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HomeMy WebLinkAboutItem 8.5 - 1762 Volunteer Recognition Modification Page 1 of 3 STAFF REPORT CITY COUNCIL DATE: January 9, 2018 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Volunteer Recognition - Proposed Event and Program Modifications Prepared by: Taryn Gavagan Bozzo, Executive Aide EXECUTIVE SUMMARY: The City Council will consider proposed changes to the City's annual Volunteer Recognition Event and the City's process for recognizing volunteers in the community. This item was originally scheduled to be heard at the December 19, 2017 Regular City Council meeting, and was moved to this meeting by City Council consensus. STAFF RECOMMENDATION: Receive the presentation and provide Staff with direction. FINANCIAL IMPACT: None. DESCRIPTION: Since 1997, the City has held an annual Volunteer Recognition Event in mid -February to recognize a Citizen, Young Citizen and Organization who have made significant contributions toward enhancing the quality of life for residents of Dublin during the previous year. To prepare for the event, several forms of outreach are used in December and January to obtain nominations for the Citizens and Organization of the Year awards. Press releases are issued, and emails are sent to local agencies/organizations including the Dublin Unified School District, Dublin San Ramon Services District, City of Dublin Staff, and local non-profit organizations that have worked with the City in the previous year. This email, sent on behalf of the Mayor, provides information regarding the event and invites recipients to nominate individuals and/or non -profit organizations they feel deserving. Attached to the email are the current Guidelines for nominations (Attachment 1) as well as a Nomination Form (Attachment 2) which can be filled out electronicall y, and emailed Page 2 of 3 or mailed in. A link to the City’s Volunteer Recognition website is also included in the email so individuals may fill out and submit a Nomination Form through the City’s website. The nomination period typically lasts one month, closing the Friday before Martin Luther King, Jr. Day. Once the nomination period has closed, invitations for the event are distributed to local dignitaries, City of Dublin executive staff, and City of Dublin volunteers who were registered the previous year to assist in activities provided by the Heritage Park and Museums, Police Services, and/or the Dublin Senior Center. Additionally, invitations are sent to each nominee and their respective nominator. Over the last four years, it has become increasingly difficult t o secure nominations, although various methods of outreach are used and several organizations and community agencies are notified more than once over a three -month time frame. In an effort to continue recognizing the dedication of those in the community in a more efficient manner, Staff recommends that the City Council consider the following alternatives to the current program and event: Replace mid-February Volunteer Recognition Event with a City Council, Commission & Committee Appreciation Reception . The reception would consist of welcome remarks by the Mayor (or designee), and a hors d’oeuvres/beverage hour. For convenience, this could be held before a Commission or Council meeting in the RMR and would be appropriate timing for potential new/incoming Commissioners/Committee members; Recognize National Volunteer Week with an annual Proclamation presented at first City Council meeting each April; Recognize two Dublin residents (one adult, one youth) for significant contributions to the Dublin community in the past year: o This could be done through Staff working with the Dublin Chamber of Commerce to develop a process for selecting two Dublin residents for recognition and formally recognizing them at the State of the City typically held in April; or o Staff working to develop a process for selecting two Dublin residents for recognition and formally recognizing them at the first City Council meeting in April, in conjunction with recognizing National Volunteer Week; Continue with quarterly Community Spotlight recognition for local non-profit organizations; and City of Dublin Heritage Center and Police volunteers added to the annual Volunteer Luncheon held at the Senior Center every April. Overall, Staff believes that the proposed modifications would provide multiple opportunities to recognize those volunteers and organizations who selflessly give of their time and to improve the Dublin community. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. Page 3 of 3 ATTACHMENTS: 1. Volunteer Recognition Guidelines for Nominations 2. Volunteer Recognition Nomination Form GUIDELINES 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. Nominees for Young Citizen of the Year must be in 1st – 12th grade. Nominations should respond to each of the five areas listed below to describe the achievement, contribution and impact made to the community by the nominee. Nominations must reflect the actual accomplishment(s) achieved through voluntary service during 2016 calendar year (Accomplishments from years prior to 2016 will not be considered by the judges.) A winning Citizen or Young Citizen of Year cannot be nominated the following year. NOMINATION PROCEDURE | The following documentation should be submitted: • Official nomination form or online form at http://www.dublin.ca.gov/vre/nomination, indicating whether the nomination is for Citizen of the Year OR Young Citizen of the Year. • A 500-word (maximum) summary that describes the nominee’s accomplishments based on the five established criteria listed below. Please note: Accomplishments pertaining to years prior to 2016 will not be considered by the judges. • One current photograph of nominee for use at the Volunteer Recognition Event. Digital photographs can be emailed to taryn.bozzo@dublin.ca.gov. Please call (925) 833-6650 with any questions. To ensure impartial selection of winner, judging is completed by volunteer judges not affiliated with the City of Dublin. Judges will score each nominee using the following rating system: Fair Good Excellent (1 – 3) (4 – 7) (8 – 10) Nominees will be evaluated on the following five areas: 1. Exemplify Dublin Pride - Integrity In Action Program* Characteristics: Responsibility, Respectfulness, Caring, Giving, Positive Attitude, Trustworthiness, Cooperation, Doing One’s Best, Honesty, and Self- Discipline. 2. Time and effort spent on project/activity in 2016. 3. Overall relevance and importance of project/activity to the community in 2016. 4. Originality and uniqueness of effort(s) in 2016. 5. Overcoming a challenge in accomplishing the project/activity in 2016. * The community-wide Dublin Pride - Integrity In Action Program is sponsored by the Dublin Unified School District and the City of Dublin. GUIDELINES 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 2016 calendar year (information pertaining to prior years outside the past calendar year of 2016 will not be considered by judges). Community Needs: The volunteer community service must address unmet human, educational, health, environmental, quality of life or public safety needs. 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. Nominations should respond to each of the five areas listed below to describe the achievement, contribution and impact made to the community by the nominated organization. A winning organization cannot be nominated the following year. Nominated organizations do not have to be based in Dublin, but must provide services which have substantially benefitted the residents of Dublin. NOMINATION PROCEDURE | The following documentation should be submitted: • Official nomination form or online form at http://www.dublin.ca.gov/vre/nomination. • A 500-word (maximum) summary that describes the nominee’s accomplishments based on the five established criteria listed below. Please note: Accomplishments pertaining to years prior to 2016 will not be considered by the judges. • One current photograph of the members of the nominated organization for use at the Volunteer Recognition Event. Digital photographs can be emailed to taryn.bozzo@dublin.ca.gov. Please call (925) 833-6650 with any questions. To ensure impartial selection of winner, judging is completed by volunteer judges not affiliated with the City of Dublin. Judges will score each nominee using the following rating system: Fair Good Excellent (1 – 3) (4 – 7) (8 – 10) Nominees will be evaluated on the following five areas: 1. Time and effort spent project(s)/activity in 2016. 2. Overall relevance and importance of project(s)/activity to the community in 2016. 3. Originality and uniqueness of effort(s) in 2016. 4. Overcoming a challenge in accomplishing the project(s)/activity in 2016. 5. Resource utilization, i.e. volunteers, funds, public interest, etc. Each year, the City of Dublin recognizes a Citizen and Young Citizen who have made a significant contribution toward enhancing the quality of life for residents of Dublin during the previous calendar year (2016). Additionally, a Non - Profit Organization that has provided services, which have substantially benefited the residents of Dublin, is also recognized. A celebratory event announcing the Citizen, Young Citizen and Organization of the Year winners will be held on the evening of Wednesday, February 22, 2017. The Citizen and Young Citizen of the Year will each receive a $300 donation made payable to the non - profit organization of their choice, and the Organization of the year will receive a tram., _--I- _.,.__ am nominating for... C Citizen of the Year C Young Citizen of the Year C Organization of the Year Young Citizen's Grade; Is the nominee a Dublin resident (required for Citizen & Young Citizen only)?: (-, Yes (- No Name of Nominee /Organization: Address: Primary Phone: Contact Person & Phone # (for Organization): Name of Nominator: Primary Phone: Email: Email: To Submit a Nomination 1) Please complete the Nomination Form above or submit online at www.dublin.ca.gov /vre /nomination. Please note that a Nomination Form and summary must be filled out for each nomination you wish to make. Nominees for Organization of the Year do not need to be based in Dublin. 2) Attach a 500 -word (maximum) summary that describes the Nominee's accomplishments based on the five established criteria listed on the appropriate Guidelines page. Use clear, concise, descriptive examples of activities and accomplishments that directly benefited the residents of Dublin in the past year. Please note that accomplishments pertaining to years prior to 2016 will not be considered by the judges. 3) Include one current photograph of the Nominee /Organization representatives for use at the Volunteer Recognition Event (digital photographs can be emailed to taryn.bozzo (@dublin.ca.gov). In order to be considered, nominations must be submitted to the Office of the City Clerk, 100 Civic Plaza, Dublin, CA 94568, Attn: Taryn Gavagan Bozzo, no later than 5:00 PM on Friday, January 13, 2017. Postmarks will not be accepted. 016 Nomination Form DUBLlN Citizen the Year, Young Citizen, and THE NEW AMERICAN Organization of the Year BACKYARD Each year, the City of Dublin recognizes a Citizen and Young Citizen who have made a significant contribution toward enhancing the quality of life for residents of Dublin during the previous calendar year (2016). Additionally, a Non - Profit Organization that has provided services, which have substantially benefited the residents of Dublin, is also recognized. A celebratory event announcing the Citizen, Young Citizen and Organization of the Year winners will be held on the evening of Wednesday, February 22, 2017. The Citizen and Young Citizen of the Year will each receive a $300 donation made payable to the non - profit organization of their choice, and the Organization of the year will receive a tram., _--I- _.,.__ am nominating for... C Citizen of the Year C Young Citizen of the Year C Organization of the Year Young Citizen's Grade; Is the nominee a Dublin resident (required for Citizen & Young Citizen only)?: (-, Yes (- No Name of Nominee /Organization: Address: Primary Phone: Contact Person & Phone # (for Organization): Name of Nominator: Primary Phone: Email: Email: To Submit a Nomination 1) Please complete the Nomination Form above or submit online at www.dublin.ca.gov /vre /nomination. Please note that a Nomination Form and summary must be filled out for each nomination you wish to make. Nominees for Organization of the Year do not need to be based in Dublin. 2) Attach a 500 -word (maximum) summary that describes the Nominee's accomplishments based on the five established criteria listed on the appropriate Guidelines page. Use clear, concise, descriptive examples of activities and accomplishments that directly benefited the residents of Dublin in the past year. Please note that accomplishments pertaining to years prior to 2016 will not be considered by the judges. 3) Include one current photograph of the Nominee /Organization representatives for use at the Volunteer Recognition Event (digital photographs can be emailed to taryn.bozzo (@dublin.ca.gov). In order to be considered, nominations must be submitted to the Office of the City Clerk, 100 Civic Plaza, Dublin, CA 94568, Attn: Taryn Gavagan Bozzo, no later than 5:00 PM on Friday, January 13, 2017. Postmarks will not be accepted.