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161005 Special Awards MINThe Corporation of the Town of Tillsonburg SPECIAL AWARDS COMMITTEE / Wednesday, October 5, 2016 4:00pm CONNECTED. ENRICHED. INSPIRED. Annex Board Room 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Attendance: Chair Matt Scholtz Brian Stephenson, Mary Anne VanGeertruyde, Sam Lamb, Donna Wilson Regrets: Mayor Molnar 1. Call to Order The meeting was called to order at 4:00 p.m. C 2. Adoption of Agenda Additions to the Agenda: Missing nomination form Timing of the meetings Resolution Moved by: Sam Lamb Seconded by: Mary Ann VanGeertruyde THAT the Agenda as prepared for the Special Awards Committee meeting of October 5, 2016, be adopted, as amended. Carried 3. Disclosure of Pecuniary Interest No disclosures of pecuniary interest were declared Special Awards Committee Agenda - October 5, 2016 -2- 4. 2- 4. Approval of Previous Minutes Resolution Moved by: Mary Ann VanGeertruyde Seconded by: Brian Stephenson THAT the Special Awards Committee — Special Meeting Minutes dated September 22, 2016 be approved. Carried 5. General Business and Reports I) Volunteer Achievement Awards — Past Recipients • Dianne Hodges — November, 2015 • Samuel Cull — December, 2015 • Sam Lamb — January, 2016 • Ray Sorochan — February, 2016 • Peter Beechey & Julie Dawley — March, 2016 • John Twinem —April, 2016 • Eddie Richter— May, 2016 • Ron Bates — June, 2016 • Jack Parker — July, 2016 • Vince Molloy—August, 2016 • Marilyn Chalk - September, 2016 ii) — Review of Nomination(s) — October & November TMBI executive —12 members were nominated in September Nomination of Betty Davis was received The Chair went over her BIO and past experience. Discussion took place regarding groups receiving the award. It was thought that this might not be wise. It was suggested that someone from the Kiwanis Club be nominated as they are disbanding. Discussion took place regarding possible nominees for the monthly award. October and November were received. Moved by: Mary Ann VanGeertruyde Seconded by: Brian Stephenson THAT Betty Davis be selected as the recipient of a Volunteer Achievement Award, to be presented at the October 24, 2016 Council Meeting. Carried U C� Special Awards Committee Agenda - October 5. 2016 -3- 1 Moved By: Brian Stephenson Seconded By: Sam Lamb THAT Henry Atkinson be selected as the recipient of a Volunteer Achievement Award, to be presented at the November 28, 2016 Council Meeting. Carried 6. Other Business Favourite Son/Daughter Award — Event Preparation October 30, 2016, 2:00 to 4:00 — the venue to be determined. High School Gym or the Legion are also suggested venues for the event. The program will be available next week. Staff to advertise the vacancy on the committee in the newspaper. The committee members to approach individuals in the community who may be interested in being part of the committee. To add nominations to the agenda as a regular item for each meeting. The committee to look at ways to provide the Nomination Form to the community, churches, service clubs etc. 7. Next Meeting - Wednesday, November 2, 2016 at 3:30pm Moved By: Brian Stephenson Seconded By: Sam Lamb THAT the meeting time be changed to 3:30 p.m. rather than 4:00 p.m. Carried 8. Adjournment Moved by: Mary Anne VanGeertruyde Seconded by: Sam Lamb Proposed Resolution THAT the October 5, 2016 Special Awards Committee meeting be adjourned at 4:45 p.m. Carried ,!7 THE CORPORATION OF THE TOWN OF TILLSONBURG fit � J�O�I�(LT�' ADMINISTRATIVE POLICY VOLUNTEER SERVICE RECOGNITION PROGRAM APPROVAL DATE: REVISION DATE: Page 1 of 4 May 11, 2015 SCHEDULES A. Policy Statement Volunteerism is the lifeblood of any modern, caring neighbourhood, town, and city. Volunteering is so pervasive it's invisible. We take for granted all the things that have been pioneered by concerned, active volunteers. This policy shall attempt to ensure that volunteers are recognized for their many hours of contributions to the community. B. Purpose To advise Council and make recommendations on awards for volunteer service within the Town of Tillsonburg. The Volunteer Service Recognition Program shall recognize volunteers on a monthly basis when nominations are received by the Special Awards Committee. The Committee shall organize a Town of Tillsonburg volunteer recognition social event on a yearly basis with budget approval. C. Scope Nominations for the Volunteer of the Month award will be accepted year round. Any individual, group or organization may nominate a citizen for their contributions to the Tillsonburg Community. D. General THE CORPORATION OF THE TOWN OF TILLSONBURG 7J�071�/LT�' apP�cet ADMINISTRATIVE POLICY VOLUNTEER SERVICE RECOGNITION PROGRAM APPROVAL DATE: REVISION DATE: Page 2 of 4 May 11, 2015 SCHEDULES This program shall be administered by the Clerk's Office. This program shall be referred to as the "Volunteer Service Recognition Program". This program comes into force and effect on the date adopted. E. Authority The Council of the Corporation of the Town of Tillsonburg shall approve and present all volunteer service awards. F. Proaram Section 1 - Nominations - Federal and Provincial Information received respecting Federal and Provincial award nominations will be posted on the Towns website as well as the Council Agenda as information. Section 2 - Nominations - Municipal Pro-gram member of the public may access the Nomination Package (Schedule „A„). To be eligible for Municipal Volunteer Service Recognition, nominees must have provided continuous service, be alive (posthumous recognition would only be provided through a direct/written request to Council) and must be THE CORPORATION OF THE TOWN OF TILLSONBURG �J�OT— � IvILT�Q' ADMINISTRATIVE POLICY VOLUNTEER SERVICE RECOGNITION PROGRAM APPROVAL DATE: REVISION DATE: Page 3 of 4 May 11, 2015 SCHEDULES !7 a volunteer within the Town of Tillsonburg. Consideration of volunteer service commitment within the County of Oxford may be included (i.e. United Way, Red Cross, etc.). There are four (4) main categories identified under continuous volunteer services: 1. sports/recreation 2. cultural/heritage 3. seniors 4. civic Complete nominations would include a description of the volunteer service provided, length of volunteerism and reasons as to why the individual should be recognized. All nominations shall be forwarded to the Clerk's Office. All nominations will be reviewed by the Special Awards Committee. At the second Council meeting of each month, the Special Awards Committee will present Council with a recommendation to recognize one or more local volunteers for a Municipal Volunteer Service Recognition Award. Volunteers who have made a significant continuous service contribution to any or all of the four main categories would be acknowledged with a Certificate signed by the Mayor and a municipal pin. Ceremony and Reception THE CORPORATION OF THE TOWN OF TILLSONBURG Jw 7'1bonhur(5 ADMINISTRATIVE POLICY VOLUNTEER SERVICE RECOGNITION PROGRAM APPROVAL DATE: REVISION DATE: Page 4 of 4 May 11, 2015 ,F SCHEDULES Council may host a formal event to acknowledge the recipients once every four years, during the first year of a Council's term of office. This event may occur in conjunction with the Town's Advisory Committee Recognition Awards. Guests may be invited and are encouraged to attend. Mayor and Council would be involved in the presentation of the awards.