HomeMy WebLinkAboutItem 8.3 Volunteer Citizen/Organization Ad-Hoc Committee
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: July 18, 2006
SUBJECT;
Appmntment of Ad-Hoc Committee to Evaluate
Citizen/Organization ofthe Year Program and City's Annual
Volunteer Recognition Event Date Change ilL
Report Prepared bY' Fawn Holman, Citv Clerk Er'
ATTACHMENTS;
1)
2)
Timeline for Citizen/Organization of the Year Activities
General Criteria and Judging Guide
RECOMMENDATION; _ ._r./" Confirm the appointment of Mayor Lockhart and Councilmember
/il/If" Hildenbrand to the Ad-Hoc Committee to Evaluate the Cil1zen/
\ Organization of the Year Program, and 2) Determine the new
permanent date for the V olunttler Recognition Event.
}"INANCIAL STATEMENT;
None
DESCRIPTION; As part oCthe 2006-2007 Goals and Objectives program, the Council
idenl1l1ed a high priority goal to "Evaluatc thc nccd to improve and expand the Citizen and Organization
of the Year Program."
Each year, the City oC Duhlin recognizes a citizen who has made a significant contribution toward
enhancing the quality of life for residents of Dublin during the past year At the same time, the City also
recognizes a Dublin-based non-profit organization that has provided servictls which have substantially
benefited residents of Dublin. In December 2003, the Council established a Timcline for Activities
(Attachment I), as well as General Criteria and Judging Guide to be used for judging nominations
(Attachment 2). Although the Timclinc, which delineates various ways of advertising for nominations,
has worked well over the past few years in garnering nominees lilr Organization ofthe Year, it has not
been successful in obtaining a broad hase of nominees for Citizen of the Year At Mayor Lockhart's
request, a goal to e"aluate the need to improve and expand the Citizen and Organization of the Year
Program was added to the 2006-2007 Preliminary Goals & Objectives for Council consideration, and
substlquently identiJied by the Coundl as a high priority
In order to accomplish this goal, an Ad-Hoe Committee including Staff and two Couneilmembers is
suggested. The timd'rame of this Ad Ho\; Committee would be from August - October 2006. Mayor
Lockhart recommends the appointment ofhersclfand Cm. Hildenbrand to this Ad-Hoc Committee. The
Committee's recommendations will be presented to the City Council for consideration in October 2006.
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Additionally, in Septcmber 2005, the City Council set the last Thursday in Febmary as the permancnt date
for the V olunteer Recognition Event, at whIch tIme the Citizen and OrganizatlOn of the Year arc
announced. Due to sehcduling conflicts with other regIOnal meetmgs, that pem13nent date IS no longer
convelllenL Tn order to not eonflict with other reoccurring meetings and events that Couneilmembers
and/or Commissioners arc obligated to attend, as well as other programming at the Dublin Senwr Center,
Staff is recommending that the Council wnsider one of the following for the ne", permanent date for the
Volunteer Recoglllhon Event:
The last Friday in Febmary (one day after the \;urrent permanent date).
2. The first Fnday m March_
3 An alternative date as delem,med by Council.
Staff recommends that the City Council 1) Confirm the appointment of Mayor Lockhart and Cm.
Hildenbrand to the Ad-Hoc Committee to evaluate the Citizen/Orgalllzation of the Year Progranl; and
2) Dctermine the ncw permanent date for the Volunteer Recognition Event.
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DATE
November 1-9
November 10
December I
Febmary 1
February 2
Febmary 2-10
February 13
February IS
F ebmary 21
February 23
March I
March 15
March 18
TIMELINE FOR
CITIZEN/ORGANIZATION OF THE YEAR ACTIVITIES
lofd
ACTIVITY
Begin update address list of non-profit groups (utilize P&CS Mgr as
resource),
Prepare letters for signature by Committee members.
Prepare press release and newspaper advertisements [also put on website
and post at all posting locations]
Update Nomination Fonns (incorporating guidelines and criteria for
nomination/selection.
Give copy of press release to Chamber of Commerce for inclusion in their
December newsletter
Photocopy nomination forms (color coded):
. Letters to non-profits - City letterhead
. Citizen Nomination Form - blue w/ criteria on reverse
. Organization Nomination Fonn - green w/ criteria on reverse
Mailletters/fonns to mailing list (approx:, 120)
Fax Press Release/Publish Newspaper advertisements (also website, KKlQ
and Mayors Report on CTY)
Deadline for nominations (3'00 p_m.)
Make copies of all nomination forms for Committee members_
Notify nominees of their nomination and advise re: Council mtg and
Volunteer Recognition Event dates/times.
Make certain all nominees are on invitation list for Volunteer Recognition
Event.
Arrange for judging and selection of winners
Notify City Clerk of winners.
Coordinate preparation of certificates for all nominees and begins working
on proclamations for winners.
List all nominees on City Council agenda for Febmary 21't Council meeting.
Mail copies of agenda for Febmary 21 " Council meeting to nominees with a
letter inviting them to attend the meeting.
Nominees recognized at Council meeting and certificates presented.
Citizen of Year nominees polled as to which non-profit organization they
would like to receive a $250 donation in event that they win.
Make certain all nominees (especially winners) have RSVP'd to
Recognition Event.
Winners announced at Volunteer Recognition Event.
Proclamations and check for $250 presented to winners.
Arrange for preparation of plaques (?) and inserts for perpetual plaque in
Council Chambers.
Contact Nominees re: their availability to attend Chamber luncheon.
Make two (2) reservations for each winner to attend St. Patrick's Day
Chamber of Commence luncheon as City's guests_
Coordinate arrangements with Lion's Club and P&CS Dept re: logistics to
winners to participate in St. Patrick's Day parade and celebration.
Mayor presents plaques to Winners at Chamber ofCornmerce Luncheon,
Participate in St. Patrick's Day Parade and Celebration
STAFF
OAII
City Clerk
City Clerk
City Clerk
City Clerk
OAII
City Clerk
City Clerk
City Clerk
City Clerk
City Clerk
Committee
Committee
City Clerk
City Clerk
City Clerk
City Clerk
City Clerk
City Clerk/May
City Clerk
City Clerk
City Clerk
Committee
City Clerk/May
Winners
'3 :0. 7/ff,!Ofo 1
ATTACHMJ~NT
rJ of;L
APPLICATIONS WILL BE JUDGED ON THE FOLLOWING CRITERIA:
A&bl.."..,....,m The nominAtion must reflect the actual aocompli"hnvlnts achieved
through voluntary service during the past oalendlt year.
C'nmmnnl\V Needs _ Tbe volunteer community service must address unmet hU1Dllll,
educatiODll1. health, environmettta1. quality of1ife or publio safety needs.
Tn"nv~nn _ Activities should reflect innovative or unique approaches to identifying and
solving problems in the community.
Mob;Il9tinn Activities should include oppottunitics for mobill7:ing other JIIOUPIl or
vol\ll11lllefS.
Onomlna InvoJ""""..m The voluntary community service must be bBDds-on and ongoing
rather than a one-time activity, with the exception of o\ltSta'l'dlllg service for short.t<<m
crisis situlltions. or speci8l projects.
T ....Mnhln _ The nomination should demonstrate inspiration and l~p in the pllflIIlit
of action wiiliin an orgtml...mOll or one who ""l"-_Bent5 a positive image of volunteer
senrice to the community.
Individual nominations &ml restricted to Dublin residents 18 years of. or older.
The Jndglng Guide for each nominee will be:
PIIir
(1 - 3)
Good.
(4-7)
Bxce1lent
(8-10)
1. Tune and effort spent on project
2. 0venl1I relev8110e and importance of dvity
to the community
3. Originality and uniqueness ofeffort
4. 0ve1'C0ming a difficulty in accompllAhing
the project
5. ReaoUl'\le ntm'7Ation, b. volwrteerS, funds.
public intereSt, etC.
NnmlttAiPrl organizations must be besed in Dublin and at least 50% of membership must
be Dublin resicJents.
A'fTACIIMENT 2..