HomeMy WebLinkAbout7.1 NominesCitizenofYearCITY CLERK
' AGENDA STATEMENT
CITY COUNCIL MEETTNG DATE: December 16, 2003
SUBJECT:
Guidelines and Criteria for Judging Nominees for Citizen of the
Year and Organization of the Year
Report by Citizen & Organization of the Year Council Sub-
Committee (Mayor Lockhart and Cm. McCormick)
ATTACHMENTS:
1) Timeline for Activities
2) General Criteria to be used for judging nominations and
Judging Guide
RECOMMENDATION:
Discuss and approve timeline and criteria for selection of Citizen of
the Year and Organization of the Year - OR - provide other
appropriate direction to Staff
FINANCIAL STATEMENT:
Sufficient funds have been included in the FY 2003-04 City Council
Community Promotions Budget
DESCRIPTION: In January of 2003, the City Council received a report which
evaluated the City's Volunteer Recognition Celebrations held in October of 2002 and 2001. At that time,
the City Council approved several changes proposed by the Council Subcommittee, one of which included
moving the annual event to the last Thursday in February in futuxe years. The Council also agreed to
continue to include the Citizen and Organization of the Year as part of the Volunteer Recognition Dinner
evem. A suggestion was proposed at that time that a report be brought back to the Council with
evaluation criteria and/or an evaluation point system for reviewing applications. Written criteria will
assist the judges in evaluating each nominee fairly, based on the materials submitted.
The General Criteria for Judging includes:
ACHIEVEMENT - The nomination must reflect the actual accomplishments achieved through voluntary
service during the past calendar year.
COMMUNITY NEEDS - The volunteer community service must address unmet human, educational,
health, environmental, quality of life or public safety needs.
INNOVATION - Activities should reflect innovative or unique approaches to identifying and solving
problems in the community.
COPIES TO: ~
ITEM NO.
MOBILIZATION - Activities should include opportum2ies for mobilizing other groups or volunteers.
ONGOING INVOLVEMENT - The voluntary community service must be hands-on and ongoing rather
than a one-time activity, with.the exception of outstanding service for short-term crisis situations, or
special projects.
LEADERSHIP - The nomination should demonstrate inspiration and leadership in the pursuit of action
within an organization or one who represents a positive image of volunteer service to the community.
This criteria will be listed on the back of the nomination forms/applications for both the Citizen of the
Year and Organization of the Year to be distributed beginning January 5, 2004.
The Judging Guide for each nominee will be:
Time and effort spent on project
Overall relevance and importance of activity to
the community
Originality and uniqueness of effort
Overcoming a difficulty in accomplishing the
project
Resource utilization, i.e. volunteers, funds,
public interest, etc.
Fair Good Excellent
(1-3) (4-7) (8-10)
Individual nominations are restricted to Dublin residents 18 years of age or older.
Nominated organizations must be based in Dublin and at least 50% of membership must be Dublin
residents.
In summary, the Council Subcommittee requests that the City Council discuss the above criteria and
judging guidelines and authorize Staff to proceed with preparations in order to announce the winners of
the Citizen of the Year and Organization of the Year at the Volunteer Recognition event on February 26,
2004.
December 5
TIMELINE FOR
CITIZEN/ORGANIZATION OF THE YEAR ACTIVITIES
Prepare Agenda Statement for Committee (Mayor Lockhart & Cm.
McCormick) to discuss with Council at the December 16th meeting, criteria
and an evaluation point system for use by judges in reviewing applications
to determine winners, of Citizen & Organization of the Year
December 16
Establish time table for sequence of events
Update address list of non-profit groups
Prepare letters for signature by Mayor Lockhart & Cm. McCormick
Prepare Press Release
Update Nomination Forms (incorporating new guidelines & criteria for
nomination/selection)
January 5
January 22
January 22
January23-30
Photo copy ali documents
Letters to be on City letterhead paper
Citizen Nomination Form - run on blue paper (w/ criteria listed on reverse)
Organization Nomination Form - run on green paper (w/criteria listed on reverse)
Stuff and mail letters/forms to everyone on mailing list (approx. 120)
Fax Press Release to appropriate agencies
Deliver quantities of forms to agencies listed in letter
Deadline for nominations (3:00 p.m.)
Make copies of all nomination forms for .Mayor Lockhart & Cm. McCormick
Committee arranges for judging and selection of winners
February 2
February 2-6
Committee notifies City Clerk of winners
City Clerk coordinates preparation of Certificates for all nominees and begins
working on Proclamations for winners
February 6
February 11
February 17
Ail nominees listed on City Council agenda for February 17th meeting
Agendas distributed for February 17th meeting. (CTV will contact nominees)
Nominees recognized at City Council meeting & Certificates presented
Nominees polled regarding which groups should receive $250 in the event they
are selected as winners
February26
Winners announced at Volunteer Recognition Event (location TBD)
Proclamations and check for $250 presented to winners
March 1
March 13-14
March 17
City Clerk arranges for preparation of plaques and inserts for perpetual
plaque in Council Chambers
City Clerk makes 2 reservations for each winner to attend the chamber of
Commerce luncheon as guests of the City
Committee coordinates arrangements with Lion's Club and Parks &
Community Services Department regarding logistics for winners to
participate in St. Patrick's Day parade and celebration
Winners participate in St. Patrick's Parade and Celebration
Mayor presen{s plaques to winners at Chamber of Commerce, luncheon
Attachment I
APPLICATIONS WILL BE JUDGED ON THE FOLLOWING CRITERIA:
Achievement - The nomination must reflect the actual accomplishments achieved
through voluntary service during the past calendar year.
Community Needs- The volunteer community service must address unmet human,
educational, health, environmental, quality of life or public safety needs.
Innovation- Activities should reflect innovative or unique approaches to identifying and
solving problems in the community.
Mobilization - Activities should include opportanities for mobilizing other groups or
volunteers.
Ongoing .Involvement- The voluntary community service must be hands-on and ongOing
rather than a one-time activity, with the exception of outstanding service for short-term
crisis situations, or special projects.
Leadership - The nomination should demonstrate inspiration and leadership in the pursuit
of action within an organization or one who represents a positive image of volunteer
service to the community.
Individual nominations are restricted to Dublin residents 18 years of age or older.
The Judging Guide for each nominee will be:
Fair
(1-3)
I.Time and effort spent on project
2. Overall relevance and importance of activity
to the community
3. Originality and uniqueness of effort
4. Overcoming a difficulty in accomplishing
the project
5. Resource utilization, i.e. volunteers, funds,
public interest, etc.
Good Excellent
(4-7) (8- 10)
Nominated organizations must be based in Dublin and at least 50% of membership must
be Dublin residents.
K2 fF /eorresl2OO3/citznyr/feb-2OO4lcn' teria, doc
Attachment 2