Loading...
5.1. SR 05-09-2011^ ~~ Gtv o3 Elk -~.--~ River MEMORANDUM TO: Mayor and City Council FROM: Lori Johnson, City Administrator DATE: May 9, 201 I SUBJECT: Volunteer Utilization and Recognition Item # 5_1. The Mayor requested that a community volunteer of the month award program be established to recognize the many volunteers who give their time and resources freely to benefit the community. Attached is a draft recognition program for Council consideration. Under the proposed program, volunteers would be nominated and a committee formed by the Mayor would select the volunteer to be named Community Volunteer of the Month. Applications for the award would be available on the city's website, through various volunteer organizations, and at other locations throughout the city. The Volunteer of the Month would be recognized at a Council meeting and would receive a certificate or other similar token of appreciation as determined by the Council. If the Council approves this program, it could be implemented immediately. Further, staff was asked to identify possible tasks and projects that could be filled by volunteers. Attached is a list of tasks department heads and division managers identified as suitable for volunteers. As you can see, some of these are already being filled by volunteers. The 2010 Annual Report recognizes the volunteers and provides information on the number of hours contributed. Last year thousands of hours were volunteered to various city departments. Additionally, staff recently met with Charlotte Strei, Retired Senior Volunteer Program Coordinator to get advice on implementing a more robust volunteer program. Ms. Strei is a volunteer trainer with a wealth of information on engaging volunteers. She provided recommendations on risk management, ongoing management of volunteers including standards and processes, as well as insight on the availability of volunteers. We are prepared to put together a volunteer program to fill the volunteer opportunities that have been identified. However, first a job description for each volunteer position and a volunteer handbook need to be developed. Finally, the Council is asked to provide input on the Community Volunteer of the Month program. Upon Council approval of the program, staff will begin promoting it with the intent of recognizing the first volunteer in June. Staff will also begin drafting volunteer job descriptions and the volunteer handbook so we can begin expanding our use of volunteers. Mayor's Community Volunteer of the Month Award The Mayor's Community Volunteer of the Month Award is anewly-created opportunity to recognize Elk River Citizens for their volunteer contributions and commitments to community service. Volunteers from all areas of Elk River are eligible. The voluntary service demonstrated should be unpaid and not an employment responsibility. Mayor John J. Dietz, who established the recognition program, will honor the Community Volunteer award recipients at regular City Council meetings on either the 1~` or 3rd Monday of the month at 6:30 p.m. in Council Chambers, Elk River City Hall, 13065 Orono Parkway. Eligibility and Criteria for the Award The Community Volunteer of the Month nominee should be committed to making the City of Elk River a better community through voluntary personal service to meet community needs. The nominee will be considered based on initiative and good work achieved through volunteer service. Nominations should be made for direct service, board service, or administrative volunteering. Individuals may be nominated by an individual, agency, corporation, or organization. Nominees should serve an agency based in or around the City of Elk ]River. Tips for Completing the Nomination Form Your essay may want to address one or more questions, such as: • How many hours does the nominee volunteer per month? • Describe the need for the volunteer's service. • Did the nominee start a new program, use new methods to solve problems, initiate activities, or build collaboration with other organizations? Explain. • Describe the impact the nominee's service made to the community. You are encouraged to interview your nominee or get a quote from them on their thoughts about volunteerism, and giving back to their community. You can gain a deeper level of understanding about their service, reasons, motivation, and unique challenges or circumstances they face, or faced, when volunteering. Because this award program is ongoing, there is no deadline for submitting nominations. SEND TO: Mayor John J. Dietz Community Volunteer of the Month Nomination City of Elk River 13065 Orono Parkway Elk River, MN 55330 n:\public bodies\ciry council\counc$\mayor\dietz\mayot s volunteer of the month award.docx 201 I Mayor's Community Volunteer of the Month Award Official Nomination Form Nominee: Indicate Mr., Mrs., Ms., Miss Name: Address: City: Daytime Phone Number: ~'imoil ora~racr Please check the appropriate age classification for your nominee: ^ Youth (18 and under) ^ Young Adult (19-25) ^ Adult ^ Senior (55 and over) ^ Group Verification: To qualify, the nominee must have one reference who may be contacted to verify the scope and extent of the nominee's activities. Reference should be a person familiar with the community service activities for which the nomination is made and should not include either the nominee or any persons related to the nominee. The reference below must be someone other than the nominator. Reference: Name: Daytime Phone Number: Address: City: Agency/Organization: Nominator: Name: Daytime Phone Number: Address: City: Agency/Organization: Signature: State: Zip: State: Zip: State: Zip: n:\public bodies\ciry councfl\council\mayox\dietz\mayor s volunteer of the month awaxd.docx 201 I Mayor's Community Volunteer of the Month Award Please use the remainder of the page to highlight how your nominee volunteers to serve our community (format can be either typed or handwritten). Please limit your comments to 300 words or less; however, if more space is needed, one additional sheet of paper will be accepted. Do not submit supplementary material, such as news or magazine articles, awards, or personal transcripts. When completed, please review the nomination form. Check the box that best fits the nominee's volunteer activities: ^ Parks ^ Business ^ Church ^ Special Needs O Education ^ Elderly ^ Health/Hospitals ^ Food Bank ^ Shelter/Housing ^ Neighborhood ^ Sports ^ Youth ^ Arts ^ Philanthropy ^ Miscellaneous n:\public bodies\ciry council\council\mayox\dietz\mayox's volunteer of the month award.docx Department Listing of Current & Future Volunteer Activities Department Need Is need currently filled by Volunteer service? Finance -Scanning No, not currently. -Filin of invoices Pinewood -Golf instruction Yes, 9 volunteer golf instructors; approximately 200 hours/year. -Course clean-u STS cleans course ins rin and fall. Parks -Park maintenance Yes, numerous volunteers; scouts and school members; STS, -Admin. Assistance Wright County Probation, Faith in Action. -Shop and equipment clean-up -Ball field maintenance -Disc olf volunteer Recreation Current: Yes for current needs: numerous volunteers. -Adopt-A-Park -Youth sports parent coaching -Program guide delivery -Special events like Fright Night, Hillside Racing (course maintenance) --------------------- -------------------- Future Possible Activities: Develop these possibilities in the future. -Park Ranger/Patrol -Teen leaders in training -Office support at LPC -Delive of romotional materials Activity/Senior ~ -Activity Leader Centers Advisory Council -Baker -Bingo Helper -Blood Pressure checker -Bone builders leader -Computer assistant -Computer mentor/club leader -Craft Assistant -Craft group facilitator -Director's assistant -Entertainer -Light maintenance/repair -MAC/NAPS driver -MAC/NAPS volunteer -Newsletter Assembler -Quilt Maker -Reader's Theater Assistant Coordinator -Reader's Theater Case Member -Reader's Theater Coach -Reader's Theater Special Projects -Scrapbook Volunteer -Silver Stars -Silvertones Director/Accompanist -Silvertones/Bell Ringers -Special Events Volunteer Yes; currently have job descriptions in place for all these positions. Receive volunteer hours from RSVP volunteers as well as residents in the community. 2 Police -Police Reserve -15 members Currently receive. Department -ER High School Car wash crew - 2 teams wash squads and keep garage clean. -Retired citizen -phone calls to area businesses updating keyholder list ------------------ Future Needs: --------------- Develop these possibilities in the future. -Volunteer Historian(s) -retired history teacher to go through archives (city and newspaper) compiling, organizing, and printing significant historical city events. -Volunteer Couriers -using city car to run mail, pick up supplies, pick up vehicle parts, deliver council packets, deliver mail/packages to other cities or entities. Environmental Future Needs: Currently not in place. -Develop a volunteer program to deal with removal and control of invasive trees and shrubs in city parks and other public areas, i.e. European Buckthorn. Street Dept. -Compost drop off area monitoring. No; develop possibilities in the future.