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HomeMy WebLinkAboutCOD-001-02 -- , ~ C!iJ!.kJgton REPORT CORPORATE SERVICES Meeting: General Purpose and Administrative Date: January 21, 2002 GPff~C:tJ--'b -0:7- Report#: COD-001-02 File #: t11QJ-- By-law #: Subject: APPLE BLOSSOM AWARDS RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report COD-001-02 be received, 2. THAT the proposed change to the Apple Blossom Awards Program be approved. 3, THAT the members of the ABA Committee be thanked for their participation and advised of Council's actions. Submitted by: ne Marano, Director of Corporate Services ~~Jk Reviewe~ -L- Franklin Wu, Chief Administrative Office JJC/jv CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L 1C 3A6 T 905-623-3379 F 905-623-0584 12J 1 ~ REPORT NO.: COD-003-03 PAGE 2 of 5 INTRODUCTION: The Apple Blossom Awards (ABA) is a community beautification program, initiated by the Municipality of Clarington, in 1993. This program strives to recognize and reward the efforts of local residents and businesses that have enhanced their community through the decorative plantings and landscape features incorporated into the front garden of their property. This program which is also a vehicle to promote environmental awareness pre-dates the national program, "Communities in Bloom", which first operated in 1995. The ABA program has operated almost a decade without any significant changes to its format or operation. At the conclusion of the 2001 Awards Ceremony, it was decided that this would be a good time to review and evaluate the existing program and to look for ways to improve it for 2002. This report is intended to advise Members of Council of the "new look" 2002 Apple Blossom Awards program. DISCUSSION: To facilitate the evaluation process, the Communications and Tourism Office contacted the 3 Local Horticultural Societies (Bowmanville, Newcastle and Orono) and invited them to have representation at a meeting to discuss the future direction of the ABA Program. The following individuals, not only agreed to attend the first meeting but have agreed to form the first, community-based Apple Blossom Awards Committee: Bowmanville Horticultural Society Newcastle Horticultural Society Orono Horticultural Society Luba Samochin Sandy Rakestrow Ann Best Margaret Freethy Carol Mostert Doreen Lowery Ann Anderson The Communications & Tourism Office represents the Municipality in this Committee. In order to speed up the process, a brief review of the existing program was provided. The program is promoted in a variety of ways - through existing municipal publications. (eg. Clarington Today, 1 2'l 2 ~ REPORT NO.: COD-001-01 PAGE 3 OF 5 Community Activity Guide); on the Municipality's official website; and through distribution of brochures and mini-posters to all municipal facilities; 4 branches of the Clarington Public Library and local greenhouse/landscape retailers, All promotion vehicles included program information and nomination forms. The promotion process begins no less than 1 month before the actual launch date - which is the Victoria Day weekend in May. The promotional material encourages people to nominate their friends, their neighbours, their street, and, most importantly, themselves. Nominations can be mailed, faxed, emailed, called in or dropped off in person. Nominations are received until the deadline that is, generally mid-July. Once received, all nominees are recorded on a database. Photographs of each nominated property are scheduled and judges (all volunteers) are contacted to finalize arrangements. When the judges complete their scoring the results are submitted to the Communications & Tourism Office where the results are recorded, Although the winners are known beforehand, they are not announced until the Apple Blossom Awards Ceremony in September. All nominees, regardless of category are sent invitations to attend the awards ceremony. Every nominee receives a certificate of merit and an Apple Blossom Awards lapel pin in appreciation of their efforts and participation. From the start of promotion to the completion of the awards ceremony, this program spans approximately 5 months. PROPOSED CHANGES Through discussion with the newly formed Apple Blossom Awards Committee there are some changes needed to revitalize the look and operation of the program. Most of the people attending the meetings are also involved in the national "Communities in Bloom" program in other communities. The consensus is that the Municipality of Clarington's program should adopt some of the parameters of the national program without losing any of the existing program's identity or uniqueness. The intent is to keep the option of participating in the .. 12(', 3 I. ., '- REPORT NO.: COD-001-01 PAGE 4 OF 5 National program available. The "Communities in Bloom" criteria which is very similar to that of the Apple Blossom Awards program, will be used as a guideline by the judging team. The other changes to be brought in for 2002 are: . The program will launch May 1, 2002 and nominations will be required by June 30, 2002; . Due to some concerns raised by previous participants, Nominees will be asked to confirm whether or not their property is maintained by a contractor, This information is to assist the judges; . A photograph of their front garden may accompany nominations. These will be used to confirm the correct property during the judging process and for the slide show presentation at the Awards Ceremony; . The Apple Blossom Awards Committee has agreed to coordinate getting qualified individuals from their respective Horticultural Societies to volunteer as judges. Each judge will be given a "map route" of properties to judge, judging criteria and score sheets to complete, The judging will be completed over a five-day period, The properties, nominees and scores will be recorded on a permanent database; and, . It is recommended by the Committee that the Awards Ceremony, hosted by the Council of the Municipality of Clarington, be held the second Thursday in September (September 12/02), SUMMARY Throughout the discussion within the Committee it has been decided that the Apple Blossom Awards continues to be the focus of Clarington's community-based beautification program. The inclusion of the "Communities in bloom" program is important to allow for Clarington's participation at a future date but is secondary to the goals of the local program. For reference, Attachment 1 provides a summary of both the existing Apple Blossom Awards and the "new" program for 2002. 12'14 ~ REPORT NO.: COD-001-01 PAGE 5 OF 5 In closing it is important to point out that the 2002 Apple Blossom Awards is a "work in progress". As the plan is confirmed, Members of Council and the public will be advised. Attachment 1 Apple Blossom Awards Program - Program Summary 12~5 Apple Blossom Awards Program - Program Summary r-v ;--:.=) 0-, ACTIVITY NOW 2002 Program Material Materials developed for the Apple Blossom Awards include full-colour, tri-fold brochures (with nomination form); interactive nomination form (for web site) and full-page layouts for municipal publications (includes nomination forms). Promotional flyers distributed to local retailers are also provided. The Communications & Tourism Office creates all materials in-house. The Communities in Bloom logo will be added to all promotional materials. Program Promotion Providing program information and ~ Spring Summer Community Activity Guide (full page) nomination forms to the public, Promotion ~ Letters (including program information & nomination forms sent to materials include information brochures; previous participants to invite them to participate again advertising layouts and flyers. The ~ Clarington Today (June edition) Communications & Tourism Office ~ Municipality's web site produces all in-house. Promotion generally ~ Corporate advertising program begins with the Spring/Summer ~ Local greenhouse/landscape operations Community Guide layout with ~ All municipal facilities & libraries supplementary advertising beginning May ~ Municipal Administrative Centre & Tourism Office 1st. Periodic reminders to participants will be included in the Municipality's corporate advertising proaram. Program Duration Program launch to nomination submission Victoria Day Weekend - mid-July May 1 - June 30, 2002 deadline, (8 weeks) (9 weeks) Program Organization Responsible for planning and overseeing Communications & Tourism Office staff A community Committee of completion of program. representatives of: - Communications & Tourism - Bowmanville Horticultural Society - Newcastle Horticultural Society - Orono Horticultural Society - I nterested "gardeners" Apple Blossom Awards Program - Program Summary '"'-.J ACTIVITY NOW 2002 Nomination Process Clarington residents are encouraged to Greater emphasis on nominating their own nominate their friends, their neighbours garden, Nominators can (optional) submit and/or themselves. They can also a photograph of the(ir) garden with their nominate a local business and/or their a completed nomination form. Print photos street. Nominations can be submitted by as well as digital photos will be accepted fax, mail-in, in-person drop off, and by and used in the slide presentation at the email. Awards Ceremony. Communications & Tourism will also schedule photos of the Each nominated property is given a nominated gardens special window sign that identifies them as having been nominated, Nomination Categories Residential - by ward Same as NOW with addition of query to Business - municipal wide determine if the owner or a contractor Street - municipal wide maintains the property. Some past participants have indicated concern "competing" with properties that are professionally maintained, Judges Volunteers from the 3 Horticultural Society representatives on the Committee Societies were driven to view each have agreed to sign-up and co-ordinate nominated property. Usually takes about 2 volunteers from the Horticultural Societies. full days. To be completed over a 7-day period. Judging Criteria Criteria developed by the former Parks To keep the possibility open to Superintendent when the Apple Blossom participating in the Canadian Awards program was first initiated. There "Communities in Bloom" program, judges have been minor modifications made in have agreed to use this program's consultation with the individuals who have established criteria. Note that the current acted as judges, Apple Blossom program criteria is very similar. N ~) Apple Blossom Awards Program - Program Summary rv '_J cx' -' ACTIVITY NOW 2002 Between Judging & Ceremonies Scoring by the judges is tallied and the The scores will be tallied and all nominees winning nominations are identified. All will be added to a new database which will nominees are sent an invitation to attend allow us to track participation in future the Awards Ceremony. Nominees are programs. It will also allow the asked to RSVP to the Communications & Communications & Tourism Office to send Tourism Office by the beginning of notifications to previous participants about September. Winning nominations are not future programs and opportunities, announced until the evening of the Awards Ceremony. Recognition Awards Based on the concept that all participants All nominees (all cateQories) - certificate The Communities in Bloom logo will be "win." of recognition & Apple Blossom lapel pin added to the certificates. The Ward (Residential) Winners the above presentations to each category are to plus a large engraved plaque with Apple remain the same otherwise. Blossom crest Ward (Residential) Hon. Mention - certificate, lapel pin & small Apple Blossom plaque Grand Prize (Business) -large Apple Blossom plaque Grand Prize (Street) - Street name added to the Apple Blossom wall plaque (which is hung in the municipal facility closest to the winning area) Awards Ceremony Held the second Wednesday of Hold the second Wednesday of September in Council Chambers. September (September 12, 2002) Ceremony includes slide presentation of nominated properties. Members of Council Should this not be possible the existing present the awards and the time frame would be used. Communications & Tourism Office provides refreshments. .,