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HomeMy WebLinkAboutCLD-009-15 Clar*wn Clerk's Report If this information is required in an alternate accessible format, please contact the Municipal Clerk at 905-623-3379 ext. 2102. Report To: General Purpose and Administration Committee Date of Meeting: February 23, 2015 Report Number: CLD-009-15 Resolution Number: File Number: By-law Number: Report Subject: 2015 Volunteer Celebration Event Recommendations: 1. That Report CLD-009-15 be received for information. Municipality of Clarington Report CLD-009-15 Page 2 Report Overview This report provides the history regarding the past Clarington's volunteer events and information on the upcoming 2015 Volunteer Celebration Event. 1 . Background 1.1. Historical Perspective 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 Recognition Event being held on April 23, 1993 at the Garnet B. Rickard Recreation Complex. More than 90 volunteers received awards for their contributions and service to our community, and approximately 200 individuals attended the event. Traditionally an event was held once per term. Over the years, the event has grown and in February 2008, Council passed resolution #GPA-108-08 establishing that the Municipality of Clarington Volunteer Recognition event be held every four (4) years to coincide with the Term of Council, in the second year of the Term. An event was held in 2008 and 2012 recognizing volunteers, based on years of service, according to Council's direction. The 2012 event recognized a total of 114 recipients from 23 organizations with an estimated total 190 attendees. 1.2. New Direction In June, 2012, Council directed Staff to investigate the possibility of holding the event annually. Staff prepared Report CLD-026-13 providing research and five options for an event. When considering this report, Council approved 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. As a result, Council approved Resolution #GPA-018-14, directing Staff to implement Option 6, as outlined in Addendum to Report CLD-026-13, to celebrate Clarington's volunteers with the first event being held in 2015. Municipality of Clarington Report CLD-009-15 Page 3 1.3. Details of New Direction (i.e. Option 6) As per Addendum to Report CLD-026-13, the following are the details of Clarington's Volunteer Recognition Program model with a volunteer "celebration" with no awards ceremony to be held every other year: • The Celebration shall be planned and organized by staff. • Invitations shall 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 to be celebrated per organization is on a sliding scale where larger organizations would be permitted to invite more than the smaller organizations. • Those volunteers being celebrated will be published in a Volunteer Yearbook. • Guests will be welcomed by words of thanks by the Mayor or designate. • The celebration event will be a mix and mingle format with hors d'oeuvres and refreshments. • 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 will be published on the Clarington website and in the local newspapers, with involvement by the Communications and Tourism Division staff. 2. 2015 Volunteer Celebration Event 2.1.Budget During the budget deliberations of 2014, $10,500 was set aside for the volunteer event. This amount has been "brought forward" to 2015 as most of the planning and expenditures will take place in 2015. 2.2.When, Where, How The 2015 Volunteer Celebration Event will be held on Wednesday, April 15, 2015, at the Garnet B. Rickard Recreation Complex. This date coincides with National Volunteer Week, which takes place April 12-18, 2015. The theme of the event this year will be "Helping Hands", with a garden party atmosphere. The event will start at 6:30 PM with cocktails. The Mayor has been asked to give a brief welcome at 7:00 PM, and the rest of the evening will be a Mix `N' Mingle event, with hors d'oeuvres and refreshments. Municipality of Clarington Report CLD-009-15 Page 4 Staff have contacted over 225 volunteer organizations serving Clarington, seeking names of volunteers to be celebrated. We have also placed advertisements in local papers and on our website, www.clarington.net/volunteers, which also includes an online application form. Organizations with between one and 25 volunteers may celebrate up to five volunteers, and organizations in excess of 25 volunteers may celebrate up to ten volunteers. The deadline to submit a list of volunteers is noon on Monday, March 9th, 2015. Individuals must be members of, or assist with, the provision of services of the organization/agency, whose services benefit the quality of life in Clarington. If an individual receives payment for any services, they will not qualify for recognition. Although there is no age restriction to be recognized, volunteers must currently be active in their volunteerism. 3. Concurrence Not Applicable. 4. Conclusion This report is being presented for information purposes only. Staff looks forward to seeing Members of Council at the Volunteer Celebration Event. 5. Strategic Plan Application Not applicable. Submitted by: _ Reviewed b�-- Ann Greentree Franklin Wu, Municipal Clerk Chief Administrative Officer Staff Contact: June Gallagher, Deputy Clerk, 905-623-3379 ext. 2103 or jallagher@clarington.net Attachments: None There are no interested parties to be notified of Council's decision. CAG/jeg