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HomeMy WebLinkAboutCLD-026-13 Addendum UNFINISHED BUSINESS 18 a ciffftwn REPORT MUNICIPAL CLERK'S DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: January 6, 2014 Resolution#: P °' 1 `'f By-law#: Report#: Addendum to Report File#: CLD-026-13 Subject: CLARINGTON VOLUNTEER CELEBRATION PROGRAM RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CLD-026-13 be received; 2. THAT Addendum to Report CLD-026-13 be received; and 2. THAT Staff be directed to implement Option , as outlined in Report CLD-026-13, to recognize Clarington's volunteers. r- Submitted by: — Reviewed by: z �'a XB ie, CVO Franklin u, Munic ppaI Clerk Chief Administrative Officer P LB/CAG CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379 REPORT NO.: ADDENDUM TO CLD-026-13 PAGE 2 1. BACKGROUND 1.1 At the December 9, 2013 General Purpose and Administration Committee Meeting, the Committee passed the following resolution #GPA-582-13: THAT Report CLD-026-13, Clarington's Volunteer Recognition Program, be referred back to Staff to report back on costing for an Option 6, a volunteer celebration to be held every two years, with no awards, greetings, no guest speakers; and THAT recognition be accomplished through the volunteer yearbook and municipal website. 2. VOLUNTEER PROGRAM OPTIONS 2.1 Report CLD-026-13 presented and outlined the following five potential program options for Council's consideration: • Status Quo — Event Once per Term of Council — Awards Based on Years of Volunteer Service • Annual Celebration — No Awards • Annual Awards Event—Awards Based on Service Categories • Annual Volunteer Awards Based on Service Categories — Presented at Council • Annual Media Campaign Only— No Event or Awards 2.2 Option 6 —Celebration Every 2 Years — No Awards — Yearbook 2.2.1 Replace the current Volunteer Recognition Program model with a volunteer "celebration" with no awards ceremony to be held every other year. The concept of this option would be as follows: • The Celebration event would be planned and organized by staff. • Invitations would be sent to all known organizations serving Clarington. Each organization would determine who of their volunteers they wish to celebrate. • The maximum number of volunteers per organization would be on a sliding scale where larger organizations would be permitted to invite more than the smaller organizations. • Those volunteers being celebrated would be published in a Volunteer Yearbook. • Guests would be welcomed by words of thanks by the Mayor or designate. • The celebration event would be a mix and mingle format with hors d'oeuvres and refreshments. REPORT NO.: ADDENDUM TO CLD-026-13 PAGE 3 • During the celebration event, photos will be taken of volunteers for each organization. These group photos will be later compiled into the Clarington volunteer Yearbook. • Each volunteer being celebrated will receive a certificate of appreciation upon entering the event, and will be mailed a copy of the printed Yearbook. • The Yearbook would be published on the Clarington website and in the local newspapers. 2.2.2 The annual budget for this event is estimated at $10,000. 2.2.3 Staff resources required to plan, organize, and undertake an event similar to that described above, could be accommodated by the existing staff in the Municipal Clerk's Department in conjunction with another work unit, provided the event is held during the 1St and 3rd years of the Term of Council. To publish the yearbook would rely heavily on the Communications and Tourism Division staff. 2.2.4 This option would meet the goals of promoting of volunteerism and our objectives of acknowledging, thanking and celebrating our community volunteers. Staff believe that such a celebration as described above would be timely and inclusive. As a celebration event such as is described above has never been implemented in Clarington, it is difficult to estimate the response and participation rates for this type of event. However, based on the survey responses (included as Attachment 3 to Report CLD-026-13), staff anticipate that such a celebration would be well received by our volunteers. 2.2.5 Should Council select this program option, the first event could be scheduled during Volunteer Week in 2014 (April 6th _ 12th) Thereafter, given the Municipal Clerk's Department's activities associated with Municipal Elections, it is recommended that the future events be held during the 1St and 3rd years of the Term of Council. 3. CONCURRENCE — Not Applicable 4. CONCLUSION Report CLD-026-13 detailed the history of volunteer recognition by the Municipality of Clarington. Further, the Report detailed the various options available to Council should they wish to amend the current Volunteer Recognition. In response to Committee Resolution #GPA-582-13, an additional option has been detailed in this addendum report to assist Council in determining the most suitable means by which to acknowledge and thank Clarington's valued community volunteers. REPORT NO.: ADDENDUM TO CLD-026-13 PAGE 4 CONFORMITY WITH STRATEGIC PLAN The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: Promoting economic development Maintaining financial stability X Connecting Clarington Promoting green initiatives Investing in infrastructure X Showcasing our community Not in conformity with Strategic Plan Staff Contact: Anne Greentree, Deputy Clerk Attachments: Attachment 1 — Report CLD-026-13 List of interested parties to be advised of Council's decision: None Clarbgtoji . REPORT MUNICIPAL CLERK'S DEPARTMENT Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE Date: December 9, 2013 Resolution#: By-law#: Report#: CLD-026-13 File#: Subject: CLARINGTON VOLUNTEER CELEBRATION PROGRAM RECOMMENDATIONS: It is respectfully recommended that the General Purpose and Administration Committee recommend to Council the following: 1. THAT Report CLD-026-13 be received; and 2. THAT Staff be directed to implement Option , as outlined in Report CLD-026-13, to recognize Clarington's volunteers. Submitted by: Reviewed by: Patti ar 'e, CMO Franklin u, Municipal Clerk t`" Chief Administrative Officer PLB/CAG CORPORATION OF THE MUNICIPALITY OF CLARINGTON 40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 906-623-3379 REPORT NO.: CLD-026-13 PAGE 2 1. BACKGROUND 11 According to our records, Council has celebrated the many volunteers who contribute to the quality of life in our community since at least 1986, with the first "Volunteer Service Recognition Event" having been held on April 23, 1993. Our most recent Volunteer Service Recognition Event was held on May 16, 2012. 1.2 Over the years, the format of the celebration event has evolved. However, the concept of recognition through awards for volunteering has remained relatively constant. Traditionally, the event has been held once per term of Council. Attachment 1 to this Report details the evolution of volunteer recognition within Clarington. 1.3 In 2012, staff contacted approximately 180 volunteer organizations serving Clarington, seeking nominations. With 23 organizations responding (13% response rate), Clarington recognized a total of 114 award recipient volunteers. An estimated 190 people attended the event including recipients and their guests, organization representatives, Members of Council and staff. The event was held at the Garnet B. Rickard Recreation Complex in the evening, To assist in creating a warm, welcoming and celebratory atmosphere, an area of the hall was setup to provide for mix and mingling prior to the awards ceremony. Student volunteers from Clarington Central's Coyote Cafe (culinary school) orchestrated the hors d'oeuvres table and service for the food and refreshments. The Swingtime Quartet performed and the Visual Arts Centre displayed a number of works by local artists. Following the reception, the more formal portion of the evening began with Mayor Foster welcoming the guests, followed by guest speaker Derrick McKay, speaking on "Being a Volunteer". Plaque awards were then presented to the recipients by Members of Council. Feedback from Members of Council and event participants was very positive. 1.4 On June 4, 2012, Council adopted the following resolution #GPA-347-12 regarding a yearly volunteer recognition awards event: THAT Staff be directed to prepare a report on the feasibility of holding the Volunteer Recognition Award Ceremony annually; and THAT the report consider the recognition categories be in five year increments. 1.5 In response to the above resolution, staff representatives from the Municipal Clerk's Department, Community Services Department, and Corporate Services Communications and Tourism Division have undertaken a review of Clarington's Volunteer Recognition Policy, considered feedback from our 2012 volunteer event, and researched what other municipalities do to recognize and celebrate the efforts of their community volunteers. Additionally, staff reached out to REPORT NO.: CLD-026-13 PAGE 3 contacts from all of Clarington's volunteer organizations on file for their feedback by way of a survey, 2. VOLUNTEER PROGRAM - CLARINGTON 2.1 According to Report CS-16-93 the purpose of the recognition program was 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. 2.2 Over time, Clarington's program of volunteer recognition has evolved from a process whereby award recipients were determined through a subjective, committee decision to a process whereby award recipients were determined through a more objective process based on established years of service criteria, Currently, our program awards for years of continued service, to a given volunteer organization, in the following categories, 5 years service but less than 10 10 years service but less than 15 15 years service but less than 20 20 years service but less than 50 More than 50 years service 2.3 Since 2005 the Volunteer Recognition budget was $5000 per event, with this amount increasing to $10,000 in 2012. The additional funds were used to cover cost increases in awards, catering and the overall growth of the event. 3. VOLUNTEER PROGRAM — OTHER MUNICIPALITIES 3.1 In preparing this report, staff contacted several municipalities of similar size or geographic proximity to understand what they do to acknowledge the valued efforts of their community volunteers. While each municipality we contacted recognizes their community volunteers, research findings indicate there is no real standard, Generally speaking, each municipality annually acknowledges their volunteers at an event or meeting of Council. See Attachment 2 for a summary chart of what other municipalities do. 4. REVIEW FINDINGS 4.1 An on-line survey and cover letter was sent to volunteer organizations in or serving Clarington for whom we have an email address, (122 of the 206 organizations on file) seeking their input on how Clarington could best recognize the services and successes of our community volunteers. We received a 24% response rate to the survey which amounts to approximately 29 organizations. REPORT NO.: CLD-026-13 PAGE 4 Approximately 40% of the respondents (12 respondents) indicated they were not aware of Clarington's volunteer event. 4.2 The survey questions related to the various elements of our current volunteer program model and were intended to seek input to assist us in evaluating our current program — its value and effectiveness. 4.3 The following is a summary of our research and survey key findings: a) There appears to be very little interest from the volunteer groups in Municipal volunteer recognition (24% response to survey and 13% event participation). b) Eligibility and nominations are based on duration of service. Currently, not all organizations keep track of their volunteers' service history. "Years of service recognition" does not appear to be well received with only four survey respondents indicating that it should be continued. Alternatives suggested include: • Value of their contribution and its impact on the community • Service of going above and beyond • Creativity of the contribution • Significance of the contribution • Enthusiasm and passion for the service • Diversity of the volunteering service c) Organizations generally felt the limit of five members to be acknowledged was appropriate but larger organizations suggest this is very difficult to do, d) Recognition of volunteers is appreciated, but many view the "awards ceremony" as a political event rather than a celebration of volunteer contributions. e) Volunteers volunteer for the personal satisfaction, not for an award. f) The Volunteer Wall of Fame (the wooden plaque displaying names of award recipients) is becoming too difficult to manage in its current state. g) The current Recognition Program is only meeting one of the two purposes for which it was initially intended to meet; being a mechanism to recognize efforts and commitment of volunteers. Council nominations to other programs (ie. Provincial) are done outside of this program, by way of Council resolution. h) Many organizations recognize their volunteers through their own celebration event, i) The predominantly preferred means by which volunteers should be recognized is public notification (newsletter/blog/social media). j) Survey respondents were rather indifferent on the frequency of the celebration event. 4.4 Undertaking this thorough review presented the opportunity to step back and refine our goals and objectives, analyze our options and either refine or re-define the program model to best meet our goals. It was concluded that our goal is to REPORT NO.; CLD-026-13 PAGE 5 promote volunteerism in Clarington and our objectives are to acknowledge, thank and celebrate our community volunteers, The means by which we meet these must be meaningful, timely, sincere and inclusive. Unfortunately our current Volunteer Recognition Program model falls short and does not allow us to meet these objectives. In particular, recognition once every four years is not timely; despite continued efforts by staff to encourage participation, the program is not inclusive; and feedback suggests that an awards ceremony may not be meaningful. 5. PROGRAM OPTIONS 5.1 Option 1 — Status Quo— Event Once per Term of Council —Awards Based on Years of Volunteer Service 5.1.1 Continue with the current Volunteer Recognition Program model. This would include a Recognition event, held once every four years in the second year of the Term of Council. Recognition would include up to five volunteers per organization for their years of service. The first Volunteer Celebration would be scheduled during Volunteer Week 2014. 5.1.2 The cost to continue with our current program would be approximately $10,000 every four years. 5.1.3 Staff,resources required to plan, organize and undertake a similar event to that held in 2012 could be accommodated by the existing staff in the Municipal Clerk's Department. 5.1.4 As stated earlier in this report, the participation rates have remained rather static over the years and therefore should Council opt for this option there should be no expectation that the program would grow in popularity or interest. 5.2 Option 2 —Annual Celebration — No Awards 5.2.1 Replace the current Volunteer Recognition Program model with an annual volunteer "celebration"with no awards ceremony. The concept of this option would be as follows: • The maximum number of volunteers per organization would be on a sliding scale where larger organizations would be permitted to invite more than the smaller organizations. • Guests would be welcomed by words of thanks by the Mayor or designate, followed by a guest speaker. • Those volunteers being celebrated would be published in a Volunteer Yearbook which would be provided to each guest. • The Celebration event would be planned and organized by staff. REPORT NO,: CLD-026-13 PAGE 6 • Invitations would be sent to all known organizations serving Clarington, Each organization would determine who of their volunteers they wish to celebrate. Volunteers would be instructed to contact Municipal staff so that the volunteer may be included in the annual Volunteer Yearbook. • The Annual Yearbook would be published on the Clarington website and in the local newspapers. 5.2.2 The annual budget for this event is estimated at $10,000. 5.2.3 Staff resources required to plan, organize, and undertake an event similar to that described above, could not be accommodated by the existing staff in the Municipal Clerk's Department. The Council Services Division staff of the Municipal Clerk's Department is dedicated to performing tasks and duties related to Council and Committee activities (involving weekly deadlines and cycles which cannot be altered) in addition to offering the many services to the public. As well, approximately two years of the four year term of Council requires a significant amount of staff time to plan for and conduct the Municipal Elections and assist Council Members in their new roles. 5.2.4 Although the recognition awards are appreciated, many respondents to the survey indicated that they personally get more reward from their volunteering efforts. Notwithstanding this common response, a celebration event rather than a recognition event has never been implemented and therefore it is difficult to estimate the response and participation rates for this type of event. 5.3 Option 3—Annual Awards Event—Awards Based on Service Categories 5.31 Replace the current Volunteer Recognition Program model with an annual volunteer recognition event where awards are presented based on various service categories rather than just years of service. 5.3.2 This type of event would be based on the model similar to that used for the Clarington Sports Hall of Fame Annual Event. Although the terms of reference for an Annual Volunteer Recognition Awards event has not been established, conceptually, the model would involve: • An annual invitation to our volunteer organizations detailing our nomination categories and encouraging them to submit nominations for the awards. Additionally, the opportunity to nominate would be posted on the Municipal website and in the local newspapers. • A Nomination Review Committee, comprised of members of the volunteer community appointed by staff, would be responsible for reviewing the award nominations and determining the award recipients. • Awards would be presented at an annual Volunteer Awards Dinner, 5.3.3 The annual budget for this event is estimated at $30,000. REPORT NO.: CLD-026-13 PAGE 7 5.3.4 As noted in Section 5.2.3, staff resources required to plan, organize, and undertake an event similar to that described above, could not be accommodated by the existing staff in the Municipal Clerk's Department. 5.3.5 The Clarington Sports Hall of Fame has grown to be a very successful endeavour for Clarington. This success has not come without significant effort and resources. Its success is a testimony to the nomination and award process model. Staff believes that this same model could be applied to the recognition of our volunteer community, and believes that it too could prove to be very successful, but would require the same staffing and financial resources to develop and grow the event. The Municipal Clerk's Department has neither the resources nor the staff expertise in this area. 5.4 Option 4 —Annual Volunteer Awards Based on Service Categories — Presented at Council 5.4.1 Replace the current Volunteer Recognition Program model where volunteer awards are presented at a Council meeting, based on various service categories rather than just years of service. 5.4.2 This type of event would be based on the model similar to that used for the Clarington Awards of Academic Excellence. Although the terms of reference for this model of the Annual Volunteer Recognition Awards has not been established, conceptually, the model would involve: • An annual invitation to our volunteer organizations detailing our nomination categories and encouraging them to submit nominations for the awards. Additionally, the opportunity to nominate would be posted on the municipal website and in the local newspapers. • A Special Committee of Council or a Nomination Review Committee, comprised of Members of the volunteer community, would responsible for reviewing the award nominations and determining the award recipients. • Awards would be presented annually at a Council Meeting. 5.4.3 The annual budget for this event is estimated at $5,000. 5.4.4 Staff resources required to plan, organize, and undertake an event similar to that described above, could be accommodated by the existing staff in the Municipal Clerk's Department, working in conjunction with another work unit. 5.4.5 Not to diminish the many hours, years, and sometimes decades of service of our community volunteers, recognition based on volunteer a variety service categories may be a more appropriate means by which to recognize their efforts. An annual awards ceremony would ensure that we are acknowledging these efforts in a timely and inclusive manner. As stated above, the resources simply are not in place to plan, organize and undertake an annual event such as the current Volunteer Recognition Awards celebration or the Sports Hall of Fame REPORT NO.: CLD-026-13 PAGE 8 event, Presentation of awards at a meeting of Council would assist in meeting the goals of the program while meeting the current resource constraints. 5.5 Option 5—Annual Media Campaign Only— No Event or Awards 5.5.1 Replace the current Volunteer Recognition Program model with an annual celebration of volunteers media campaign, The concept of this option would be as follows: • Clarington would not hold any Recognition Event. • A communication would be sent to all known organizations serving Clarington. Each organization would submit the name of their volunteer they wish to celebrate that year in each of the categories listed in Section 4.3(b) of this report and include a photograph of the volunteer. • Volunteers would be instructed to contact the organizing committee so that the volunteer may be included in the annual Volunteer Yearbook. • The Annual Yearbook would be published on the Clarington website and in the local newspapers. • Organizations would also be offered the'opportunity for the Mayor or a Member of Council to attend one of their functions where they are celebrating their volunteers. 5.5.2 The annual budget for a celebration of volunteers media campaign is estimated at $7,500 — including print and digital media. 5,5.3 To coordinate and publish the media campaign would rely very heavily on the efforts of the Municipal Clerk's Department and the Communications and Tourism Division. A recognition publication and media campaign has not previously been implemented and therefore it is difficult to estimate the impact on staff resources and to predict the response and participation rates. 6. CONCURRENCE This report has been reviewed by Marie Marano, Director of Corporate Services and Joe Caruana, Director of Community Services, 7. CONCLUSION Our community volunteers are integral to achieving Clarington's vision for a sustainable, creative and caring community. Acknowledging, thanking and celebrating our volunteers is also an integral element in achieving this vision, but to do so must be timely, sincere and inclusive. While feedback from those who attended our previous events has been positive, overall event participation and survey response rates indicate indifference in our current Volunteer Recognition Program and therefore consideration should be given to how best to recognize our valued volunteers, and the necessary resources to do so. REPORT NO.: CLD-026-13 PAGE 9 CONFORMITY WITH STRATEGIC PLAN The recommendations contained in this report conform to the general intent of the following priorities of the Strategic Plan: Promoting economic development Maintaining financial stability X Connecting Clarington Promoting green initiatives Investing in infrastructure X Showcasing our community Not in conformity with Strategic Plan Staff Contact: Anne Greentree, Deputy Clerk Attachments: Attachment 1 — Evolution of Volunteer Recognition in our Community Attachment 2 — Summary of Other Municipalities Attachment 3 —Survey Response Summary List of interested parties to be advised of Council's decision: None Attachment 1 to Report CLD-026-13 Evolution of Volunteer Recognition in our Community 1986187 Volunteer Recognition Program Established Selection Committee consisting of: 3 categories of recognition • 3 members of Council Outstanding Achievement • Recreation Superintendent Achievement, and • Deputy Clerk Service Awards • Mayor (ex-officio) In each category there was a gold medallion, bronze medallion or wooden plaque. 1993 Volunteer Service Recognition Pro ram Established Selection Committee consisting of: Recognition awarded by Service, as • 3 members of Council follows: • Recreation Superintendent • Deputy Clerk 5 years - received certificate • Mayor (ex-officio) 10 years - received certificate 15 years - received certificate and plaque 20 years + - received certificate and plaque and name included on Volunteer Wall of Fame Established eligibility criteria for recipients. 1998 Volunteer Service Recognition Program Established Selection Committee consisting of: Recognition awarded by Service, as • 3 members of Council follows: • Recreation Superintendent • Deputy Clerk 5 years - received certificate • Mayor (ex-officio) 10 years - received certificate 15 years - received certificate and plaque 20 years + - received certificate and plaque and name included on Volunteer Wall of Fame Established the Volunteer Wall of Fame, and that the frequency of ceremonies would be held in second year of each term of Council during National Volunteer Week, and revised eligibility criteria for recipients. Attachment 1 to Report CLD-026-13 Evolution of Volunteer Recognition in our Community 2005 Volunteer Service Recognition Pro ram Established Applications received and evaluated by Recognition awarded by Service, as staff based on the criteria that was follows: established by Council. 5 years 10 years 15 years 20 years 50 years Each recipient received a certificate and a memento and all names were added to the Volunteer Wall of Fame 2008 Volunteer Service Recognition Program Established Applications received and evaluated by Recognition awarded by Service, as staff based on the criteria that was follows: established by Council. 5 years 10 years 15 years 20 years 50 years Each recipient received a certificate plaque and their names were added to the Volunteer Wall of Fame 2012 Volunteer Service Recognition Pro ram Established Applications received and evaluated by Recognition awarded by Service, as staff based on the criteria that was follows: established by Council. 5 years 10 years 15 years 20 years 50 years Each recipient received a certificate plaque and their names were added to the Volunteer Wall of Fame Event outgrew Beech Centre and was held at Garnet B. Rickard Recreation Complex Attachment 2 to Report CLD-026-13 Summary of Other Municipalities City of Oshawa Recipient Eligibility criteria established by Council. Determination Community based organizations nominate up to 2 qualifying members. Recipients are tracked and may only be recognized once. Event Description Recipients receive an unframed Certificate of Recognition. Certificates are presented at a Meeting of Council. Annual Event near National Volunteer Week Port Hope Recipient Public nominations for 9 awards. 2 categories require nomination Determination form to be signed by a minimum of 10 or 15 people. Administered, tracked and selected by the Civic Awards Advisory Committee (consisting of 1 member of Council and 6 appointed residents Event Description Recipients receive a framed Certificate of Recognition. Youth and Citizen of the year receive statue. Annual "Civic Awards Night" each April with light refreshments City of Peterborough Recipient Nominations for 13 categories, including resume and 2 letters of Determination support. Awards Screening Committee consists of representatives from Parks & Recreat7ion Advisory Committee and Arts & Culture Advisory Committee. (consisting of council representatives and appointed members of the public) Recipients are traced by the Recreation Division. Event Description Recipients receive an unframed certificate. Winners of major awards also have their name engraved on a trophy which they keep for a year. Photo is sent to each winner after the event Annual "Civic Awards Ceremonies" (which is a special meeting of Council) held at the same time/venue as Fleming College graduation ceremony with li ht refreshments. Town of Cobour Recipient Nominations for 10 categories. Judges for major categories. 10 Determination people are nominated for the "Mayor's Award of Distinction" category. Selection Committee appointed by the Mayor Awards are sponsored Event Description Winner receives a Hozelton aluminum sculpture/plaque. Others receive a certificate and pin Annual "Civic Awards", held in February, televised by Cogeco, accompanied by Cobourg Concert Band Attachment 2 to Report CLD-026-13 Summary of Other Municipalities City of Kingston Recipient Nominations for "Distinguished Citizen", "Honourable Determination Achievement", "Mayor's Award for Youth Volunteerism". Event Description Winners receive either granite or glass sculpture/award. Winners are announced the week before the ceremony. Annual awards ceremony (with light refreshments), as part of the City's civic reception, held on the steps of Town Hall, on Canada Day. Recipients join in Canada Day parade, Town of Whitby Recipient No nominations. Volunteer and service groups are invited to Determination attend. Event Description Annual event, not awards; just appreciation. Draws, entertainment, buffet. Town of Ajax Recipient Nominations for 14 categories. Selection committee consists of 2 Determination representatives from each of the advisory committees, chaired by Staff. Event Description Annual themed event, "Volunteer Recognition Awards", with appetizers, decorations and entertainment. Winners receive sculpture with engraved name. ATTACHMENT� DEPORT; Q;�&13 FINAL (Comptetion rate: 52.27%) 1. Has your organization ever participated in the Clarington Volunteer Recognition/Service Event? Response Chart Percentage Count Yes 39% 14 No 61% 22 Total Responses 36 2. If you answered no above,why not? Response Chart Percentage Count Wasn't aware of event 55% 12 Ilold our own volunteer recognition 14% 3 event Don't track volunteer years of service 0% 0 Too much ellort 0% 0 Too difficult to limit it to five individuals 0% 0 Not interested 5% 1 I don't know 14% 3 Other,please specify... 14% 3. Total Responses 22 2.If you answered no above,why not?(Other,please specify...) # Response 1. depends on what organization you think I am with 2. Not sure if BNBA has participated.As for Scouts Canada,they track it themselves. 3. The last time the organization took part was approximately 6 years ago. 3. If your organization has previously participated in Clarington's Volunteer Recognition program, how would you rate the experience 1(Poor) 2 3 4 5(Excellent) Total Responses 000/0) 0(00/0) 2(14%) 6(430/.) 6(430/.) 14 I I Comments: # Response 1. Events are well organized and appreciated by agency and volunteers. 2. N/A 3. I was once a recipient and appreciated it very much we do not do it for the recognition but it is so nice. 4. Rating 3 We are a board would rate it as a three,seems to be getting more and more informal each time. 5. Cannot comment.Our organization partook in this approximately 6 years ago.Do not know how it went 4. Does your organization keep records regarding volunteers years of service? Response Chart Percentage Count Yes 69% 20 No 31% 9 Total Responscs 29 5. Have you personally ever received recognition through the Municipality's Volunteer Service program? Response Chart Percentage Count Yes 28% 8 No 72% 21 Total Responses 29 6. Was it meaningful to.you? Response Chart Percentage Count Yes 45% 13 No 55% 16 Total Responses 29 Why?Why Not? # Response ], It is always nice to be recognized for the work you do in the community 2, An opportunity to meet other citizens who volunteer in the local community. 3. 1 have not received recognition 4. have never been personally recognized but I had to give an answer in order to proceed with the survey 5. That the organization that nominated me thought my contributions were valuable 6. Question 6:N/A.Did not receive recognition through Municipality. 7, we don't do it for the recognition but it is sure nice to receive. 8. 1 appreciated the recognition. 9, Volunteers don't ask for nothing in return we are grateful to help out in the community and the outcome is our satisfaction.Being recognized through this program gives reason to continue doing what we do best. 10, didn't know about it 11, N/a 12, 1 haven't received recognition 7. Currently an organization can nominate a maximum of 5 volunteers. Do you think that number is appropriate? Response Chart Percentage Count Yes 79% 23 No 21% 6 Total Responses 29 If you answered NO what, in your opinion,would be an appropriate number?Why? # Response 1. Nominate fewer volunteers but have the event every year.You could nominate one per year.In that way organizations would make it part of their regular duties each year to nominate someone.I may one of the only volunteers left in my organization who even remembers the last one... 2. We need to nominate all who are worthy. 3. 20 to 25-picking 5 out of 250+is just to difficult 8. Currently the Volunteer Service Recognition program is based on award presentations for years of service. Do you think this practice of presenting awards on years of service should be continued? Response Chart Percentage Count Yes 67% 4 No 33%u 2 Total Responses 6 I If you answered NO,why not? # Response 1. A gallant effort in one area for a short term should be worthy of note. 2. it should be about annual contributions,as the volunteer population agcs people serving for long periods of time is difficult. 9. Should volunteer awards be presented based on other criteria instead of/in addition to years of service? Response Chart Percentage Count Yes 62% 13 No 38% 8 Total Responses 21 10. Can you suggest possible categories/criteria? Variable Response Suggestion 1 "There are 12 response(s)to this question. Suggestion 2 There are 9 response(s)to this question. Suggestion 3 There are 7 response(s)to this question. 10.Can you suggest possible categories/criteria? Suggestion I # Response 1, How much time they donate 2. Significant effort 3. Creativity and idea sharing 4, the value of the contribution 5. Impact to Municipality (, IIow the service helps the people of the community 7. Achievement S. Above and Beyond 9, by event 10, contributions 11. hours served 12, significant contributions made to the association(regardless of years of service) 10.Can you suggest possible categories/criteria?I Suggestion 2 # Response 1, the amount of help they give the organization 2. Making a meaningful difference for the community 3. Skill based 4, the number of volunteer hours 5. Amount of people AfTected 6. The amount of time this person spends weekly,monthly or yearly 7. Number of beneficiaries $, passion/enthusiasm 9, variety of groups assisted i 10.Can you suggest possible categories/criteria? Suggestion 3 _# Response 1, Willingness to go above and beyond to assist 2. Incredible on day efforts 3. number of volunteer organizations the nominee may have been active in 4. Why the service this person does is so essential and needed. 5. Difficulty of circumstances. 6. Creativity —— 7. traits that make them a good volunteer 11. How should Clarington volunteers be recognized?(Check all that apply) Response Chart Percentage Count Banquet 43% 9 !— Thank You Card/Letter 43% 9 Plaque 48% 10 Lapel Pin 43% 9 Public Notification- 62% 13 newsletter/blog/social media Other,please specify... 10% 2 Total Responses 21 11.How should Clarington volunteers be recognized?(Check all that apply)(Other,please specify...) # Response 1. an evening with light refreshments,a special pin that a person might actually wear,press coverage 2. A Plaque,but only after a significant milestone. 12. If the current event format was to be replaced with a "Volunteer Celebration" where awards were not presented,would your organization continue/be willing to participate? Response Chart Percentage Count Yes 95% 20 NO 5% 1 Total Responses 21 If not,why not? Currently,the several organizations I am involved with do not track volunteer contributions-so it is a mootpoint 13. If discontinuing the current awards format meant that the celebration could include a larger number of volunteers from your organization could attend,would your organization participate? Response Chart Percentage Count Yes 100% 21 No 0% 0 Total Responses 21 If not,why not? # Response I, great opportunity to THANK more people.We have over 100 volunteers on our active list and 5 is a very small number.In the present format increasing the number of volunteers each agency could recognize would drag the evening out too much.I would not recommend increasing numbers in the present format,but an opportunity to invite more volunteers to a celebration would be great! 2. 1 don't know what the current format is-larger is good-lots of visual impact to see so many volunteers 14. What would be your organization's preferred format? Response Chart Percentage Count Status Quo-event held once every 4 35% ti years(Council term);Maximum of 5 nominees/organization/Council hosted reception/awards ceremony. An Annual casual celebration of- 30% 7 volunteers-hosted by Council;no award presentations;larger number of volunteers/organization invited to attend. An Annual Breakfast celebration of 9% 2 volunteers-hosted by Council;no award presentations;larger number of volunteers/organization invited to attend. An Annual Aflcrnoon Drop-in 9% 2 Celebration/Tea-hosted by Council;no award presentations;larger number of volunteers/organization invited to attend. Other,please specify... 17% 4 Total Responses 23 14.What would be your organization's preferred format?(Other,please specify...) # Response 1. Same event but held every year 2. an evening event-NO COCKTAILS-light refreshments-squares,fruit,coffee,cider-at least a certificate or a lapel pin 3. Annual Afternoon Drop-in,but with smaller awards(lapel pins). 4, biannual with award presentations hosted by council with awards presentations 15. What do you think the Municipality should do to promote Volunteerism in our community? # Response I. Advertising,facebook,open house 2. Hold recognition event more than once every 4 years.Set criteria like Ontario Volunteer Service awards and follow their format for presentation yearly. 3. Somehow create/manage a central location(web based)where all sporting/art/festivals groups can post requests for volunteers online.Much like a Kiiji,But not limit it to just non-profits,for profit groups(business)also require yearly many volunteers to pull events off.Events that benefit the community and events that the municipality is unable to provide. 4. Is there a data base of organizations that require volunteers with descriptions of what is involved and how much time is needed? 5. Not sure-I think many organizations recognize their own volunteers internally 6. 'rake a look at how Professional Engineers Ontario recognizes volunteers.I think something akin to this would work very well:http://www,peo.on.ca/indcx.php?ci_id=23031_id=1 7, what they are doing is wonderful, 8. More media coverage of community volunteers monthly'volunteer profiles' Volunteers matched with youth(Mentor/mentce approach) Publish volunteer testimonials Volunteer'roadshow'to schools geared towards students eligible for community service hours 9, School Presentations to inform the students on what and how to get involved. Let the youth know what recognition is available to them for the most community hours. Gift card to show appreciation and a certificate for an event participation through the recognition program. Rewards is what the youth look forward to. 10. Be more appreciative of the volunteers we have and make them feel like more then a place to have photo opts.