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TllEC9~WbWlR8m~~f~GTON
REPORT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
File#C ,d-. Vo
Res. # (0PA ~4fo7-qt
By.Law #
Date:
JULY 13, 1998
Report #:
A nMTN_12 -lJ8ile #:
SUbject:
VOLUNTEER RECOGNlTION PROGRAM
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee recommend to
Council the following:
1. THAT Report No. ADMIN-12-98 be received;
2. THAT the recommendations of the original Volunteer Recognition Selection Committee be (Report
CS-16-93) be implemented;
3. THAT Council representatives to the Selection Committee be appointed to work with the Deputy
Clerk and the Marketing & Tourism Officer to plan, organize and host a Volunteer Service
Recognition Awards event; and,
4. THAT the Volunteer Service Recognition Awards event be held on Thursday April 22, 1999 during
the 1999 National Volunteer Week (April 19 - 23, 1999).
1.0 BACKGROUND:
1.1 In April 1992 Council received Report CS-14-92 (Attachment 1) which asked
Council to endorse the initiation of a Volunteer Service Recognition program. As
this Report states the concept of hosting a special program recognizing the
contribution of volunteers to the quality ofHfe in the (then) Town of Newcastle.
The proposed event was Recommendation 42 (page 109) of the recently
completed Recreation/Leisure Services Master Plan.
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REC,ClEO I:t'\ "APlER
P'.ER ltJ:1 R<C'Cl.
TH.sIS PAffiUIONRECYCI-ED.">,"
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--t..
UPDaT. ADMIN.12-98
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JULY 13, 1993
};',':):'rt
1.2 Su~toCOUl1CUreceiving thi$ ~n.three MeIn,-!:Of~r(.'~~V'~~:
3 Wants) wt:reappointcd to join the Ilqlut}'Clerk an4 theRecrellQon S~to
fonn the Vqlunteer Recognitio1l Selection Committee. ~ Mayor was... Ex~
member of the Committee. This Committee was direl:tedto Pu.n.org~~, proQlO!Oand
host aSJ'C'lia1 Volunteer Recognition~.
1.3 OnThursd/ly Apri123, 1993 the MunieiplWty of C1ar~hiltJ<<ltl1efustV~
Service R.ecognition Awards programaUhe Garnet B. RidwcllUcrell.o..'~
More than zoo people and the media attended this event. Voiuat .. weret.c~~."'~ in
the ca~s of5,10, 15 and 20+ Yeaalofservice. RepottCs;,.l,,"93'.~bmettt2)
~s the.-event and makes llilCO~onsrelative to future ~
2.0 RECQMMBNDATIONS:
2.1 Sinc;e the question ofVo1unteer Recognition has been brought tbrwatd:.~iti&~rtant
that the recorpm"",tlations of the 1993 Selection Committee lie re-visited.~~~,
reco~ were presented to COUllcllin Report Cg,.lo.93ar1d,_~_tty
adopted. The reco~tions wt:rebroughtforward aspartoftl1e ~fIrocell$.pf
the 1993Volunteer Service Recognitiot\Awards program.Tbey \Wl'e:
2.1.1 ',"ueIlCy'" ReeopitioD Event
InOtder to maintain the special RigJ'ifi("~ of the eve.nt1lD.(b.~~ oftl1e
recipients, it WQS recommended that the Recognition Event\'le belli once. eacll. term. of
Council (i.e. once every 3 years). It was funher recx>l"~ _.. alleDtwbeldin
the.second year of Council's term..during National Volunteer W.,IlO.that lIllMembcml
of Council would be acquainted withthe p\!woSC oftbe event.an4 woulI hayP.tilt1e
available to commit to working with the Selection COIDDlittee;
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REPORT ADMlN-12-lIlJ
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JULY 13,1993'
2.1.2
VohmteerW.uoU'ame
All volunteclrs receiving recognition for 20 years or more of service totbeir
OrgAAJ'Zl'tionlassoeiation and this community were reconunended tohltve their name
p1ace4 on the Volunteer Wall of Fame that is loca1ed in the entrance: way to eouneil
Chambers.
2.1.3 Eligibility Criteria
After carefulCotlSideration the Se1eetiol1 Committee reco...~tIle'~$~
of $pecifie ~ility Criteria as a necessary requirement for ~
reconuriended for recognition. They are:
(1) Nominees must be residents of the Municipality ofC~
(2) Volunteer service must be of benefit to thequa1ity (\flife~ftbe~
community;
(3) Nominees must be currently active in the Municipality's COtpof
volunteers;
(4) Nominating organizations may only J)nIt\;* a maximum offive (5)
individuals to stand for Volunteer Service Recognition; and.
(5) Nominees will be recognized only onqe per ~ry of1lltrYice
recognition.
2.2 Given the \:IackaJound work that has already been comp\eWd,itis statfs~
that the recomroendations of Report eS.I6-93 be intplementec:l.and....tbe next
Volunteer Service Recognition Awards program be held Thursday April 22, 1999.
Further, it is recommended that Council representatives beappointcdan4 that the Mayor
be an Ex..Officio of the Selection Committee;
~ /v
.,.-' r/
.M.R., AMCT(A. I,
& Economic Development . . ChiefAdmini$lr8tiveOft'i\:er
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ATTACHMENT NO.1
~,
THE CORPORATION OF THE TOWN OF NEWCASTLE
REPORT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
File #
Res. # G rJ p.. 3.31. '1~
By-Law #
')ale:
APRIL 20, 1992
Report #:
CS 1<1. 9::1 File #.
Subject:
TOWN OF NEWCASTLE VOLUNTEER RECOGNITION PROGRAM
Recommendatlons:
It is respectfully submitted that the General Purpose and
Administration Committee recommend the following to Council:
1. THAT Report CS-14-92 be received;
2. THAT Council establish a selection Committee to initiate the
volunteer Recognition Program; and
\
3. THAT the composition of the Selection Committee be appointed
as follows:
- 3 Members of Council
- Recreation Superintendent
- Deputy Clerk
- Mayor (ex-officio)
1.0 BACKGROUND
1.1 The new Recreation/Leisure Master Plan has investigated the
current program delivery system within the Town of Newcastle.
As Council is aware, the Community Services Department focuses
its pyogramming on those programs that are either unique in
nature (eg. special concerts) or require specialized
instruction and/or leadership (eg. Aquatics). Club and/or
TeRm programs (eg. hockey, competitive swimming) are provided
by the Town's team of volunte~rs.
1.2 Volunteers are the corne::stone of success in any
community/Municipality. According to the Ministry of Tourism
and Recreation {in their introduction of the Provinces' Corps
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"
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REPORT CS-14-92
- 3 ~
APRIL 20, 1991
current economics have resulted in Dore families in which both
parents work outside the homei and
Volunteer "burn-out" which
demands for services and
increase in the number of
these.
is the result of the
progra~s without a
volunteers available
increase in
reciprocal
to provide
Based on this,
recommendation:
the
study
Te2.::l
made
the
following
"The Town should develop a specific
recognition." (Recommendation ~2i
Leisure Services Master Plan)
Quite simply, the care,
program of volunteer
page 109; Recreation
maintenance
and
retention
of
volunteers can be accomplished through the acknowledgement
and recognition of the work they perform on our behalf.
3.0 THE RECOGNITION PROCESS:
3.1 In preparing this report, other organiz'ations and
Municipalities were asked how they recognize their volunteer
community (Attachment A). Further research, into past reports
to Council, has identified a civic Recognition Policy for the
Town of Newcastle that was originally written in 1986 but
amended in May of 1987 (Attachment 3). This policy provided
for recognition in three categories - outstanding Achievement,
Achievement and Service Awards. Each category was assigned
a specific award (gold medallion, bronze medallion or wooden
plaque) which were to be presem:ed to the recipients at
designated meetings of Council. The Selection Committee was
to consist of not less than three (3) members of Council and
the 'fown Clerk. This Committee ..'as responsible for all
aspects of the Recognition Program including promotion of the
program, receipt/review of eligible nominations and
recommendation to council as to the Committee's selection of
deserving
identified
nominees. The budget
as the Mayors Promotion
for
and
this process was
Tributes account.
Note that there is mention of a "Civic Recognition Reception"
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REPORT CS-14-92
- 5 -
APRIL 20, 1991
through a report to Council will be responsible to:
a.
Establish a detailed
implementation of the
of nominations to the
process outlining the overall
program (ie. from the initiation
presentation) ;
b. Establish criteria by which nominations can be reviewed
and evaluated;
c. Establish the format by which the presentation of
recognition awards will take place; and
d. Establish a budget outlining all associated costs of
implementing the Volunteer Recognition program.
Respectfully submitted,
Recommended for presentation
to the Committee,
())!A/~
Jos~ P. Caruana, Director
Department of Community Services
-~tftJ] F
Lawrence E.Kotseff,
Chief Administrative Officer
JPC:JJC:sa
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ATTACHMENT A (continued)
public announcements are inserted in local newspapers
informing the public of the program and the process
required to submit nominations
applications are sent out 4 weeks prior to the
established submission deadline - the submission
deadline is scheduled as 9 weeks prior to the civic
Sports Award Recognition Dinner
applications are received until the deadline date and
are then forwarded to the Selection Committee for
review and selection - selection is based on nominees
complying with specific eligibility criteria
the Selection Committee consists of:
Chairman/designate - Fire Protection & General
Purpose Committee
Chairman/designate - Community Services Committee
Staff Member - Clerks Department
Staff Member - Comnunity Services Department
Recreation Division
the city of Oshawa does not currently provide a
recognition program for community volunteers
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ATTACHMENT B (continued)
PRESENTATION OF AWARDS
Outstanding AChievement and Service Awards shall be presented at
a Civic Reception hosted by Council, 'ind shall be held at a
suitable location in the Municipality once during each calendar
year.
Achievement Awards shall be presented to the recipients at a
regularly scheduled evening Council meeting.
ARCHIVES AND CONTROL OF AWARD MATERIAL
A permanent record of the names of all recipients shall be
maintained in the Clerk's Department. All materials relating to
the awards shall be retained by the Clerk and released only by
Resolution of Council.
BUDGET
The funding for the Civic Recognition program activity shall be
part of the Mayor's Promotion and Tributes Account.
COMMITTEE
The Committee shall be a cub-committee cf Council, consisting of
not less than three (3) Members of Council, including the Deputy
Mayor, two Members of Council and the Clerk. Support staff for
the CDmmittee shall be the Mayor's Secretary and other appropriate
staff as required.
COMMITTEE RESPONSIBILITIES
1. The civic Recognition Committee Chairnan shall be responsible
for the calling of the first annual organizational meeting in
each year.
2. The Committee shall advertise the Civic Awards eligibility
requirements well in advance of the reception date.
3. The Committee shall determine the level of the award and the
forum in which it will be presented.
4. The Committee, together with the necessary support staff,
shall be responsible for all aspects of the civic Recognition
Reception.
5. The Commit:tee, together \-lith the necessary support staff,
shall be responsible for all aspeccs of the program relating
to the presentation of Achievement A~ards at regularly held
meetings of Council.
THIS POLICY WHEN ADOPTED BY COUNCIL S~LL SuPERSEDE THE PREVIOUS
POLICY DATED OCTOBER 27, 1986.
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ATTACHMENT NO.2
THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
lrnlEJOOReOflMll:(iN~NlOl7:IllIiWl1;lIISXW:
REPORT
Meeting:
GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
File #
Res. #
By-Law #
Date:
JULY 19, 1993
Report #:
CR-1 6-9~ File #:
Subject:
VOLUNTEER RECOGNITION COMMITTEE - EVALUATION
Recommendations:
1. THAT Report #CS-16-93 be received;
2. THAT the Municipality's official Volunteer Service Recognition
Awards Ceremony be held the second year of each term of
Council during National Volunteer Week;
3. THAT Council approve the siting of the "Volunteer Wall of
Fame" plaque as outlined in Report ;'!CS-16-93;
4. THAT the eligibility criteria outlined in Report CS-16-93 be
approved; and
5.- - THAT the official unveiling of the "Volunteer Wall Of Fame" -be
held during the Council meeting of September 27, 1993.
1. 0 BACKGROUND
1.1 At a meeting held on April 21, 1992, the Council of the Town
of Newcastle approved the following recommendation:
"THAT Report CS-14-92 be received;
THAT Council establish a Selection Committee to initiate the
Volunteer Recognition Program; and,
THAT the Selection Committee be appointed as follows:
- 3 members of Council - Councillor M. Novak (Ward 1)
Councillor J. O'Toole (Ward 2)
Councillor A. Dreslinski (Ward 3)
- Recreation Superintendent
- Deputy Clerk
- Mayor (Ex-Officio).".
(GPA-334-92)
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REPORT NO. CS-16-93
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JULY 19, 1993
1. 2 The purpose of the recognition program is two-fold. First, it
was to establish a process whereby the Council of the
Municipality could recognize the efforts and commitment of the
volunteer community. Second, once the process was established
the Municipality would have a mechanism that would enable
Council to submit nominations for inclusion in the appropriate
. Provincial recognition programs.
1.3 On Thursday April 22, 1993 the Municipality hosted the first
"Volunteer Service Recognition Awards" presentation. A total
of 90 nominations were received and, since this was the first
endeavour of the recognition program, all those nominated
received awards acknowledging and thanking them for their
contribution to the community at large. Recognition was based
on length of service and awards were presented using the
following formula:
.
LENGTH OF CERTIFICATE PLAQUE VOLUNTEER WALL
SERVICE OF FAME
5 YEARS YES
, 10 YEARS YES
15 YEARS YES YES
20 YEARS + YES YES YES
In addition to these awards, all recipients were given a Town
of Newcastle lapel pin.
1.4 On the evening of the event a total of 159 individuals signed
the guest register but it is estimated that approximately 200
individuals attended the ceremonies. The evening's program
included entertainment which was provided by the newly formed
Town of Newcastle Concert Band. In addition, the entire event
(with the exception of the Band's performances due to
licensing regulations) was video-taped by Rogers' Cablevision
and a complimentary copy of the video has been provided to the
Committee.
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REPORT NO. CS-16-93
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JULY 19, 1993
2.0 FREOUENCY OF CEREMONIES
2.1 Following the success of the awards presentation the Volunteer
Recognition Committee met to discuss the process and to
evaluate the event relative to future operations. The
committee discussed the issue of how often the Municipality
should host the recognition special event. The Committee
recommends that the official Volunteer Recognition Service
Awards ceremonies should be hosted once each term of Council.
It is further recommended that the ceremonies be held during
the second year of Council's term during the National
Volunteer Week (normally the third full week in April).
2.2 The rationale for these recommendations is based on
maintaining the special significance of the awards
presentation. By hosting this special event each year the
Committee is concerned that the whole process will adopt an
ordinary perception of its purpose and meaning. The Committee
also believes that the second year of Council's term is
appropriate because it ensures that all Council members, both
newly elected and returning veterans, are acquainted with the
purpose of the recognition process and have the time available
to work with the Committee.
2.3 with the adoption of the Committee's recommendations, the next
Volunteer Service Awards Recognition is tentatively scheduled
for the Thursday of National Volunteer Week in 1996.
3.0 VOLUNTEER "WALL OF FAME"
3.1 The Committee has discussed the siting of the "Volunteer Wall
of Fame" that is to recognize all those volunteers who have
contributed 20 years or more of their time to local
organizations and associations in this Municipality. Because
of the magnitude of this contribution, the Committee
recommends that the plaque, which will display ~he names of
these individuals, be sited in an area of distinction. The
area at the base of the oak staircas,e (leading to Council
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REPORT NO. CS-16-93
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JULY 19, 1993
Chambers) is a high profile area that will allow for
prominent pUblic viewing. The track lighting available
in this area will contribute to the prominence of this
display.
3.2 The Visual Arts Centre currently uses this area plus the hall
area between the front doors of the Municipal Administration
Centre and the reception desk. Placement of the "Volunteer
Wall of Fame" plaque has been discussed with Margaret Rodgers
(Executive Director) and she has indicated some concerns with
accommodating the recommended siting but will work with the
Committee to find the best location for the plaque in this
area.
3.3 With Council's approval of the siting of the plaque, the
Committee recOmmends that an official "unveiling" be held at
the September 27, 1993 meeting of Council. Individuals, whose
names will appear on the plaque, will be invited to attend
this meeting to view this auspicious occasion and to, again,
be congratulated for tremendous contribution to the community
life of this Mu~icipality.
4.0 ELIGIBILITY CRITERIA
4.1 The Committee is of the opinion that eligibility criteria must
be established to guide them in revieWing nominations and
selecting individuals to be recognized. The intent is to
ensure that all nominations are subjected to the same scrutiny
and that recognition is conferred on an objective and
equitable basis.
4.2 After careful consideration, the Committee recommends that
Council approve the following requirements as necessary for
individuals to stand for recognition.
(1) Nominees must be residents of the MUnicipality of
Claringtoni
.. /5
(2)
Volunteer service must be of
community life (residents) within
of Claringtoni
benefit to the
the MUnicipality
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REPORT NO. CS-16-93
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JULY 19, 1993
(3) Nominee must be currently
Municipality's volunteer corps;
active
in
the
(4) Nom~nating organizations may only nominate a
max~mum of five (5) individuals to stand for
Volunteer Service Recognition; and,
(5) Nominees will be recognized only once per category
of service recognition.
4.3 The Volunteer Recognition Committee proposes these criteria to
be used as guidelines for future recognition processes. The
goal is to ensure that all volunteers receive the recognition
they deserve and that the Volunteer Service Recognition
program continues to emphasize the importance of the volunteer
contribution to this Municipality.
Respectfully SUbmitted,
Recommended for presentation
to the Committee
Joseph P. Caruana, Director
Department of Community Services
Lawrence E. Kotseff,
Chief Administrative Officer
JPC:PB:dm
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