Monday, September 16, 2019€¦ · September 16, 2019 6.3-1. CW022-2019 1. That the Council Office Support Model be changed to a political support model, effective April 15, 2019,

Monday, September 16, 2019

9:30 a.m. – Regular Meeting

Council Chambers 4

th Floor – City Hall

Members: Regional Councillor P. Fortini – Wards 7 and 8 (Chair)

Regional Councillor M. Medeiros – Wards 3 and 4

Regional Councillor P. Vicente – Wards 1 and 5 Regional Councillor G. Dhillon – Wards 9 and 10 City Councillor C. Williams – Wards 7 and 8

For inquiries about this agenda, or to make arrangements for accessibility accommodations

for persons attending (some advance notice may be required), please contact: Terri Brenton, Legislative Coordinator, Telephone 905.874.2106, TTY 905.874.2130

[email protected]

Note: Meeting information is also available in alternate formats upon request.

Agenda

Governance and Council Operations Committee

Committee of the Council of The Corporation of the City of Brampton

mailto:[email protected]

Agenda Governance and Council Operations Committee

2019 09 16 Page 2 of 3

1. Approval of Agenda

2. Declarations of Interest under the Municipal Conflict of Interest Act

3. Consent

* The following items listed with an asterisk (*) are considered to be routine and non-controversial by the Committee and will be approved at this time.

There will be no separate discussion of any of these items unless a Committee Member requests it, in which case the item will not be consented to and will be considered in the normal sequence of the agenda.

(nil)

4. Announcements

5. Delegations

6. Staff Presentations

6.1. Presentation by T. Mendler, Protocol Officer, City Clerk’s Office, re: Expression of Sympathy Policy.

See Item 7.1

Note: To be distributed prior to the meeting

6.2. Presentation by Peter Fay, City Clerk, re: Council Handbook Update.


6.3. Presentation by Peter Fay City Clerk, re: New Council Office Support Model – Check-in (including Council Office Ethical Framework).


Agenda Governance and Council Operations Committee

2019 09 16 Page 3 of 3

7. Reports

7.1. Report from T. Mendler, Protocol Officer, City Clerk’s Office, re: Expression of

Sympathy Policy.

See Item 6.1


8. Other Business/New Business

8.1. Discussion Item re: Council Calendar.

8.2. Discussion Item at the Request of Regional Councillor Fortini, re: Councilor

Use of Consultants.

9. Deferred/Referred Matters

10. Notice of Motion

11. Correspondence

12. Councillors' Question Period

13. Public Question Period

15 Minute Limit (regarding any decision made at this meeting)

14. Closed Session

15. Adjournment

Next Meeting: Monday, November 4, 2019 – 9:30 a.m.

Expression of Sympathy Policy

The Expression of Sympathy Policy defines appropriate and consistent methods for expressing

the City’s sympathy in the event of a death or event of significance to the City.

6.1-1

2

Recommendation – Expression of Sympathy Policy

The proposed policy will ensure the reputation of the City, the Mayor and Council, are maintained by:

• Providing standard and consistent methods of expressing sympathy• Ensuring the City’s readiness to respond in an appropriate way to

collective acts of mourning and sympathy in a prompt manner.

The proposed policy applies upon the death of:

• A current Member of Council• A former Member of Council• A significant community member • A current City of Brampton staff member

As well, upon a significant event where the City will facilitate an expression of collective mourning

6.1-2

3

Background – Flag Policy GOV-150

In March 2019 Council approved the City of Brampton’s first Flag Policy.

Section 5.8 includes provisions for the lowering of City flags in the event of a dignitary or high-profile death.

The Flag Policy also includes six commemorative days where flags at all City of Brampton facilities will be half-masted from sunrise to sunset.

6.1-3

4

Commemorative Activities for Current Member of Council

• Lower all City flags in accordance with the Flag Policy

• Coordinate public statements, internal and external messaging including news release informing the media of any commemorative service and expressions of sympathy

• Coordinate recognition at the first Council or Committee of Council meeting following the Member’s death

• Establish a book of condolences

• An expression of sympathy from the City

• A letter or card from the Mayor and/or CAO sent to the family on behalf of the City

• Provide a floral arrangement and a small arrangement at the Member’s seat for the next committee or Council meetings

• Loan City of Brampton flag(s) to the family

• Coordinate Honour Guard services

• Arrange for a corporate representative from Senior Leadership Team and/or Council to attend a public funeral or memorial service

6.1-4

5

Commemorative Activities for Former Member of Council

• Lower all City flags in accordance with the Flag Policy GOV-150• Coordinate public statements, internal and external messaging

including news release informing the media of any commemorative service and expressions of sympathy.

• Coordinate recognition at the first Council or Committee of Council meeting following the Member’s death

• Establish a book of condolences• An expression of sympathy from the City• A letter or card from the Mayor and/or CAO sent to the family on

behalf of the City• Loan City of Brampton flag(s) to the family• Arrange for a corporate representative from Senior Leadership Team

and/or Council to attend a public funeral or memorial service; and• Provide protocol support to the family

6.1-5

6

Commemorative Activities for Other Dignitary

• Lower flags in accordance with the Flag Policy GOV-150

• Coordinate public statements, internal and external messaging including recognition during committee or Council meetings




• Arrangements for a corporate representative to attend a public funeral or memorial service where possible

6.1-6

7

Commemorative Activities for Current City Staff

• Internal communication to all staff including details of a commemorative service



• Arrange for a corporate representative from Senior Leadership Team and/or Council to attend a public funeral or memorial service

If a current City of Brampton employee dies in the line of duty or by reason of the position occupied, in discussion with the family, the City will offer the additional commemorative activities:

• Half-masting of flags, consistent with the Flag Policy GOV-150

• Communications and media relations support to the family

6.1-7

8

Commemorative Activities for Community Remembrance

• Lower flags in accordance with the Flag Policy GOV-150


• Coordinate public statements, internal and external messaging

• Arrangements for a corporate representative to attend a commemorative service where possible

• Corporate support may be provided for a program for community vigils with the approval from the CAO. This could include space and event support with no fee at City Hall for a community gathering to express sympathy

6.1-8

Council Office Support ModelImplementation Check-in


September 16, 2019

6.3-1

CW022-2019

1. That the Council Office Support Model be changed to a political support model, effective April 15, 2019, based on one (1) Executive Assistant for each Councillor (each on a fixed-term employment contract with full non-union benefits), and additional staff at the discretion of the Councillor, within the assigned ‘Councillor staffing’ budget threshold (estimated at approximately $200,000 per Councillor offset by existing Council Office budget);

2. That the draft job descriptions for the Executive Assistant and Administrative Assistant, as generally set out in Appendix 2 to this report, be used as the basis for finalizing the positions for recruitment and hiring;

3. That the draft Human Resources Management and Ethical Framework for Council Members’ Staff, as generally set out in Appendix 3 to this report, be reviewed and finalized as the basis for the staffing framework for the staff positions supporting the Councillors;

4. That the Governance and Council Operations Committee, in consultation with staff, be requested to review and guide the finalization of the draft job descriptions and framework attached to this report as the basis for implementation of Council’s decisions on a new support model;

5. That staff be directed to make necessary amendments to the Council Expense Policy and Council Handbook, and other City policies and procedures, to implement Council’s decisions;

6. That Council approve Option 1 (i.e., remove existing 10 workstations and replace with 2 smaller touch-down workstations; no additional construction), as described in this report, for Councillor staff accommodations, with funding sourced from existing facility capital budgets;

7. That the new Council Office support model be reviewed annually, through the Governance and Council Operations Committee, to review and recommend improvements to the political support model, as appropriate;

8. That during the 2019 budget approval process, further consideration of possible financial offsets, including service delivery reductions or adjustments, be identified in order to offset implementing the new Council Office support model, as decided by Council, such that there is a zero-tax impact to the taxpayer;

9. That all Council staff positions be hired at salary levels to be determined by the individual Councillor;

10. That the position of Council Receptionist be retained as a corporate position;

11. That the current budget funding for Councillor newsletters and calendars be maintained.

Council Decision - Recap

6.3-2

Work PlanTasks Status/Next Steps

Staffing • Councillor staffing (secondments and/or contracts) continuing and supported• Council Office Assistant (6th floor reception) implemented

Council Office Management and Ethical Framework • Framework included in employment terms and conditions• Council Workshop held May 13 and 14• Future amendments to align with HR policies review – updated Framework to

be presented in November

Governance and Council Operations Committee • Steering Committee for implementation (September and November meetings)

Policy and Documentation Updates • Mayor and Councillors’ Expense Policy - Updated June 2019• Council Handbook – Updated September 2019• Council-Staff Relations Policy – adopted March 2019• Council Workshop – tentative September 30

Accommodations • Councillor staff workstations completed

Financials • Individual Councillor Cost Centres in effect

Communications • Council decision - 2 Newsletters annually per Ward Pairing and Mayor

Other • Technology supports in place• CivicTrack (CRM) application implementation

6.3-3

KPMG Audit - Review of Councillor Budget and Staffing ModelIssue/Recommendation Management Response/Owner/Timing

#1 Councillor and Support StaffIssue: The new support model gives more flexibility to Councillors however increases the risk of inconsistent processes being applied around people management, communication, training, HR matters, and budget management.We noted that there is no central officer responsible for dealing with questions from Councillor’s and their support staff around their duties under the new support model.Recommendation: We recommend the City appoint a liaison officer or designated staff member who acts as a central point of contact for Councillor’s and their support staff to answer questions or queries around their day to day operations. As part of this, the City should highlight to Councillors the importance of compliance with HR processes for their staff including on-boarding, training and any other HR matters and ensure regular communications/ reminders are provided to them, as well as on-going support where needed.

Agreed. Management will continue to monitor progress of the Council Office model to determine if a dedicated staff resource is necessary, subject to Council approval. In the meantime, updates to the Council Handbook, informal and formal training and education opportunities will be provided. Regular communication will be provided to Councillors advising of the on-boarding available and other HR responsibilities. Owner and Timing:Clerk/CAO’s Office/Human Resources – December 2019

#2 Reporting of Councillor ExpensesIssue: The process and required documentation for the submission and approval of Councillor expense claims is not clearly captured in one consolidated policy specifically for City Councillors. Processes are currently captured across a number of different documents. We also found errors in classification have occurred in Councillor expense reporting, due to a manual entry error by the accounting department when entering the expense into the report template. We also noted there is a lack of consistency in the date recorded for the Councillor mobility expense report and the date the transaction occurred.Recommendation: The City should implement a consolidated policy outlining the process for making expense claims and the required level of approvals needed for City Councillors. The policy should clearly state the categories expenses fall under, approvals required, codes to be used, requirement to complete expense forms, and the detailed processes to follow for Councillor’s making an expense claim. As part of a longer term exercise, the City should continue with the automation of the expense process. The City should be taking steps to automate the entire expense process, whereby Councillor’s submit expenses electronically with supporting documentation, all approvals and posting is completed electronically and evidence of this retained.

Agreed. City staff will develop a detailed guideline for Councillors that will encompass all the processes and related information such as general ledger codes and descriptions, reporting and approval requirements. City staff will provide refresher training to Councillor staff on all the components including expense capturing and reporting. In addition, City staff will continue with the initiative to automate entirely the Accounts Payable process. Owner and Timing:Finance – December 2019

• Central point of contact for Councillors and their staff (onboarding, training and communication)

• Consolidated approach for expense claims, categorization, coding and approvals

• Automation of expense submission/approval process

• Points of contact within Clerk’s Office and Human Resources

• Formal and informal training opportunities

• Continued communications

• Guideline in development• Refresher training for

Council Office• Continue accounts payable

automation process

6.3-4

KPMG Audit - Review of Councillor Budget and Staffing ModelIssue/Recommendation Management Response/Owner/Timing

#3 Capturing of Councillor expensesIssue: In some instances expenses (e.g. internal print shop and mailroom costs) are initially allocated to internal departments, who will provide expense details to Accounting to process a journal entry to allocate the cost to Councillor’s. In other instances, internal departments contact Councillor’s directly to re-allocate the expenses. However, Accounting are not aware of these instances and rely on internal departments to contact them if required. . The above process is not formally documented nor is it undertaken on a frequent or consistent basis. In addition, our testing identified instances where codes had been allocated incorrectly by Councillors and had to be resolved by Accounting. Recommendation: A formal policy should be put in place outlining the process for ensuring all expenses are appropriately charged to the relevant Councillor. This should include both the role of internal departments and Accounting in ensuring thatexpenses are identified, processed and transferred in a complete and accurate manner. In addition, refresher training should be provided to Councillors on the use of expense codes to ensure codes are allocated correctly going forward.

Agreed. City staff will develop formal procedure regarding the capturing and reporting of costs incurred by internal departments on behalf of Councillors. City staff will develop a comprehensive guideline for Councillors that will encompass all the processes and related information such as general ledger codes and descriptions. City staff will provide refresher training to Councillor staff on all the components including expense capturing and reporting.Owner and Timing:Finance – December 2019

#4 Compliance with Employment Standards Act (ESA)Issue: As part of the change to the political support model, Councillors were provided with training and given information packages which included their requirements under the Employment Standards Act. However, we note that training provided was not made mandatory. In addition, while information packs were provided there was no requirement for Councillor’s to acknowledge that they had read/understood the information provided. Recommendation: We acknowledge the steps taken by the City to ensure Councillor’s are made aware of their requirements under the ESA. However, to ensure Councillor’s are in compliance with and understand the standards in place, annual declarations should be made by each Councillor, which should be stored on file.

Agreed. A planned Council Workshop during fall 2019 with the City’s Integrity Commissioner will also include a review of Respectful Workplace, Code of Conduct, Council Staff Relations, etc. This will be an annually scheduled workshop where attendance is captured and sign off to validate understanding is collected. For subsequent years, the role of a manager, in relation to legislated responsibilities, will be included in the scheduled Council Workshop including a sign off to validate understanding.Owner and Timing:City Clerk, HR (CS, ODL, HSW, TA) – Fall 2019 and annually

• Process for expense allocation to each Councillor and training

• Procedure in development for internal cost capture and reporting

• Refresher training for Council Office

• Annual Council Workshop on Code of Conduct, policy, employment standards and people manager role (Tentative September 30 Workshop)

• Annual Councillor declaration to ensure understanding and compliance with employment standards and policy

6.3-5

Council Office Support ModelImplementation Check-in


September 16, 2019

6.3-6

Report


The Corporation of the City of Brampton 2019-09-16

Date: 2019-09-10

Subject: Expression of Sympathy Policy

Contact: Theresa Mendler, Protocol Office, City Clerk’s Office, 905-874-3421 Recommendations:

1. That the report from Theresa Mendler, Protocol Officer, City Clerk's Office, dated

September 10, 2019 to the Governance and Council Operations Committee

meeting of September 16, 2019 re: Expressions of Sympathy Policy, be

received; and

2. That the Expression of Sympathy Policy, included as Appendix A to this report, be

approved.

Overview:

The City does not have a policy to inform the City’s response upon the death of a

current staff, current or former Member of Council, significant community

member or a special circumstance where the City and residents would like to

express collective morning.

The proposed Expression of Sympathy Policy defines appropriate and consistent

methods for expressing the City’s sympathy in the event of a death or event of

significance to the City.

The proposed Policy will ensure that the City responds readily in an appropriate

manner.

The scope of the Policy also includes a number of commemorative activities that

could be applied at the discretion of staff and the Mayor.

The Protocol Office, within the City Clerks Office, has a mandate to oversee this

policy and the City’s response and recognition on the death of current or former

Member(s) of Council and current employees.

7.1-1

Background: In its current functions, the City responds on an ad hoc basis in the event of a death of current staff and current and former Members of Council. In the past, other departments or the City Clerk’s Office have coordinated the City’s response in these situations, in consultation with the CAO and Mayor. Expressions of sympathy applied in the past have included the lowering of City flags, a donation or floral arrangement, and a statement by the Mayor read at a Council meeting. In March 2019, Council approved the City of Brampton’s first Flag Policy. Section 5.8 includes provisions for the lowering of City flags in the event of a dignitary or high-profile death including:

The Sovereign or a member of the Canadian Royal Family

Current or former Governor General of Canada

Current or former Prime Minister of Canada

Lieutenant Governor of Ontario

Premier of Ontario

Local Member of Parliament or local Member of Provincial Parliament

Member of the Region of Peel Council

Current or former member of Brampton City Council

A current City of Brampton employee who dies in the line of duty or by reason of

the position occupied

Peel Region EMS responder who dies in the line of duty or by reason of the

position occupied

A resident of Brampton who is a member of the Canadian Armed Forces, killed

while deployed on operations.

The Flag Policy also includes six Special Days where flags at all City of Brampton facilities will be half-masted from sunrise to sunset. In 2019, the Mayor and Council hosted three community gatherings of mourning:

Candlelight Vigil for Riya Rajkumar – February 19, 2019

Candlelight Vigil for victims of New Zealand Mosque Attacks – March 21, 2019

Vigil in Memory of Victims of Sri Lank Easter Sunday Attacks – April 29, 2019

In 2019, the City to date has lowered flags on the following occasions:

Notice Duration Authorization

Death of Riya Rajkumar February 15-20, 2019 Mayor’s discretion

Brampton victims of Ethiopian plane crash

March 21-22, 2019 Mayor’s discretion

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Notice Duration Authorization

Christchurch, New Zealand mosque attacks

March 21-22, 2019 Mayor’s discretion

National Day of Mourning for Persons Killed or Injured in the Workplace

April 28, 2019 Flag Policy

D-Day June 6, 2019 Flag Policy

Death of former City Councillor Peter Richards

August 7, 2019 Flag Policy 5.8.1 h)

Firefighters’ National Memorial Day

September 8, 2019 Flag Policy

Within the City Clerk’s Office, the Protocol Office was developed in 2018 to coordinate and streamline functions occurring across the organization to ensure consistency over protocol policies and activities to enhance the image and reputation of the City of Brampton. The Protocol Office is currently acting as the corporate authority upon a significant death, relying on best practices in the absence of a policy. The Protocol Office is currently responsible for receiving, reviewing, and approving requests for community flag raisings. This report recommends an Expression of Sympathy policy for the Corporation. Current Situation: Proposed Policy: The proposed policy establishes a number of common approaches that could be applied, in consultation with the family, upon the death of:

- Current City of Brampton Member of Council, with additional considerations for a

current Mayor

- Former City of Brampton Member of Council

- Current City of Brampton Staff

- International, national, or local tragic event

- Significant community member

The proposed Expression of Sympathy Policy has been benchmarked with other large Canadian municipalities including the Cities of Toronto, Calgary and Mississauga.

Should there be a desire to name a City asset on behalf of the deceased, the

appropriate procedure and process for acknowledgment will be followed in accordance

with the Asset Naming Policy PND - 110 and accompanying SOPs.

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Corporate Implications: City Clerk’s Office will continue to oversee the expressions of sympathy applied in consultation with the CAO, the Mayor’s Office and internal departments as required including Strategic Communications, Facility Services and Security Services. Financial Implications: There are no immediate financial implications resulting from the proposed policy. The City Clerk’s Office approved budget is responsible for the nominal costs associated with application of this policy. Funding for City-coordinated community gatherings of mourning or other expressions of sympathy events will be determined at the time of the event. Term of Council Priorities: This report achieves the Term of Council Priority of a Well-Run City. Conclusion: The Expression of Sympathy Policy provides guidance on consistent services offered by the City of Brampton upon the death of a current staff person, a current or former Member of Council, and outlines commemorative activities as a symbolic gesture of collective mourning. Approved by: Approved by:

Peter Fay, City Clerk Al Meneses, Acting CAO and Commissioner of Community Services

Attachments: Appendix A: Expression of Sympathy Policy

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Page 1 of 7

Policy

Category: Governance

Title: Expression of Sympathy

Policy Number: [Assigned by Manager, Corporate Policy]

Approved by: [Committee Recommendation #], [Council Resolution #]

Administered by: Protocol Office, Clerks Department

Effective: [format as January 1, 2000]

1. Background

Having served the City of Brampton as an elected Member of Council, upon their death former and current Members are acknowledged by the City in a manner that is consistent and honours their contribution.

In the event that a current staff member has passed away, the City offers condolences.

The City also recognizes former elected officials and significant members of the community and holds community gatherings of remembrance which are important ways residents can express collective mourning.

2. Purpose

The purpose of this Policy is to define appropriate and consistent methods for expressing the City’s sympathy of a death of significance to the City and it’s residents.

3. Application and Scope

This Policy applies:

a) Upon the death of: i) A current Member of Council; ii) A former Member of Council; iii) A significant community member; iv) A current City of Brampton staff member; or

b) Upon a significant event where the community would like to express collective

mourning.

3.1 Exceptions

a) This Policy does not apply to former City of Brampton staff.

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Expression of Sympathy Page 2 of 7

b) This Policy is not to replace or impede the standards of practice of the

Brampton Fire and Emergency Services Department with regard to

honouring their members or other fire and emergency personnel who have

died in the line of duty.

c) Should there be a desire to name a City asset on behalf of the deceased, the

appropriate procedure and process for acknowledgment will be followed in

accordance with the Asset Naming Policy PND - 110 and accompanying

SOPs.

4. Outcomes

The intended outcomes of this Policy are:

4.1 Provide standardized and consistent methods of expressing sympathy.

4.2 Ensure the reputation of the City is maintained.

4.3 Ensure City’s readiness to respond in an appropriate way to collective acts of mourning and sympathy in a prompt manner.

5. Policy Statements

5.1 Upon receipt of notification of death the Protocol Office will disseminate this information to appropriate groups including: Mayor’s Office, Council Office, Chief Administrative Officer (CAO)’s Office, Senior Leadership Team (SLT), and Strategic Communications.

5.2 The City will liaise with the family to determine their wishes, in accordance with this Policy.

5.3 The family may wish to receive any, all, or none of the services offered.

5.4 The Protocol Office will liase with the Mayor’s Office, CAO’s office, the SLT and other business units as required to implement the agreed upon expressions of sympathy.

5.5 The Protocol Office will maintain the record of the City’s acknowledgements provided to the family, in compliance with the Municipal Freedom of Information and Protection of Privacy Act and the Records Retention Bylaw.

5.6 Commemorative Activities Upon the Passing of a Current Member of Council

The City of Brampton, in discussion with the family, where possible may offer the following commemorative activities upon the death of a current Member of Council:

a) Lower all City flags in accordance with the Flag Policy GOV-150;

7.1-6


b) Coordinate public statements, internal and external messaging including news

release informing the media of any commemorative service and expressions of

sympathy;

c) Coordinate recognition at the first Council or Committee of Council meeting

following the Member’s death;

d) Establish a book of condolences;

e) A token expressing sympathy from the City;

f) A letter or card from the Mayor and/or CAO sent to the family on behalf of the

City;

g) Provide a floral arrangement and a small candle arrangement at the Member’s

seat for the next committee or Council meetings;

h) Loan City of Brampton flag(s) to the family;

i) Coordinate Honour Guard services;

j) Arrange for a corporate representative from Senior Leadership Team and/or

Council to attend a public funeral or memorial service; and

k) Provide protocol support to the family.

Please refer to Expression of Sympathy Standard Operating Procedures for further

details.

5.7 Additional Activities Upon the Passing of the Current Mayor

In addition to section 5.6, the City, in discussion with the family, will offer the following commemorative activities upon the death of the current Mayor:

a) Arrange for an Honour Guard;

b) Lying in state services at City Hall, with public visitation hours, as determined

appropriate by the CAO and City Clerk with the advice of the Protocol Office;

and

c) Provide protocol support to the family for any commemorative services.

5.8 Commemorative Activities Upon the Passing of a Former Member of Council

The City of Brampton, in discussion with the family, where possible may offer the following commemorative activities upon the death of a former Member of Council:

a) Lower all City flags in accordance with the Flag Policy GOV-150;

b) Coordinate public statements, internal and external messaging including news

release informing the media of any commemorative service and expressions of

sympathy.

c) Coordinate recognition at the first Council or Committee of Council meeting

following the Member’s death;

d) Establish a book of condolences;

e) A token expressing sympathy from the City;

f) A letter or card from the Mayor and/or CAO sent to the family on behalf of the

City;

7.1-7


g) Loan City of Brampton flag(s) to the family;

h) Arrange for a corporate representative from Senior Leadership Team and/or

Council to attend a public funeral or memorial service; and

i) Provide protocol support to the family.

5.9 Condolence Upon the Death of an Elected Official or Dignitary

5.9.1 At the discretion of the Mayor, in consultation with the CAO and the Protocol Office, the City may express sympathy upon the passing of an elected official or dignitary who has represented the City of Brampton in Provincial legislature or Federal Parliament and has made significant contributions to public life.

5.9.2 The City, in discussion with the family, where possible may offer the following commemorative activities upon the death of an elected official or dignitary:

a) Lower flags in accordance with the Flag Policy GOV-150;

b) Coordinate public statements, internal and external messaging including

recognition during committee or Council meetings.

c) Establish a book of condolences;

d) A token expressing sympathy from the City and;

e) A letter or card from the Mayor and/or CAO sent to the family on behalf

of the City;

f) Arrangements for a corporate representative to attend a public funeral or

memorial service where possible

5.10 Condolence Upon the Death of a Current City Staff

5.10.1 The City, in discussion with the family, where possible may offer the following commemorative activities upon the death of a current City staff:

a) Internal communication to all staff including details of a commemorative

service;

b) A token expressing sympathy from the City;

c) A letter or card from the Mayor and/or CAO sent to the family on behalf

of the City;

d) Arrange for a corporate representative from Senior Leadership Team

and/or Council to attend a public funeral or memorial service.

5.10.2 If a current City of Brampton employee dies in the line of duty or by reason of the position occupied, in discussion with the family, the City will offer the additional commemorative activities:

a) Half-masting of flags, consistent with the Flag Policy GOV-150; b) Communications and media relations support to the family.

7.1-8


5.11 Commemorative Activities for Community Gatherings of Remembrance:

At the discretion of the Mayor, in consultation with the CAO and the Protocol Office, the City may express sympathy during periods of mourning for significant international, national, or local tragic events including the death of a significant community member. The City may offer the following:

a) Lower flags in accordance with the Flag Policy GOV-150;

b) Establish a book of condolences

c) Coordinate public statements, internal and external messaging.

d) Arrangements for a corporate representative to attend a commemorative

service where possible

Corporate support may be provided for a program for community vigils with the

approval from the CAO. This could include space and event support with no fee at

City Hall for a community gathering to express sympathy.

Refer to the Council Event Protocol for information on Member of Council hosted

events. Event support will be provided as outlined in the Vigil and Expression of

Sympathy SOP.

6. Roles and Responsibilities

6.1 Mayor

Consult with the CAO and Protocol Office for advice on expressing sympathy during periods of mourning for significant international, national, or local tragic events including the death of a significant community member.

Seek approval of CAO for corporate support for Community Gatherings for collective mourning which are “Mayor and Council hosted”

6.2 Chief Administrative Officer or designate

Comply with this Policy.

Determine whether lying in state and the public hours for visitation are appropriate, and where appropriate, approve.

Consult with the Protocol Office for advice on expressing sympathy during periods of mourning for significant international, national, or local tragic events including the death of a significant community member.

Approve exceptions to this Policy.

Review and approve requests for corporate support for a community gathering program hosted by “Mayor and Council”.

6.3 Protocol Office

7.1-9


Provide advice and support to ensure appropriateness of expressions of sympathy under this Policy.

Receive and disseminates notification of death.

Liaises with the family of the deceased and offer services consistent with this Policy.

Gatherinformation that may be of interest to the City with respect to the commemorative service.

Liase with Members of Council offices, CAO’s office, SLT, Strategic Communication and business units as required to implement services.

Maintain records of the City’s acknowledgements provided to the family consistent with the Records Retention Bylaw and MFIPPA.

7. Monitoring and Compliance

7.1 The Protocol Office within the City Clerk’s Department will administer this Policy and coordinate the payment of all expenses incurred through implementation. The Protocol Office will maintain detailed procedures and guidelines to accompany this Policy.

7.2 Where exceptions to this Policy may be warranted, the Protocol Office will provide a recommendation to the Mayor’s Office and CAO’s Office for approval, and communicate the proposed services in accordance with section 6 of this Policy. Consequences of non-compliance.

7.3 Failure to follow this Policy may result in reputational harm to the City.

8. Definitions

8.1 ‘Family’ means the surviving immediate relatives of the deceased, or a representative. This could include a spouse, common-law partner, parents, parents-in-law, children, or siblings.

8.2 ‘Lying in state’ means the coffin of a deceased official which rests in City Hall so that people can view it and show respect.

8.3 ‘Member of Council’ means any member of the legislative body of the City, including Mayors and Councillors, past and present.

8.4 ‘Protocol’ generally refers to the official procedure or rules of governing city-wide events and other official functions, and the official liasing with and between dignitaries.

8.5 ‘Token of sympathy’ could include a floral arrangement or donation of equivalent value to a registered charity, if requested by the family.

7.1-10


9. References and Resources

This Policy should be read and applied in conjunction with the following references and resources as updated from time to time. Please note that some of the following documents may not be publically available.

External references

Municipal Freedom of Information and Protection of Privacy Act

References to related bylaws, Council policies, and administrative directives

Asset Naming Policy PND - 110

Council Event Protocol GOV-160

Flag Policy GOV-150

Records Retention Bylaw 272-2014 as amended

References to related corporate-wide procedures, forms, and resources

Expression of Sympathy SOP

Vigil and Expression of Sympathy SOP.

Revision History

Date Description

[yyyy/mm/dd] New. Approved by Council Resolution XXX.

[2022/mm/dd] Next Scheduled Review

7.1-11

https://www.brampton.ca/EN/City-Hall/policies-directives/Documents/Asset%20Naming%20Policy%20PND-110.pdf

https://www.brampton.ca/EN/City-Hall/policies-directives/Documents/Civic%20Event%20Protocol%20GOV-160.pdf

http://www.brampton.ca/EN/City-Hall/policies-directives/Documents/Flag%20Policy%20GOV-150.pdf

https://www.brampton.ca/EN/City-Hall/Bylaws/All%20Bylaws/Records%20Retention.pdf

Previous Decisions:MS008-2016

That the annual Council calendar replace the need for Member Christmas cards issued through corporate accounts, and Members discontinue the practice of sending corporate Christmas cards unless they are expensed directly from individual Member business expense accounts, including all printing and postage expenses.

MS020-2016 2. That staff be directed to proceed with Concept 1, with City destination photographs (e.g. Brampton Farmers’ Market, Chinguacousy Skating Trail, Mount Pleasant) for the 2017 Council Calendar.

CW291-2019 2. That staff be directed to proceed with Option 2b, as outlined in the subject report, for the production of the Council and Mayor Newsletters as follows:

Twice yearly, existing size printed Council newsletter (11 x 17, folded) with additional four pages, with separate printed Mayor’s newsletter, same number of pages.

CW022-2019:11. That the current budget funding for Councillor newsletters and calendars be maintained.

General agreement for deletion of Council calendar in favour of Council newsletters

Recommendation:That the annual Council calendar no longer be produced given Council’s decision to produce semi-annual Mayor and Councillor newsletters.

Council Calendar

re: 8.1