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Home My WebLink About7.2 Citizen.Organization Judge Guidelines CITY CLERK File # 610-50 AGENDA STATEMENT CITY COUNCIL MEETING DATE: October 17,2006 SUBJECT: ATTACHMENTS: 1) RECOMMENDATION: 1) /(ZA.,N'k"/ FINANCIAL STATEMENT: Guidelines and Criteria for Judging Nominees for Citizen(s) ofthe Year and Organization of the Year Report Prepared by Citizen & Organization of the Year Ad-Hoc Committee (Mayor Janet Lockhart, Cm. Kasie Hildenbrand) and City Clerk Fawn Holman ~ 2) 3) Current Criteria and Judging Guide (used for both Citizen of the Year and Organization of the Year) Proposed Organization of the Year Criteria/Judging Guide Proposed Citizen of the Year and Youth Citizen of the Year Criteria/Judging Guide 2) Approve creation of Youth Citizen of the Year award, including a $300 donation to a charity on behalf of the WInner; Increase donation to a non-profit organization on behalf of the Citizen of the Year to $300; Increase cash award for Organization of the Year to $500; Approve proposed modifications to Criteria and Judging Guides; and Direct Staff to research and expand advertising opportunities, as possible. 3) 4) 5) Adequate funds are available in FY 2006-2007 Budget to accommodate increase in cash award and donations. DESCRIPTION: As part of the 2006-2007 Goals and Objectives program, the Council identified a high priority goal to "Evaluate the need to improve and expand the Citizen and Organization of the Year Program." At its July 18, 2006 meeting, the City Council appointed Mayor Lockhart and Cm. Hildenbrand to an Ad-Hoc Committee to evaluate the Citizen/Organization of the Year Program. The timeframe of the Ad Hoc Committee was from August - October 2006, with a report to the Council for consideration in October 2006. COPY TO: ------------------------------------------------------------------------------------------------------------- Page 1 of3 7,7- G:\CC-MTGS\2006 cc mtgs\2006-qtr4\1 O-Oct\1 0-17 -06\as-cit org year guidelines.doc . ITEM NO. Based on discussions related to nominee criteria, nomination procedures, cash award/donation, and advertising, the Ad Hoc Committee is making the following recommendations: Nominee Criteria: Organization of the Year The Ad Hoc Committee discussed the criteria as it related to Organization of the Year and agreed that the current criteria guide worked well. The Committee recommended, however, that the requirement that the nomination be based on accomplishments during the past calendar year only should be emphasized on the criteria guide, as well as on the instructions to the Judging Committee. Although this was a current requirement, many applications described accomplishments spanning several years, which might present an unfair advantage to a nominee whose application reflected the required one-year span. Citizen of the YearlY outh Citizen of the Year The Ad Hoc Committee discussed criteria as it related to Citizen of the Year and agreed that, although the current criteria guide worked well for Organization of the Year, it was ineffective in garnering a broad base of Citizen of the Year nominations and, therefore, separate criteria should be developed. The Ad Hoc Committee noted that, at a recent meeting, the City Council indicated its intention to support the community-wide Dublin Pride - Integrity in Action Program, which was sponsored by the Dublin Unified School District. The Committee recommended that Citizen of the Year criteria require nominations be based on and clearly reflect the nominee's distinction in displaying one or more of the Dublin Pride - Integrity in Action Program's 10 Characteristics which identified the traits most highly valued by the community: Responsibility, Respectfulness, Caring, Giving, Positive Attitude, Trustworthiness, Cooperation, Doing One's Best, Honesty, and Self-Discipline. The Committee discussed the current age limitations, which restricted nominations to Dublin residents over 18 years of age or older, and agreed that it was very important to recognize youth volunteers in our community so as to encourage a life-long commitment to volunteer service. As such, the Committee recommended the creation of a Youth Citizen of the Year award, which would be subject to the same criteria for Citizen of the Year, for Dublin youth under the age of 18 years old (or still in High School) at the end of nomination period. The Committee also agreed that the requirement that the nomination be based on accomplishments during the past calendar year only should be emphasized on the criteria guide, as well as on the instructions to the Judging Committee. Nomination Procedures The Committee noted that current nomination procedures did not limit the length of nomination applications and, as such, submittals ranging from one page to several pages, including photos, have been received. The Committee recommended that each nomination be limited to a one page summary that described the nominee's year-long volunteer service using clear, concise descriptive examples of activities and accomplishments. A single photograph of the nominee would be requested for use in the video presented at the Volunteer Recognition Event, at which time the winners of the Citizens/ Organization of the Year were announced. Page 2 of3 Cash Award/Donation For the past several years, the Organization of the Year has received a $250 cash prize, and a $250 donation has been given to the Citizen of the Year's favorite non-profit organization. The Committee is recommending that the Organization of the Year cash donation be increased to $500, and a $300 donation be made to the each the Citizen and Youth Citizen of the Year's non-profit organization of choice. Advertisinf! Current advertising practices include posting announcements/applications on the City's web site; running newspaper advertisements and press releases; direct mailings to all Dublin-based, non-profit organizations; posting information/applications at front counters at all City facilities and the Dublin Library, and inserted into the Dublin Chamber of Commerce's December newsletter. In addition to these venues, the Committee suggested that the announcement be included in the City's Winter Recreation Guide (if space permitted), as well as the posting the announcement and applications on the Chamber of Commerce website and each School website within the Dublin Unified School District, if acceptable to that particular agency. Recommendation: The Ad-Hoc Committee recommends that the City Council: 1) Approve the creation of Youth Citizen of the Year award, including a $300 donation to a non- profit organization on behalf of the winner; 2) Increase donation to a non-profit organization on behalf of the Citizen of the Year to $300; 3) Increase cash award for Organization of the Year to $500; 4) Approve proposed modifications to Criteria and Judging Guides; and 5) Direct Staff to research and expand advertising opportunities, as possible. Page 3 of3 I, tOr . (CURRENT CRITERIA USED FOR CITIZEN & ORGANIZATION OF THE YEAR) APPLICATIONS WILL BE JUDGED ON THE FOLLOWING CRITERIA: Achievement - The nomination must reflect the actual accomplishments achieved through voluntary service during the past calendar year. Community Needs - The volunteer community service must address unmet human, educational, health, environmental, quality of life or public safety needs. Innovation - Activities should reflect innovative or unique approaches to identifying and solving problems in the community. Mobilization - Activities should include opportunities for mobilizing other groups or volunteers. Ongoing Involvement - The voluntary community service must be hands-on and ongoing rather than a one-time activity, with the exception of outstanding service for short-term crisis situations, or special projects providing ongoing service that may extend beyond the one year period. Leadership - The nomination should demonstrate inspiration and leadership in the pursuit of action within an organization or one who represents a positive image of volunteer service to the community. · Individual nominations are restricted to Dublin residents 18 years of age or older. · Nominated organizations must be based in Dublin and at least 50% of membership must be Dublin residents. · A winning organization cannot be nominated the following year. * * * * * * * * * ** * * ** * * * * * * * ** * * * * * * * * * * * * ** * * ** * * * * * * The Judging Guide for each nominee will be: Fair (1 - 3) Good (4 - 7) Excellent (8 - 10) 1. Time and effort spent on project 2. Overall relevance and importance of activity to the community 3. Originality and uniqueness of effort 4. Overcoming a difficulty in accomplishing the project 5. Resource utilization, i.e. volunteers, funds, public interest, etc. ,/ t 1 t ...:.;,._ ATTACHMENT 1 (PROPOSED) rJ (' , t?<o .. ~ GUIDELINES FOR ORGANIZATION OF THE YEAR CRITERIA - Applications will be judged on the following criteria: Achievement - The nomination must reflect the actual accomplishment(s) achieved through voluntary service during the past calendar year (information pertaining to prior year's outside the timeframe of the past calendar year will not be considered during the judging). Community Needs - The volunteer community service must address unmet human, educational, health, environmental, quality of life or public safety needs. Innovation - Activities should reflect innovative or unique approaches to identifying and solving problems in the community. Mobilization - Activities should include opportunities for mobilizing other groups or volunteers. Ongoing Involvement - The voluntary community service must be hands-on and ongoing rather than a one-time activity, with the exception of outstanding service for short-term crisis situations, or special projects providing ongoing service that may extend beyond the one year period. Leadership - The nomination should demonstrate inspiration and leadership in the pursuit of action within an organization or one who represents a positive image of volunteer service to the community. · Nominated organizations must be based in Dublin and at least 50% of membership must be Dublin residents. . A winning organization cannot be nominated the following year. NOMINATION PROCEDURE - The following documentation should be submitted: . Completed official nomination form. · A one-paf!e summary that describes the nominee's accomplishments based on the above criteria, using clear, concise, descriptive examples of activities and accomplishments. · One current photograph of organization representations during an volunteer activity (for use in the video presented at the Volunteer Recognition Event). * * * * * * * * * * * * * * * ** ** * * ** * * * * * * * * * * * * * * ** ** * * * ** ** * * * * * * ** The Judging Guide for each nominee will be: Fair (1 - 3) Good (4 - 7) Excellent (8 - 10) 1. Time and effort spent on project(s). 2. Overall relevance and importance of activity(s) to the community. 3. Originality and uniqueness of effort(s). 4. Overcoming a difficulty in accomplishing the project(s). 5. Resource utilization, i.e. volunteers, funds, public interest, etc. ATTACHMENT 2 (PROPOSED) f'l GUIDELINES FOR CITIZEN OF THE YEAR AND YOUNG CITIZEN OF THE YEAR CRITERIA - Applications will be judged on the following criteria: . All nominees must be Dublin residents. . Nominees for Citizen-of-the- Year must be 18 years or older on December 31, 2006. Nominees for Young Citizen-of-the- Year must be under the age of 18 years (or still in High School) on December 31, 2006. . . Nominations should describe the achievement, contribution and impact made to the community by the nominee and clearly reflect one or more of the 10 Dublin Pride - Integrity in Action Program * Characteristics: Responsibility, Respectfulness, Caring, Giving, Positive Attitude, Trustworthiness, Cooperation, Doing One's Best; Honesty; and Self-Discipline. . Nominations must reflect the actual accomplishment(s) achieved through voluntary service durinf! the past calendar year (information pertaining to prior year's outside the timeframe of the past calendar year will not be considered during the judging). . A winning Citizen cannot be nominated the following year. NOMINATION PROCEDURE - The following documentation should be submitted: . Completed official nomination form, indicating whether the nomination is for Citizen of the Year OR Young Citizen ofthe Year. . A one-paf!e summary that describes the nominee's accomplishments based on the above criteria, using clear, concise, descriptive examples of activities and accomplishments. · One current photograph of nominee during a volunteer activity (for use in the video presented at the Volunteer Recognition Event). * * * * * * * * * * * * * * * ** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * The Judging Guide for each nominee will be: Fair (1 - 3) Good (4 -7) Excellent (8 - 10) 1. Relevance to Dublin Pride - Integrity in Action Program Characteristics. 2. Time and effort spent on project(s) or commitment(s). 3. Overall relevance and importance of activity(s) to the community. 4. Originality and uniqueness of effort(s). 5. Overcoming a difficulty in accomplishing the project(s). * The community-wide Dublin Pride - Integrity in Action Program is sponsored by the Dublin Unified School District and the City of Dublin. ATTACHMENT 3