171107 Special Awards MIN=
Attendance:
Chair Matt Scholtz
Mayor Stephen Molnar
Councillor Brian Stephenson
John Armstrong
Mary Anne VanGeertruyde
Sam Lamb
Lana White
1. Call to Order
2. Adoption of Agenda
Resolution
Moved by: Councillor Stephenson Seconded by: J.Armstrong
THAT the Agenda as prepared for the Special Awards Committee meeting of November 7,
2017, be adopted.
Carried
3. Disclosure of Pecuniary Interest
There were no disclosures of pecuniary interest declared.
4. Presentations
i) Suzanne Renken, Chamber of Commerce – Citizen of the Year Event
S.Renken met with the Committee to review the Chamber’s current process.
The Corporation of the Town of Tillsonburg
SPECIAL AWARDS COMMITTEE
Tuesday, November 7, 2017
2:30pm
Annex Board Room
200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7
MINUTES
Special Awards Committee Agenda - November 7, 2017 - 2 -
Call for Nominations – Done annually by email broadcast to Chamber membership, and
newspaper and radio advertising. A definition is included. S.Renken to provide to L.White.
Nomination period is approximately 6 weeks, usually closing in February.
Nominations – Are received by form, email, letter. Any nomination received in writing is
acceptable. Additional signatures are sometimes submitted, however not required.
Nominations take many different formats. The nominator is asked if the nominee is aware of
the nomination, however this has not been a requirement. Nominations are held over 1
additional year, and before consideration the nominator is contacted to confirm the
nomination still stands.
Selection – A Selection Committee reviews the nominations. The Committee usually
consists of the current Chamber President, past president, Mayor, past recipients.
Parameters can change. Ballet and tally sheets are provided. Members can vote prior to the
selection meeting, or at the meeting. If the selection needs more discussion because of a
tie, etc. there is open discussion amongst the Selection Committee, followed by a re-vote.
Event – Once selection is made, the recipient is contacted, and the process begins of
discussing the date, type and location of event. The recipient provides an invitation list,
chooses the food. If alcohol is requested, it is up to the nominee to arrange and provide. For
a typical event, there are cheese trays and finger foods, not a dinner. Depending on
numbers, the Lions Auditorium, Carriage Hall, a church basement, are common locations.
Timing of the event is usually 5:00/5:30 – 7:00, with formal proceedings at 6:00. The
recipient is asked to bring a display, reflective of the award.
Agenda/Program – Includes an introduction and welcome, and presentations by the
Chamber and the Mayor/Town. The MP and MPP are invited. Friends and family of the
recipient are given opportunity to speak.
A Citizen of the Year list, 1978 to present, can be found on the Chamber website. A print of
that list is displayed throughout the room at each year’s presentation event.
Prior to the event, announcement would be made in the newspaper. The newspaper does
an interview with the recipient.
Special Awards Committee Agenda - November 7, 2017 - 3 -
The Chamber of Commerce has managed the process of recognizing the Tillsonburg Citizen
of the Year. The Chamber is looking to the Town to take this over. Both the Chamber and
Town contribute to the financial aspect of the event. Currently the Chamber invoices the
Town for half of the costs associated with the event.
The Chamber’s mandate is a business member organization advocating on behalf of growth
and development, and as such feels this recognition would tie in better with the Town’s
recognition of monthly volunteers, etc.
The Town had indicated it would be prepared to discuss taking over this event. The
Chamber passed a motion to take if off the Chamber responsibility. If the Town doesn’t
agree to take over the event, the discussion would go back to the Chamber to determine
how to move forward or dissolve the award.
S.Renken left the meeting at 3:26pm.
Discussion continued. As this is not within the mandate of the Committee, the following
resolution was passed.
Resolution
Moved by: J.Armstrong Seconded by: M.VanGeertruyde
THAT the Special Awards Committee look for Council’s endorsement to amend the Terms of
Reference for the Special Awards Advisory Committee to include the annual selection of a
Citizen of the Year, beginning 2018.
Carried
Direction was given for this recommendation, as well as the November 7 draft Minutes of the
Special Awards Committee to be distributed as information at the November 27, 2017
Council Meeting.
5. Approval of Previous Minutes
Resolution
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Moved by: M.VanGeertruyde Seconded by: Councillor Stephenson
THAT the Special Awards Committee Minutes dated September 5, 2017 be approved.
Carried
6. Pending Business from Previous Meetings
i) Favourite Son/Daughter Recognition (to be an agenda item each meeting)
Hard copy of the potential site, concept of the legacy park – Deferred to future
meeting
7. General Business and Reports
7.1. Volunteer Achievement Awards
Nominations were circulated and reviewed at the meeting.
Resolution
Moved by: Mayor Molnar Seconded by: M.VanGeertruyde
THAT Veronica Holly be selected as the recipient of a Volunteer Achievement Award, to be
presented at the December 11, 2017 Council Meeting.
Carried
8. Other Business
i) Acknowledgement of Volunteer Recognition in ‘Community Update’/Newspaper
It was noted that there is only a limited amount of space available in the Tillsonburg Update
each week and priority has to be essential public notices. Due to space considerations and the
need for timely recognition, the Clerk’s office asked that a volunteer page be created on the
Town’s website, and that photos be posted there. This is being done.
For additional recognition, it was suggested that the photos and supporting documenting
documents regarding the person’s accomplishments be sent to the Tillsonburg News.
9. Round Table
10. Next Meeting - Tuesday, December 5, 2017(possibly re-schedule due to meeting conflict)
Special Awards Committee Agenda - November 7, 2017 - 5 -
11. Adjournment
Resolution
Moved by: M.VanGeertruyde Seconded by: S.Lamb
THAT the November 7, 2017 Special Awards Committee meeting be adjourned at 3:50pm.
Carried