Policy - Proclamations - 20250115
100 John West Way
Aurora, Ontario
L4G 6J1
(905) 727-3123
aurora.ca
Town of Aurora
Policy
Legislative Services
Contact: Town clerk
Approval Authority: Council
Effective: January 1, 2017
Revised: January 15, 2025
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Proclamations
Purpose
This policy establishes a framework for the approval of proclamation requests received
by the Town of Aurora (the “Town”).
Scope
This policy applies to all requests for proclamations sent to the Town clerk’s Office.
The policy does not apply to Notices of Motion submitted by members of Aurora Town
Council pursuant to the Procedural By-law that may result in council proclaiming a
particular event, day, week or month.
Definitions
Clerk
The Town Clerk appointed by council pursuant to requirements of section 228 of the
Municipal Act, 2001, S.O. 2001, c. 25, as amended, or their designate.
Council
Aurora Town Council.
Procedural By-law
The by-law that governs the calling, place and procedures of meetings of the Town, and
that is enacted by council in accordance with the requirements of subsection 238(2) of
the Municipal Act, 2001, S.O. 2001, c.25, as amended.
Policy
General Principles and Rules
• Proclamations are issued to acknowledge the efforts, commitment and
achievement of individuals and organizations that enhance the community of
Aurora
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• Proclamations are issued to recognize public awareness campaigns, charitable
fundraising campaigns, and arts and cultural celebrations of significance to the
Town
• A proclamation may recognize a particular event, day, week or month
• An organization does not have exclusive rights to the day, week or month of its
proclamation
• All proclamation requests will be reviewed on a case -by-case basis and no
individual or organization has the right to a proclamation
• The declaration of a proclamation is at the discretion of the Town, and the Town
reserves the right to decline any request
• Where the Town issues a proclamation in accordance with this policy such
proclamation does not constitute a personal or civic endorsement by the Town or
approving official
• The Town of Aurora will not incur any expenses relating to the advertising and
promotion of a proclamation
Proclamation Criteria
• Proclamations may be issued by the Town to acknowledge the efforts,
commitment and achievement of individuals and organizations that enhance the
community of Aurora
• Proclamations may be issued by the Town to recognize public awareness
campaigns, charitable fundraising campaigns, and arts and cultural celebrations
of significance to the Town
• A proclamation may be issued by the Town if it pertains to one of the following
matters:
o Civic promotions
o Public awareness campaigns
o Charitable fundraising campaigns
o Awareness or celebration that promotes interfaith and / or intercultural
dialogue
o Arts, heritage and cultural celebrations
o Special honours for individuals or organizations for special achievements
• A proclamation will not be issued by the Town when the request pertains to any
of the following:
o Matters of political controversy, political parties or political organizations
o Religious commemorations, celebrations or beliefs
o Individual conviction
o Businesses or commercial enterprises, and celebrations, campaigns or
events intended for profit making purposes
o Discriminatory or inflammatory matters
o Attempting to influence Town policy
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o Celebrations, campaigns or events contrary to Town policies or by-laws
o Illegal matters
o Matters which defame the integrity of the Town
o Matters designed to incite hatred or disorder
o Matters which are untruthful
Proclamation Applications
• Requests for proclamations shall be submitted in writing and include:
o A brief summary and background of the individual or organization
requesting a proclamation
o A brief summary and background of the subject matter of the requested
proclamation
o The name and date(s) of the day, week, month, or event to be proclaimed
o The proposed text for the proclamation, which the clerk may request and
make amendments to the proclamation, which in the clerk’s opinion
improves the structure and / or overall intent of the requested
proclamation
o Contact person's name, address, telephone number and email
o A date when the proclamation is required
• Requests for proclamation must be submitted at least one month prior to the
first day of the event day, week, or month for which a proclamation is requested
• Any request to raise a flag associated with the proclamation, will be required to
meet the criteria set out in the Flag Protocol, Flag Raising, and Illumination of
Town Square policy
Approval of Proclamations
• Proclamation requests that comply with this policy will be approved at the
discretion of the clerk
• The clerk may refer any request for a proclamation to the mayor or any other
Town staff for comment on the request
• Once the clerk has approved a proclamation request, the proclamation will be
forwarded to the mayor’s office for signature
• The clerk will notify the requestor of the Town’s decision in relation to any
request received within five business days
Communication of the Proclamation
• The individual, organization or community group will be responsible for
disseminating the proclamation to the media and making arrangements for the
attendance of the mayor and / or councillors at the specific function or event, if
any, at which the proclamation is to be made
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• Notice of proclamations approved by the clerk will be posted on the Town’s
website or by other means at the discretion of the Town
• Certificates of proclamations are available from the clerk’s office upon request
Delegation
• The authority to approve or deny proclamations under this policy is delegated to
the clerk or their designate
• The clerk may refer any request for proclamation for council’s consideration
when deemed appropriate by the clerk
Responsibilities
Town Clerk
• Exercise any authority delegated to the clerk by this policy
• Administer the operation of this policy
• Interpret this policy
• Create any procedure that the clerk deems necessary for the effective and
efficient implementation of this policy
Council
• Approve and amend this policy
• Decide on any matter referred by the clerk to council
Monitoring and Maintenance
CAO / directors / managers / supervisors and employees should work collaboratively to
resolve issues related to this policy. Any employee found to be disrespecting the terms
of this policy other than under exceptional circumstances, emergencies or operatio nal
requirement is subject to an investigation and discipline deemed appropriate by their
immediate supervisor, Human Resources, the Town Clerk and / or CAO.
This policy will be reviewed two years from its effective or revision date, in accordance
with the Town of Aurora’s policy maintenance schedule .
References
• Municipal Act, 2001, S.O. 2001, c. 25
• By-law - Procedure
• Policy – Flag Protocol, Flag Raising and Illumination of Town Square