HomeMy WebLinkAboutCOD-005-01
,
REPORT
CORPORATE SERVICES
Meeting:
General Purpose & Administration Committee
Date:
Monday, September 17, 2001
COD-005-01 File #: fVlD d-
0rfl~J/7t-o J
By-Law #:
Report #:
Subject:
Employee Participation in Charitable Community Events
Recommendations:
1. THAT Report #COD-Q05-01 be received;
2. THAT Council approves the proposed guidelines as it relates to the provision of
Clarington promotional items to charitable community events;
3. THAT a budget be established for the remainder of 2001 at $500 with funding to
be provided from the contingency account #7007-X-299; and
4. THAT all employees of the municipal corporation be advised of Council's
decision.
arie Marano, Director
Corporate Services
Reviewedtk') ~~
mnklin Wu, M.C.I.P.
Chief Administrative Officer
901
REPORT NO.: COD-05-01
PAGE 2
1.0 BACKGROUND
1.1 Over the last two years there has been a marked increase in the number of
requests received regarding the provision of Clarington promotional items -
specifically shirts and/or hats - to municipal employees participating in (local)
charitable community events. These items are requested for a number of
reasons such as incentives to encourage a higher rate of staff participation
and as a means to identify participants as municipal employees. Both the act
of participating and identifying municipal employees are noteworthy and a
valued part of heightening the Corporation's recognition as a community
partner.
1.2 At this time, there is no corporate guideline that encourages the participation
of municipal employees nor provides the allocation of municipal promotional
items to these individuals. These requests are currently received by the
Communications & Tourism Office (Corporate Services Department) and, as
there is no identified budget account for this activity, are generally declined.
2.0 COMMUNITY FUNDRAISING EVENTS
2.1 A significant part of any charitable organization's activities are those that are
intended to generate funds to support the programs (including research
projects) of the organization. To ensure success, the charitable organization
relies on its corporate partners, like the Corporation of the Municipality of
Clarington, to encourage its employees to take part in these fund raising
activities.
2.2 The Communications & Tourism Office does actively assist local
organizations and charities promote their events. Promotional brochures
and/or posters are distributed to municipal recreation facilities, the tourism
office and branches of the Clarington Public Library for display to the public
902
REPORT NO.: COD-05-01
PAGE 3
accessing those sites. Where possible, information is also included in the
events calendar section of municipal publications (eg. Community Guide) and
on the Municipality's Official website.
2.3 From a corporate perspective, employee participation in these events not only
benefits the host organization but also has the potential to enhance the
community image of the Corporation. For this reason alone, the opportunity to
identify municipal employees presents many positive rewards. Unfortunately
without having any guidelines in place, the Communications & Tourism Office
is hesitant to create a precedent without Council's full knowledge and
approval.
3.0 GUIDELINES
3.1 Guidelines are necessary to ensure that distribution of promotional items is
done fairly and consistently. For this purpose, the following would constitute
proposed guidelines:
1. The event must be in support of a recognized (registered) charitable
organization or foundation;
2. The organizationlfoundation must have an ongoing presence within the
Clarington community;
3. The contribution to anyone event will be based on the number of
municipal representatives in the event & will be in the form of a Clarington
product.
4. Contributions will consist of promotional items such as T-shirts, hats,
key-chains, etc. and will be limited to one item per representative.
5. No cash donations will be considered.
6. The Communications & Tourism Office will continue to facilitate the
promotion of the charitable community events by distributing and
displaying promotional posters and/or flyers, through the established
network of municipal recreation facilities, the Municipal Administrative
Centre, the Tourism Office and the branches of the Clarington Public
Library.
903
REPORT NO.: COD-05-01
PAGE 4
.
7. The CommunicationslTourism budget will reflect the contributions for
Council's consideration in budget deliberations.
3.2 In preparation of the 2001 operating budget process, a special account will be
established through which the items for employee participation will be
purchased. The inventory will be held, but kept separate from the inventory of
Clarington souvenirs, by the Communications & Tourism Office. Written
requests for these items should be received by the Communications &
Tourism Office a minimum of two weeks in advance of the event. These will
be reviewed with the Director of Corporate Services Department.
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVIlLf. ONTARIO L1C 3A6 T (905) 623-3379
904