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HomeMy WebLinkAboutItem 8.4 Org & Volunteer Guidelines~~o~DU~~~ CITY CLERK ~~~ File # ^©~®"®0 - -il~ s~ ~ ~l ~~ AGENDA STATEMENT CITY COUNCIL MEETING DATE: September 15, 2009 SUBJECT: Revisions to the Organization of the Year Guidelines and Volunteer Recognition Event Caroline P. Soto, City Clerk ATTACHMENTS: 1. Nomination Form for Organization of the Year 2. Guidelines for Organization of the Year RECOMMENDATIO Approve recommended changes to the Organization of the Year Guidelines, and the Volunteer Recognition Event, or provide alternate direction. FINANCIAL STATEMENT: Funds for the event were budgeted for FY 2009-2010. DESCRIPTION: The City's Citizens/Organization of the Year Ad Hoc Committee (Committee) has proposed changes to the guidelines for Organization of the Year, and to the Volunteer Recognition Event. BACKGROUND: In February of 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 past year. At the same time, the City also recognizes aDublin-based non-profit organization that has provided services which have substantially benefited residents of Dublin. The Citizens and Organization of the Year winners are announced at the Volunteer Recognition Event. DISCUSSION: The two Councilmembers appointed to the Committee, Councilmember Hildenbrand and Councilmember Hart, met with City Staff after the 2009 Volunteer Recognition Event to discuss recommendations to increase nominations and improve the Recognition Event program. The following recommendations were proposed: On-Line Application Submission - In order to increase application submission, the City will create an online webpage for ease of submission of nominations. ------------------------------------------------------------------------------------------------------------- COPY TO: Q ~ 1 Page 1 of 2 ITEM NO. p •~ Criteria Change for Organization of the Year -To possibly increase the number of applications received, the criteria for Organization of the Year has been changed to include Organizations that may not based in Dublin, but provide services which have substantially benefitted the residents of Dublin. Information re arding Judging of Applications -The fact of impartial judging of the awards will be highlighted on the applications. Committee members provide names of judges to the City Clerk, who in turn, provides applications and judging criteria to the judges. The judges then return their decisions directly to the City Clerk. The following note will be added to the "Guidelines", "To ensure impartial selection of winners, judging is completed by volunteer judges not affiliated with the City of Dublin. " Recognition of Nominees at Citv Council Meeting -All nominees will be invited to only one City Council meeting for presentation of a Certificate of Recognition. (Nominations will not be read.) Recommended changes to the Volunteer Recognition Event include: - A Dessert and Beverage event highlighting the winners (in place of a dinner); - Invitations will be extended to members of nominees' families; - Reading aloud of winning nominations only during the event. All nominations will be available and highlighted at the event in the paper program or by display at the venue; - A pictorial presentation of the Volunteers played throughout the event in place of the Mayor's video. RECOMMENDATION: Approve recommended changes to the Organization of the Year Judging Criteria, and the Volunteer Recognition Event, or provide alternate direction. Page 2 of 2 ~~~_~~ ~~ ~ -i~ ~~ 2009 ~ ~~ ORGANIZATION OF TH€ ~Ai~/ Name of Organization Contact Person/Phone Name of Nominator (it aitterent from Contact): Phone Number: Email: Each year, the City of Dublin recognizes anon-profit organization that has provided services which have substantially benefited the residents of Dublin. New this year, the non-profit organization does not need to be based in Dublin. Based on the established criteria (listed on reverse), please attach a one-page (8% x 11, single-spaced maximum) summary that describes the nominee's accomplishments using clear, concise, descriptive examples of activities and accomplishments that directly benefited the residents of Dublin during the past year (information pertaining to years prior to 2009. will not be considered during judging). Also, attach one current photograph of organization representatives during a volunteer activity for use in the slideshow presentation at the Volunteer Recognition Event (digital photographs can be emailed directly to city.clerk(a~ci.dublin ca us). A dessert and beverage event and celebration will be held the evening of Friday, February 19, 2010, at which time the Organization of the Year winner will be announced. The Organization of the Year will receive a $500 cash prize. In order to be considered, nominations must be submitted to the Office of the City Clerk, 100 Civic Plaza, Dublin, CA 94568, no later than 3:00 p.m., Thursday, January 28, 2010. ATTACHMENT 1 I-!~m # ~ .~ ~ 1 r510~ GUIDELINES FOR ~~ `~~ ORGANIZATION OF THE YEAR New! Nominated organizations do not have to be based in Dublin, but must provide services which have substantially benefitted the residents of Dublin: 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 2009 calendar year (information pertaining to prior years outside the timeframe of the past calendar year will not be considered during judging). Community Needs -The volunteer community service must addr ss uet ,human, educational, health, environmental, quality of life or public safety needs. ~ ~ Innovation -Activities should reflect innovative or unique app~ac es to idea ' ing and solving problems in the community. Mobilization -Activities should include o umt' i \ pp es ~r o lizmg other groups or volunteers. Ongoing Involvement - Th unt comm ity service must be hands-on and ongoing rather than a one-time activity, with the e ception f outs ing service for short-term crisis situations, or special projects providing ongoing se ice t t may extend beyond the on~year period. Leadershib -The nominatio ould demonstrate inspiration and leadership in the pursuit of action within an organization or one that represents a positive image of volunteer service to the community. 0 ,.°~ • A winning organization cannot be nominated the following year. NOMINATION PROCEDURE -The following documentation should be submitted: • Completed official nomination form or online submission at: www.ci.dublin.ca.us • A one-Wage (81/2 x 11, single-spaced maximum) 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 representatives during a volunteer activity for use in the slideshow presentation at the Volunteer Recognition Event. (Digital photos can be emailed directly to city.clerkna ci.dublin ca us). ******************************************************** To ensure impartial selection of winner, judging is completed by volunteer judges not affiliated with the City of Dublin. The Judging Guide for each nominee will be: Fair Good Excellent (1 - 3) (4 - 7) (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