MEMORANDUM

To: Loranne Hilton, File: 0220.04 Chief Administrative Officer Date: May 11, 2017 From: Tina Neurauter, Corporate Officer

Subject: Strategic Plan Item – Recognition Event

RECOMMENDATION That Council receive the report from the Corporate Officer dated May 11, 2017 regarding Strategic Plan Item – Recognition Event and provide staff with direction regarding a Volunteer Recognition Event. STRATEGIC PLAN ITEM Healthy Community

Priority Deliverable

Volunteer Appreciation Report to Council on options available and current policy or motions regarding this

BACKGROUND In April, 2008 Council adopted a Recognition Policy whose purpose states:

The District of Highlands values the efforts of individuals or families who have significantly contributed to the District of Highlands. Council wishes to provide recognition awards to these outstanding citizens. Council has established this policy to ensure that recognition is available to qualifying recipients and that awards are made in a fair and consistent manner.

The policy was provided to Council for adoption by the Community Infrastructure and Services Committee (CISC). CISC at the same time recommended to Council that a Community Recognition Day should be held each year (in the summer months) to honour the many volunteers of Highlands. The minutes of that meeting also included a further suggestion that Council consider mailing out the recognition form annually with tax notices (this does occur), and that the annual appreciation event be catered with light refreshments and that the list of volunteers include such groups as: HDCA, HHPS, Broom Bash, Roadside Cleanup, Santa Parade, Committee members, Fire Fighter Volunteers, etc. As stated above, Council approved the recognition policy and requested further advice from CISC with respect to the Recognition Event.

To Council May 15, 2017

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Memo – Volunteer Recognition Event – Strategic Plan Page 2 In October, 2009 CISC provided Council with the following recommendation:

THAT the Committee recommends that Council present recognition awards at a Council meeting until such time as a large venue is available. THAT staff compile a list of all volunteers in the Highlands by contacting the volunteer organizations annually for their lists of volunteers. As well, those organizing the Highlands’ Market, the Coffee House, the Teen Drop-in Centre, the Highland Fling and other event organizers should be contacted. THAT a recognition event for all volunteers be a catered afternoon tea event. Volunteers should be invited by mailed invitations. The event would be an outdoors event until a large enough venue is available to hold an indoor event.

Council in November 2009 passed the following motions: That Council present recognition awards at a Council meeting until such time as a large venue is available for a more formal recognition event.

That staff compile a list of all volunteers in the Highlands by contacting the volunteer organizations annually for their lists of volunteers. As well, those organizing the Highlands’ Market, the Coffee House, the Teen Drop-in Centre, the Highland Fling and other event organizers should be contacted. That a recognition event for all volunteers be a catered afternoon event. Volunteers should be invited by mailed invitations. The event would be an outdoors event until a large enough venue is available to hold an indoor event.

PAST and CURRENT PRACTICE Staff acknowledges that the Volunteer Appreciation event has occurred in the last year of Councils term in office, as was directed to staff. Volunteer Appreciation is or has been:

An annual sit-down dinner for all Volunteer Fire Fighters and their guest. Council members and the CAO attend.

In July, 2011 a catered evening event (with appetizers, refreshments and dessert) was held at the School house, recognition certificates were handed out to all volunteers in attendance (volunteers included: Emergency Program, HDCA, HHPS, CCTF, CISC, FESC, Fire Department, coffee house organizer, and a few other community volunteers approved by Mayor), those not in attendance were mailed a certificate. Cost for event $1,690.75.

In October, 2014 a catered evening event (as above) was held at the Community Hall, recognition certificates were handed out to all volunteers (as above) in attendance, those not in attendance were mailed a certificate. Cost for event $1,280.42.

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Memo – Volunteer Recognition Event – Strategic Plan Page 3 BUDGET IMPLICATIONS The 2017 Budget includes $5,000 for community celebrations – it appears historically that the annual budget includes this amount. This amount would cover an annual event, similar to those previously held, should Council wish to proceed that way. The 2017 Budget includes $7,000 for the Fire Department annual event.

INFORMATION WITH RESPECT TO OTHER LOCAL GOVERNMENTS

The table below reflects what other local governments do for their volunteers (not everyone responded to request) Organization Event Guest (?)

Central Saanich Combined with Inaugural Council meeting – light refreshments served

City of Colwood Annual winter dinner event Yes - + 1

CRD Varies (due to so many areas) – but may include: Annual dinner Annual lunch

Esquimalt Annual dinner held during Volunteer Week Yes - +1

Oak Bay Annual dinner Yes - +1

Sidney Invited to Special Council meeting in December where committee appointments are announced and recognized for their work – light refreshments served

Sooke Recognition Ceremony every few years (?)

View Royal Annual dinner Yes - +1

OPTIONS FOR CONSIDERATION 1. Council may wish to continue current practice. Event held at the community hall

in Council’s last term of office (currently every 4 years) for all volunteers. A catered event with appetizers, refreshments and dessert. All volunteers invited (and Council members)

2. Council may wish to hold the event every year as above

3. Council may wish to hold the event annually as above and to also include an invited guest of the volunteer

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Memo – Volunteer Recognition Event – Strategic Plan Page 3 4. Council may wish that the event be held annually, but to be a sit-down dinner and

to include a guest of the volunteer. This may or may not include the firefighters

6. Council may wish to provide alternate direction to staff.

7. Council may wish to receive the report Respectfully submitted, CAO Concurrence

Tina Neurauter Loranne Hilton Corporate Officer Chief Administrative Officer

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