Accessing the Protocol Gift Bank inventory procedures
Approved By: Executive Committee
Category: General Administration
Approval Date: December 3, 2014
Effective Date: December 3, 2014
Revision Approved By: City Clerk
Revision Date: 21 January 2020 (housekeeping revisions)
Application
These procedures apply to all City of Ottawa staff accessing the Office's Protocol Gift Bank Inventory, and are in support of the City of Ottawa’s Office of Protocol and Intergovernmental Affairs Policy.
Procedure Description
General
The Protocol Gift Bank is a corporate depository of unique and appropriate gift items that are suitable for presentation to visiting dignitaries and other official visitors to the City, by the Mayor (or designate) and/or the City of Ottawa. Gifts may also be provided for presentation to hosts on the occasion of official trips outside the city, province or country.
There will be no charge backs for gifts presented by the Mayor (or designate) on behalf of the City of Ottawa. Gifts presented by City staff to visitors or hosts of individual programs and/or departments, or gifts provided by Councillors for ward-related events will be provided on a cost-recovery basis only.
Accessing the Gift Bank
The procedures outlined below are the steps necessary to access the Office of Protocol and Intergovernmental Affairs Gift Bank items.
Employees
All requests must be approved by a Manager, and if applicable, supported by a cost centre.
- Send an email to the Chief of Protocol advising the Office of Protocol and Intergovernmental Affairs of your request for a gift item(s). State in your email the number of items requested, the date in which you require the item(s), who will be receiving the gift and the nature of their visit/relationship to the City. Ensure to copy your Manager on the email sent, and provide a cost centre if applicable.
- Liaise with the Protocol Advisor to determine the type of gift appropriate for your recipient.
- Advise the Protocol Advisor who will be picking up the gift item(s), and provide name and signature upon receipt of items.
Managers
- Upon receipt of an email to the Office of Protocol and Intergovernmental Affairs from staff requesting gift item(s), provide written acknowledgment via email to the Office of Protocol and Intergovernmental Affairs approving request, and if applicable consent to charge the supplied cost centre with the related gift expenditures.
Protocol Staff
- Upon receipt of email from Manager approving request for gift item(s), log request information in inventory tracking sheet.
- Liaise with requestor to determine type of gift required.
- Provide gift(s) to requestor, ensuring recipient signs for items, and gift expenditures are charged to cost centre if applicable.
The requesting staff person is responsible to follow-up to ensure Manager approval has been provided to the Office of Protocol and Intergovernmental Affairs. There will be no action on the part of Protocol staff until the appropriate Manager has provided written authorization.
Monitoring/Contraventions
The Chief of Protocol is responsible for monitoring compliance with this procedure.
References
Office of Protocol and Intergovernmental Affairs Policy
Maintaining the Gift Bank Inventory Procedures
Legislative and Administrative Authorities
None
Definitions
None
Keyword Search
Office of Protocol and Intergovernmental Affairs
Official Visitors
Gifts
Visitors/Hosts
Dignitaries
Guests
Enquiries
For more information on these procedures, contact:
Protocol Advisor
Office of Protocol and Intergovernmental Affairs
Office of the City Clerk
Tel: 613-580-2424, extension 21520
Appendices
None
Maintaining the Protocol Gift Bank inventory procedures
Approved By: Executive Committee
Category: General Administration
Approval Date: December 3, 2014
Effective Date: December 3, 2014
Revision Approved By: City Clerk
Revision Date: January 21, 2020 (housekeeping revisions)
Application
These procedures apply to all City of Ottawa, Office of Protocol and Intergovernmental Affairs staff, in the performance of their duties in administering the City’s Protocol Gift Bank inventory. These procedures support the City of Ottawa’s Office of Protocol and Intergovernmental Affairs Policy.
Procedure Description
General
The Office of Protocol and Intergovernmental Affairs maintains an inventory of unique and appropriate gift items that are available for presentation by the Mayor (or designate) and/or City officials on behalf of the City of Ottawa to visiting dignitaries and official visitors to the City. Gift items are also provided as donations, on behalf of the City of Ottawa, to support local fundraising efforts by non-profit community groups.
Inventory Control
The procedures outlined below will be implemented to ensure the proper management and control of the Protocol Gift Bank inventory:
- A tracking system that monitors gifts that are ordered, received and distributed will be maintained;
- A physical inventory count will be conducted annually;
- A physical inventory count will be reconciled with the inventory tracking system and any discrepancies will be investigated;
- The physical inventory will be secured through the use of electronic access keys; access to the gift bank will be restricted to Office of Protocol and Intergovernmental Affairs staff.
Purchasing
The procedures outlined below will be followed when making purchases for the Protocol Gift Bank:
- The total gift purchases will not exceed $35,000 annually; this amount will exclude the value of gifts provided internally on a charge-back basis;
- The total value of the Protocol Gift Bank inventory will not exceed $75,000, and the inventory balance will not exceed this amount when carried forward to the next fiscal year;
- All City of Ottawa Purchasing By-laws and Procurement Policies shall be adhered to when purchasing items for the Gift Bank;
- Wherever possible, gifts should be purchased locally and manufactured in Canada; and, wherever possible, the work of local artisans will be promoted.
Gift Guidelines
The procedures below outline the types of gifts that are purchased and the manner in which they are distributed:
- The value and types of gifts purchased for the Protocol Gift Bank are wide-ranging. Items are selected to promote the City of Ottawa, and except for original pieces of art that include biographical information about the artist, all gift items are embossed with either the City of Ottawa’s Coat of Arms or Wordmark.
- Individual gifts presented on behalf of the City of Ottawa should not exceed $500.
Monitoring/Contraventions
The Chief of Protocol is responsible for monitoring compliance with this procedure.
References
- Office of Protocol and Intergovernmental Affairs Policy
- Accessing the Protocol Gift Bank Inventory Procedures
- Events and Reception Procedures
Legislative and Administrative Authorities
City of Ottawa Purchasing By-law
Definitions
None
Keyword Search
Office of Protocol and Intergovernmental Affairs
Official Visitors
Gifts
Visitors/Hosting
Dignitaries
Enquiries
For more information on these procedures, contact:
Protocol Advisor
Office of Protocol and Intergovernmental Affairs
Office of the City Clerk
Tel: 613-580-2424, extension 21520
Appendices
None
Events and Reception procedures
Approved By: Executive Committee
Category: General Administration
Approval Date: December 3, 2014
Effective Date: December 3, 2014
Revision Approved By: City Clerk
Revision Date: January 21, 2020 (housekeeping amendments)
Application
These procedures apply to all City of Ottawa, Office of Protocol and Intergovernmental Affairs staff, in the performance of their duties in co-ordinating events and receptions hosted by the City. These procedures support the City of Ottawa’s Office of Protocol and Intergovernmental Affairs policy.
Procedure Description
The Office of Protocol and Intergovernmental Affairs manages the co-ordination and delivery of events and receptions that are hosted by the Mayor on behalf of the City of Ottawa. The following procedures are to be followed when co-ordinating such events and receptions.
Procurement
The purchasing of goods and services for events and receptions must follow the City of Ottawa Purchasing By-law to ensure a competitive process and provide a greater assurance of value for money.
Due to urgent operational needs and unforeseen requests, the mechanisms required for a competitive process may not always be feasible. In such cases, the circumstance must be documented using the attached Exception Form (Appendix A).
Employment and HR Practices
When additional resources are needed to assist in the direct delivery of events and receptions, management will seek assistance by recruiting volunteers whenever possible or by hiring temporary help for casual labour or specialized trades.
Whenever feasible, prior to hiring additional resources for events and receptions, the Office of Protocol and Intergovernmental Affairs will attempt to fill requirements for non-skilled labour through the use of volunteers.
The recruitment, selection, and hiring of all external resources shall be conducted in accordance to all City of Ottawa policies and practices that govern immediate short-term help.
Due to urgent operational needs and unforeseen requests, the mechanisms required for equitable staffing practices may not be feasible. In such cases, the circumstances must be documented using the attached Exception Form (Appendix A).
Monitoring/Contraventions
The application of this policy will be monitored by the Chief of Protocol.
References
Office of Protocol and Intergovernmental Affairs Policy
Legislative and Administrative Authorities
Purchasing By-law
Definitions
None
Keyword Search
Receptions
Awards
Events
Enquiries
Chief of Protocol
Office of Protocol and Intergovernmental Affairs
Office of the City Clerk
City of Ottawa
TEL: 3-1-1
Appendices
Flag Protocol procedures
Approved by: Chief Corporate Services Officer
Category: General Administration
Approval date: June 22, 2006
Effective date: June 22, 2006
Revision approved by: Executive Committee
Revision date: December 3, 2014
Revision approved by: City Clerk
Revision date: October 9, 2017
Revision approved by: City Clerk
Revision date: January 21, 2020 (housekeeping revisions)
Application
These procedures apply to City Hall and its municipal sites and support the City of Ottawa's Office of Protocol and Intergovernmental Affairs Policy.
Procedure Description
The purpose of this protocol is to ensure that flags at City of Ottawa sites are flown and displayed properly and that the procedure followed ensures the dignity and respect for who the flags are flown.
The City of Ottawa will fly flags on its premises on a permanent basis and on a temporary basis to mark special occasions. Flag-raising ceremonies enhance public awareness of activities such as national days, multicultural events, and fundraising drives. They encourage support from members of the public, and benefit and enrich the community. A flag raising is the ceremonial raising of either a flag or pennant that can occur with or without an accompanying ceremony.
The City will fly its flags at half-mast in the event of a death or to commemorate a solemn occasion. The act of half-masting is a strong visual statement that speaks to the sense of loss that is shared by all citizens. The flags are lowered at the direction of the Mayor.
The flying of flags at Ottawa City Hall falls into two categories: flags that are flown permanently and flags that are flown temporarily on special occasions.
Flags flown permanently at Ottawa City Hall:
National Flag of Canada
Province of Ontario flag
City of Ottawa flag
Algonquin Anishinabeg Nation Tribal Council flag
Algonquins of Pikwakanagan First Nation flag
Franco-Ontarian flag
Promotional banners of any kind are prohibited from being attached to, or flown from, the City of Ottawa’s external flagpoles.
Flag raisings
Flags will be raised:
- in recognition of the ethnic diversity of the population of the City of Ottawa and of its unique role as the nation’s capital, the City of Ottawa will fly the flag of any nation on its national day with whom Canada has diplomatic relations. All Embassies have been invited to provide the City’s Office of Protocol and Intergovernmental Affairs with their national flag to be flown outside City Hall on their respective national day. Where these flags have been provided, they will be flown from sunrise to sunset in accordance with the attached list of national days provided by Global Affairs Canada (Appendix B). Where two or more countries share the same national day, the flags will be flown in alphabetical order;
- as a gesture of respect and friendship, on the advice of the Chief of Protocol and at the direction of the Mayor, the City of Ottawa will fly the appropriate flag on the occasion of a visiting dignitary; the flag will be flown for the duration of the visit to Ottawa City Hall;
- for groups and organizations whose mandates, programs or activities:
- are directly related to the City of Ottawa by way of a relevant funding or partnership agreement; or
- correspond with relevant days of awareness, celebration, importance, commemoration or promotion, as recognized by the Ontario Provincial Government and/or the Canadian Federal Government, or a Ministry or Department thereof.
Groups or organizations requesting a flag raising:
- are required to submit their request to the Office of Protocol and Intergovernmental Affairs on their group’s / organization’s official letterhead at least four weeks prior to the date of the requested flag raising;
- must provide the Office of Protocol and Intergovernmental Affairs with the appropriate flag; such flags can be flown annually; however, a new request must be submitted by the requestor each year;
- must provide the Office of Protocol and Intergovernmental Affairs with a flag created specifically to represent their event; a national flag will not be flown to represent an event.
The City will not fly the flag of a group or organization whose undertakings or philosophy are contrary to City of Ottawa policies or by-laws, espouse hatred, violence, or racism, or are politically or religiously motivated or represent other individual conviction.
Half-masting of flags
The half-masting of flags is an act of honour expressing a collective sense of sorrow shared by all citizens. It is in this context that the City of Ottawa has developed the following guidelines that will determine the half-masting protocol and procedures to be adopted and implemented in a consistent and appropriate manner.
The City of Ottawa will fly its flags at half-mast in the event of a death or to commemorate a solemn occasion. Flags will not be flown at half-mast for individual City of Ottawa employees, unless the employee dies in the line of duty or by reason of the position he or she occupies within the City of Ottawa.
The flags will be lowered in accordance with this protocol, or in circumstances not identified herein, at the direction of the Mayor. In the event that the Mayor is not available to consider the half-masting of flags for circumstances not identified herein, the City Clerk will have the delegated authority to decide on the half-masting of flags.
In accordance with this protocol, or in circumstances not identified herein, in consultation with the Mayor and/or the City Clerk, the Chief of Protocol will provide the appropriate instruction to lower the flags.
The position of the flag when flying at half-mast will depend on its size, the length of the mast and its location; but as a general rule, the centre of the flag should be exactly halfway down the mast.
On the occasions requiring that flags be flown at half-mast, all flags in a group or those that are together shall be flown at half-mast. In the case where a foreign national flag or a flag of a charitable or non-profit organization is being flown, the appropriate Embassy and organization will be contacted by the Office of Protocol and Intergovernmental Affairs to inform them of the half-masting. Should they wish to have their respective flag also flown at half-mast, we will do so; otherwise, their flag will be removed.
To commemorate the following occasions, flags will be flown at half-mast on an annual basis from sunrise until sunset at all City of Ottawa buildings that have flag poles:
| Date | Occasion |
|---|---|
| April 28 | National Day of Mourning for Persons Killed or Injured in the Workplace (Workers' Mourning Day) |
| August 9 | National Peacekeeper's Day |
| Second Sunday in September | Firefighters' National Memorial Day |
| Last Sunday in September | National Police and Peace Officers' Day |
| September 30 | National Day for Truth and Reconciliation |
| November 8 | Indigenous Veterans' Day |
| November 11 | Remembrance Day |
| December 6 | National Day of Remembrance and Action on Violence against Women |
(*) As the nation's capital, the City has incorporated in its flag protocol, some of the guidelines adopted by the Government of Canada when half-masting the Canadian flag.
Flags will be flown at half-mast at all City of Ottawa sites upon notification of death until sunset the day of the funeral or memorial service:
- The Sovereign (*)
- Sovereign's Family (*)
- Current and former Governors General of Canada (*)
- Current and former Prime Ministers of Canada (*)
- Current Lieutenant Governor of Ontario (*)
- Current Premier of Ontario
- Current Mayor
- Current Members of City Council
- An employee of the City of the Ottawa who dies in the line of duty or by reason of the position he or she occupies within the City of Ottawa
Flags will be flown at half-mast at City Hall or the appropriate Client Service Centre from sunrise until sunset the day of the funeral or memorial service:
- Mayors of former municipalities, including the former City of Ottawa
- Members of Council of former municipalities, including the former City of Ottawa
Flags will be flown at half-mast at City Hall from sunrise until sunset the day of the funeral or memorial service:
- Current local Members of Parliament
- Current local Members of Provincial Parliament
Should the requirement for the half-masting of flags occur on a weekend or on a statutory holiday, the flags at City Hall will be immediately lowered. The flags at all other affected sites will be lowered on the first subsequent business day.
Half-masting notice:
The Chief of Protocol will send a notice to all relevant authorities instructing them to half-mast the flags. The notice will stipulate the reasons, geographical extent and duration of the half-masting. Flags at any and all sites do not have approval to lower their flags until such notice is received from the Chief of Protocol.
Position of flags
In compliance with flag protocol, an observer facing the display would find these flags positioned in the following manner beginning at the extreme left. (For additional information regarding the positioning of flags, please refer to Appendix A.)
Facing the display, an observer would find these flags positioned in the following manner beginning at the extreme left. (For additional information regarding the positioning of flags, please refer to Appendix A.)
Disposal of flags
When a flag becomes worn, noticeably faded or otherwise unfit for service, it must be disposed of in a dignified manner.
Technical description of the flags flown permanently at City Hall
National Flag of Canada
The official ceremony inaugurating the new Canadian Flag was held on Parliament Hill in Ottawa on February 15, 1965. The national flag of Canada is a red flag of the proportions two by length and one by width containing in its center a white square of the width of the flag, with a single red maple leaf centered therein. The colours red and white are Canada's official colours and with the maple leaf, are the symbolic elements found in the Canadian flag.
Province of Ontario flag
The Province of Ontario flag is red and of the proportions two by length and one by width with the Union Jack occupying the upper quarter next to the staff and with the shield of the armorial bearings of the Province of Ontario centered in the half farthest from the staff. The flag was first raised in a ceremony in front of the Legislative Assembly building on May 21, 1965, the day it was proclaimed into force.
City of Ottawa flag
The City of Ottawa flag was designed to reflect the landscape of the new City with a green and blue backdrop representing the importance of the city's green spaces and waterways. The stylized 'O' logo is in the center of the flag and represents the vibrancy and forward movement of the new City.
The new City of Ottawa flag was developed following extensive public consultation that emphasized Ottawa's quality of life, environment, economy and status as the nation's capital. The flag was adopted by the Ottawa Transition Board on October 23, 2000.
Algonquin Anishinabeg Nation Tribal Council flag
In the foreground of the logo, the people stand upon a mound of earth with a ceremonial drum. The man stands with his son and the woman stands with her daughter. This represents the duties of the father and mother in passing on each other’s responsibilities to the future generation to understanding their role in life. It is to maintain a walk of balance for human existence in the spirit of creation. The people stand together upon the mound of earth to signify the relation we hold as a people in our bond of unity to one another, and to the land, because we are part in the origin of the earth’s creation. The ceremonial drum represents a source of reliance connecting the people to the spirit in understanding the direction to harmonizing respect in the circle of life. The wilderness and all contained within represents our survival and the need to maintain its preservation. In the background, the sun represents the order of natural law recognizing the existence of one sole and absolute creator. From spiritual desires to physical needs, the rays of the sun represent the will of the creator in favouring the wants of the people. The eagle is a representation of the gifts or blessings given by the creator. The eagle feather symbolizes the physical sign or evidence of the gift.
In response to the Truth and Reconciliation Commissions' Call to Action, Ottawa City Council passed a motion on February 28, 2018 to have the flags of the Algonquin Anishinabe Nation Tribal Council and the Algonquins of Pikwakanagan First Nation raised permanently at Ottawa City Hall. On June 21st, 2018 a flag-raising Ceremony was held in recognition of National Indigenous Peoples Day; this marked the day that the Algonquin Anishinabeg Nation Tribal Council flag was permanently raised at Ottawa City Hall.
Algonquin of Pikwakanagan First Nation flag
The feather and tassel represent the culture. The circle represents the circle of life. The bear represents wisdom and strength, the bear clan, and the responsibility to protect community.
In response to the Truth and Reconciliation Commissions' Call to Action, Ottawa City Council passed a motion on February 28, 2018 to have the flags of the Algonquin Anishinabe Nation Tribal Council and the Algonquins of Pikwakanagan First Nation raised permanently at Ottawa City Hall. On June 21st, 2018 a flag-raising Ceremony was held in recognition of National Indigenous Peoples Day; this marked the day that the Algonquins of Pikwakanagan First Nation flag was permanently raised at Ottawa City Hall.
Franco-Ontarian Flag
The emblem of the Ontario French-speaking community consists of two vertical bands of different colours. The first band is mid-green and has a white lily in the middle of the band. The second band is white and has a mid-green trillium in the middle of the band. On the emblem, green represents summer and white represents winter. Together the two colours represent the diversity of Ontario’s climate. The lily evokes the French-speaking community worldwide, whereas the trillium is the floral emblem of Ontario. The City of Ottawa flies the Franco-Ontarian flag to honour its original creation more than a quarter of a century ago; to acknowledge it as an important symbol for the French-speaking community in Ottawa; and to commemorate its formal recognition in 2001 by the Province of Ontario.
Monitoring/Contraventions
The application of this protocol will be monitored by the Chief of Protocol.
References
The list of appended National Days was obtained from Global Affairs Canada.
Legislative and Administrative Authorities
None
Definitions
None
Keyword Search
Flags
Flag raisings
Flag-raisings
Half masting of flags
Half-masting of flags
Enquiries
Chief of Protocol
Office of Protocol and Intergovernmental Affairs
Office of the City Clerk
City of Ottawa
Tel: 3-1-1
Appendices
Appendix A: Information on the positioning of flags
Appendix B: List of National Days as provided by Global Affairs Canada
Study Tours/Visiting Delegations procedures
Approved By: Chief Corporate Services Officer
Category: General Administration
Approval Date: April 30, 2004
Effective Date: April 30, 2004
Revision Approved By: Executive Committee
Revision Date: December 3, 2014
Revision Approved By: City Clerk
Revision Date: January 21, 2020 (housekeeping amendments)
Application
These procedures apply to all study tours and visiting delegations. These procedures support the City of Ottawa's Office of Protocol and Intergovernmental Affairs Policy.
Procedure Description
In maintaining its stature as Canada's capital city, the City of Ottawa is committed to providing professional and courteous learning opportunities to visiting delegations and participants of study tours.
As the nation's capital city and "home" to approximately 130 foreign missions, the City of Ottawa is often approached to provide information on "best practices" and City services. Requests emanate from a variety of sources, including embassies, federal, provincial and municipal governments and private firms specializing in the organization of study tours and visiting delegations. Requests may vary from a brief courtesy call to a multi-faceted program, lasting a maximum of one full day.
The Office of Protocol and Intergovernmental Affairs is the principal point of contact for all study tours/visiting delegations to the City of Ottawa. All requests for study tours/visiting delegations shall be directed to the Chief of Protocol.
The Office of Protocol and Intergovernmental Affairs will:
- assess all requests to ensure compliance with the City's corporate policy;
- decline a non-compliant request by advising the requester accordingly in writing;
- submit a Request for Approval form to either the City Manager or the appropriate General Manager for compliant requests;
- once approved, liaise with the appropriate department(s) to identify presenters;
- prepare the agenda/itinerary for the delegation;
- prepare any briefing notes on Protocol matters that may be required for the presenter(s);
- compile individual information packages in City of Ottawa folders for each delegate;
- make all logistical arrangements including room bookings, flag displays, technical and room set-up and uploading of any PowerPoint presentations;
- arrange for light refreshments;
- display on screen a "Welcome to Ottawa City Hall" slide" in English, French and visitors' official language;
- greet the delegation upon arrival (along with other City officials, as appropriate);
- if necessary, escort the delegation to the different meeting sites. (The coordination and costs of transportation are the responsibly of the delegation.)
Criteria
One or more of the following criteria must be met before a visit request can be considered:
- There must be similarities between the City of Ottawa and the visiting delegation in terms of population, key industries, economic conditions and the investment climate;
- The visit/tour must result in a short or long term reciprocal benefit or have an added value to the City of Ottawa (in the form of quality business and government contracts);
- The visit/tour must provide an opportunity to learn and collect data on competitive global business and government issues of importance to the City of Ottawa;
- The visit/tour must provide a real socio-economic interaction; or
- The visit/tour must provide the City of Ottawa with an opportunity to enhance its profile and unique position as the nation's Capital City on a municipal, regional, provincial, national or international basis.
Mandatory Requirements
All of the following conditions must be met before a visit shall be approved:
- The request for a study tour/visiting delegation must be received in writing by the Office of Protocol and Intergovernmental Affairs at least six weeks in advance of the event;
- The City of Ottawa will not entertain a study tour/visiting delegation that would represent duplication by the same requesting body on the same topic within the past two years;
- Programs for study tours/visiting delegations will range from one-half day to a maximum of one full day, Monday to Friday from 0830 hrs - 1630 hrs, excluding statutory holidays;
- Individuals required to participate in the program (i.e. staff from the responsive department, the Office of Protocol and Intergovernmental Affairs, elected representatives, external partners) are available for the time required; and
- Funding or resources must be accommodated through existing budgets and must not result in an additional financial burden on the City.
Exceptions
Where a request by a study tour/visiting delegation does not meet the criteria and mandatory requirements established by these procedures, and where the City Manager or a General Manager still wishes to host the visit, the necessary qualifications may be waived at their discretion.
Monitoring/Contraventions
The Chief of Protocol is responsible for monitoring compliance with this procedure.
References
Office of Protocol and Intergovernmental Affairs Policy
Legislated and Administrative Authorities
None
Definitions
Study tours/visiting delegations: a delegation of one or more dignitaries, elected representatives, senior officials or staff from a municipality within Canada or around the world, visiting the City of Ottawa, the municipal administration and the facilities with the intent to obtain information, learn about "best practices" and how Ottawa delivers specific municipal services.
Keyword Search
Study Tours
Visiting Delegations
Enquiries
Chief of Protocol
Office of Protocol and Intergovernmental Affairs
Office of the City Clerk
City of Ottawa
Tel: 3-1-1
Appendices
None
Presentations/Recognitions at Council procedures
Approved By: Chief Corporate Services Officer
Category: General Administration
Approval Date: June 22, 2006
Effective Date: June 22, 2006
Revision Approved By: Executive Committee
Revision Date: December 3, 2014
Revision Approved By: City Clerk
Revision Date: January 21, 2020 (housekeeping amendments)
Application
These procedures apply to all individuals requesting a presentation to City Council. These procedures support the City of Ottawa’s Office of Protocol and Intergovernmental Affairs Policy.
Procedure Description
General
Presentations and/or recognitions at Council honour outstanding citizens, organizations, charitable causes and city-wide initiatives that contribute to the health and vitality of the City of Ottawa.
The Office of Protocol and Intergovernmental Affairs co-ordinates presentations to Council that are high-level achievements, awards and recognitions that are of significance to the broader City of Ottawa.
Presentations to Council are scheduled to take place at the beginning of the meeting and are listed under the Announcements/Ceremonial Activities portion of the agenda.
Subject to approval by the Mayor and the Deputy City Clerk, no more than two presentations will take place on any given Council meeting day and each will be limited to five minutes in length.
The presentation will be addressed to the Mayor and Members of Council.
Criteria
Subject to approval by the Mayor and the Deputy City Clerk, requests for presentations to Council will be granted to honour the achievements of an outstanding citizen, organization, charitable cause or citywide initiative that contributes to the health and vitality of the City of Ottawa.
Requests for presentations that are not of this stature will be directed to the appropriate Standing Committee in accordance with the direction provided by the Mayor and/or the Deputy City Clerk.
Submitting a request for presentation/recognition at Council
Requestors
- Requests for presentations to Council must be submitted in writing, detailing the topic, format and meeting date four to six weeks in advance of the date of presentation.
- Submissions are to be sent to the Mayor's Office or relevant service department.
- When requests for a presentation to Council originate from an external organization, the originator will be responsible for providing background information to be used in the creation of speaking notes for the Mayor by the Mayor's Office. The background information is to be received by the Protocol Advisor at least five days in advance of the meeting date.
- When requests for a presentation to Council originate from an internal department or a Councillor's office, it will be the responsibility of the internal department or the Councillor's office to provide speaking notes for the Mayor. The speaking notes must be provided by the originator of the request to the Protocol Advisor at least five business days in advance of the meeting date.
- Any materials that are to be distributed as part of the presentation to Council must be approved by the Deputy City Clerk and received by the Protocol Advisor within sufficient time.
- Delegations and their guests should arrive at least 15 minutes prior to the commencement of the Council meeting and will be greeted and briefed by the Protocol Advisor.
City of Ottawa Employees
- Requests are logged in on the date they are received by the Mayor's Office or service department and are subsequently forwarded to the Chief of Protocol for appropriate action.
- Within 24 hours, and under the direction of the Chief of Protocol, the Protocol Advisor will contact the organization to acknowledge receipt of the request and to provide their name and contact information as the principle point of contact at the City of Ottawa.
- An email will be sent from the Protocol Advisor to the Deputy City Clerk and Chief of Protocol for their information and comments outlining the details of the request with a recommendation on how to proceed.
- Once approved by the Deputy City Clerk, the request is forwarded to the Mayor's Office for final approval.
- If the presentation relates to a specific service department, they will be informed by email by the Protocol Advisor.
- Once final approval has been obtained from the Mayor's Office and a date has been confirmed, an email shall be forwarded to the Program Manager of Council and Committee Services from the Protocol Advisor so that he/she can include the title of the presentation on the Council agenda.
- Four weeks in advance of the Council meeting, an email will be sent from the Office of Protocol and Intergovernmental Affairs to the following individuals informing them of the scheduled presentations:
- City Clerk
- Deputy City Clerk
- Chief of Protocol
- Program Manager of Council and Committee Services
- Director, Corporate Programs and Business Services, City Manager's Office
- Executive Assistant to the City Clerk
- Assistant to the Deputy City Clerk
- Committee/Council Assistant
- Mayor's Chief of Staff
- Manager of Administration, Office of the Mayor
- Executive Assistant to the Mayor
- Executive Assistant to the Mayor's Chief of Staff
- Corporate Security
- Media Relations
- Public Information
- City Photographer
- One week prior to the Council meeting date, an updated email message will be sent from the Office of Protocol and Intergovernmental Affairs to the group listed above to provide information on the scheduling or cancellation of presentations to Council.
- The Protocol Advisor will contact both the Client Services and Public Information Branch and Corporate Communications Media Relations to request a Media Advisory and a Press Release (should a Press Release be deemed appropriate) to be received at least five days in advance of the meeting date. The email is to be sent to publicinformation@ottawa.ca and corporatecommunications-mediarelations@ottawa.ca.
- Speaking notes will be the responsibility of the internal department or Councillor's office when the request is internal; external requestors will be responsible for providing background information to be used in the creation of speaking notes for the Mayor by the Mayor's Office. The speaking notes or background information is to be received by the Protocol Advisor at least five days in advance of the meeting date and forwarded by the Office of Protocol and Intergovernmental Affairs to the Mayor's Office for action.
- The Protocol Advisor will collaborate with the appropriate City staff to co-ordinate technical and logistical requirements associated with the presentation.
- The Protocol Advisor will provide electronic copies of the itinerary and background information required for the presentation to Council to the appropriate staff in the Office of the City Clerk and the Mayor's Office.
- The Protocol Advisor will brief the Mayor on his arrival in Andrew S. Haydon Hall and will remain on site until the presentation has been completed.
Monitoring/Contraventions
The Chief of Protocol is responsible for monitoring compliance with this procedure.
References
None
Legislative and Administrative Authorities
None
Definitions
Delegation(s) - members of the public who wish to make presentations to Council on their own behalf or on behalf of companies/organizations.
Keyword Search
Presentations to Council
Recognitions at Council
Enquiries
Chief of Protocol
Office of Protocol and Intergovernmental Affairs
Office of the City Clerk
City of Ottawa
Tel: 3-1-1
Appendices
None
Proclamation procedures
Approved by: Chief Corporate Services Officer
Category: General Administration
Approval date: July 2, 2002
Effective date: July 2, 2002
Revision approved by: Executive Committee
Revision date: December 3, 2014
Revision approved by: City Clerk
Revision date: January 21, 2020
Application
These procedures apply to all proclamations issued on behalf of the City of Ottawa. These procedures support the City of Ottawa Office of Protocol and Intergovernmental Affairs policy.
Procedure Description
The purpose of this protocol is to provide a vehicle that will encourage public awareness and provide recognition for events, achievements, and activities that are significant to Ottawa. It provides an opportunity to acknowledge individuals who have achieved national or international distinction, or whose contribution to the community demands significant recognition.
This procedure also identifies those instances where a proclamation will not be issued.
Proclamations are ceremonial documents signed by the Mayor containing a message of importance, interest or benefit to a significant number of citizens of Ottawa.
The decision to issue proclamations is based on the recognition that the Mayor represents all citizens. In doing so, acknowledgement is given to the commitment of individuals and organizations within the city whose efforts enhance our community. It does not, however, constitute a personal or civic endorsement.
This recognition also 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".
A proclamation may be issued:
- to an individual or organization residing within the boundaries of the City of Ottawa who has achieved national or international distinction, or whose significant contribution to the community deserves recognition;
- to artistic, athletic, historical and cultural celebrations held within the boundaries of the City of Ottawa;
- to charitable and non-profit fundraising events held within the boundaries of the City of Ottawa;
- as a special recognition/honour on the recommendation of the Mayor.
A proclamation will not be issued for:
- matters that are politically or religiously motivated or represent individual conviction;
- campaigns, events or activities that are contrary to the City of Ottawa's policies or bylaws;
- individuals or organizations that espouse discrimination, hatred, violence or racism;
- individuals or organizations that are not directly related to the City of Ottawa;
- events or activities intended for profit-making purposes.
Other essential details:
A proclamation must be requested by an individual or organization that resides within the boundaries of the City of Ottawa and may be issued for a day, a week or a month.
A proclamation can be issued annually, however, a new request must be submitted by the requestor each year.
A request for a proclamation, and the text for inclusion in the proclamation, must be received in the Office of Protocol and Intergovernmental Affairs at least four weeks in advance of the date required. The text for inclusion in the proclamation, to be provided by the requestor in English or French, should not exceed 130 words.
All proclamation text is subject to approval by the Office of Protocol and Intergovernmental Affairs, and will be reviewed to ensure its compliance with the policy. Modifications to the text may be necessary in order for the text to be approved.
Once the text has been approved, the Office of Protocol and Intergovernmental Affairs will ensure that the proclamation is produced in both official languages.
The City will not incur any expenses relating to the advertising or promotion of a proclamation unless a City department initiates the proclamation. Recipients are responsible for the promotion of the proclamation, organization of related activities and for all associated costs.
An organization does not have exclusive rights to the day, week or month of their proclamation.
A congratulatory letter or certificate may be considered as an alternative where the proclamation criteria has not been met.
Monitoring/Contraventions
The Chief of Protocol is responsible for monitoring compliance with this procedure.
References
None
Legislated and Administrative Authorities
None
Definitions
None
Keyword Search
Proclamations
Office of Protocol and Intergovernmental Affairs
Honour
Certificate
Enquiries
Chief of Protocol
Office of Protocol and Intergovernmental Affairs
Office of the City Clerk
City of Ottawa
Tel: 3-1-1
Appendices
None
Office of Protocol and Intergovernmental Affairs policy
Approved By: Executive Committee
Category: General Administration
Approval Date: December 3, 2014
Effective Date: December 3, 2014
Revision Approved By: City Clerk
Revision Date: January 21, 2020 (housekeeping revisions)
Policy Statement
The Office of Protocol and Intergovernmental Affairs sets corporate standards about protocol that are applied in the planning and execution of a wide range of events, activities and services that are designed to enhance the profile of the City of Ottawa. As the nation’s capital, and home to approximately 130 foreign missions, such events and activities can be highly visible, as well as politically and culturally sensitive. It is therefore imperative that the City be well positioned to adequately respond to such events and activities in order to maintain its stature and fulfill its obligations as our nation’s capital.
Purpose
The objective of this policy is to outline the types of events and activities that the Office of Protocol and Intergovernmental Affairs will manage, and establish general guidelines for those events and activities funded by the Office of Protocol and Intergovernmental Affairs.
Application
This Policy applies to all events and activities administered by the Office of Protocol and Intergovernmental Affairs and funded through the Office of Protocol and Intergovernmental Affairs operating budget.
Policy Requirements
Activities
The growth in activities coordinated and funded by the Office of Protocol and Intergovernmental Affairs has increased steadily since its inception in 2001. Recognizing that there are a finite number of resources available from the Office of Protocol and Intergovernmental Affairs, the following list outlines the types of events and activities that will be undertaken by the Office of Protocol and Intergovernmental Affairs.
- Courtesy Calls
- Events and Receptions
- Flag Protocol
- Presentations to Council
- Proclamations
- Protocol Gift Bank
- Study Tours / Visiting Delegations
Following are some examples of events that take place on an annual basis:
Annual city-wide sponsored events
- Mayor’s Annual Canada Day Celebration for Seniors
- Mayor’s Annual Christmas Celebration in support of the Ottawa Food Bank
- “Trick or Treat with the Mayor” in support of the Ottawa Food Bank’s Baby Supply Cupboard
Parades
- Christmas Parades: Barrhaven, Carp, Help Santa Toy Parade, Kanata, Manotick, Orléans, Metcalfe, Constance Bay and Richmond (subject to float availability)
- St. Patrick’s Day Parade
Ceremonial events
- Commemorative Street Naming for Veterans
- Freedom of the City Ceremony (military honour awarded at the discretion of the Mayor)
- Inaugural Ceremony of Council
- Key to the City Award (City’s highest honour awarded at the sole discretion of the Mayor)
- The Order of Ottawa (awarded on the advice of the Order of Ottawa Selection Committee)
The above list is not to be considered a final and complete list. The Office of Protocol and Intergovernmental Affairs manages additional event requests as they occur, at the discretion of the Mayor and on behalf of the City of Ottawa.
Budgets
In addition to the events identified in this policy, any additional events or activities undertaken by the Office of Protocol and Intergovernmental Affairs will be limited to the dollars available in the Office of Protocol and Intergovernmental Affairs’ operating budget.
Events
The Office of Protocol and Intergovernmental Affairs manages events and receptions on behalf of the City of Ottawa. New activities may be undertaken at the discretion of the Mayor, with adherence to existing budgetary restraints. Should any new annual event place budget constraints on existing activities, a report will be prepared for Council approval.
Responsibilities
Office of Protocol and Intergovernmental Affairs
The Office of Protocol and Intergovernmental Affairs will coordinate and deliver all Office of Protocol and Intergovernmental Affairs activities with a level of professionalism and integrity that best reflects the City of Ottawa, and its representatives. It will adhere to the budgetary constraints outlined in this policy, seek sponsorships as appropriate, and provide best value for dollar.
Monitoring/Contraventions
The City Clerk will monitor the application of this policy.
References
Accessing the Protocol Gift Bank Inventory Procedures
Maintaining the Protocol Gift Bank Inventory Procedures
Events and Reception Procedures
Flag Protocol Procedures
Study Tours/Visiting Delegations Procedures
Presentations/Recognitions at Council Procedures
Proclamation Procedures
Legislative and Administrative Authorities
None
Definitions
None
Keyword Search
Office of Protocol and Intergovernmental Affairs
Protocol Activities
Protocol Events
Award Receptions
Enquiries
Chief of Protocol
Office of Protocol and Intergovernmental Affairs
Office of the City Clerk
City of Ottawa
TEL: 3-1-1
Appendices
None