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MINUTES - Community Recognition Review Advisory Committee - 20150915 TOWN OF AURORA COMMUNITY RECOGNITION REVIEW AD HOC COMMITTEE MEETING MINUTES Date: Tuesday, September 15, 2015 Time and Location: 3 p.m., Leksand Room, Aurora Town Hall Committee Members: Councillor Tom Mrakas (Chair), Diane Buchanan, Brian North, Jo-anne Spitzer Members Absent: Councillor Sandra Humfryes, Tim Jones, Steve Hinder Other Attendees: Stephen M.A. Huycke, Town Clerk, Michael Kemp, Manager, Corporate Communications, Lisa Warth, Manager, Recreation, Samantha Yew, Council/Committee Secretary, and Linda Bottos, Council/Committee Secretary The Town Clerk called the meeting to order at 3 p.m. APPOINTMENT OF COMMITTEE CHAIR AND VICE CHAIR The Town Clerk opened the floor to nominations for Chair and Vice Chair of the Community Recognition Review Ad Hoc Committee. On a motion of Diane Buchanan seconded by Brian North, Councillor Tom Mrakas was nominated as Chair of the Community Recognition Review Ad Hoc Committee. There being no further nominations, on a motion of Diane Buchanan seconded by Jo-anne Spitzer, the nominations were closed and Councillor Tom Mrakas was appointed as Chair of the Committee. Councillor Sandra Humfryes was appointed as Vice Chair. Councillor Mrakas assumed the Chair at 3:04 p.m. Community Recognition Review Ad Hoc Committee Tuesday, September 15, 2015 Page 2 of 3 1. DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF There were no declarations of pecuniary interest under the Municipal Conflict of Interest Act. 2. APPROVAL OF THE AGENDA Moved by Brian North Seconded by Diane Buchanan THAT the agenda as circulated by Legal and Legislative Services be approved. CARRIED 3. RECEIPT OF THE MINUTES None 4. DELEGATIONS None 5. MATTERS FOR CONSIDERATION None 6. INFORMATIONAL ITEMS 1. Memorandum from Manager of Corporate Communications Re: Overview of the Community Recognition Awards Staff provided a brief overview of the memorandum regarding the background and evolution of the Community Recognition Awards’ format and processes. Moved by Brian North Seconded by Jo-anne Spitzer THAT the memorandum regarding Overview of the Community Recognition Awards be received for information. CARRIED Community Recognition Review Ad Hoc Committee Tuesday, September 15, 2015 Page 3 of 3 7. NEW BUSINESS The Committee discussed the merits of various venue options for the Awards ceremony and post-ceremony event, and expressed its preference to hold the Community Recognition Awards ceremony in the Council Chambers at Town Hall as it lends a certain level of prestige and import to the ceremony. It was agreed that the Citizen of the Year Award and Community Recognition Awards ceremony should be maintained as a standalone event and that the Mayor and Councillors continue to present the awards. Staff noted that many of the format changes, including the video vignettes at the Awards ceremony, had been received positively. The Committee acknowledged the Town’s commendable accomplishments in this regard and suggested that the format and event could be further enhanced. The Committee discussed the possibilities of making the event somewhat more formal, as well as who should be invited. The Committee discussed the nomination process and format of the Volunteer Service Awards, and the challenges in capturing and recognizing all of the volunteerism in Town. The Committee considered the potential of changing the format of certain categories, renaming some awards, and reinstating the Accessibility Award. Staff informed the Committee that the Community Recognition Awards process and planning begins in January and any proposed changes should be brought forth to Council by November 2015. The Committee agreed that frequent meetings, possibly bi-weekly, would be required to meet this deadline. The Committee suggested that it may not be necessary for a representative of the Parks and Recreation Services department to be available at each meeting and that the representative could attend on an as-needed basis. It was agreed that the next meeting of the Committee be tentatively scheduled for Tuesday, September 29, 2015, at 3 p.m. 8. ADJOURNMENT Moved by Diane Buchanan Seconded by Brian North THAT the meeting be adjourned at 4 p.m. CARRIED COMMITTEE RECOMMENDATIONS ARE NOT BINDING ON THE TOWN UNLESS ADOPTED BY COUNCIL AT A LATER MEETING.