaptation of
international usage and of customs the federal government has been observing for years.
The Mayor and Common Council commits to comply with the flag protocols of Canada.
The rules outlined in the Flag Protocol Policy, (the Policy) are intended to provide a uniform and
harmonized protocol for the raising, displaying and half-masting of flags at all properties and facilities
owned and operated by the City of Saint John and at events conducted by the City at other locations.
2. SCOPE
2.1 This Policy applies to flags displayed at all properties and facilities owned and operated by the
City of Saint John, as well as the locations of all city -run events, except those that take place
where the policies of another government body would take precedence.
2.2 Observance for half-masting will occur during regular business hours Monday -Friday 8:30 a.m. —
4:30 p.m., or at the discretion of the City Manager.
3. LEGISLATION AND STANDARDS
The City acknowledges the following standards that relate to Flag protocol:
(a) Department of Canadian Heritage at their website, www.pch.gc.ca.
4. ROLES AND RESPONSIBILITIES
4.1 At the discretion of the City Manager, or his/her designate, flags at properties and facilities
owned and operated by the City of Saint John shall be raised or displayed or ordered to a half-
mast position.
4.2 The City Manager, or his or her designate, shall provide internal notification to the Manager of
Communications, Manager of Customer Service Contact Centre, Fire Chief, Deputy
Commissioner of Parks and Public Spaces, Manager of Parks and Landscape Services, Manager
of Public Works when the flags of an agency or organization are raised or displayed or when
flags are ordered to a half-mast position.
4.3 As a courtesy, the City Manager or his/her designate may provide external notification to Saint
John Transit, Saint John Police, Harbour Station, Lord Beaverbrook Rink, Saint John Energy, Saint
John Aquatic Centre, Discover Saint John when the flags of an agency or organization are raised
or displayed or when flags are ordered to a half-mast position.
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5. MONITOR AND REVIEW
The Policy is subject to review at the beginning of each new term of council.
6. IMPLEMENTATION
Implementation of the Flag Policy is immediate, on approval of Common Council.
7. AUTHORIZATION
This Policy has been approved by Common Council on January 111h, 2016.
8. RESOURCES
Human Resources
The City recognizes that a Flag Team is responsible to display and half-mast flags.
9. PROCEDURES
9.1 City Flag
(a) The City of Saint John Flag will be flown at all city buildings and facilities where there
are sufficient flagpoles to do so. In the event that only one flagpole exists on the
property, either the Canadian Flag or the City of Saint John Flag may be displayed.
(b) The City of Saint John Flag may be displayed indoors, in the Council Chambers, the
Mayor's Office, the Ludlow Room, and functions where such flags are required.
(c) The City Flag should be flown or displayed properly and treated with dignity and
respect.
(d) The City of Saint John reserves the right to refuse, deny or restrict the use of the City
Flag with respect to where or how it will be flown or displayed.
9.2 Flag Protocol
(b) Flags will be flown and displayed in accordance to the manner outlined by the
Department of Canadian Heritage at their website, www.pch.gc.ca.
(c) Where the City of Saint John Flag is flown or displayed with the Canadian Flag, the
Canadian Flag will take the place of honour, which is to the left of the observer of the
flags and the City of Saint John Flag on the right.
(d) Where the City of Saint John Flag is flown or displayed with the Canadian Flag and
Province of New Brunswick Flag, the Canadian Flag will occupy the center position to
the observer of the flag, the Province of New Brunswick Flag to the left and the City of
Saint John Flag to the right.
(e) When using flags with a speaker's podium, the flags may either be positioned directly
behind, or to the left of the podium from the observer's view of the speaker.
Flag Protocol Policy 4
Furthermore, flags shall be positioned in accordance to the manner outlined by the
Department of Canadian Heritage as outlined in sections 5.2(b) and 5.2(c) of this policy.
(f) When hung indoors without a flagpole, flags must be hung horizontally or vertically in
accordance with the protocol instructions issued by the Department of Canadian
Heritage.
(g) In the event that multiple flags are flown together, the flags should be identical in size
and flown from separate flagpoles, which must also be the same height.
(h) When multiple flags are to be raised and lowered, and where it is not possible to
perform this task at the same time, the flags will be raised and lowered in accordance to
rank, with the Canadian Flag first, followed by the Province of New Brunswick Flag,
followed by the City of Saint John Flag.
(i) Where an official representative of a Canadian province is visiting the City of Saint John
on an official visit, that particular provincial flag may be flown at all municipal buildings
and facilities where it is feasible to do so. Where a delegation is visiting the City of Saint
John on an official visit that particular flag may be flown inside where appropriate, such
as but not limited to, the Mayor's Office, Council Chambers, and the Ludlow Room.
(j) Where an official representative of a country recognized by Canada, is visiting the City
of Saint John on an official visit, that country's flag may be flown at all municipal
buildings and facilities where it is feasible to do so.
(k) Where an official delegation is visiting Saint John from a recognized twin city, that
country's flag may be flown at City Hall.
(1) The City of Saint John reserves the right to fly flags to commemorate an event it deems
appropriate at various properties such as, but not limited to, flying Queen Anne's Flag
on May 18t", to commemorate the anniversary of the City's Incorporation.
Flags will be destroyed and disposed of in a dignified manner and replaced as soon as they show signs of
wear.
9.3 Half-Masting for Mourning
(a) The flying of flags at half-mast represents a period of official mourning or
commemoration.
(b) To honour the deceased, flags will be flown at half-mast from the time of the death
notification until sunset on the day of the memorial service.
(c) Flags flown at municipally owned and operated buildings and facilities shall be lowered
to a half-mast position, where it is feasible to do so, as a sign of mourning upon the
death of the following persons:
i. The Sovereign and Royal Family members;
ii. The Governor General and former Governors General,-
iii.
eneral;iii. The Prime Minister and former Prime Ministers;
iv. The Lieutenant Governor of New Brunswick and former vice -regal
representatives of the Province;
V. Current local Senators and former local Senators;
Flag Protocol Policy
vi. Current local Members of the House of Commons;
vii. Former local Members of the House of Commons who have held a portfolio;
viii. Current local Members of the Legislature of New Brunswick
ix. Former Members of the Legislature of New Brunswick who have held a
portfolio;
X. Current and former Mayors of the City of Saint John;
xi. Sitting members of Common Council;
xii. Current employees of the City of Saint John;
xiii. Canadian Armed Forces personnel while deployed on duty and with a direct
relationship to the City of Saint John;
xiv. As directed by the Mayor and Common Council through resolution, or the City
Manager
(d) Flags flown at municipal buildings and facilities shall be lowered to a half-mast position
from sunrise to sunset to observe the following days:
i. April 28, Day of Mourning for Persons killed or injured in the workplace
(Workers' Mourning Day)
ii. June 23, National Day of Remembrance for Victims of Terrorism;
iii. Last Sunday in September, Police and Peace Officers' National Memorial
iv. November 11, Remembrance Day
V. December 6, National Day of Remembrance and Action on Violence Against
Women
(e) In the event of the death of a current municipal employee including those employed
by the Saint John Police force and Saint John Fire department, flags will be lowered
to half-mast as the person's immediate workplace in accordance of Section 5.3(b) of
this policy. Should that workplace not fly flags, the flags flown at City Hall, 15
Market Square, will be lowered to half-mast to honour the deceased employee.
(f) When lowering to half-mast, the flag should be raised fully to the top of the
flagpole, then lowered immediately to the half-mast position.
(g) In the event of multiple flags being flown together, all will be flown a half-mast.
(h) The half-mast position will depend on the height of the flagpole itself; however, the
flag should be lowered to the approximated center position of the flagstaff not to be
confused as the flag that has accidentally fallen.
9.4 Special Requests for courtesy flag
(a) A special request from an agency or organization located in Saint John wishing to
raise their flags at the City Hall courtesy flagpole, 15 Market Square, to mark an
event will be made to the Common Clerk.
(b) A special request in writing to the City Manager must be made four weeks prior to
the requested date and include the following information:
➢ Name of the requesting organization;
➢ Contact information;
Flag Protocol Policy 6
➢ Requested event or occasion;
➢ Date or time period of event or occasion;
➢ Explanation or purpose of the event or occasion;
➢ Description of the applicant organization including any local, national or
international affiliation, brief history, and any other relevant information.
(c) There will be no presentations or delegations at City Council with respect to flag
raising requests.
(d) Flags flown by special request will take the place of the City Flag for the duration
that the request is granted, or for an appropriate period specified by the City
Manager to mark an event.
(e) At no time will the City of Saint John display flags deemed to be inappropriate of
offensive in nature or those supporting discrimination, prejudice, political or
religious movements.
(f) The City of Saint John reserves the right to choose which flags may or may not be
flown at city owned properties.
9.5 Ludlow Room Flag Protocol / Council Chambers Flag Protocol and Designated Events Flag
Protocol
(a) The following flags shall be flown in the Ludlow Room, Council Chambers, and at
designated City events: the Canadian Flag, the Province of New Brunswick Flag, the City of
Saint John Flag, the Acadian Flag, and the Queen Anne Flag.
(b) At the discretion of the City Manager, or his/her designate, the flag representing official
visitors to the City may be displayed.
(c) Flags will be mounted and equipped with appropriate supports to be displayed with
dignity.
10. GLOSSARY/ DEFINITIONS
City flag - a flag with the City of Saint John crest
Flags governed by the Policy - Flags under the custody and control or the City of Saint John and flown
inside or outside any building owned or leased by the City, or flags used during any City event
11. INQUIRIES
For more information on the Policy, please contact the City Manager.
12. APPENDICES
Appendix A - FLAGS FLOWN AT VARIOUS CITY PROPERTIES, LOCATIONS.......................................P.9
Appendix B - FLAGS AT LOYALIST PLAZA...............................................................................................P.11
Flag Protocol Policy 7
Appendix C - FLAGS FLOWN AT CITY MARKET......................................................................................P.12
Appendix D - COURTESY FLAG, CITY HALL.............................................................................................P. 13
Appendix E - FLAGS FLOWN AT CITY FIRE STATIONS..........................................................................P. 14
Appendix F - FLAGS FLOWN AT POLICE HEADQUARTERS...................................................................P. 15
Appendix G - FLAGS FLOWN AT THE MUNICIPAL OPERATIONS BUILDING.....................................P. 16
Flag Protocol Policy 8
Appendix A
Flags flown at Various City Properties / Locations
Note: These locations may be subject to change
The Deputy Commissioner of Parks and Public Spaces is responsible to ensure following flags are flown
as directed by the policy. This includes half-masting of the flags at the locations marked with an asterix
it*11
FLAGS
Location
Total #
All Provinces
CDN
NB
USA
City o
Other
Saint
of flags
John
Loyalist Plaza, 5 Market
15
13
1
1
North
Reversing Falls, 200
16
13
1
1
1
Bridge Street
Visitor Information
4
1
1
1
1
Centre
Riverview Park, NB
2
1
1
Museum, Douglas Ave
Fort Howe (Upper
3
1
1
1
Parking Lot), 20
Magazine St
Rockwood Park, Fisher
14
13
1
Lakes Drive
Seaside Park, 520
1
1
Fundy Drive
Peter Murray Arena,
1
1
701 Dever Rd
Dominion Park, 730
1
1
Flag Protocol Policy
Dominion Park Rd
Queen Square
1
1
Victoria Square
1
1
Shamrock Park, 200
Visart Street
1
1
Forest Hills Ballfield,
651 Westmorland Road
1
1
Harbour Passage
9
3
3
3
Pte. David Greenslade
Peace Park, Millidgevile
Ferry Rd.
*2
*1
*1
Roya I Cd n.
Regiment
*LornevilleGateway,
Lorneville Rd.
*3
*1
*1
*1
Const. Larche Memorial
Park, Hillcrest Drive
1
1
* Foot of King St
* 3
* 1
* 1
* 1
Totals»»
79
Flag Protocol Policy 10
Appendix B
Flags at Loyalist Plaza
These fixed flags are raised at the commencement of spring operations, generally the 2nd week of April,
and removed the week after Remembrance Day, by the Parks Operations Department.
Flags
Location
Total
# of
flags
All Provinces
Canadian
City of Saint
John
Loyalist Plaza, 5
North Market Wharf
13
13
0
0
Flag Protocol Policy 11
Appendix C
Flags flown at the City Market, 47 Charlotte Street
Note: These locations may be subject to change
The Manager of Facility Management is responsible to ensure following flags are flown as directed by
the policy, when possible. Currently the exterior flags are fixed placement and cannot be lowered.
The exterior flags South Market Street and North Market Street are a fixed placement during the
summer months, the Germain Street flags are fixed permanent year-round, and the interior flags are
fixed placement year-round.
The interior of the City Market features many speciality flags, for example, the Italian Flag for 3 Sisters
Stall, the Union Jack for historical significance, etc.
FLAGS
Location
Total
# of
flags
Other
CDN
NB
USA
City of
Saint
John
South Market Street
3
1
1
1
North Market Street
3
1
1
1
Germain Street
3
1
1
1
Inside City Market
Varies
various
4
2
2
Exterior locations
9
3
3
3
Flag Protocol Policy 12
Appendix D
Courtesy Flag, City Hall, 15 Market Square
Note: These locations may be subject to change
The City Manager is responsible to maintain the Courtesy Flag located at City Hall, 15 Market Square.
The Office of the Common Clerk provides assistance.
Flags
Location
Total
Courtesy Flag
# of
flags
City Hall, 15 Market
Square
1
Flag Protocol Policy 13
Appendix E
Flags flown at City Fire Departments
Note: These locations are subject to change
The Fire Chief is responsible to ensure the flags at the City Fire Departments are flown as directed by the
rin
Policy. This includes half-masting of the flags at the locations marked with an asterix *
Note: Two of the seven stations have flag poles attached to the station while five stations have
standalone flag poles. The flags at Fire Station # 5 (North) and # 7 (West) remain up 24 / 7.
FLAGS
Location
Total #
of flags
CDN
NB
C�
*
#1, 47 Leinster St
1
1
*#2, 850 Loch Lomond Rd
1
*1
*
#4, 36 Courtenay Ave
1
1
#5, 35 Adelaide St
1
1
*
#6, 286 King St W
1
1
#7, 7 Manchester Ave
1
1
*#8, 608 Millidge Ave
1
*1
7
7
Flag Protocol Policy 14
Appendix F
Flags flown at Police Headquarters
Note: These locations may be subject to change
The Police Chief is encouraged to ensure the flags at the Police Headquarters, are flown as directed by
rin
the Policy. This includes half-masting of the flags at the locations marked with an asterix *
Flags
Location
Total
Canadian
New
Brunswick
City of
Saint
John
Saint
John
Police
Unused
flagpole
# of
flags
Police Headquarters,
1 Peel Plaza
4
*
1
*
1
*
1
*
1
1
Flag Protocol Policy 15
Appendix G
Flags Flown at the Municipal Operations Building
Note: These locations are subject to change
The Commissioner of Transportation and Environment Services is responsible to ensure the flags at the
Municipal Operations Building, 175 Rothesay Avenue, are flown as directed by the Policy. This includes
ri*n
half-masting of the flags at the locations marked with an asterix
Flags
Location
Total
Canadian
New
City of
Brunswick
Saint
John
* Municipal
3
* 1
* 1
* 1
Operations, 175
Rothesay Avenue
Flag Protocol Policy 16