Brimbank Community Flag

Policy and Procedure

Policy Purpose

The purpose of this Policy is to provide clear and consistent guidelines for

managing and approving the display of community flags at Council’s

Community Flagpole sites.

This Policy purposefully identifies two categories for flags to be flown:

Civic Flagpole sites

located at the Brimbank Council Civic Centre and

Sydenham Community Hub.

Council’s Community Flagpole sites

located at STACC, Keilor Community

Hub and Sunvale Community Park.

Policy Scope

This Policy applies to Council’s Community Flagpole sites at STACC, Keilor

Community Hub and Sunvale Community Park. It provides for specific

criteria to manage requests by community groups to Council for community

flags to be flown at Council’s Community Flagpole sites.

For all Civic Flagpole sites, Council will adhere to the Australian National

Flag Protocols.

Use of the Community Flagpole sites are coordinated by the Community

Strengthening and Social Planning Department.

From time to time, Council receives requests for community flags and

emblems to be flown at the Brimbank Community and Civic Centre

flagpoles. At these flagpoles, Council flies the Australian Flag, Aboriginal and

Torres Strait Flags and the Brimbank City Council House Flag in accordance

with the Australian National Flag Protocols. The Australian National Flag

Protocols stipulate that only official flags of nations recognised by Australia

should be flown in conjunction with the Australian National Flag.

To accommodate requests for community flag flying, Council has made

provision for Community Flagpole sites at St Albans Community Centre

(STACC), Keilor Community Hub and Sunvale Community Park.

The Community flagpoles encourage different communities within the City of

Brimbank to express and symbolise identity, pride and belonging during

significant cultural and or community days and events. As a result,

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Brimbank is recognised as a safe and welcoming municipality that values and

celebrates all cultures and identities.

Statement of policy principles

Brimbank Council has provided a Community Flagpole sites to acknowledge

the diversity of communities within the municipality. Council is therefore

responsible for ensuring the flags displayed are acknowledged with due

diligence, dignity and attention.

Specific requirements

5.2 Requests

To request the flying of community flags on Council-owned community

flagpoles, you must obtain Council approval. A request must be submitted in

writing using the Application to Fly Community Flag at Council’s Community

Flagpole Site (see

Appendix 1

). You can submit the form online through the

Council’s website or by mail. Requests should be made at least six weeks

before the intended start date of the flag-flying event.

Requests to include additional annual dates can be made on the request form

for consideration. This can avoid making a request each year. Note that the

Civic and Community flagpoles will be unavailable on the following dates:



January 26th



April 25th



November 11th

5.3 Criteria for Consideration

Community flag flying requests will be forwarded and assessed by the

Strengthening Communities Unit and approved by the Manager Community

Strengthening and Social Planning. The assessment process is provided

(refer

Appendix 2

).

Only applications from locally based community groups or organisations, for

events or internationally recognised days and activities will be eligible for

consideration. All applications must be submitted in writing.

Groups applying to have a community flag flown at Council’s Community

Flagpole sites will be required to provide the flag to be flown. All

requirements and guidelines for an application to be made in writing are

provided for in Appendix 1 to this Policy.

Where community, Council, State or Federal sensitivities are identified during

an application assessment, approval may be referred to Council for

resolution.

The following criteria will be considered when a request to fly a community

flag at Community Flagpole sites during days of cultural or other significance

is received by Council.

The flying of the community flag:



Promotes respect for all.



Is part of an event or ceremony.



Is consistent with Council’s values and policies.



Embraces a sense of belonging and enhanced community life.

Council will

NOT

consider a request to fly a community flag that is connected

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to:



Individual advancement.



Political or cultural sensitivities.



Exposure to adverse criticism of Council or the community as a whole.

5.4 Council Event Priority

On the days where specific community flags are not flown at the Community

Flagpole sites, Council will take priority at the site if it is holding a community

event.

5.5 Other considerations

Permission may be given to fly a community flag for a minimum of one day to

a maximum of seven days.

If more than one community group or organisation wishes to utilise the

Community Flagpole site on the same day, priority will be given to the

application received first and based on merit.

If more than one community group or organisation wishes to utilise the

Community Flagpole site during the same week, then Council will use its best

endeavours to accommodate all requests during that week.

A response to an application indicating approval or otherwise will be provided

by the Manager, Community Strengthening and Planning indicating approval

or otherwise.

Where an application is approved, the applicant will be required to provide

the community flag to be flown. The flag must be new and 1800mm wide by

900mm high. Differing community flag measurements will be advised

accordingly. The flag must be provided to Council’s Community Strengthening

and Social Planning department at least one week prior to the date it is

intended to be flown. The flag will be returned to the applicant or

representative.

5.6 Maintenance and Monitoring

Council’s Hall Keeping is responsible for the maintenance of the Community

Flagpole sites and the monitoring of the flag’s condition while they are being

displayed. If a flag suffers damage and is rendered unsuitable for display, the

respective community is responsible for coordinating the immediate

replacement and disposal of the damaged flag.

5.7 Protocol for Displaying Community Flags

The flag should always be flown aloft and free as close as possible to the top

of the flag mast with the rope tightly secured.

The flag may only be flown at night when illuminated. In accordance with

National Flag Protocols, street lighting is considered appropriate illumination

when the flag(s) are clearly visible. If a flag is not illuminated at night and

permission is given for more than one day of display, the flag will be lowered

at the end of each day.

The flag should not be allowed to fall or lie flat on the ground.

5.8 Privacy notice

The personal information collected on this form is for the purpose of enabling

Council to process and assess an application to fly a community flag at

Council’s community flagpole site and will be solely used for that

purpose. The personal information will not be disclosed to any other person

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unless required by law. You may apply for access and/or amendment to your

personal information if required by contacting the Community Strengthening

and Social Planning Department in writing by emailing

CSSP@brimbank.vic.gov.au.

Roles and responsibilities

Manager Community Strengthening and Social Planning is responsible

for:



Processing requests relating to this policy



Undertaking review of this policy and procedure



Coordinating a response to customers through application process

outlined.

Policy ownership

Responsible Director: Director Community Wellbeing

Responsible Officer: Manager Community Strengthening and Social Planning

Directorate: Community Wellbeing

Unit: Community Strengthening and Social Planning

Approval

Approved by: Director Community Wellbeing

Date: 10/12/2024

Related policies and legislation

Australian National Flag Protocol

History of amendments

Rev Review date

Reason for amendment

Next review

date

2

10/12/2019

Adopted

10/12/2026

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Appendix 1 – Application to Fly Community Flag at Council’s

Community Flagpole Site

Name of application/community group/organisation

Name of applicant:

Click here to enter text.

Community group or

organisation

Click here to enter text.

Postal Address

Suburb and Postcode

Contact number 1:

Click here to enter text.

Contact number 2:

Click here to enter text.

Contact number 3:

Click here to enter text.

Email address:

Description of Community Flags (add attachment if that assists you)

Reasons for display

☐

Community Event

☐

National Day

☐

Day of significance

☐

Other

Describe how this request meets Council criteria

Dates the flag needs to be flown

The first date the community flag must be flown

Click here to enter text.

The last date the community flag must be flown

Click here to enter text.

Return completed form to Brimbank Council

Post

Brimbank Council

P.O. Box 70 Sunshine VIC 3020

Attn: Manager, Community Strengthening and Social Planning

In

person

Keilor Community Hub

704b Old Calder Highway

Keilor

Hours: Monday to Friday, 8:45am – 5pm

Sunshine

Brimbank Community and Civic Centre

301 Hampshire Rd

Sunshine

Hours: Monday- Friday: 8.45am - 5pm

Email

CSSP@brimbank.vic.gov.au

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Fax

03 9364 9389

Appendix 2 – Assessment Process