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Home My WebLink AboutCRPS-09-025 - Council Policy - Long Service AwardsREPORT Report To: Mayor C. Zehr and Members of Council Date of Meeting: March 2, 2009 Submitted By: R. Gosse, Director of Legislated Services/City Clerk Prepared By: R. Gosse Wards} Involved: n/a Date of Report: February 25, 2009 Report No.: CRPS-09-025 Subject: COUNCIL POLICY -LONG SERVICE AWARDS RECOMMENDATION: That Council Policy I-67 Award of Merit and/or Certificate of Service} dated, February 8, 1993, be repealed and replaced with Council Policy I-67 Long Service Award -Boards and Committees, dated, March 2, 2009 as attached to Corporate Services Department report CRPS-09-025. BACKGROUND: Each year Council recognizes the commitment made by citizens who have participated on various boards and committees by presenting either an Award of Merit or a Certificate of Service. The type of recognition is based on the citizen's accumulated years of service as per Council Policy I-67. The policy also stipulates exactly what the award will be; a framed parchment certificate or, a wooden plaque bearing an award of merit (on parchment}. Due to the way the policy is written, there is no opportunity to change the of awards given. REPORT: In preparing for the annual awards presentation staff had to look for another supplier for the required wooden plaques. In doing so found there were other options available for an award such as an etched glass award on a base similar to many of the awards the City has received over the past few years however; due to how the current policy is written, this option is not allowed. In addition, it was found that not only is the etched glass award arguably more ascetically pleasing and modern, depending on the number of awards required, the cost will be lower than the wooden plaques. Staff would like to proceed with changing the Award of Merit from the traditional wooden plaques to the etched glass award but in order to do so, the policy should be amended. In reviewing the current policy staff feel it should be updated to reflect changes that have taken place with respect to the advisory committees (committee chairs may or may not be a member of Council) and, the eligibility criteria should include a minimum number of years and number of meetings attended. Currently there is no minimum and in some cases the decision on whether an award is given is left to the Council representative and/or Mayor. It is being recommended that board/committee members must now serve at least 2 years ~1 term} and attend at least 70% of the meetings in order to receive a certificate of service. The proposed policy will still contain a clause that allows discretion on whether someone is to receive an award who doesn't meet the minimum requirements. The requirement of 2 years will reduce slightly the number of certificates given out each year. FINANCIAL IMPLICATIONS: Any cost savings either due to less certificates being presented or the change in type of award will be negligible. R. Gosse - Director of Legislated Services POLICY NUMBER: I-67 DATE: March 2, 2009 POLICY TYPE: BOARD & COMMITTEE SUBJECT: LONG SERVICE AWARD -BOARDS & COMMITTEES Purpose and Scope To recognize the commitment made by citizen volunteers who were appointed by Council to sit on City boards and committees except members of the Kitchener Downtown Business Improvement, Belmont Business Improvement, Grand River Accessibility Advisory Committee and, Kitchener Power Corporation. Criteria 1. The following recognition will be given to citizen volunteers appointed to Boards and/or Committees underthe jurisdiction of City Council: a) A Certificate of Service suitably displayed, for those whose accumulated service is at least 2 years and less than 5 years; or, b) An Award of Merit such as wooden plaque or other appropriate display for those whose accumulated service is 5 years or more. c) In addition, the citizen volunteer must have attended at least 70% of the regularly scheduled Board/Committee meetings. 2. The City Clerk or designate will consult with the Chair of each committee/board and the council representative to ascertain if there are any extenuating circumstances that should be considered in determining for eligibilityfor presentation. PrPSentatic~n 1. The above-noted recognition will be given to the citizen volunteer when they have met the criteria and are no longer appointed to a committee/board. 2. 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