Civic and Ceremonial Functions Policy

Background

Civic, ceremonial functions and awarding of formal honours, fosters relationships with the community and Council. It also recognises and celebrates individual and community achievements, and promotes a proud and harmonious City.

Objectives

To foster relationships with the community, Latrobe City Council recognises and celebrates individual and community achievements, promoting a proud and harmonious City through hosting civic and ceremonial functions from time to time and bestowing formal honours as the need arises.

Scope

This policy outlines the civic and ceremonial functions that will be hosted by the Mayor, and the formal honours that can be bestowed by Latrobe City Council. 

Principles of Management

Civic and Ceremonial functions

A civic and ceremonial function refers to an official event held for celebratory, ritual or commemorative purposes.

The Mayor may approve civic functions for visiting dignitaries, local residents who are recipients of awards or prizes, exchange students and visitors from other local authorities from Australia and overseas.

Civic and ceremonial functions associated with Council approved events or activities do not require approval by the Mayor.

Civic and ceremonial functions are conducted for a range of purposes including to:

  • welcome individuals and groups to Latrobe City to demonstrate hospitality, courtesy, or provide recognition for a milestone or significant event;
  • recognise significant achievements of local individuals and/or groups;
  • acknowledge the contribution of community groups and organisations;
  • further relationships and links with businesses important to the region; and
  • welcome dignitaries and community members of our Sister Cities.

In determining whether the Mayor will host a civic or ceremonial function on behalf of Latrobe City Council, the Mayor will take into account the following:

  • That the event has a high profile that will generate a positive image for Latrobe City;
  • That the event will benefit Latrobe City;
  • That the event may be sponsored by Latrobe City;
  • That the cost to hold the civic function is contained within existing budget.

A civic or ceremonial function may be deemed inappropriate where it is auspiced by another Government agency or provides commercial benefit to a private individual or organisation.

The scheduling of civic or ceremonial functions will be determined by the Mayor.  The invitation list shall be at the discretion of the Mayor, but is to include all current Councillors.

The Chief Executive Officer shall liaise with the Mayor to determine the format and all other arrangements of functions, receptions and ceremonies.

Formal honours

Formal honours refer to the awarding of the Key to the City or Freedom of Entry to the City.

Individuals or organisations may apply to Council to receive the Key to the City or Freedom of Entry, or alternatively, the Council may grant these without an application.

Key to the City

The granting of the Key to the City is a symbolic presentation, with no formal entitlements, which represents the highest honour that Council can confer on an individual or group.

Eligibility for an individual or an organisation to receive the Key to the City of Latrobe must demonstrate an outstanding contribution in furthering the ideals of the city or in recognition of outstanding achievement in public and civic life.

As conferring the Key to the City is one of the highest honours Council can bestow on an individual or group, nominations are considered on a case by case basis, with the aim of no more than one key per term of office.

The key is presented at an official ceremony by the Mayor. The key can be produced in various formats, but will always include a suitable message indicating when, to whom, and for what reason(s) the key has been presented.

An application by an individual or group must be made and submitted for consideration for the awarding of the Key to the City. Although, Council may, on its own initiative, award a Key to any eligible person, group or organisation.

Nominations are to be informally discussed by Councillors (e.g. at a Councillor Briefing) or by an Advisory Committee established for this function.

The following are the minimum criteria that should be taken into account:

  • The nominee has the signed support of two sources. In the case of individuals, relatives are not allowed to nominate a family member. In the case of groups or organisations being nominated, supporters are not allowed to be employees or providers of other paid, contractual services to the group. Rather, supporters should be independent of the group being nominated;
  • The nominee is of enduring good character (if an individual) and this can be accounted for by reference checks from at least two independent sources. If a group, then the nominee is a bona fide reputable registered entity;
  • Where an achievement or a contribution is being acknowledged, this is independently verifiable, is of a high level and over and above what might ordinarily be expected of a person/group;
  • That the contribution made is significantly different and stands out from other valuable contributions;
  • There is a close association between the achievement being recognised (or the person/group being acknowledged) and Council’s strategic priorities.

The award of the Key to the City will not be made in recognition of length of service, but for depth of impact and enduring value to communities of interest.

Granting of the Key to the City is by a joint decision of the Mayor and Chief Executive Officer.

Freedom of Entry

Eligibility to grant Freedom of Entry requires a military or civilian unit to demonstrate a significant attachment to the City of Latrobe.

The granting of Freedom of Entry is conferred in recognition of a unit’s achievement while on active service or overseas duty or as a mark of respect and gratitude for their efforts in defence of Australia.

Freedom of Entry is the highest honour the City can confer on an Australian military or civilian unit. Once conferred, the Freedom of Entry gives the ‘Title, Privilege, Honour and Distinction of marching through the streets of Latrobe City Council on all ceremonial occasions with swords drawn, bayonets fixed, drums beating, bands playing, colours flying and guns in train’.

As granting Freedom of Entry is the highest honour Council can bestow on an Australian military or civilian unit, nominations are considered on a case by case basis.

Nominations are to be informally discussed by Councillors (e.g. at a Councillor Briefing) or by an Advisory Committee of Council established for this function, prior to any motion being put to Council.

The following are the minimum criteria that should be taken into account when considering a nomination:

  • The award is restricted to Australian Military or civilian units that have a direct attachment with the City of Latrobe;
  • The unit has made a significant contribution to the defence of Australia or made a significant achievement whilst on active service or overseas duty;
  • The unit will supply the appropriate documentation to support their nomination.

Initial approval to grant the enduring right of Freedom of Entry is by a formal decision at a meeting of the Council.

The decision for a unit to exercise that right of entry is by a joint decision of the Mayor and Chief Executive Officer.

Costs associated with any street closures and other event logistics will be at the cost of the unit, rather than Council.

Accountability and Responsibility

Accountability and responsibility for this policy is outlined below.

Council

  • Responsibility to ensure this Policy is consistent with Latrobe City Council Strategic Direction and other Latrobe City Council Policy
  • Responsibility for the decision to approve this Policy by Council Resolution

Chief Executive Officer

  • Overall responsibility for compliance with this policy
  • Overall responsibility for enforcing accountability
  • Overall responsibility for providing resources
  • Overall responsibility for performance monitoring

General Managers

  • Responsibility for compliance with this policy
  • Responsibility for enforcing accountability
  • Responsibility for providing resources
  • Responsibility for performance monitoring

Managers

  • Develop frameworks and procedures in compliance with this policy
  • Enforce responsibilities to achieve compliance with frameworks and procedures
  • Provide appropriate resources for the execution of the frameworks and procedures

Employees, Contractors and Volunteers

  • Participate where required in the development of frameworks and procedures in compliance with this policy.
  • Comply with frameworks and procedures developed to achieve compliance with this policy.

Evaluation and Review

It is recognised that, from time to time, circumstances may change leading to the need for minor administrative changes to this document. Where an update does not materially alter this document, such a change may be made administratively. Examples include a change to the name of a Council department, a change to the name of a Federal or State Government department, and a minor update to legislation which does not have a material impact.

However, any change or update which materially alters this document must be by resolution of Council.

This policy will be reviewed on request of Council, in the event of significant change in the Executive team, significant changes to legislation applicable to the subject matter of the policy or, in any other case, during each Council term (generally four years).

Definitions

Council
Means Latrobe City Council
 
Councillors
Means the individuals holding the office of a member of Latrobe City Council
 
Council officers
Means the Chief Executive Officer and staff of Council appointed by the Chief Executive Officer
 
Civic and Ceremonial Functions
Refers to an official event held for celebratory, ritual or commemorative purposes.
 
Key to the City
Is a symbolic presentation, with no formal entitlements, which represents the highest honour that the Council can confer on an individual or group.

The Key to the City is traditionally presented at a civic ceremony to acknowledge the contribution an individual or organisation has made in furthering the ideals of the city, or to recognise outstanding achievement, such as in sport or humanitarian work at an international level.
 
Freedom of Entry to the City
Is a ceremonial honour that is conferred by Latrobe City Council upon a military or civilian unit authorising that unit to march through the streets of Latrobe City Council on all ceremonial occasions with swords drawn, bayonets fixed, drums beating, bands playing, colours flying and guns in train’.

It represents the highest honour that Council can confer on a military unit.