TOWNSHIP OF ESQUIMALT STAFF REPORT
MEETING DATE: September 28, 2026 Report No. ADM-26-046
TO: Council
FROM: Tara Zajac, Manager of Communications
SUBJECT: Remembrance Banner Policy
RECOMMENDATION:
Recommendation
That Council repeal Remembrance Banner Program Council Policy NO. E&PW-06 in order for staff to operationalize the program.
Body
EXECUTIVE SUMMARY:
Currently, the administration of the Esquimalt Remembrance Banner Program (also referred to as memorial banners) is outlined in a Council Policy by the Engineering and Public Works department. This does not reflect the program’s operations as it is run by Communications staff as part of the Corporate Services Department. Any changes to the terms of the program at present need to be presented to Council as a policy change. Operationalizing the program will allow staff the flexibility to continue the program in a responsive way.
BACKGROUND:
The Memorial Banner program in Esquimalt is entering its sixth year with 32 new banners sold for 2026.
Banners honour the memory of veterans and are displayed on main Esquimalt roads in November. The personalized banners feature a loved one’s name and military service information on a remembrance-themed design. Members of the public, including individuals from outside Esquimalt, are invited to purchase a banner before the September 9 deadline. The banners are sold on a cost-recovery basis and are printed locally. The banners are returned to the owner after three years for families to have as a keepsake.
Ninety-six banners have been purchased by community members since the program's launch in 2021. Council initiated the project in 2019 and staff launched it after pandemic-related delays.
The program continues to see significant community support and is part of staff’s annual work plans.
ANALYSIS:
Repealing the Council policy will allow Communications to adjust the program’s operations without requiring a formal Council policy update each time. For clarity this is a request to operationalize the program for flexibility and efficiency and not a request to discontinue the Remembrance Banner Prgram.
The Council Policy identifies Engineering and Public Works as the department responsible for administration of the program. However, Communications staff undertake the work annually and this request to operationalize the program facilitates the delegation of the program to the staff who are directly involved.
Administration of the banner program entails:
1. Promoting the banner sales to the public and media.
2. Setting up payment platform (PerfectMind) via Recreation.
3. Designing banners and sending to be printed.
4. Working with Public Works to arrange banner placement.
5. Communicating with banner purchasers when and where banners are mounted.
Storing the banners for relevant years.
If repealed, the provisions of Council Policy No. EP&W-06 will remain as a referential guideline to the ongoing annual administration of the program.
OPTIONS:
1. That Council repeal Council Policy NO. E&PW-06.
2. That Council request addition information from staff.
3. That Council provide alternate direction.
COUNCIL PRIORITY:
Good Governance and Organizational Excellence
FINANCIAL IMPACT:
None
COMMUNICATIONS/ENGAGEMENT:
Council Policy E&PW-06 will be removed from the corporate website.
TIMELINES & NEXT STEPS:
The change in policy status would be effective immediately
REPORT REVIEWED BY:
1. Ian Irvine, Director of Finance, Reviewed
2. Deb Hopkins, Director of Corporate Services, Reviewed
3. Joel Clary, Director of Engineering and Public Works
4. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
1. Remembrance Banner Program Council Policy NO. E&PW-06