TOWNSHIP OF ESQUIMALT STAFF REPORT
MEETING DATE: July 22, 2024 Report No. ADM-24-041
TO: Council
FROM: Vicki Gannon, Director of HR and Community Relations
SUBJECT: Community Volunteer Recognition
RECOMMENDATION:
Recommendation
That Council:
1. Approve the volunteer groups identified in Staff Report ADM-24-041 for invitation to the annual volunteer recognition event;
2. Direct Council Liaisons to formally recognize the community volunteer groups that they are appointed to annually on behalf of Mayor and Council; and,
3. Approve the changes to PER-07 Community Volunteer Attraction and Policy.
Body
EXECUTIVE SUMMARY:
During a Council meeting held on January 29, 2024, Council approved staff organizing an annual volunteer recruitment event, that staff continue to recognize volunteers within Emergency Management through both an informal summer and a formal winter event, and further that staff recognize other volunteer groups by holding an annual recognition event. What was not determined was who, in terms of volunteer groups, would be invited to the annual event.
BACKGROUND:
Since 2008, volunteers have been formally recognized by attending an annual event. Up until 2017, the volunteer groups invited were limited to those volunteers on Council Committees, and staff-led volunteer groups (Emergency Services and Archives). Over the years, more and more volunteer groups were invited, with 19 groups being invited in 2023.
ANALYSIS:
Since the invite list was expanded, and because there is currently no specific rationale as to who should be invited, some volunteer groups were unintentionally missed, leading to disappointment and perceived favoritism. Further, the attendee list grew significantly, resulting in the event moving from volunteers plus a guest being invited, to volunteers only. Costs have also increased substantially.
Volunteer groups and volunteers are now being recognized in a more fulsome manner. Volunteer groups are invited to participate in the annual volunteer recruitment fair, where Mayor and Council acknowledge and give thanks to the volunteers, prizes are presented, and snacks and refreshments are offered. While there is a staff table where Committee work is advertised and showcased, this event is not attended by volunteers sitting on Council Committees.
The Township now has a dedicated page to promote the volunteer groups, and Township staff are also recognizing volunteers through spotlights and short stories on the Township’s website, digital channels and the community newsletter.
Volunteers within Emergency Services are being recognized with two annual events: an informal summer event, and a more formal winter event. Going forward, Mayor and Council will be invited to these events, at least once annually, to acknowledge and thank the volunteers within Emergency Services.
Based on the above, staff are recommending that Council revert to previous practice and invite those volunteers from Archives and on Council Committees.
OPTIONS:
The following options are available for Council’s consideration:
1. Approve the volunteer groups identified in staff report ADM-24-041 for invitation for the annual volunteer recognition event; direct Council Liaisons to formally recognize the community volunteer groups that they are appointed to annually on behalf of Mayor and Council; and, approve the changes to PER-07 Community Volunteer Attraction and Policy.
2. That Council request additional information and provide staff with alternate direction.
COUNCIL PRIORITY:
• Diversified & Thriving Economy
• Engaged & Healthy Community
• Good governance & Organizational Excellence
• Strong Relationships & Partnerships
FINANCIAL IMPACT:
The current budget includes $12,000 annually for a volunteer recruitment event, and a volunteer recognition event. Should the invite list remain the same as 2023, staff may be required to request additional funds for 2025 and beyond.
COMMUNICATIONS/ENGAGEMENT:
• The updated policy will be shared with staff via the Township intranet and posted on the website on a dedicated volunteer page.
• Staff will continue to market and communicate volunteer events, and will use social media and other communication channels; and
• Staff will send out invites to those volunteer groups as approved by Council to the October 5, 2024 recognition event.
TIMELINES & NEXT STEPS:
Once Council provide direction to staff, the policy will be updated and posted, and invites to volunteer groups will be sent for the annual recognition event to be held on Saturday, October 5, 2024 from 11:00 to 14:00 at CFB Esquimalt, Ward Room.
REPORT REVIEWED BY:
1. Ian Irvine, Director of Finance, Reviewed
2. Deb Hopkins, Director of Corporate Services, Reviewed
3. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
1. Community Volunteer Attraction and Recognition Policy with recommended changes.
2. Listing of Invitees for the 2022 & 2023 Volunteer Recognition Event and Attendees of the 2024 Volunteer Recruitment Fair.