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HomeMy WebLinkAboutItem 7.2 VolunteerRecognCelebFile # 610-20 CITY CLERK AGENDA STATEMENT CITY COUNCIL MEETING D. TE: January 7, 2003 SUBJECT: Council Subcommittee Report on Volunteer Recognition Celebration Report Prepared by: Julie Carter, Assistant to the City Manager ATTACHMENTS: None RECOMMENDATIO~ ~, ece~ve repo~ and provide direction on future events FINANCIAL STATEmeNT: None DESCRIPTION: The Council Subcommittee of Mayor Janet Lockhart and Councilmember George Zika met on October 30, 2002 to conduct an evaluation of the Year 2002 Volunteer Recognition Celebration, which was held on October 11, 2002. The Council Subcommittee recognized the value of the Volunteer event and noted how well attended and successful the event had become in two years. During the evaluation the Council-Sub Committee reviewed the following elements of the event: · Purpose of Event · Date of Event (timing) · Guest List, Attendance and Room Capacity · Event Program including Citizen and organization of the Year · Entertainment, Audio, Visual Set-up The Cotmcil Subcommittee discussed in length the above topics; below are the highlights of the Councii Subcommittee's discussions. Purpose of Event The Council Subcommittee agreed that recognizing the City's many volunteers and awarding the Citizen and Organization of the Year are important. The Council Subcommittee discussed various ways to recognize City volunteers and it was suggested that the photo collage video was the best way, given the event location and time limitations. It was also suggested that the video should have more candid photos of all the City's Commissions and Committee members. COPIES TO: ITEM NO. ~ H/cc-forms/agdastmt.doc Date of Event (timing) The Council Subcommittee discussed that there was some confusion over which out-going Commission/Committee members were being recognized in 2002; holding the event in October resulted in confusion for some attendees. During an election year Commission/Committee member's term of service expire in December, which, this year was shortly after the October 2002 event. The October 2002 event recognized the service of those Commission/Committee members that left during the Year 2001. Commission/Committee members whose terms of services will end in December 2002 will be recognized in 2003. In most cases, an appointment to the City's Commissions/Committees occurs every two years; during an election year appointments (or reappointments) are made in late December or January. The Council- Subcommittee suggested changing the date of the event to February. The Subcommittee agreed that changing the date would minimize confusion during election years and overall provide a more timely recognition of out-going Commission/Committee members. The Council Subcommittee also discussed that moving the date of the event to February would provide greater recognition opportunities of the Citizen and Organization of the Year by other services groups throughout the year. Guest List, Attendance and Room Capaci~, The Council Subcommittee suggested that the event has been well attended; reaching the maximum capacity of the banquet facilities. It was noted that stretching the capacity of the banquet facility might result in less than acceptable service for the event. In an effort to provide high quality recognition event within the city limits, the COuncil Subcommittee reviewed existing volunteer recognition activities and the guest list. Below is a summary of current recognition events in addition to the City's annual Volunteer Recognition Celebration: · Junior Leaders (JLP) and JAWS volunteers - At the end of the season, volunteers are treated to a day at Great America or Water World. In addition, certificates from the Mayor are given. · Alameda County Sheriff Reserves - County Office of Emergency Services (OES) hosts an annual service awards dinner for Sheriff Reserves, including those that serve in the City of Dublin. Individuals are recognized for service and individual awards are presented. · Dublin Senior Center Volunteers - The Dublin Senior Center hosts an annual service awards dinner. Individuals are recognized for hours of service, certificates from the Mayor and a small gift are presented. No other formal or informal programs exist to recognize City volunteers. Based on the Council Subcommittee's review of this information it was suggested that a more timely recognition of the City's Youth Advisory Committee, Summer Day Camp Volunteers, Junior Leader Volunteers (JLP) and Dublin Swim Center Volunteers (JAWS) was in order. It was suggested that, in addition to the complementary ticket to Great America or Water World, in August of each year the City Council would present certificates of appreciation to the volunteers and acknowledge their service at end of the summer season. Because the City's Volunteer Recognition Dinner does not provide for formal recognition of individual service hours it was suggested by the Subcommittee that the recognition of the Alameda County Sheriff Reserves remain with County OES. The Committee suggested that the Dublin Senior Center volunteers remain as invited guests. Event Program including Citizen and Organization of the Year The Council Subcommittee discussed the event program and suggested that combining the Citizen and Organization of the Year added to the festivities and the event. As a result of the debriefing and recommended changes to the event date, the Council Subcommittee requested that the City Clerk work with the Citizen and Organization of the Year's Council Subcommittee to create new materials reflecting the proposed changes and develop an evaluation criteria and/or an evaluation point system for reviewing applications prepared for Citizen and Organization of the Year. Entertainment~ Audio~ Visual Set-up During the 2001 Volunteer Recognition Dinner, prior to the start of the event, the Wells Middle School Jazz Band played in the lobby of the hotel and later background music was played during dinner. As part of the second year's event, an entertainment component was added. It was suggested that the Council Subcommittee review options for entertainment prior to each annual event. It was also suggested that if there was entertainment it should be planned and announced as part of the event invitation and program. Staff also discussed options for resolving the technical difficulties between the facility, CTV and the City's audio and visual equipment. Council Subcommittee Proposal/Recommendation Based on the above information, the Council Subcommittee proposes the following: 1. Move the Volunteer Recognition Dinner event date from October to February to coincide with City Commission/Committee appointments. In Year 2003, this would include a small reception for outgoing City Commission/Committee Members that left office in December 2002. In future years, Year 2004 and beyond, the February event would include a banquet dinner with a guest list to include the following with appropriate guest/spouse invitation: · Mayor and City Council · All nominees for Citizen of the Year · All nominees for Organization of the Year · Out-Going Commission/Committee Members · Current Commission/Committee Members · City Manager/City Department Heads · State and Local Elected Officials · Local Agencies/Service Groups (limited to Board Members or President/Vice President) i. Dublin Sister City Association ii. Dublin Historical Preservation Association iii. Dublin Unified School District iv. DSRSD v. Dublin Chamber of Commerce vi. Dublin Fine Arts 'vii. Friends of the Dublin Library viii. Dublin Senior Center Foundation · City Volunteers i. Dublin Senior Volunteers ii. Mosquito Abatement Volunteer iii.Parking Hearing Officer iv. Heritage Center Volunteers v. City Hall & Police Services Volunteers (not Reserves) · City Staff members who are assigned as liaison to City Commissions/Committees or Volunteers 2. During a Council Meeting in August of each year, provide the City's Youth Advisory Committee, Summer Day Camp Volunteers, Junior Leader Volunteers (JLP) and Dublin Swim Center Volunteers (JAWS) with Certificates of Appreciation from the City Council. This recognition process provides more timely recognition of the volunteers' service to the City. 3. Continue to include the Citizen and Organization of the Year as part of the Volunteer Recognition Dinner event. It is recommended that the Council Subcommittee responsible for the Citizen and Organization process come back to the City Council with evaluation criteria and/or an evaluation point system for reviewing applications. Moving the Volunteer Recognition Event to February provides a clear understanding that the recognition is for the prior year's activities/service. In February 2004, recognition of Citizen and Organization of the Year would occur for services performed during the 2003 calendar year. It is recommended the City Council review the above recommendations provided by the Council Subcommittee and provide direction on future events.