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AGENDA - Community Recognition Review Advisory Committee - 20151013COMMUNITY RECOGNITION REVIEW AD HOC COMMITTEE MEETING AGENDA TUESDAY,OCTOBER 13,2015 3 P.M. LEKSAND ROOM AURORA TOWN HALL PUBLIC RELEASE October 8,2015 TOWN OF AURORA COMMUNITY RECOGNITION REVIEW AD HOC COMMITTEE MEETING AGENDA DATE:Tuesday,October 13,2015 TIME AND LOCATION:3 p.m.,Leksand Room,Aurora Town Hall 1.DECLARATION OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF 2.APPROVAL OF THE AGENDA RECOMMENDED: THAT the agenda as circulated by Legal and Legislative Services be approved. 3.RECEIPT OF THE MINUTES Community Recognition Review Ad Hoc Committee Meeting pg.1 Minutes of September 29,2015 RECOMMENDED: THAT the Community Recognition Review Ad Hoc Committee meeting minutes of September 29,2015,be received for information. 4.DELEGATIONS 5.MATTERS FOR CONSIDERATION Community Recognition Review Ad Hoc Committee Meeting Agenda Tuesday,October 13,2015 Page 2 of 2 6.INFORMATIONAL ITEMS 1.Memorandum from Manager of Long Range and Strategic Planning pg.4 Re:Community Recognition Awards Background Information RECOMMENDED: THAT the memorandum regarding Community Recognition Awards Background Information be received for information. 7.NEW BUSINESS 8.ADJOURNMENT TOWN OF AURORA COMMUNITY RECOGNITION REVIEW AD HOC COMMITTEE MEETING MINUTES Date:Tuesday,September 29,2015 Time and Location:3 p.m.,Tannery Room,Aurora Town Hall Committee Members:Councillor Tom Mrakas (Chair),Councillor Sandra Humfryes (Vice Chair)(departed 3:54 p.m.),Diane Buchanan,Steve Hinder,Tim Jones,Brian North,and Jo-anne Spitzer Members Absent:None Other Attendees:Councillor John Abel,Anthony Ierullo,Manager of Long Range &Strategic Planning (arrived 3:04 p.m.),Jennifer Norton,Web Services and Corporate Events Co-ordinator, and Samantha Yew,Council/Committee Secretary The Chair called the meeting to order at 3:03 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 Brian North Seconded by Tim Jones THAT the agenda as circulated by Legal and Legislative Services be approved. CARRIED Community Recognition Review Ad Hoc Committee Meeting Agenda Tuesday,October 13,2015 Minutes Page -1 -1 - Community Recognition Review Ad Hoc Committee Tuesday,September 29,2015 Page 2 of 3 3.RECEIPT OF THE MINUTES Moved by Jo-anne Spitzer Seconded by Brian North Community Recognition Review Ad Hoc Committee Meeting Minutes of September 15,2015 THAT the Community Recognition Review Ad Hoc Committee Meeting Minutes of September 15,2015,be received for information. CARRIED 4.DELEGATIONS None 5.MATTERS FOR CONSIDERATION 1.Round Table Discussion The Committee discussion included the following concepts: •Need for finding a better way to identify and recognize volunteers who are eligible for five-,ten-,and fifteen-year volunteer service awards; •Types of awards for time-based service; •Ceremony options for volunteer service awards; •Volunteer recognition throughout the year,and encouraging organizations to recognize those who have shown exemplary volunteerism; •Presentation of volunteer service awards at each organization’s Annual General Meeting,with assistance from the Mayor or Members of Council; •Naming of awards after past recipients and notable residents,and importance of explaining background of award and why recipient is receiving award; •Need for Community Recognition Awards to be a community-focused event and to align with the Town’s Strategic Plan,including a Parks and Recreation component; •Consideration of other Advisory Committees for awards such as Heritage, Accessibility,and Economic Development; •Importance of following procedure if there are any changes to the awards; •Involvement of past Citizens of the Year in award selection process;and •Involvement of Members of Council in presenting at the Community Recognition Awards ceremony. Community Recognition Review Ad Hoc Committee Meeting Agenda Tuesday,October 13,2015 Minutes Page -2 -2 - Community Recognition Review Ad Hoc Committee Tuesday,September 29,2015 Page 3 of 3 The Committee agreed that Town Hall is the preferred venue for the Community Recognition Awards ceremony.Staff confirmed that the Town Hall is currently booked for May 30,2016,for the ceremony,and the Aurora Seniors’Centre is booked as a back-up venue.Staff indicated that any changes suggested by the Committee would require Council approval,and the Chair proposed that the Committee prepare a plan by November 10, 2015. The Committee discussed various aspects of past formats and award categories,and requested further information including areas of the Strategic Plan that are pertinent to the Community Recognition Awards. The Chair encouraged the Committee to consider the options for appropriate award categories and event format in preparation for the next meeting. 6.INFORMATIONAL ITEMS None 7.NEW BUSINESS None 8.ADJOURNMENT Moved by Steve Hinder 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. Community Recognition Review Ad Hoc Committee Meeting Agenda Tuesday,October 13,2015 Minutes Page -3 -3 - MEMORANDUM DATE:October 13,2015 TO:Community Recognition Review Ad Hoc Committee FROM:Anthony Ierullo,Manager of Long Range and Strategic Planning RE:Community Recognition Awards Background Information RECOMMENDATIONS That the memorandum regarding Community Recognition Awards Background Information be received for information. BACKGROUND On September 29,2015,the Community Recognition Review Ad Hoc Committee requested that staff prepare the following information to assist in evaluating options for the upcoming Community recognition awards: 1.A summary/description of the current categories that were used in the 2015 Community Recognition Awards; 2.A summary/description of the categories used in the 2011 Community Recognition Awards;and, 3.A copy of the Strategic Plan with an analysis of potential categories that would align the awards with the Strategic Plan. In response,staff have attached a copy of the nomination package used in 2015 and 2011 respectively.The nomination package includes a description of each award category as well as a description of the nomination process. In addition,staff have attached a copy the Aurora Strategic Plan for the Committee to consider.The Plan is structured based on a sustainability theme and includes numerous links to community recognition.The Plan includes 7 guiding principles with the 4th principle focused on “Recognition and encouragement of community contributions and volunteerism. The plan includes the following actions related to community recognition: 100 John West Way Box 1000 Aurora,Ontario L4G 6J1 Phone:905-727-3123 ext.4742 Email:aierullo@aurora.ca www.aurora.ca Town of Aurora Administration Community Recognition Review Ad Hoc Committee Meeting Agenda Tuesday,October 13,2015 Item 1 Page -1 -4 - October 13,2015 -2- Continue to encourage and support the efforts of businesses and volunteers by recognizing outstanding community contributions Recognize corporate social responsibility in the Aurora business community Promote community involvement in environmental initiatives Continue to encourage and support the efforts of businesses and volunteers by recognizing outstanding environmental contributions As previously mentioned,the 2011 Community Recognition Awards were structured to better support the Strategic Plan. ATTACHMENTS Attachment 1 –2015 Community Recognition Awards Nomination Package Attachment 2 –2011 Community Recognition Awards Nomination Package Attachment 3 –Strategic Plan Community Recognition Review Ad Hoc Committee Meeting Agenda Tuesday,October 13,2015 Item 1 Page -2 -5 - T O W N O F AUR O R A100JohnWestWay, Box 1000, Aurora,ON L4G 6J1 Phone:905-727-3123 2015 COMMUNITY RECOGNITION AWARDS –CATEGORIES &CRITERIA Page 1 of 4 2015 Community Recognition Awards Nominations VOLUNTEER SERVICE AW ARD These awards are divided into five years,10 years,15 years and 20 or more years of continuous service to the Aurora community. Criteria: Nomination form must be accompanied by a letter of reference verifying the years of continuous service. YOUTH VOLUNTEER ACHIEVEMENT AWARD This award is presented to a young citizen for volunteer efforts (excluding school requirements)who has made a significant contribution to the community. Criteria: Nominee must be 19 years of age or younger and have volunteered on behalf of or within The Town of Aurora for at least two years. Nomination form must be accompanied by a letter detailing the nominee’s contribution. CIVIC APPRECI ATION AW ARD This award was established to recognize Aurora’s individuals and groups who have received provincial, national or international recognition. Criteria: Individuals and local organized groups must have been recognized for their achievements at a provincial,national or international level. Individuals must be residents of The Town of Aurora or own a business in The Town of Aurora that has been recognized for provincial,national or international achievements. Nomination form must be accompanied by a proof of the provincial,national or international recognition. OUTSTANDING ACHIEVEMENT AWARD –INDIVIDUAL This award is presented to an individual who has been outstanding in our community. Criteria: Nomination form must be accompanied by a letter detailing the individual’s contribution. OUTSTANDING ACHIEVEMENT AWARD –NON-PROFIT ORGANIZATION This award is presented to a non-profit organization that has been outstanding in our community. Criteria: Nomination form must be accompanied by a letter detailing the non-profit organization’s contribution. Attachment #1 Community Recognition Review Ad Hoc Committee Meeting Agenda Tuesday,October 13,2015 Item 1 Page -3 -6 - T O W N O F AUR O R A100JohnWestWay, Box 1000, Aurora,ON L4G 6J1 Phone:905-727-3123 2015 COMMUNITY RECOGNITION AWARDS –CATEGORIES &CRITERIA Page 2 of 4 2015 Community Recognition Awards Nominations GOOD NEIGHBOUR AWARD This award acknowledges and thanks those who continually demonstrate generosity,kindness and consideration towards their neighbours.This award was inspired by the late Frank Camenzuli who lived in Aurora for 45 years.He was the neighbour you could always count on.Whether your car wouldn’t start or your bicycle didn’t work,Frank would fix it.He was the neighbour who always said hello whether he knew you or not.Like Frank Camenzuli,there are many good neighbours among us who make a difference in our daily lives and our community. Criteria: This award will be presented annually to one resident of Aurora. Nominee cannot be an elected official,someone seeking elected office or employed by The Town of Aurora. Nominees will not be considered for this award if their nomination involved monetary compensation or fulfilling duties of their employment. Nomination form must be accompanied by a letter detailing the individual’s contribution. JOHNSON’S CULTURAL ACHIEVEMENT AW ARD Mr.and Mrs.Johnson lived in Aurora and were instrumental in developing the Arts in the Town of Aurora.Mr.Johnson led the Town Band and Mrs.Johnson taught arts and craft classes.This award acknowledges individuals or groups who have made a significant contribution to the community through the Arts. Criteria: Nominee must have made a significant impact on the Arts locally or provincially in the previous year. Nomination form must be accompanied by a letter detailing the individual’s or group’s contribution. QUARTER CENTURY ORGANIZATION This award was presented for the first time in 1993 and will continue to be presented annually to a deserving organization encompassing cultural groups,sports groups or service groups to recognize length of service in the community.The award specifically honours a quarter century of achievements. Criteria: Nomination form must be accompanied by a letter detailing the group or organization’s contribution. COMMUNITY ORGANIZATION OF THE YEAR This award is to be presented to a deserving group that has provided outstanding contribution,commitment and leadership to our community over the preceding year. Criteria: Nomination form must be accompanied by a letter detailing the organization’s contribution. Community Recognition Review Ad Hoc Committee Meeting Agenda Tuesday,October 13,2015 Item 1 Page -4 -7 - T O W N O F AUR O R A100JohnWestWay, Box 1000, Aurora,ON L4G 6J1 Phone:905-727-3123 2015 COMMUNITY RECOGNITION AWARDS –CATEGORIES &CRITERIA Page 3 of 4 2015 Community Recognition Awards Nominations BOB HARMAN MEMORIAL AWARD Bob Harman,a lifelong resident of the Town of Aurora,died at the early age of 42 in April 1977.Mr.Harman unselfishly gave of his time for more than 20 years.He was active all his life in baseball and hockey,both as a player and a coach.He served on the Town of Aurora’s Recreation Committee and other recreation-related committees.Mr.Harman was indeed a “Volunteer's Volunteer.” Criteria: Nominee must have made a distinct contribution to the field of recreation in The Town of Aurora. Nominee should have made a significant volunteer contribution to The Town of Aurora. Nominee should have demonstrated leadership and direction to the community. Nominee must have at least 15 years of continuous volunteerism ending no more than three (3) years ago. Nomination form must be accompanied by a letter detailing the nominee’s contribution. CITIZEN OF THE YEAR AWARD The Town of Aurora's Citizen of the Year Award is an annual event recognizing the exceptional contributions made by a local citizen to our community. The Citizen of the Year Award has been awarded by the Town of Aurora since 1970.The award recipient is selected by the Office of the Mayor in consultation with a small group of dedicated community volunteers who evaluate nominations submitted by residents. Criteria: Nominees must be a citizen of the Town of Aurora who are at least 16 years of age,excluding elected Members of Council or employees of the Town of Aurora. Nominations may be made by an individual citizen,a group of citizens,and/or a Town organization. Nomination form must be accompanied by a letter of no more than two pages,detailing the recent or ongoing activities or contributions of the nominee in the Town of Aurora.These activities should demonstrate all-round community involvement rather than a specific activity or contribution. *Special consideration may be given to nominees younger than 16 years of age,if the evaluation group deems such a nomination applicable and the nominee meets all other criteria. **The evaluation group will give priority to nominations that recognize a nominee’s recent or ongoing activities or contributions to the Town of Aurora.Special consideration may be given to posthumous nominations or to nominees whose activities or contributions occurred more than three (3)years ago,if the evaluation group deems such nominations applicable and the nominee meets all other criteria. Nominations will be accepted until Thursday,March 19,2015 at 2 p.m.All nominations must be submitted in writing to: Town of Aurora 100 John W est W ay,Box 1000 Aurora,Ontario,L4G 6J1 ATTENTION:JENNIFER NORTON 2015 COMMUNITY RECOGNITION AWARD NOMINATION Community Recognition Review Ad Hoc Committee Meeting Agenda Tuesday,October 13,2015 Item 1 Page -5 -8 - 2015 COMMUNITY RECOGNITION AWARDS –NOMINATION FORM 100 John West Way,Box 1000 urora,ON,L4G 6J1 ttention:Jennifer Norton Nominator: Organization Category: Volunteer Service Awards (5,10,15,20+) Johnson’s Cultural Achievement Award Civic Appreciation Award (individual or group)Quarter Century Organization Outstanding Achievement –Individual Outstanding Achievement –Not-for-profit Organization Citizen of the Year Award I Nominate: Please attach a letter detailing your nominee’s contributions and reasons for making this nomination. NOMINATIONS WILL BE ACCEPTED UNTIL THURSDAY,MARCH 19,2015 AT 2 P.M. Community Recognition Review Ad Hoc Committee Meeting Agenda Tuesday,October 13,2015 Item 1 Page -6 -9 - The Town of Aurora recognizes and honours our volunteers who help create a community where individuals, groups and businesses actively support the Town’s development and enhance the overall community. Do you know an individual,corporation or business group who deserves to be recognized for their outstanding contributions to our community?If so,please complete the nomination form below along with a related summary (see nomination form)and submit your signed form no later than Thursday,October 6,2011. Winners will be recognized at an event on Tuesday,November 29,2011. There are a number of categories to consider.Please see the list below for criteria details.Nominees must live,own a business,volunteer or go to school in the Town of Aurora. Volunteer Service Award Awarded to three volunteers in each of the Years of Service Category:10 years,15 years and 25 years and over. Youth Award Awarded to a youth 17 years and under who has dedicated his or her time to enhancing the quality of life for residents of Aurora. Environmental Award Awarded to an individual or organization that has made a significant contribution to the protection, preservation and conservation of our environment and green space in Aurora. Achievement in Sports Award Awarded to an individual who has made a distinct contribution to sports in Aurora. Arts and Culture Award Awarded to an individual or group that made a significant contribution to the enhancement of the community through support,or promotion of culture, music,visual,performing or literary arts. Community Organizer of the Year Awarded to an individual who made a significant contribution to a specific organization or event in Aurora. Accessibility Award Awarded to an individual,group or business that has contributed to the elimination of barriers for people with disabilities. Good Neighbour Award Awarded to an Aurora resident who has proven themselves to be a “good neighbour”by virtue of volunteerism,considerate actions and/or attitude. Not-For-Profit Organization Award A not-for-profit organization that has made a significant contribution to the enhancement of the community through their organization. IMPORTANT INFORMATION To be recognized for an award,the individual or group must live,own a business,volunteer or go to school in the Town of Aurora. On a separate sheet of paper please fill in as much information as you can pertaining to the individual or organization.No more than 200 words.This information will help the review committee make the final award selections. Nominations MUST be received on or before Thursday, October 6,2011. Please return all nomination forms and supporting documents to: Aurora Community Recognition Awards Town of Aurora 100 John West Way,Box 1000 Aurora,ON L4G 6J1 Attention:Jennifer Norton For further information please contact Jennifer Norton, 905-727-3123 ext.4232 or jnorton@aurora.ca Award presentations are by invitation only and will be held at Aurora Town Hall on Tuesday,November 29,2011. 100 John West Way, Box 1000, Aurora,ON L4G 6J1 Phone:905-727-3123 ext.4232 TOWN OF AURORA Office of the C.A.O. 2011 COMMUNITY RECOGNITION AWARDS Award Categories Attachment #2 Community Recognition Review Ad Hoc Committee Meeting Agenda Tuesday,October 13,2015 Item 1 Page -7 -10 - Please complete the following 2011 Community Recognition Awards Nomination Form.Please print clearly. On a separate sheet of paper no more than 200 words,please fill in as much information as you can pertaining to the individual or organization.This information will help the review committee make the final award selections. Nominees must live,own a business,volunteer or go to school in the Town of Aurora.Deadline for nomination submission is Thursday,October 6,2011. Date: Nominee Name: Address: Postal Code: Telephone (daytime): Telephone (evening): Email address: Category:Volunteer Service Award Arts &Culture Award Youth Award Community Organizer of the Year Accessibility Award Not-for-Profit Organization Award Environmental Award Good Neighbour Award Achievement in Sports Award Nominator Name: Address: Postal Code: Telephone (daytime): Telephone (evening): Email address: Signatures Nominee: Nominator: Please submit the signed and completed nomination form and information on the nominee by Thursday, October 6,2011 to:Aurora Community Recognition Awards,Town of Aurora,100 John West Way,Box 1000,Aurora,ON L4G 6J1,Attention:Jennifer Norton 1 Municipal Drive, Box 1000, Aurora,ON L4G 6J1 Phone:905-727-3123 ext.4232 TOWN OF AURORA Office of the C.A.O. 2011 COMMUNITY RECOGNITION AWARDS Nomination Form Community Recognition Review Ad Hoc Committee Meeting Agenda Tuesday,October 13,2015 Item 1 Page -8 -11 - In 200 words or less please provide as much information as you can pertaining to the individual or organization being nominated.This information will help the review committee make the final award selections. 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