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4012 ATT01 - Policy 9-0006 Commemorative Naming PolicyRECREATION, CULTURE & PARKS COMMEMORATIVE NAMING POLICY ~~ Policy# 9-0006 Approval Date 25-04-2016 Revision Date d-m-yyyy Schedule A-Matrix Rating System Schedules Schedule B -Application Form Schedule C -Affidavits A. POLICY STATEMENT The Town of Tillsonburg is committed to providing a fair, consistent and efficient process with respect to the commemorative naming of municipal assets, after a person, persons or family name. B. PURPOSE The purpose of this policy is to provide clear guidelines, a consistent evaluation framework and approval process in regards to the Commemorative Naming or Renaming of Town assets and to allow for comprehensive and open public consultation in accordance with the Town's Public Engagement Policy. Such a process will ensure the application of key criteria in order to determine the appropriateness of a name and shall recognize the important role played by the legislative bodies involved (i.e. Committees and Council). C. SCOPE This Policy applies to the Commemorative Naming or Renaming of municipal streets, parkland, open spaces, trails, structures and public spaces after a particular individual(s) or family name. The Commemorative Naming Policy is intended to recognize the geographical, natural, cultural, historic features and/or civic significance of properties owned by the Town, as well as to hono.ur the outstanding achievements, distinctive services, or significant community contributions made by an individual or group. Any member of the public or Town Council may submit a nomination application for the Commemorative Naming or Renaming of a municipal street, parkland, open space, trail, structure or public building. This Policy is not intended to address: • Individual naming dedications such as for park benches or tree program memorials; • Naming of Town-owned facilities leased to commercial tenants; Page 1/8 TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS COMMEMORATIVE NAMING POLICY Policy# \9-0006 . • • D. • • • E. Naming Rights for Municipal Properties (i.e. individual/organization/business purchases the right to name a facility); Naming of Town Buildings that provide core services (i.e. Town Hall, Fire Services, Police Services, EMS). This restriction does not apply to the courtyards, squares, gardens, lawns, etc. or indoor components of these buildings (wings, halls, auditoriums, galleries, lounges, lobbies, boardrooms, etc.). GENERAL This Policy shall be administered by the Clerk's Office; This Policy shall be referred to as the "Commemorative Naming Policy''; This Policy shall come into force and effect on the date adopted . AUTHORITY The authority for the Commemorative Naming Policy shall be by the approval of the Council of the Town ofTillsonburg. F. POLICY DEFINITIONS Commemorative Names Reserve List: Names submitted that qualify, but may not be chosen by the Committee for a particular asset, will be added to a list and can be considered for future assets (Names will be kept on the Commemorative Names Reserve List for 5 years). Commemorative Naming Committee (CNC): Shall be comprised of the Special Awards Committee (including the Council Representative), Town Clerk, Development Commissioner and the Director of Recreation, Culture & Parks (or Designates). Meetings will be held in-camera, in accordance with Section 239 (2)(b) of the Municipal Act, "personal matters about an identifiable individual, including municipal or local board employees". Matrix Rating System: Shall be comprised of weighted questions to assist Committee Members in the analyzation and determination of qualified/appropriate names for Town assets (attached as Appendix 'A' of this Policy). Municipal Street: Includes a public highway, street, road allowance or lane under the jurisdiction of the Town of Tillsonburg. Page 2/8 TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS COMMEMORATIVE NAMING POLICY Policy# 19-0006 Other Open Spaces: Valleys, forests/woodlots, watercourses (lakes, rivers), utility features such as storm-water management areas, downtown squares, and plazas. Parkland: Refers to land dedicated by the Town for use as a public park or for recreational purposes. All parkland designations are defined within the Town of Tillsonburg's Parks, Recreation, and Cultural Strategic Master Plan and Zoning Bylaw. For commemoration purposes, the term municipal park shall include other components, such as sporting fields contained within a larger park. Public Buildings: Town owned public buildings and their outdoor service areas (pools, arenas, parking garages, recreation centre, facility yards, plazas, courtyards, squares, gardens, lawns, etc.), as well as their indoor components (wings, halls, auditoriums, galleries, lounges, lobbies, boardrooms, etc.). Public Consultation Process: The two-way exchange of information between The Town and the public before decisions are made. It is an open and accountable process allowing individuals and groups to participate in the decision-making process of naming Town owned assets. Statistical information on comments received under consultation will be provided to individuals other than staff, upon request. However, specifics and written comments received will be available only to the Committee and Town Council. Trails: An off-road Recreational path system or Pedestrian walkway which may be made of Limestone, Asphalt, packed earth, woodchips, granular surface or other material, for use by walkers, cyclists, snowshoers, cross-country skiers, etc. SUBMITTING AN APPLICATION Applicants are required to submit a completed Commemorative Naming Application Form (attached as Appendix 'B' of this Policy), the sworn Affidavit Forms (attached as Appendix 'C' of this Policy) along with the required supporting documentation when requesting the Commemorative Naming or Renaming of a municipal property. Background information and/or biographical information (if named after an organization or an individual) shall demonstrate the significance of the proposed name to the community. It is recommended that the applicant include letters of support for the request, including documentation by the individual being honoured or their legal representative. A petition may Page 3/8 TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS COMMEMORATIVE NAMING POLICY Policy# \9-0006 also be included in the event that a request is being made for the renaming of a municipal property. The commemorative naming process for municipal streets, parkland, open spaces, trails, structures and public buildings, may differ from application to application depending on the circumstances surrounding the request/requirement for naming. Application Criteria When an Application Form is submitted, at least one of the following criteria shall apply: • The nominated individual has demonstrated excellence, courage or exceptional service to the citizens of the Town of Tillsonburg, the Province of Ontario and/or Canada; • The nominated individual has provided extensive community service and has an extraordinary community service record; • The nominated individual has worked to foster equality and reduce discrimination; • The nominated individual is a current Town of Tillsonburg employee, and has made an outstanding contribution to the Town of Tillsonburg unrelated to and outside of his/her job responsibilities, capacity and duties as a Town employee; • The nominated individual is a former employee of the Town of Tillson burg and is to be recognized for his/her exceptional service unrelated to and outside of his/her job responsibilities, capacity and duties as a former Town employee; • The nominated individual has made a significant financial contribution to parkland, an open space, trail, structure or public building, and the contribution significantly benefits the community that the municipal property serves (i.e. the project may not have been otherwise possible without the financial assistance); • The nominated name has a geographical, natural, cultural, historical or civic significance to the community, Town of Tillsonburg, Province of Ontario or Canada. Out of respect to the deceased, no proposal for the Naming or Renaming of municipal property shall be considered by the Naming Committee within ninety (90) days of the death of the person for whom the naming request is being made. Renaming The Commemorative Naming. Committee will consider renaming an existing Municipal Asset after receiving a submission from a private individual or organization, or direction from Council to undertake the Commemorative Naming process as outlined herein. Recognizing that established names contribute significantly to community identity and pride, proposals to rename existing municipal property, must be predicated by exceptional circumstances. Page 4/8 TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS COMMEMORATIVE NAMING POLICY Policy# 19-0006 Existing names will not be changed without consideration of: • The historical significance of the existing name; • The impact on the individual or organization associated with the existing name; • The cost and impact of changing existing signage, rebuilding community recognition and updating records (data bases, letterhead, promotional materials, etc.). PROCESSING OF APPLICATION The following section sets out the procedures for the selection and approval of a Commemorative name. Applications received requesting the Commemorative Naming of municipal assets, shall be forwarded to the Commemorative Naming Committee for consideration. The Naming Committee will utilize an established Matrix Rating System (refer to Appendix 'A' of this Policy) when evaluating applications. As part of the approval process, a preliminary investigation of the commemorative name will be conducted to ensure that the name has not been used in the past and that the nomination is meritorious in nature. Processing the application involves confirmation of criteria, reference checks (if applicable), discussion with the applicant and the applicable Town departments, initial meeting of the Commemorative Naming Committee (CNC), public consultation, compiling consultation results and a reconvening meeting of the CNC for final decision. Public notice in regards to the application(s) received, shall be provided in accordance with the Town of Tillsonburg's Notice Policy. Notice shall be made in the local newspaper and on the Town of Tillsonburg website as part of the Public Consultation Process for a (60) sixty-day period. A copy of the notice shall also be provided to applicable Town departments. The notice shall include: • An invitation for public comments in regards to the proposed name(s) of the Town asset(s), as provided for by the Commemorative Naming Committee; • Directions on how comments can be submitted to the Town for consideration; • Directions on where further information can be found regarding the Commemorative Naming Program (i.e. Commemorative Naming Policy and accompanying forms, etc.); • The date on which a report will be scheduled for consideration by Town Council. Public Consultation Public consultation is required as the issue of commemorative naming of municipal property directly affects citizens and provides identity to the communities in which they live. Through public consultation at the community and Town-wide level, residents will be able to ensure they Page 5/8 TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS COMMEMORATIVE NAMING POLICY Policy# 19-0006 maintain a strong connection to their communities and will be able to gain a better understanding of the individual(s)/family who has been nominated for commemoration. Public consultation shall be undertaken in accordance with the size and scope of the specific municipal property being named. Consultation may consist of formal written notification of the proposed name to affected community associations, applicable interest groups and Town of . Tillsonburg Advisory Committees (where appropriate). Advertisements may be placed in the local newspapers, where appropriate, and on the Town's website. · Statistical information on comments received under consultation will be provided to individuals other than the Commemorative Naming Committee, upon request. However, specifics and written comments received will only be available to the Committee and Town Council. Town staff will provide the final decision on a proposal to individuals who submit a comment under the public consultation component, and provide a copy of the Commemorative Naming policy and information sheet, when necessary. EVALUATION PROCESS The CNC shall reconvene to review the public consultation results and departmental comments. When a name is recommended for approval, an In-camera report to the appropriate Standing Committee and Council is prepared containing the CNC's recommendation. First consideration by the Naming Committee will be given to those Names that are representative of the geographical, natural, cultural, or historical features and/or the civic significance of the municipal property to which the name will be applied. Second consideration by the Naming Committee will be given to those Names that fall under at least one of the following criteria: • The nominated individual has demonstrated excellence, courage or exceptional service to the citizens of the Town of Tillsonburg, the Province of Ontario and/or Canada; • The nominated individual has provided extensive community service and has an extraordinary community service record; • The nominated individual has worked to foster equality and reduce discrimination; The nominated individual is a current Town of Tillsonburg employee, and has made an outstanding contribution to the Town of Tillsonburg unrelated to and outside of his/her job responsibilities, capacity and duties as a Town employee; Page 6/8 Policy# • • • TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS COMMEMORATIVE NAMING POLICY 19-0006 The nominated individual is a former employee of the Town of Tillson burg and is to be recognized for his/her exceptional service unrelated to and outside of his/her job responsibilities, capacity and duties as a former Town employee; The nominated individual has made a significant financial contribution to parkland, an open space, trail, structure or public building, and the contribution significantly benefits the community that the municipal property serves (i.e. the project may not have been otherwise possible without the financial assistance); The nominated name has a geographical, natural, cultural, historical or civic significance to the community, Town of Tillsonburg, Province of Ontario or Canada. Council Approval The Commemorative Naming Committee will prepare and send a report to Council outlining the proposed name for each Town asset and the reasons why the name was chosen (i.e. analysis against the criteria). Upon Committee and Council approval, implementation of the approved commemorative name is undertaken. This involves final notification to the nominee, preparation of an official letter signed by the Mayor, and an official unveiling ceremony for the nominee and family with the presentation of a plaque to be erected at the site, indicating the name as well as its significance for commemoration. COMMEMORATIVE STREET NAMING Commemorative naming of municipal streets shall remain the responsibility of Building and Planning Services and requests shall be made directly through this department. Naming proposals shall be vetted through the investigation and criteria evaluation process of this policy. A meeting of the Commemorative Naming Committee will not be required for the naming of a street. COMMEMORATIVE NAMES RESERVE LIST MAINTENANCE AND USE A name may be submitted that is not site or venue specific. In this regard, the application will undergo the same process with respect to the criteria evaluation and investigation process included within this policy. Staff will discuss possible options with the nominator and the suitability. If a site or/and geographic location is not determined through these discussions, the name is placed on the Commemorative Names Reserve List (for municipal properties) maintained by the Town Clerk, and the Street Names Reserve List maintained by Building Services. The Commemorative Naming Committee will meet to review the Name Reserve List, new submissions and complete the Matrix Rating for each completed submission. They will also appoint a member to verify the accuracy of the proposed names for each asset, using reference Page 7/8 TOWN OF TILLSONBURG RECREATION, CULTURE & PARKS COMMEMORATIVE NAMING POLICY Policy# \9-0006 documents including atlases, other official municipal/civic publications and local historians/contacts. In accordance with Council direction, historical names will be given precedence. Otherwise, there shall be no prioritization system of commemorative names on the list. Nominators are free to designate the name for use in a specific municipal street parkland, open space, trail,structure or public building, at the time of nomination if they chose. The List shall be made available on request to any interested party, although the results of the investigations of the naming requests shall remain confidential. A commemorative name may be used for a municipal street, parkland, open space, trail, structure or public building only once. If the nominator wishes that a nominated commemorative name be associated with a particular municipal property, it shall be noted on the Commemorative Names Reserve List. The Town Clerk will maintain all applications for commemorative street naming with respect to criteria and investigation. However, working in cooperation, Building Services will incorporate commemorative street names on the Building Services Street Names Reserve List. Where warranted, the Commemorative Names Reserve List shall be consulted for the purposes of street naming, although a meeting of the Commemorative Naming Committee shall not be required for street naming. Page 8/8 SCHEDULE 'A' THE CORPORATION OF THE TOWN OF TILLSON BURG MUNICIPAL PROPERTY AND BUILDING COMMEMORATIVE NAMING SCHEDULE A: Matrix Rating System -For Use By The CommemoratiVe Naming Committee I ASSET: ________________________________________________ _ PROPOSED NAME: ______________________________________ __ Check one (1) box for each criteria met. When complete, add and total at the bottom (5= excellent , 1 = poor). NO. Criteria RATE 5 4 1 Civic significance 12 Geographical or Natural significance 3 Cultural or Historic significance ~ Demonstrated excellence, courage or exceptional service to ~he Province or Canada ~ Demonstrated excellence, courage or exceptional service to he Tillsonburg community ~ Has worked to foster equality and reduce discrimination 7 Has risked or given his/her life to save or protect others 8 Other -creativity and/or originality of the proposed naming (e.g. The Bird's Eye Boardroom) 9 Have no other Town owned asset designations (multiple existing designations will result in a lower rate). TOTAL __ __ ~IGHTING 3 12 1 (rate x ~eighting number) 5 5 5 3 3 2 2 1 1 Schedule B APPLICATION FORM Town ofTillsonburg, 200 Broadway, 2"d Floor, Tillsonburg, ON N4G 5A7 Town Clerk's Office dewilson@tillsonburg.ca COMMEMORATIVE NAMING OF A MUNICIPAL STREET, PARKLAND, OPEN SPACE, TRAIL, STRUCTURE & PUBLIC BUILDING A. NOMINATOR'S CONTACT INFORMATION *A COMMEMORATIVE NAME MAY BE USED ONLY ONCE IN THE TOWN OF TILLSONBURG SUBSEQUENT REQUESTS WILL BE DENIED Name (Individual or Organization): Mailing Address: Telephone: Home Work E-mail: Affiliation to Nominee: B. NOMINEE'S CONTACT INFORMATION {NAME TO BE COMMEMORATED) Name: Mailing Address: Date of Birth: Telephone: Home Work E-mail: Schedule B . . C. NOMINATOR *A COMMEMORATIVE NAMEMi\Y BE USED ONLY ONCE.IN THE TOWN OF TILLSONBURG ·.· · SUBSEQUENT REQUESTS WILL BE DENIED · · · Name (Individual or Organization): D. NOMINEE (NAME TO BE COMMEMORATED) Name: E. APPLICABLE CRITERIA (SELECT ONE) D The nominated individual has demonstrated excellence, courage or exceptional service to the citizens of the Town of Tillsonburg, the Province of Ontario and/or Canada. D The nominated individual has provided extensive community service and has an extraordinary community service record. D The nominated individual has worked to foster equality and reduce discrimination. D The nominated individual is a current Town of Tillsonburg employee, and has made an outstanding contribution to the Town of Tillsonburg unrelated to and outside of his/her job responsibilities, capacity and duties as a Town employee. D The nominated individual is a former employee of the Town of Tillsonburg and is to be recognized for his/her exceptional service unrelated to and outside of his/her job responsibilities, capacity and duties as a former Town employee. D The nominated individual has made a significant financial contribution to municipal parkland, open space, trail, structure or public building and the contribution significantly benefits the community that the municipal property serves (i.e., the project may not have otherwise been possible without the financial assistance). D The nominated name has geographical, natural, cultural, historical or civic significance to the community, Town of Tillsonburg, Province of Ontario or Canada. Schedule 8 F. RATIONALE FOR NOMINATION AND ATTACHED BACKGROUND INFORMATION RELATED TO THE CRITERION CHOSEN, .WHICH SUBSTANTIATES ALL CLAIMS MADE: INCLUDE COPIES OF NEWSPAPER ARTICLES, CERTIFICATES, AWARDS, LETTERS OF SUPPORT OR COMMENDATION, SERVICE RECORDS, PICTURES, ETC. Please note all information provided below and/or attached to this Applic.Won Form will form part of the Commemorative .Naming.Application.Forin and will therefore.be released to the public in any public notices/advertisements produced, public Agenda. and Minutes, Committee discussions/meetings and Reports which may go forward to Council • . Schedule B G. PLEASE INDICATE WHAT YOU WOULD LIKE THE NAME USED FOR (PLEASE CHECK ONE): D Street D Parkland D Open Space D Trail D Structure D Public Building H. IS THERE A PARTICULAR STREET/PARKLAND/OPEN SPACEITRAILISTRUCTUREIOR PUBLIC BUILDING WHICH YOU WOULD LIKE THE NAME USED FOR?: 181 choice 2"d choice Property's Current Identification, Address or Location Information: I. RENAMING: (Please note that before a Renaming Application is accepted, the nominator must have written permission from the family or next of kin-if this application results in a. request to displace an e;,cisting commemorative name [person, persons, or family]): Does the property currently have a name? If so, provide current name, details and rationale for the proposed renaming of this property. J. ADDITIONAL INFORMATION: (ADD INFORMATION AS NEEDED) Schedule B K. CONSENT TO THE RELEASE OF INFORMATION PROVIDED IN SECTIONS C-J IN WHOLE OR IN PART . The information collected on this form will be used as part of the Commemorative Naming Process. . Personal information on the form, attached to the form or subsequently submitted to be included or attached to the Application Form, and all subsequent information collected as a result of the research and the staff investigation of the person's information, and subsequently found on websites, in local archived materials, in newspapers articles, as a result of a public consultation process, etc., will be used by Town staff and will be made available to the members of the Commemorative Naming Committee, the public, the Mayor's Office and Elected Officials-except the contact information collected in Sections A and B . Nominator's Signature Date Nominee's Signature2 Date 7 The nominee or a representative on their behalf(next ofkin, solicitor, notary public, etc.) must provide consent to this nomination. Schedule C Town ofTillsonburg 200 Broadway St., 2"d Floor Tillsonburg, ON N4G 5A7 Town Clerk's Office dewilson@tillsonburg.ca MUNICIPAL COMMEMORATIVE NAMING PROGRAM To BE COMPLETED BY THE NOMINEE AFFIDAVIT OF--------- (Nominee) I, , of the Town of Tillsonburg, in the Province of Ontario, MAKE OATH AND SAY: 1. I have never been convicted of an offence as set out in a Federal Statute. 2. I do not have any outstanding convictions or infractions as set out in the Provincial Offences Act and/or any Town of Tillsonburg Municipal By-laws. 3. I make this Affidavit in support of the Application Form for the Commemorative Naming Policy, Town of Tillsonburg, and for no improper purpose. SWORN BEFORE ME at the ) Town ofTillsonburg, in the ) Province of Ontario, ) this_day of ___ , 201_ ) A Commissioner, etc. ) ) (Nominee) Schedule C Town of Tillsonburg 200 Broadway St., 2"d Floor Tillsonburg, ON N4G 5A7 Town Clerk's Office dewilson@tillsonburg.ca MUNICIPAL COMMEMORATIVE NAMING PROGRAM To BE COMPLETED BY THE NOMINATOR OR NEXT OF KIN To THE NOMINEE (APPLICABLE IF THE NOMINEE IS DECEASED) AFFIDAVIT OF---------- (Nominator Or Next of Kin) I, , of the Town of Tillsonburg, in the Province of Ontario, MAKE OATH AND SAY THAT TO THE BEST OF MY KNOWLEDGE, _________ _ 1. Was never convicted of an offence as set out in a Federal Statute. 2. Does not have any outstanding convictions or infractions as set out in the Provincial Offences Act and/or any Town of Tillsonburg Municipal By-laws. 3. I make this Affidavit in support of the Application Form for the Commemorative Naming Policy, Town of Tillsonburg, and for no improper purpose. SWORN BEFORE ME at the ) Town of Tillsonburg, in the ) Province of Ontario, ) this_day of ___ ,, 201_ ) A Commissioner, etc. ) ) (Nominator or Next Of Kin)