TOWNSHIP OF ESQUIMALT STAFF REPORT
MEETING DATE: November 3, 2025 Report No. ADM-25-056
TO: Council
FROM: Sarah Holloway, Manager of Corporate Services/Deputy Corporate Officer
SUBJECT: Council Policies - ADMIN-85 Fundraising and Tag Days and ADMIN-86 Proclamations, Illuminations and Ceremonial Requests
RECOMMENDATION:
Recommendation
That Council approve Council policies ADMIN-85 Fundraising and Tag Days and ADMIN-86 Proclamations, Illuminations and Ceremonial Requests.
Body
EXECUTIVE SUMMARY:
In response to a Council request at the September 8, 2025, Regular Council meeting the attached policies ADMIN-85 Fundraising and Tag Days Policy (Attachment 1) and ADMIN-86 Proclamations, Illuminations and Ceremonial Requests (Attachment 2) are presented to Council for consideration. These policies establish the criteria and procedures for the Mayor to grant requests for fundraising, tag days, proclamations and to issue other ceremonial requests, which in turn will allow Council to focus on governance agenda items at Council meetings.
BACKGROUND:
Requests to fundraise or have tag days in the Township have historically been submitted for consideration as a communications item on a Council agenda. Requests are placed on the agenda regardless of whether the charity organization had approval previously. Solicitation for charity fundraising is permitted in the Township through the Streets and Traffic Regulation Bylaw No. 2898.
Under the Community Charter either Council or the Mayor may proclaim a day of recognition to be observed by the municipality. Currently, new requests for proclamations and illuminations are placed on the Council agenda for consideration. Requests previously approved are automatically granted, managed by the Corporate Services department, and signed by the Mayor.
Requests for letters in support of fly pasts are submitted as a courtesy, as final approval lies with the Department of National Defence and Transport Canada. In the past year, a last-minute request was received with insufficient time to include it on a Council meeting agenda. This situation underscored the need for a formalized procedure to guide staff in managing such requests promptly and efficiently.
The Mayor currently provides letters of recognition, congratulations and greetings to mark significant anniversaries, milestones, awards, birthdays and retirements, upon request in accordance with established procedure. This practice remains unchanged and does not form part of these policies.
ANALYSIS:
The proposed policies provide specific criteria and procedures for the Corporate Services Department and Mayor’s office to follow when receiving ceremonial, fundraising, proclamation and illumination requests. Specific guidance will allow for a more seamless and transparent decision-making process for residents and staff.
The Mayor will have the authority to grant the requests and ensure that the Township continues to highlight charitable causes, events, and the commitment of individuals and organizations whose efforts and achievements enhance the municipality.
OPTIONS:
1. That Council approve Council policies ADMIN-85 Fundraising and Tag Days and ADMIN-86 Proclamations, Illuminations and Ceremonial Requests
2. That Council amend the policies and approve as amended.
3. That Council provide alternate direction to staff.
4. That Council request additional information from staff.
5. That Council receive Staff Report ADM-25-056 for information.
COUNCIL PRIORITY:
Good Governance and Organizational Excellence.
FINANCIAL IMPACT:
There is no financial impact.
COMMUNICATIONS/ENGAGEMENT:
If approved, the policies will be circulated to all applicable staff and members of Council. In addition, the policies will be posted to the Township’s website for public access.
TIMELINES & NEXT STEPS:
If approved by Council, the policies will take effect immediately.
REPORT REVIEWED BY:
1. Ian Irvine, Director of Finance, Reviewed
2. Deb Hopkins, Director of Corporate Services, Reviewed
3. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
1. ADMIN-85 Fundraising and Tag Days
2. ADMIN-86 Proclamations, Illuminations and Ceremonial Requests