Achievement Recognition Procedure

Purpose statement

The Corporation of the Town of Oakville (the town) is committed to recognizing individual, team, organization and business achievements.

Scope

This procedure applies to an individual, team or group who: wins an elite competition; makes a cultural, community or town service contribution; or achieves a significant milestone.

The town recognizes various types of achievements, such as:

  • Provincial, national, or international competition, or other similar acclaim;
  • Culture or community service;
  • Milestones, such as wedding anniversaries; birthdays; and anniversaries of organizations and businesses in Oakville;
  • Official openings of organizations and businesses in Oakville; and
  • Community and town volunteers.

The town will not support recognition of any achievement that, either directly or through third party arrangements:

  • Promotes consumption of alcohol, marijuana and addictive substances, at events or venues geared primarily to children
  • Promotes the sale of tobacco
  • Promotes pornography
  • Promotes the support of or involvement in the production, distribution, and sale of weapons and other life-threatening products
  • Presents demeaning or derogatory portrayals of individuals or groups or contain any message that is likely to cause deep or widespread offence

Procedure

Recognition requests may be made through the Mayor’s Office or the approved Corporate program.

Letter of congratulations

Letters of congratulations are presented for:

  • Significant milestones of individuals, such as
    • Wedding anniversaries
    • Birthdays
    • Long-term residency in Oakville
  • Significant milestones of organizations and businesses, such as
    • Anniversaries of organizations and businesses
  • Official openings of businesses.

Certificate of recognition

Certificates of recognition are presented to:

  • Individuals, groups or teams who win a provincial, national or international competition, or who achieve other similar acclaim; and
  • Individuals or groups who have contributed to the well-being of the town, through cultural or community service.

Award of merit event

An award of merit event (event) may be held to recognize individuals that participate in the highest competition available at either a national or an international level recognized by a governing body. An event may be held to recognize gold, silver and bronze medal holders at a national or an international level or for individuals and groups who achieve other similar acclaim, at a cultural or academic level.

An event may include, but is not limited to a presentation at a Council meeting, parade, ceremonial signage, or reception.

Definitions

Culture - means people expressing their creativity and heritage.

Responsibilities

The Mayor’s Office is responsible for:

  • Reviewing requests for letters of congratulations and certificates of recognition.
  • Issuing letters of congratulations and certificates of recognition.
  • Working with appropriate departments to coordinate an event.

Departments dealing with recognition are responsible for:

  • If recognition is to be in the form of an event, the appropriate department(s) will:
    • Communicate with the recipient(s) and/or nominator(s) to confirm details of the achievement(s).
    • Determine the appropriate type of event for the achievement, and the date, time, and location of an event.
    • Coordinate with other departments as appropriate.
    • Communicate details of the event and explain logistics/procedures of the event to the recipients(s) and/or nominator(s).
    • Greet award recipient(s) upon arrival and assemble recipient(s) and/or nominator(s).
    • Coordinate presenter(s) to speak.
    • Take photographs.
  • If recognition is at a Council meeting, the department(s) dealing with recognition will:
    • Provide the required information to the Clerk’s department for inclusion of recognition on a Council meeting agenda and get confirmation of the Council meeting date at which the recognition will take place.
    • Communicate with the recipient(s) and/or nominator(s) to confirm details of their achievement(s), determine the number of people to receive recognition, date, time and location of Council meeting where presentation(s) will be made.
    • Explain logistics/procedures of the presentation(s) to the recipient(s) and/or nominator(s).
    • Greet award recipient(s) upon arrival and assemble recipient(s) into alphabetical order for presentation(s) by the presenter(s).
    • Coordinate presenter(s) to speak on behalf of the group or groups when there are large groups or several groups being acknowledged at the same Council meeting.
    • Take photographs.
  • Assisting the Mayor’s office as required.

Procedure details

Procedure Number: MS-SPR-001-001
Parent Policy: MS-SPR-001
Section: Municipal Services
Sub-Section: Special Requests
Author: Strategy, Policy & Communications
Authority: CAO
Effective Date: 2008 Dec 15
Review by Date: 2023

References

Appendix A - Nomination Form
MS-SPR-001-003 Proclamations Procedure
MS-SPR-001-004 Banner Services for Community Events Procedure
Flag Protocol Procedure
Building Lighting Recognition Procedure
Commemorative Construction Plaques for Town Assets Procedure
Park Naming Procedure
HR-MNG-008 Respectful Conduct
MS-PER-001 Special Events Permits Policy
Community Spirit Awards
Oakville Sports Council - Sports Recognition Awards