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THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
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REPORT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE i"ile# q g4;
Date: May 16, 1994 Res. #., �1 ' 94
By-
Report #
Repo.#: CD-18-94 File#:
Subject: POLICY FOR NOMINATION OF LOCAL CITIZENS IN RESPONSE TO
REQUESTS RECEIVED FROM FEDERAL AND PROVINCIAL MINISTRIES
Recommendations:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1. THAT Report CD-18-94 be received;
2 . THAT requests for nominations of Clarington citizens, received
from the Federal and Provincial Governments, with a deadline
of one month or more from date of receipt, be placed on the
Council agenda for Direction with a suggested recommendation
that an ad be placed in the local newspapers to allow citizens
to forward nominations directly to these Ministries;
3. THAT the "Policy for advertisement of Nominations" attached as
Schedule "A" to Report CD-18-94 be approved;
4. THAT requests for nominations of Clarington citizens, received
from the Federal and Provincial Governments, with a deadline
of less than one month from date of receipt, be placed on the
Council agenda for information purposes; and
5. THAT Members of the Volunteer Recognition Committee be advised
of Council's decision.
BACKGROUND
Members of the Volunteer Recognition Committee met on
April 22, 1994 to consider the following requests for nominations
which had been referred by Council:
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b
DAIS 6 Pp9 RC Da PEOYCLED PAPER
Report CD-18-94 Page 2 May 16, 1994
(a) 1994 Governor General's Award in commemoration of the Person's
Case - requested by the Honourable Sheila Finestone, M.P. ,
Status of Women, Canada.
(b) The Citation for Citizenship - requested by Citizenship and
Immigration Canada.
(c) "Municipal Senior of the Year" Award - requested by the
Ministry of Citizenship.
COMMENTS
Historically, when Council nominated a resident, Staff were
directed to prepare and submit the necessary documentation to the
appropriate Ministry and advise the nominee accordingly. Upon
completion of this task, Staff did not receive acknowledgement of
the nomination or any feedback as to the name of the Nominee
selected by the Ministry. This was, perhaps, due to the high
number of nominations submitted by the various municipalities in
Ontario. Subsequently, when, on several occasions, the nominee
contacted the municipality to determine the status of his/her
nomination, Staff were "left in the dark" as to the status and the
outcome of the nomination.
It was the general consensus of Members of the Volunteer
Recognition Committee that these types of nominations would better
be left in the hands of residents of the Municipality of Clarington
to directly nominate a person or persons of their choice.
. . .3
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Report CD-18-94 Page 3 May 16, 1994
Upon receipt of the request for nominations, the correspondence
would be placed on the Council Agenda for Council's direction and
the Municipality would subsequently place an advertisement in the
local newspapers (See Attachment 1) containing the appropriate
information and also advising that "Nomination Forms" (See
Attachment #2) are available at the Municipal Administrative Centre
to facilitate this process.
Because of timing restrictions, if the request for nominations is
received less than one month prior to the deadline for nominations,
the request will be placed on the Council agenda as an Information
item.
CONCLUSION
Members of the Volunteer Recognition Committee feel that the
Municipal Policy presently in place to acknowledge and honour the
Municipality's volunteers is most appropriate. However, in the case
of Federal or Provincial Nominations, advertising these nominations
in the newspapers will give the residents an opportunity to
directly recommend a person with whom they are personally
acquainted and whose accomplishments are worthy of the nomination.
It is, therefore, recommended that the Policy for Nominations of
Local Citizens in response to requests received from the Federal or
Provincial Ministries, be approved.
Respectfully submitted Reviewed by
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Patti/ B� rie, A.M.C.T. W.H. Stockwell
(Trowfi Cle Chief Administrative Officer
PB/MPK//hj
Attachment #1 - Policy for Advertisement of Nominations
Attachment #2 - Nomination Form
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ATTACHMENT #1
POLICY FOR ADVERTISEMENT OF NOMINATIONS OF LOCAL CITIZENS IN
RESPONSE TO REQUESTS RECEIVED FROM FEDERAL/PROVINCIAL MINISTRIES
If the request for nomination received has a deadline of one month or
more:
1. The advertisement will be placed in the following local
newspapers:
The Canadian Statesman/Newcastle Independent
Courtice News
Orono Weekly Times
Clarington This Week.
2 . The advertisement will be published one time only.
3. The size of the advertisement will not exceed the following
dimensions :
2 columns x 2 inches .
4 . The format of the advertisement will adhere to the following
guidelines as demonstrated in the sample ad below:
MUNICIPALITY OF CLARINGTON
NOTICE TO OUR RESIDENTS
The Municipality of Clarington has been notified that nominations for the [name of
program] are being accepted. All residents of the Municipality are encouraged to
participate in this recognition program. If you know of someone who is eligible
you are asked to submit their name directly to the following office:
NAME OF PROGRAM
MINISTRY/FEDERAL OFFICE
STREET ADDRESS
CITY, ONTARIO
POSTAL CODE
Nomination forms are available at the Reception Desk, Municipal Administration
Centre, 40 Temperance Street, Bowmanville.
Deadline for Nominations:
For more information, contact [NAME OF SPONSORING MINISTRY/FEDERAL
OFFICE] at (area code)
5 . Advertising costs will be charged to the Unclassified
Advertising - Contingency Account #7007-X-298 for the year
1994 and to the Volunteer Recognition Committee Advertising
Account for future years .
M
ATTACHMENT #2
NOMINATION FORM
I wish to nominate the following individual for:
NAME OF NOMINEE:
ADDRESS:
TELEPHONE NUMBER: Res . Bus.
ACHIEVEMENTS OF NOMINEE (Appropriate dates and length of Service) :
NOMINATION SUBMITTED BY:
NAME:
ADDRESS:
TELEPHONE NUMBER: Res. Bus .
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