City of Kingston...The Coat of Arms, Flag and Badge are formal heraldic symbols of high importance...

City of Kingston Report to Administrative Policies Committee

Report Number AP-17-016

To: Members of the Administrative Policies Committee From: Denis Leger, Commissioner, Corporate & Emergency Services Resource Staff: Marielle Laplante-Wheeler, Acting Director, Communications

and Customer Experience Date of Meeting: June 21, 2017 Subject: City of Kingston Visual Identity Policy

Executive Summary: The City of Kingston (the City) has a number of visual identity symbols, with varying degrees of formality, to either identify or brand the corporation or selected businesses that it operates. A draft Visual Identity policy, attached to this report as Exhibit C, defines the types of visual identity symbols recognized and used by the City. The draft policy also establishes the authority and use for each symbol as prescribed by law or as approved by Council. The purpose of this report is to recommend that a new City visual identity policy be approved. The draft policy consolidates and streamlines previous Council decisions regarding the use of the City’s visual identity symbols since amalgamation.

This report also includes a recommendation to repeal and replace the by-law to establish the seal of the corporation. During the research completed for the development of this policy, staff identified some errors in the existing by-law which are further described in this report. Given the date of the original by-law (July 23, 1973) a recommendation to repeal and replace rather than amend the by-law is more appropriate.

Recommendation: That Council approve the City of Kingston Visual Identity Policy (POL-14), attached to this report as Exhibit C; and

That Council repeal By-Law 7718, as amended, attached to this report as Exhibit A, being a by-law to adopt a new common seal of The Corporation of the City of Kingston, and to cancel and abolish the common seal now in use by the said Corporation; and

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That Council adopt the draft by-law attached to this report as Exhibit B, being a by-law to adopt the municipal seal of The Corporation of the City of Kingston.

Authorizing Signatures:

Denis Leger, Commissioner, Corporate & Emergency Services

Gerard Hunt, Chief Administrative Officer

Consultation with the following Members of the Corporate Management Team: Lanie Hurdle, Commissioner, Community Services

Jim Keech, President and CEO, Utilities Kingston

Desirée Kennedy, Chief Financial Officer & City Treasurer N/A

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Options/Discussion: Background

Since the 1998 municipal amalgamation, Council has approved policies, guidelines and recommendations establishing the City of Kingston’s (the City’s) visual identity symbols and their permitted uses. Much of this information has been used to develop the draft Visual Identity Policy (Exhibit C). Some of this information has been rewritten for clarity and accuracy or removed if no longer appropriate. The changes were made to align the City’s policy with the law and to establish an accurate and consolidated framework for the use of the City’s visual identity symbols.

A summary of these changes is as follows:

• the City’s visual identity symbols are categorized and given a distinct status in the draft policy;

• tighter controls on the use of each visual identity symbol are established in the draft policy to protect the City’s intellectual property;

• the rule that the City’s visual identity symbols shall not be used by a third party unless authorized has been clearly stated;

• roles and responsibilities for the approval of use of each type of visual identity symbol has been more clearly established in section 4 of the draft policy;

• the by-law that establishes the corporate seal (By-law 7718, as amended) is being repealed and replaced with a new draft by-law (Exhibit B). The by-law ensures that the corporate seal is aligned more closely with the requirements of the Municipal Act and the image of the seal has been replaced with the correct design on Schedule A of the by-law;

• the Kingston Police are phasing out the use of the City’s Coat of Arms, Flag and Badge and replacing it with its own Coat of Arms and Flag granted by Letters Patent dated April 15, 2016;

• the corporate visual identity design guidelines are separated from the (draft) Visual Identity Policy. This has been done for the purpose of separating the appropriate rules of design and application from the rules of use and authority for the City’s Coat of Arms, Flag and Badge; the City logo and slogan; and the logos and slogans of the Kingston Airport, Kingston Transit and The Grand Theatre;

• the City’s fireworks logo is no longer in use and is being phased out by the City.

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Visual Identity Symbols

The City has a number of visual identity symbols, with varying degrees of formality, to either identify or brand the corporation or selected businesses that it operates. These symbols are the intellectual property of the City and may be used only by the City. The (draft) Visual Identity Policy, attached to this report as Exhibit C, establishes the City’s visual identity symbols as follows:

1. Heraldic Symbols

Coat of Arms, Flag and Badge

The City's Coat of Arms, Flag and Badge, were established by the Letters Patent, dated January 11, 1999 granting armorial bearings to The Corporation of the City of Kingston by the Queen's Representative, The Governor General of Canada. Letters Patent are attached to this report as Exhibit D. The Coat of Arms, Flag and Badge are formal heraldic symbols of high importance granted as honours from the Crown in Canada and as such are only used by the Office of the Mayor, Office of the Clerk, Kingston Fire & Rescue, the Office of the City Solicitor or for other matters of formal protocol as directed by Council.

Kingston Police Coat of Arms and Flag

Kingston Police were granted permission by Council to use the City’s Coat of Arms, Flag and Badge. A Coat of Arms and Flag were established by Letters Patent, dated April 15, 2016, granting armorial bearings to Kingston Police. Since Kingston Police has its own armorial bearing it will therefore not use the City’s Coat of Arms, Flag or Badge in the future. Kingston Police have been excluded from the (draft) Visual Identity Policy as an organization that has authority to use the City’s armorial bearings. The City recognizes and permits a transition period for the Kingston Police to phase out the use of the City’s armorial bearings and replace it with its own.

Seal of the Corporation

The seal of the corporation is mandated by the Municipal Act and only used by the Office of the City Clerk to authenticate a range of documents mandated by the Municipal Act or as directed by Council. The seal uses the coat of arms to establish its authority by placing upon it one of the royal symbols. The seal must be established by municipal by-law, as prescribed by the Municipal Act. By-law 7718, as amended, establishes the seal of the corporation. However, the corporate seal that is now being used by the Office of the City Clerk is not the same as the corporate seal illustrated in Schedule A of By-law 7718, as amended. The by-law referenced above fails to provide an accurate depiction of the corporate seal and does not offer any direction on how the seal may be used. This report includes a recommendation to repeal By-law 7718, as amended and replace it with the draft by-law attached to this report as Exhibit B. The new by-law will adopt the proper seal of the corporation and authorize the City Clerk to administer its use as prescribed under the Municipal Act. The draft by-law also includes an

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accurate image of the seal of the corporation being used by the City (see Schedule A of Exhibit B).

2. Corporate Symbols

City Logo and Slogan

On September 8, 1998, a City logo and slogan were established and approved by Council. Since then the City has continued to use the slogan, but the logo was updated on May 15, 2007 (Exhibit E). The authority for its use has been granted by Council in a fragmented way since amalgamation. The (draft) Visual Identity Policy identifies and gives authority for the use of the City’s logo and slogan. As stated in the draft policy, the City logo and slogan “shall be administered in accordance with this policy and the City's Visual Identity Guidelines”. The guidelines will be available by request to the Director of Communications and Customer Experience.

Business Specific Logos and Slogans

Council may authorize the City to develop branding and marketing plans for specific City services as is the case with Kingston Airport, Kingston Transit and The Grand Theatre. The following services have received this authority from Council and have a separate visual identity design guide for their use:

• The Kingston Airport Corporate Identity Guidelines – Council approved a motion to authorize staff to amend the budget to include airport marketing and branding on December 16, 2008.

• The Kingston Transit Visual Brand Identity Guide – The rebranding of Kingston Transit occurred in the 2007-2008 timeframe. Council approved a motion to authorize the City to implement the Kingston Transit Redevelopment Plan – Express Service on September 6, 2011 which included the concept of transit express service branding and marketing communications.

• The Grand Theatre Corporate Identity Guide – Council approved the Grand Theatre Business Plan for the newly renovated facility on December 16, 2008, which included an opportunity to re-brand the venue. A logo was developed at the time and has since been applied consistently to promote the venue as a City-owned and operated facility.

Samples of these business specific logos and slogans are attached to this report as Exhibit F.

In accordance with the (draft) Visual Identity Policy, the use and design of the above business specific logos and slogans shall be administered in accordance with their separate, associated design guidelines, as approved by the applicable departmental director, in consultation with the Director of Communications and Customer Experience. The (draft) Visual Identity Policy will be amended to include authority for established logos and slogans resulting from any Council approved branding or marketing activities for specific City services as required.

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3. Program and Project Designs, Logos and Slogans

Temporary or ad hoc program and project logos and other visual identity symbols are designed by the City for branding and marketing certain programs or projects as is the case for the Third Crossing visioning project. These types of visual identity symbols are typically only used for a short time, are not permanent visual identity symbols of the City and do not need to be approved by Council. City departments develop branding and marketing campaigns in consultation with the Communications and Customer Experience Department. The Director of Communications and Customer Experience must approve all temporary designs and ensure they are in compliance with the (draft) Visual Identity Policy and other visual identity design standards.

Use of the City’s visual symbols by a third party

The use of the city’s visual identity symbols shall not be used by a third party, unless authorized. This authority may be granted by the City through a license, which could include a vendor contract or services agreement. Controlling use of the City’s visual identity symbols provides the public with the certainty that any associated messages are approved by the City and represent authorized policy.

Existing Policy/By-Law: By-law 7718, as amended – A by-law to adopt a new common seal of The Corporation of the City of Kingston, and to cancel and abolish the common seal now in use by the said corporation – to be repealed and replaced with a new by-law (Exhibit B)

The City of Kingston Visual Identity Standards Policy, April 2007 - to be replaced with the draft Visual Identity Policy (Exhibit C)

Notice Provisions: Not applicable

Accessibility Considerations: This report is available in an alternate format upon request.

Financial Considerations: Not applicable

Contacts: Marielle Laplante-Wheeler, Acting Director, Communications and Customer Experience 613-546-4291 ext. 2212 Judy Reichstein, Web & Policy Administrator 613-546-4291 ext. 2424

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Other City of Kingston Staff Consulted: Alan McLeod, Senior Legal Counsel John Bolognone, Clerk Sheila Kidd, Director of Transportation Services David Snow, Manager, Kingston Airport Julie Fossitt, Manager, Cultural Marketing Donna Harrington, Office of the Chief of Police Exhibits Attached: Exhibit A – A by-law to repeal by-law 7718, as amended, being “A by-law to adopt a new

common seal of The Corporation of the City of Kingston, and to cancel and abolish the common seal now in use by said Corporation”

Exhibit B – a by-law to adopt the municipal seal for The Corporation of the City of Kingston

Exhibit C – (draft) Visual Identity Policy (POL-14)

Exhibit D - Letters Patent dated January 11, 1999 granting armorial bearings to The Corporation of the City of Kingston by the Queen's Representative The Governor General of Canada

Exhibit E – City logo and slogan approved by Council

Exhibit F – Council approved logos and slogans and a sample of an adhoc design

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of 1 Exhibit A to Report AP-17-016

By-Law Number 2017-

A By-Law to Repeal By-Law 7718, as amended, being “A by-law to adopt a new common seal of the Corporation of The City of Kingston, and to cancel and

abolish the common seal now in use by said Corporation”

Passed:

Therefore be it resolved that the Council of the Corporation of the City of Kingston hereby enacts as follows:

1. By-Law No. 7718, as amended, “A by-law to adopt a new common seal of The Corporation of the City of Kingston, and to cancel and abolish the common seal now in use by said Corporation”, is hereby repealed in its entirety.

2. This By-Law shall come into force and take effect on the date of its passing.

Given First and Second Readings: Date of Meeting

Given Third Reading and Passed: Date

Bryan Paterson Mayor

John Bolognone City Clerk

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of 3 Exhibit B to Report AP-17-016

By-Law Number. 201X-XX

A by-law to adopt the municipal seal for The Corporation of the City of Kingston

XXXXXXXX

Passed: Meeting date, 2017

Whereas the Municipal Act, 2001, S.O. 2001, c.25 provides that a municipality may pass by-laws authorizing the form of execution and use of the municipal seal;

Whereas the Municipal Act, 2001, S.O. 2001, c.25 provides that every bylaw of a municipality shall be under the seal of the corporation;

Whereas the Municipal Act, 2001, S.O. 2001 describes the range of documents which must be certified under the seal of the municipality;

Whereas the Municipal Act, 2001, S.O. 2001, c.25 provides that a copy of any record under the control of the clerk of the municipality purporting to be certified by the clerk and under the seal of the municipality may be filed and used in any court or tribunal instead of the original and is admissible in evidence without proof of the seal or of the signature or official character of the person signing it, unless the court or tribunal otherwise directs;

Whereas By-law 7718 a by-law to adopt a new common seal of the Corporation of the City of Kingston, and to cancel and abolish the common seal now in use by the said Corporation, has been repealed in its entirety;

Therefore be it resolved that the Council of the Corporation of the City of Kingston hereby enacts as follows:

1. The seal for which there is a description and a drawing attached as Appendix A, is hereby declared to be the seal of the Corporation of the City of Kingston;

2. The seal of the corporation shall be administered by the Office of the City Clerk to certified as prescribed by the Municipal Act and other law and as approved by Council; and

3. This By-Law shall come into force and take effect on the date of its passing.

Given First and Second Readings Month XX, 2017

Given Third Reading and Passed Month XX, 2017

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John Bolognone City Clerk

Bryan Paterson Mayor

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Schedule A

Municipal Seal of The Corporation of the City of Kingston

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Visual Identity Policy

Policy Number POL-14

Effective Not applicable

Review Date Not scheduled

Final Approver Council

Training Course Code Not applicable

Document State Draft

1.0 PurposeThe purpose of this policy is to provide guidelines for using the various types of municipal visual identity symbols owned and approved by the City. The City's visual identity symbols include the City’s Coat of Arms, Flag and Badge; the City logo and slogan; business specific logos; and slogans and program and project designs and logos. This policy describes the significance and appropriate use of each type of symbol. Controlling use of the City’s visual identity symbols maintains their integrity and provides the public with the certainty that any associated messages are approved by the City and represent authorized policy.

2.0 Persons Affected2.1 This policy applies to Council and to all employees, including:

2.1.1 CMT members;

2.1.2 the Director of Communications and Customer Experience;

2.1.3 the Clerk;

2.1.4 the Director of Transportation;

2.1.5 the Manager of the Kingston Airport;

2.1.6 the Cultural Director;

2.1.7 the Fire Chief;

2.1.8 the Director of Planning, Building & Licensing;

2.1.9 the Director of Legal Services & City Solicitor; and

2.1.10 the Mayor.

3.0 Policy Statement3.1 It is the policy of the City to ensure that:

3.1.1 the following visual identity symbols are used in accordance with this policy with respect for their distinct status:

i. the heraldic symbols of the Corporation;

ii. the seal of the Corporation;

iii. the logo and slogan of the Corporation;

iv. business specific logos and slogans; and

v. project designs, logos and slogans.

3.1.2 the use of the City's Coat of Arms, Flag and Badge established by the Letters Patent dated January 11, 1999 granting armorial bearings to The Corporation of the City of Kingston by the Queen's Representative The Governor General of Canada shall be administered in accordance with this policy. The Coat of Arms, Flag and Badge are formal heraldic symbols of high importance

AP-17-016 Exhibit C

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as an honour from the Crown in Canada and as such shall only used by the Office of the Mayor, Office of the Clerk, Kingston Fire & Rescue, Bylaw Enforcement, the Office of the City Solicitor or for other matters of formal protocol as approved by Council;

3.1.3 the Coat of Arms and Flag, including their elements, established by the Letters Patent dated April 15, 2016 granting armorial bearings to the Kingston Police by the Queen's Representative The Governor General of Canada shall be recognized by the City and only used for the official business of the Kingston Police. The City recognizes that the Kingston Police will continue to use the City of Kingston's honour of the Crown, being the City's Coat of Arms, Flag and Badge, until phased out;

3.1.4 the seal of the corporation:

i. is mandated by the Municipal Act and administered by the Clerk;

ii. is described pursuant to applicable municipal bylaw; and

iii. is used only by the Office of the City Clerk to authenticate for a range of documents mandated by the Municipal Act, by municipal bylaw and upon direction of Council.

3.1.5 the City's visual identity symbols:

i. are the intellectual property of the City; and

ii. may not be used by a third party unless authorized by the City. Other agencies, boards and other similar municipal organizations may apply for a license to use the City's visual identity symbols. Service level Agreements and other Contracts may also include proper use provisions;

3.1.6 the use of the City logo and slogan shall be administered in accordance with this policy and the City's Visual Identity Guidelines;

3.1.7 the following business specific logos and slogans that were established with the approval of Council, shall be administered in accordance with their separate, associated design guidelines:

i. Kingston Transit;

ii. Kingston Airport; and

iii. The Grand Theatre.

3.1.8 the use of ad hoc or temporary program and project designs, logos and slogans for the purposes of City branding and marketing shall be approved by the Director of Communications and Customer Experience.

3.2 the use of all City visual identity symbols is governed by this policy.

Employees

3.3 Any employee who breaches this policy may be subject to discipline up to and including dismissal.

4.0 Responsibilities4.1 Council is responsible for:

4.1.1 approving this policy;

4.1.2 approving the use of the City's Coat of Arms, Flag and Badge, for matters of formal protocol;

4.1.3 approving the use of the seal of the Corporation; and

4.1.4 approving the visual identity symbols of the City.

4.2 CMT members are collectively and individually responsible for directing compliance with this policy.

4.3 The Director of Communications and Customer Experience is responsible for:

4.3.1 resolving any issues or conflicts relating to this policy;

4.3.2 establishing procedures, protocols and controls to safeguard the integrity and the use and design of the City's visual identity symbols as established in section 3.1.1;

4.3.3 approving the use of ad hoc or temporary program and project designs, logos and slogans for the purposes of City branding and marketing;

4.3.4 providing, in consultation with the Director of Human Resources & Organization Development, communication and training to employees on this policy; and

4.3.5 approving the use of the City's visual identity symbols by a third party.

4.4 The Clerk is responsible for the use of the seal of the Corporation and for authenticating a range of documents mandated by the

AP-17-016 Exhibit C

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Municipal Act, by municipal bylaw and upon direction of Council.

4.5 The Director of Transportation, in consultation with the Director of Communications and Customer Experience, is responsible for the design and use of the Kingston Transit logos and slogans.

4.6 The Manager of the Kingston Airport, in consultation with the Director of Communications and Customer Experience, is responsible for the design and use of the Kingston Airport logos and slogans.

4.7 The Cultural Director, in consultation with the Director of Communications and Customer Experience, is responsible for the design and use of The Grand Theatre logos and slogans

4.8 The Director of Planning, Building & Licensing is responsible for the use of the Coat of Arms, Flag and Badge as it relates to heritage buildings or property, including heritage property markers and roadside signs, in accordance with this policy and the Heritage Commemoration Program Guidelines (under review).

4.9 The Fire Chief, Director of Planning, Building & Licensing, Director of Legal Services & City Solicitor and the Mayor are responsible for administering the use of the Coat of Arms, Flag and Badge as it relates to their respective office, in accordance with this policy.

Breach of Policy

4.10 Employees are responsible for compliance with this policy and shall be aware that any employee who breaches this policy may be subject to discipline up to and including dismissal.

5.0 Approval AuthorityRole Position Date Approved

Quality Review Web & Policy Administrator 03/25/2017

Policy Review Director, Communications and Customer Experience 04/24/2017

Legal Review Senior Legal Counsel 03/24/2017

SME Review Positions identified in section 2 04/07/2017

Directors Review all Directors 04/21/2017

CMT Review CMT

Final Approval Council

6.0 Revision HistoryEffective Date Revision # Description of Change

1999 n/a Corporate Identity Policy Respecting Use of the City of Kingston Logo and Slogan

2007 1 replaced with the City of Kingston's Visual Identity Standards Policy

2015 2 comprehensive review and update of content

2017 3 replaced with Visual Identity Policy POL-14

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Agreementmeans a bargain made between the City and any Vendor upon an acceptance of an Offer to Procure Goods and Services entered into by a Buyer evidenced by a Contract, Purchase Order or as otherwise authorized hereunder.

Cityor Corporation means The Corporation of the City of Kingston.

Clerkmeans the person appointed by the City as the Clerk in accordance with section 228(1) of the Municipal Act, 2001.

Contractmeans a written Agreement authorized or ratified by the appropriate authority acceptable to the Legal Services Department of the City in form and content and executed by the Mayor and the City Clerk or other delegated authority properly authorized by Council.

Councilmeans the governing body of the municipality formed and operating under the authority of the Municipal Act, 2001, S.O. 2001, Chapter 25. Council membership is composed of a mayor and twelve councillors. The mayor and councillors are each elected for a four-year term. The current Council began its term on December 1, 2014.

Municipal Actmeans the Ontario Municipal Act, 2001, S.O. 2001, c.25

Policy

Code of Conduct Policy

Internal Communications Policy

Heritage Commemoration Program Guidelines (under review)

Procedure

Use of Visual Identity Symbols Application Procedure

Reference

Grand Theatre visual identity standards & guidelines

Kingston Airport Corporate Identity Guidelines

Kingston Transit Visual Brand Identity Guide

Related Definitions

Related information

AP-17-016 Exhibit C

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AP-17-016 Exhibit E

City logo and slogan approved by Council

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AP-17-016 Exhibit F

Council approved logos and slogans and a sample of an adhoc design

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City of Kingston...The Coat of Arms, Flag and Badge are formal heraldic symbols of high importance...

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