Policy Name: Half-Masting and Raising of Flags Policy on all Municipal Properties (Schedule A to By-Law)
Department: Clerk
Effective date: May 3, 2021
By-Law no : 2021-046
Revision date / Date d’entrée en vigueur de révision : May 3, 2025
Prepared by: Joanne Camiré Laflamme, Clerk
Approved by: Jean Leduc, Chief Administrative Officer
1. PURPOSE
The purpose of this policy is to ensure that flags located on the Township of Russell properties are flown and displayed properly and that the procedure followed ensures the dignity and respect for the flags being flown.
Half-masting of the flags is a well-established procedure whereby countries bestow an honor and express a collective sense of sorrow. The act of half-masting is a dramatic visual statement that speaks to the sense of loss that is shared by all citizens. The Township will fly its flags at half-mast in the event of a death or to commemorate a solemn occasion.
The Township of Russell will fly flags on its premises on a temporary basis to mark special occasions. The Flag-raising Ceremonies enhance public awareness of activities such as national days, multicultural events, and fund-raising drives. They encourage support from members of the public and benefit and enrich the community. A flag raising is the ceremonial raising of a flag that can occur with or without an accompanying ceremony.
It is in this context that the Township of Russell wishes to further develop the principles that will determine the half-masting and raising of flags policy within its jurisdiction, as well as the precise procedures which will be exercised in a consistent and appropriate manner.
2. DEFINITIONS
Unless the context otherwise requires it, the following terms shall mean:
- “Display” order of flags on municipal sites.
- “Disposal” proper way to dispose a flag no longer in a suitable condition for use.
- “Flag” a piece of cloth or similar material, typically oblong or square, attachable by one edge to a pole and used as the symbol or emblem of a country or institution or as a representation during public festivities.
- “Flagpole” the cylindrical piece of metal to which a flag is attached or from which it is hoisted.
- “Flag Raising” a flag raising is the ceremonial raising of either a flag or pennant that can occur with or without an accompanying ceremony.
- “Half-mast” the position of the flags when flying at half-mast will depend on its size, the length of the mast and its location; but as a general rule, the center of the flags should be exactly half-way down the mast. When hoisted to or lowered from half-mast position, a flag should be first raised to the masthead.
- “Position” a particular way in which the flag is placed or arranged.
- “Solemn Occasion” a formal and dignified occasion worthy of respect.
3. MANDATORY HALF-MASTING
a. The Mayor and the Councillors
Upon the death of the current Mayor or current Councillors of the Township of Russell, the flags will be flown at Half-mast on all municipal buildings and properties in the Township of Russell, from the time of notification of death until sunset on the day of the funeral or the memorial service.
b. An employee of the Township of Russell who dies in the line of duty
When an employee of the Township of Russell dies in the line of duty, the flags will be flown at Half-mast on all municipal buildings and properties in the Township of Russell, from the time of notification of death until sunset on the day of the funeral or the memorial service.
c. Employees
Upon the death of an employee of the Township of Russell, the flags will be flown at Half-mast on all municipal buildings and locations in the Township of Russell, from sunrise to sunset on the day of the funeral or the memorial service.
d. Former Council Members
Upon the death of a former member of Council of the Township of Russell, the flags will be flown at Half-mast on all municipal buildings and properties in the Township of Russell from sunrise to sunset on the day of the funeral or the memorial service.
e. Former Employees
Upon the death of a former full-time permanent employee and/or volunteer firefighter, with at least 10 years of service with the Township of Russell, and within 2 years from departure date, the flags will be flown at Half-mast on all municipal buildings and locations in the Township of Russell from sunrise to sunset on the day of the funeral or the memorial service
f. Half-masting initiated by the Province of Ontario
When the Province of Ontario Half-masts its flags for a reason other than one provided for in the rules, the flags will be Half-masted on all municipal buildings and locations in the Township of Russell for the same duration as the Province of Ontario Half-masts its flag. The flags will only be half-masted upon notification from the Province.
g. Half-masting initiated by the Government of Canada
When the Government of Canada Half-masts its flags for a reason other than one provided for in the rules, the flags will be Half-masted on all municipal buildings and properties in the Township of Russell for the same duration as the Government of Canada Half-masts its flag. The flags will only be half-masted upon notification from the Government of Canada.
h. Special Days
The flags will be half-masted on all municipal buildings and properties in the Township of Russell from sunrise to sunset on the following days:
- i. April 28, National Day of Mourning for Persons Killed or Injured in the Workplace;
- ii. June 23, National Day of Remembrance for Victims of Terrorism;
- iii. Second Sunday in September, Firefighters National Memorial Day;
- iv. Last Sunday in September, National Peace and Police Officers Memorial Day;
- v. November 11, Remembrance Day, unless Half-masting occurs at a place where remembrance is being observed, then Half-masting can occur at 11:00 or according to the prescribed order of service, until sunset;
- vi. December 6, National Day of Remembrance and Action on Violence Against Women.
- The flags will be half-mastered on all municipal buildings and properties in the Township of Russell from sunrise to sunset if a statement or declaration has been made by the Prime Minister or the Premier of Ontario to commemorate people who lost their lives.
i. Province Wide Line of Duty Death (LODD)
The Township of Russell will formally honour those firefighters, police officers and paramedics who die in the line of duty. The Fire Department will notify the Clerk’s office as well as the Mayor and the CAO, before half-masting. The flags will be half-masted on all municipal buildings and properties in the Township of Russell from sunrise to sunset.
4. DISCRETIONARY PROVISIONS
a.
In exceptional circumstances and, as a result of other tragic events, the Mayor may approve the Half-masting of the flags on all municipal buildings and locations that is not provided for in this policy.
b. Delegation of Authority
In the event that the Mayor is not available to consider any recommendation related to Half-masting on municipal property on an urgent basis, the Acting Mayor shall have the delegated authority to decide.
5. PROCEDURES
Information from the Clerk
The Clerk, who is responsible for the implementation of the Policy will provide information regarding past instances of Half-masting and recommendations as to duration of any Half-masting under consideration.
Half-masting notice
Upon the occurrence of an event provided or upon approval of the Mayor, the Clerk will send a notice to the Director responsible for Public Safety and Enforcement and the Fire Services instructing them to half-mast the flags. The notice will stipulate the reason and duration of the half-masting. The Clerk will ensure that all Council members and staff are informed and that a notice is placed on the Township’s website and social media.
Legal Holidays
If the Flag is Half-masted anywhere within the jurisdiction of the Township in accordance with the Rules, it must nonetheless be flown at full-mast on the following legal holidays created under the Holidays Act (R.S.C. (1985) c. H-5): Victoria Day, Canada Day and Remembrance Day.
Coming into Effect
This Policy and Procedures, are effective as of May 3, 2021, and replaces any previously existing rules developed through practice or articulated by the Township.
6. FLAG RAISING REQUESTS
The Township of Russell will designate one flagpole at the Town Hall for Flag Raising requests.
a. Flag Raising Event Criteria
The flagpole may be used to fly flags:
- In support of fund-raising drives important to the residents of the Township of Russell.
- To celebrate civic events important to the residents of the Township of Russell.
- Or for other reasons as determined by the Mayor.
The flagpole will not be used to fly flags:
- Of political parties.
- Of religious groups.
- Of commercial entities.
- In support of fund-raising drives that are political or religious in nature.
- In support of groups, organizations or events that promote beliefs contrary to any other policies and by-laws to the Township of Russell or that espouse hatred, violence, or racism.
b. Applications for the Use of the Flagpole
All requests for the use of the flagpole will be made in writing to the Clerk using the Application Form for Flag Raising (Schedule “A”) at least three weeks prior to the date of the requested flag raising.
The request shall be noted on the next Regular Council Meeting Agenda for approval under the Consent Items section.
Council and Staff shall be informed of the Flag-raising.
Notice will be published on the Township’s website and social media.
c. General Rules for the Flagpole
Approvals and use of the flagpole will be granted on a first-come first-serve basis.
Only one flagpole may be used by an organization during the requested timeframe.
All organizations shall supply their flag to the Clerk Department at least three days before the flag raising event.
The Township will not be responsible for keeping any organization flags after the event.
The Township is not responsible for flags that may be damaged during the raising period.
If a ceremony for a flag raising event is requested, the applicant must coordinate the ceremony with the Clerk or designated staff.
The Mayor shall attend all flag Raising Ceremonies. In the absence of the Mayor, a member of Council shall be designated by the Mayor in his absence.
Attendees will hold the flag with the Mayor (or designate) for a photo (if applicable). The flag will be provided to the Mayor (or designate) who will then have Township maintenance staff raise the flag on the organization’s behalf.
The Township reserves the right to temporarily remove any organization’s flag during the requested timeframe should it be deemed necessary.
d. Processing
The Clerk (or designate) will review all applications to determine validity of the request and consistency with the Policy.
The Clerk (or designate) shall be responsible for processing all requests as per the Policy.
If more than one organization has requested the same date and a compromise cannot be negotiated between the applicants, the dates shall be assigned to the organization that first requested the date.
Council shall provide approval of the flag raising at a Regular Council Meeting and direct the Clerk (or designate) to confirm the request to the organization.
7. POSITION AND DISPLAY OF FLAGS ON MUNICIPAL SITES
a. 3-flagpole display
The National Flag shall be in the centre with the provincial flag to the left and the municipal flag to the right.
Facing the building, an observer would find the flags positioned in the order shown below from the extreme left to the right.
b. 4-flagpole display
The Franco-Ontarian Flag shall be displayed to the right side of the municipal flag.
Facing the building, an observer would find the flags positioned in the order shown below from the extreme left to the right.
c. Organizational/Community event Flag display
Flags from Organizations or Community events shall be displayed below the municipal flag.
Facing the building, an observer would find the flag positioned below the municipal flag as shown below.
d. Banner Display (Flat against a surface, horizontally and vertically)
(Used for Arenas, Sports dome, Municipal halls/centres, etc.)
If hung horizontally, the point of the symbol or emblem shall be up.
If hung vertically, the flag shall be placed so that the point of the symbol or emblem points to the left as shown below.
8. DISPOSAL OF FLAGS
When a flag becomes tattered and is no longer in a suitable condition for use, it should be destroyed in a dignified way.
A flag is considered to be tattered or worn when the colour has faded, it has developed a hole, or the outermost seam (fly) of the flag has become frayed. When a flag is no longer in a suitable condition for use, it should be disposed of in a dignified manner.
Disposal of such flags may be handled in the following manner:
- Return flag(s) to participating retail stores who will dispose of them;
- Flags made of natural fibres (wool, cotton, linen) should be burned in a dignified manner; privately without ceremony or public attention being drawn to the destruction of the material;
- Flags made of synthetic materiel (nylon or polyester) should be respectfully torn into strips, with each element of the flag reduced to a single colour, so that the remaining pieces do not resemble a flag. The individual pieces should then be placed in a bag for disposal – the shreds of fabric should not be re-used or fashioned into anything.