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150805 Special Awards MINr Attendance: The Corporation of the Town of Tillsonburg Special Awards Committee August 5, 2015 1:00pm Annex Board Room, Corporate Office 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Mayor Stephen Molnar, Councillor Brian Stephenson, Mary Anne VanGeertruyde, Sam Lamb, Ann Loker Staff: Donna Wilson (for Agenda Item 4), Lana Lund 1. Call to Order— 1:00pm 2. Adoption of Agenda Moved By: B. Stephenson Seconded By: A. Loker Proposed Resolution THAT the Agenda as prepared for the Committee meeting of August 5, 2015, be adopted. 'Carried' 3. Disclosure of Pecuniary Interest None 4. Presentations and Deputations i) Committee Orientation and Terms of Reference, presented by Town Clerk The Clerk provided a Committee Orientation and reviewed the Terms of Reference document provided, along with other relevant information. A binder containing these documents and other information was provided to the Secretary. The Clerk reminded members that Committee meetings are open meetings, and if names/personal information are being discussed, that should be done in closed session. The Minutes would reflect that. ii) Election of Officers — Chair and Vice Chair Ann Loker nominated herself for the position of Chair. There were no further nominations. All were in favour of the nomination. Council Meeting —Agenda -2- The 2 - The Chair of the Special Awards Committee is Ann Loker. Mary Anne VanGeertruyde nominated Brian Stephenson for the position of Vice Chair. There were no further nominations. All were in favour of the nomination. The Vice Chair of the Special Awards Committee is Brian Stephenson. Lana Lund was appointed Secretary for the Special Awards Committee, and will carry out the staff role as well. 5. General Business and Reports i) Volunteer Service Recognition Program a) Administrative Policy b) Nomination Form October is the target for the first Volunteer Recognition presentation. The intent of this program is to recognize 1 or 2 volunteers each month. There are a number of 'Volunteer Award' pins still available for use. The Secretary to speak with Colleen Pepper about designing a new certificate, 8 '/2 x 11 inches, that can be easily framed. The 'otter' to be used at this time, until a new official logo is adopted by Council. The cost of certificates, frames, etc. to be added to the 2016 Budget. B. Stephenson also suggested gifts or gift certificates for individuals being recognized. Discussion was held about how and where to display awards, i.e. monthly awards, Citizen of the Year(Chamber), Business of the Year(Chamber), etc. Perhaps Glendale High School students could build a display case. To be discussed further at a future meeting. The Chair provided a copy of the Northwest Territories' brochure & application form used for volunteer recognition. The Secretary to speak with Colleen Pepper about modifying the brochure and application form, incorporating Tillsonburg's information and the new branding. Council Meetina — A-genda -3- Discussion 3 - Discussion was held about how to encourage and facilitate nominations for monthly awards. B. Stephenson suggested approaching service clubs and other groups to nominate individuals. Mayor Molnar clarified the approval process for nominations. Nominations brought before this Committee are recommendations, and will be reviewed and approved, or denied, by this Committee. Circulation of an email to members of Council and Senior Management advising of approved nominations was suggested, prior to public recognition. The Chair suggested a sign -off from nominees and nominators, for privacy reasons. The Secretary to follow-up with the Clerk to clarify if these sign -offs should be a requirement. 6. Next meeting —Wednesday, September 16, 2015 @ 3:OOpm in the Annex Board Room, Corporate Office Regular meetings to be scheduled the 3" Wednesday each month at 3:OOpm in the Corporate Office. FOR NEXT MEETING: • Each Committee member to bring forward at least one nomination • The current Nomination Form • The Clerk's response to privacy concerns/requirements • An up-to-date list of service clubs and contacts • List of previous nominations/recognitions • The Secretary to prepare a list of names and contacts for this group 7. Adjournment Moved By: M. VanGeertruyde Proposed Resolution THAT the August 5, 2015 meeting be adjourned at 2:16pm. 1992 1993 1994 1995 1996 1997 Volunteer Recognition Awards - List of Recipients May Harold Warwick June Isabel Krebs July Dennis Noonan & Tom Heeney August Darlene Rutherford September Sid Card October Esther Parkhill November Steve Kyle December Cyril Robinson March Joan Ledouceur April Bob Tansley May Ada Moore & Madge Montgomery June Vern Fleming September Adele Armstrong October Laurel Beechey December Roy Saxby April Kerene Kelly May Ches Sulkowski June Doug Humphrey, Owen Hawkins & John Gilvesy October Steve Molnar November Tillsonburg Melody Makers January Pat Carroll February Walter Burton April Marg D'Hulster May Don Millman June Biff Jarvis October Rayburn Landsdell November Ed Stier December Joe Digiovanni February Chris Gosso March Grant Brown April Mike Cema May Mrs. Morimoto Mrs. Sato June Brian Clark October Bev Crocker November Jack Whitmore February John Puhr April Ian Linton 11 r' U May Betty Lou Ireland and Joan Sinden June Dale and Barb Morgan September Kay Stephenson October Norma Jones December Bill Irvine 1998 January George Jenkins April Kathy Szollosi May Marion Hevenor June Ken Holland October Stan Grabstas 1999 February Bill Hume March Fran Hewitt April Gary Paret May Gayle MacAinsh September Muriel Mann November Doreen Smith 2000 March Mary Lohuis May Bessie Herman 2001 January John and Vivian Hahn February Ada Moore 2002 April Edna Turner May Charlie Rogers June Steve Kyle October Diane Patenaude 2003 January Helen Benko March Chuck & Linda Smith and Phil Harris 2004 September Murray Dunlop October Dan Sanders November Robin Barker -James 2005 January Dianne Clark February Dawn Pottelberg March Remie Miggens April Deb Beard May Bonnie Edwards June Marcel Van Lamoen September Valerie Zadow October Peg Sergeant November Scot Bolton U December Duaine Nelson 2006 January David Demeyere February John & Linda Clifford March Sandra Jackson May Ruth Whitmore - declined June 26 Rachel Parker 2007 April 23 Pat Kyle August 13 Doug and Dorothy Cooper 2008 2009 2010 Susan DiGiovanni — declined November 12 Fred DeVriendt and Am Stover February 28 Doris Donald March 25 Bob Lehman (Deceased) Accepted by wife Kathryn April 28 Winston Fung October 27 George & Mary Beard November 10 William Findley February 25 Robert Marsden November 24 Cedric Tomico March 9 Sonja LaRose April 14 Sam Lamb April 27 Marie Broad, Ruby Fleming, Indira Reynolds June 22 Jim Hart November 9 Walter Kleer February 25 Stan Rekstis March 8 John Dobo March 22 Alison McHugh April 26 Tamara Bull May 25 Derek Partlo N TO: SPECIAL AWARDS COMMITTEE FROM: THE CHAIR: September 16, 2015. REFERENCE: SPONTANEOUS SURVEY WHILE RECRUITING FOR AWARD NOMINEES AND FEEDBACK FROM THE COMMUNITY AT LARGE. Overview: While talking to service organizations and groups as well as local citizens of Tillsonburg regarding volunteers, potential nominees, and their views on prior Volunteer Awards initiatives by the Town, the following comments, collectively, came to light that I would like to share with the Committee to ensure we are taking the best approach to launch this program into the community. Comments: • "The program in the past was not received well, it felt like a pat on the head, but no real thought or recognition put into it". (From a service group). • Award certificates should not be framed. Inmost cases they are meaningless, just something to hand out and recipients usually end up filing them away somewhere to be forgotten. Should look to present the certificate along with a "special award of recognition — like maybe get gifts donated from area clubs, artisans, businesses, that could be handed out as well. That would be more well received. (From a service group as well as individuals in the community). • The Town keeps resurrecting these awards without any real publicity in the community and it just dribbles and dies out. Dependent on who gets elected, it does not resurface. (Community individuals). • Nominations are provided mostly on who's best buddies with the Town, Committee or nominator. No real quantifying measurement that is fair and measurable. Little folk in the Town who put in a lot of hours and do most of the grunt work, don't get recognized. (Service Group and individual residents of the Town). • Why don't the different clubs, agencies, etc., have their own Volunteer Recognition program that would be supported by the Town, then at year end, have the monthly winners submitted to the Committee for the Volunteer of the Year Award. That way, the Service Clubs, agencies, etc., would be recognizing their own volunteers, the Town would be aware (possibly even list the names on their web site), and then there would be a nice event like the Community Awards to really recognizing the most outstanding Volunteer of the Year. This would give everyone something to strive for in Volunteerism. (Individual residents of the Town). • Town used.to have a Sons and Daughter recognition event that was recognizing their volunteer work. Mostly it was the males who won, but we did have one female, but then that program died as well. It only recognized the big volunteers who were "in" with the Town and officials and came down to who you know. As I have been trying to get nominations, it is clear tome that there certainly is a reluctance to do this, mostly for the reasons set out above, and I think we have a great opportunity to develop a solid program that has improvements to past initiatives, and to "rebrand" the program while showing support to the nominators, and to improve the publicity of what we are trying to achieve. Ann Loker, Chair of the Special Awards Committee.