MINUTES - Community Recognition Review Advisory Committee - 20151027
TOWN OF AURORA
COMMUNITY RECOGNITION REVIEW
AD HOC COMMITTEE MEETING MINUTES
Date: Tuesday, October 27, 2015
Time and Location: 3 p.m., Tannery Room, Aurora Town Hall
Committee Members: Councillor Tom Mrakas (Chair), Diane Buchanan, Steve
Hinder, Tim Jones, Brian North, and Jo-anne Spitzer
Members Absent: Councillor Sandra Humfryes
Other Attendees: Anthony Ierullo, Manager of Long Range & Strategic
Planning, Jennifer Norton, Web Services and Corporate
Events Co-ordinator, and Linda Bottos, Council/Committee
Secretary
The Chair called the meeting to order at 3:05 p.m.
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 Steve Hinder
Seconded by Tim Jones
THAT the agenda as circulated by Legal and Legislative Services, with the
following addition, be approved:
Community Recognition Review Ad Hoc Committee Meeting Minutes of October 13,
2015
CARRIED
Community Recognition Review Ad Hoc Committee Meeting Minutes
Tuesday, October 27, 2015 Page 2 of 4
3. RECEIPT OF THE MINUTES
Moved by Diane Buchanan
Seconded by Steve Hinder
Community Recognition Review Ad Hoc Committee Meeting Minutes of
October 13, 2015
THAT the Community Recognition Review Ad Hoc Committee Meeting Minutes of
October 13, 2015, be received for information.
CARRIED
4. DELEGATIONS
None
5. MATTERS FOR CONSIDERATION
1. Memorandum from Acting Manager of Corporate Communications
Re: 2016 Proposed Community Recognition Awards Plan
The Committee acknowledged that the new layout of the volunteer service awards
was much more meaningful for the organizations.
The Committee suggested that, going forward, the policy be changed so that
award categories not be named after individuals, and that any persons or
organizations wishing to donate funds for a specific award category could be
offered sponsorship opportunities for that year. It was further suggested that the
category recognition criteria wording for the three existing, individual name-related
awards—Achievement in Sports Award, Arts and Culture Award, and Good
Neighbour Award—be changed from “in honour of” to “inspired by”.
The Committee discussed aspects of the proposed sponsorship categories and
suggested that an approximate monetary value should be determined for each
sponsorship opportunity, that sponsorship recognition should be relative to the
donation amount, and that sponsorship packages, values and sponsor recognition
should be considered and approved by Council. Staff confirmed that a more
developed sponsorship package would be submitted for Council’s approval prior
to engaging with potential partners.
The Committee inquired about staff’s recommendation to seek feedback from key
stakeholders. The Committee requested that this reference be removed from the
Plan due to time constraints.
Community Recognition Review Ad Hoc Committee Meeting Minutes
Tuesday, October 27, 2015 Page 3 of 4
The Committee inquired about the criteria for the Corporate Social Responsibility
Award and indicated that they would like to investigate this further and agreed to
provide information to the group by the next day. The Committee requested that
this information be reviewed and approved by the Committee by email and that
the approved revisions be incorporated into the Plan.
The Committee inquired about the possibility of including alcohol at the Awards
event and staff explained the process and options. The Committee offered further
suggestions and agreed that should a full sponsor be available, alcohol may be
served at the event.
The Committee inquired about the expected number of event attendees and staff
estimated that approximately 150 people would be invited to the event. The
Committee discussed options for the event’s dress code and agreed that
“business casual” would be appropriate.
Moved by Diane Buchanan
Seconded by Brian North
THAT the memorandum regarding 2016 Proposed Community
Recognition Awards Plan be received; and
THAT the 2016 Proposed Community Recognition Awards Plan, as
amended by the Community Recognition Review Ad Hoc Committee, be
brought forward to the General Committee meeting of November 3,
2015, for Council’s approval.
CARRIED
6. INFORMATIONAL ITEMS
None
7. NEW BUSINESS
New Business Motion No. 1
Moved by Brian North
Seconded by Jo-anne Spitzer
THAT a policy be established by Council to eliminate the use of individual names
for Town-sanctioned awards.
CARRIED
Community Recognition Review Ad Hoc Committee Meeting Minutes
Tuesday, October 27, 2015 Page 4 of 4
New Business Motion No. 2
Moved by Tim Jones
Seconded by Brian North
THAT the mandate of the Community Recognition Review Ad Hoc Committee be
extended to permit the Committee to continue working on branding of the event and
to ensure a smooth transition into the Awards ceremony.
CARRIED
The Committee agreed to set the date for the next meeting following Council’s
approval of the 2016 Proposed Community Recognition Awards Plan.
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.
Attachments
Attachment #1 – 2016 Proposed Community Recognition Awards Plan
Attachment #2 – 2016 Draft Community Recognition Awards – Categories & Criteria