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151104 Special Awards= Attendance Present: Chair Ann Loker, Councillor Brian Stephenson, Mary Anne VanGeertruyde, Sam Lamb Regrets: Mayor Stephen Molnar Staff: Lana Lund 1. Call to Order - 2:03pm 2. Adoption of Agenda Moved By: S.Lamb Seconded By: M.VanGeertruyde Resolution THAT the Agenda as prepared for the Committee meeting of November 4, 2015, be adopted, with the following addition: 6. Other business - Volunteers Under Age 16 ‘Carried’ 3. Disclosure of Pecuniary Interest None 4. Approval of Previous Minutes Moved By: M.VanGeertruyde Seconded By: B.Stephenson Resolution THAT the Committee Minutes for the September 16, 2015 meeting be approved. ‘Carried’ The Corporation of the Town of Tillsonburg Special Awards Committee November 4, 2015 2:00pm Annex Board Room, Corporate Office 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Council Meeting – Agenda - 2 - 5. General Business and Reports i) 2016 Budget Request a) Correspondence dated October 8, 2015 to Director of Finance Chair Loker has submitted the 2016 Budget request to the Director of Finance, and will attend the Budget Meeting before Council to present the request. L.Lund to follow-up with the Director to confirm date/time of the meeting. The Director has confirmed the availability of funds to purchase two gift cards in 2015, for the two volunteers that will be recognized. ii) Review of Redesigned Forms – Volunteer Achievement Awards a) Brochure/Nomination Form The Committee reviewed the redesigned brochure, including nomination form. Moved by B.Stephenson Seconded by M.VanGeertruyde THAT the redesigned ‘Volunteer Achievement Awards’ brochure and nomination form be approved. ‘Carried’ This brochure and nomination form to be used going forward, for the purpose of nominating volunteers. b) Certificate The Committee reviewed the redesigned certificate. Moved by B.Stephenson Seconded by M.VanGeertruyde THAT the redesigned ‘Volunteer Achievement Award’ certificate be approved. ‘Carried’ L.Lund to purchase a supply of black frames and seals, to be used with the certificates. Council Meeting – Agenda - 3 - iii) Roll-out of Brochure and Discussions with Groups Once someone is nominated, we will prepare a bio for presentation purposes so there is appropriate recognition, which will also promote various causes that could use help through volunteers. It would be ideal if we had groups nominating individuals. L.Lund to draft an introductory letter, and a mailout can be done to service clubs. A Committee member can follow-up with them to see if they have any questions, and Committee members can coach people in filling out forms. Since the new form is smaller, we will keep to bullet point style. The mailout will be done following the November 23rd recognition. It was noted that a ‘Volunteer’ must not be getting paid or receiving a stipend for the volunteer work they are being recognized for. iv) Review of Suggested Nominations and Scheduling of Awards Members of the Committee brought forward their nominations. L.Lund recorded them, 10 in total. Dianne Hodges was selected, for recognition at the November 23rd Council Meeting. L.Lund to contact Dianne, arrange through the Clerk’s Office for recognition at the Council Meeting, prepare a bio, prepare a certificate, arrange for a gift card, and arrange for a photo, which will appear in the following Tillsonburg Update ad. There will be 12 nominees per year. Discussion was held regarding selection of 1 of the 12 at the end of the year, and perhaps recognizing that individual at an annual event, i.e. at the Chamber’s annual Citizen of the Year recognition event. As the normal process, once a nominee is selected, - L.Lund to contact the nominee and the sponsor, and schedule recognition for the 2nd Council Meeting of the month; - L.Lund to advise the Clerk’s Office, to include on the Council Agenda; - L.Lund to prepare a certificate and arrange for a gift card; Council Meeting – Agenda - 4 - - Mayor Molnar and a Committee Member to present; - A photo to be taken of the presentation, which will appear in the weekly Tillsonburg Update ad. 6. Other Business S.Lamb noted concerns with the cost of police checks that are often required. Young people, volunteering their time to help with youth activities, may not have the funds to pay for the required checks. 7. Next meeting – December 2, 2015 at 4:00pm in the Annex Board Room, Corporate Office. Scheduling of regular/monthly Special Awards Committee meetings was altered to accommodate other meetings being attended by members of the Committee. 8. Adjournment Moved By: B.Stephenson Resolution THAT the November 4, 2015 meeting be adjourned at 2:50pm. ‘Carried’