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HomeMy WebLinkAboutCommunity Service Awards 01/30/2019Community Service Awards Committee Monday, January 30 2019 Present: Neil Rhein, Chair; Rose Kimmel; Lt. Roy Bain; Kara Griffin, Clerk; Teresa MuWE"pher George, Recorder; Ci_i=RKS OFFICE Guests: NoneI:'41 2UI9 MAR 2 I P .. �irlS-,h.CilU. � The meeting of the Community Service Recognition Awards Committee was tailed to order at 7:05pm by Chair Neil Rhein. Acceptance of Meeting Minutes *Motion to accept Minutes from October 24`h 2018 made by Ms. Griffin, 2nd by Lt. Bain PASSED 5-0 Christopher George details the Ranked Choice Voting process as decided on by the Committee. Worksheet of this process is attached. The Committee places there votes using their individual ranked voting sheets. All sheets have been compiled and are attached. Mr. Rhein opens the floor for discussion on the Committees votes. Lt. Bain says he was looking for someone that had a variety on their nomination forms because it shows a greater drive. Ms. Murphy says she felt a lot better about receiving more than just a parental nomination. Mr. Rhein agrees that there was struggle in judging the nominees when the nomination came from a parent. *Motion to accept votes as they stand made by Murphy, 2nd by Lt. Bain Vote 5-0 How to notify winners Mr. Rhein will try to get this on the agenda for the Select -Board meeting's Agenda for February 20`". Lt. Bain says if there is no deadline to meet, then to work with all three winners to find the best date. Ms. Murphy says this is February Vacation week. Mr. Rhein will outreach to the nominators first to identify the date. Ms. Griffin asks why not outreach to the winners first. Ms. Murphy says the idea would be almost trick the winner into going to the award ceremony as a surprise. Mr. Rhein says there will be food and drink and he'll plan to have it at the start of the meeting to avoid having the winners wait through the Select Board meeting. 1/30/2019 Mr. Griffin said she was late ordering plaques recently and it took a lot longer than she expected. She says to ensure there is enough time to order them within 3 weeks of the award ceremony. Lt. Bain says he likes the idea of small, glass, desk item that would be engraved. Mr. Rhein agrees with this idea. Ms. Griffin says she recently ordered those same style awards around $60-$75. She ordered them from CSF; located in Norton. Mr. Rhein will take lead on the awards. How to advertise Mr. Rhein asks if they should follow up with all nominators with a letter to encourage nominations for next year. Lt. Bain suggests doing a standard letter via the mail. Discussion is had on the verbiage of the nomination form. Current language says "Citizen or Citizens." These edits will be discussed at the follow-up meeting. Ms. Murphy expresses concern over defaulting nominees into the Lifetime category if they were nominated for both categories. Ms. Griffin says for students it should be considered of what's required for being a part of certain organizations. If they are only doing what's required or are they going above and beyond. Ms. Kimmel would like to see more criteria added to the nomination form to help better identify the amount of time someone invests. Mr. Rhein agrees with this and would like to better outline what the Committee is looking for from Nominators. Ms. Griffin suggests migrating to a public vote with a required why. Lt. Bain expresses concern over this as it could become a popularity contest. Ms. Griffin says that it would pull a lot more information on how someone volunteers and helps around the community. She says some people may know what someone does that someone else doesn't. Lt. Bain says it then comes down to the writing skill of the nominators. Christopher George suggests utilizing the Town Website and Facebook page for attaining this information. Lt. Bain says if we are requesting more information than the 750 word limit should be removed. The Committee agrees with this. The Committee goes over there second and third votes. Ms. Kimmel says another thing to consider is how much do the nominee's actions effect the Town of Mansfield as a whole. Some volunteer work provided is more on a regional or state level. Ms. Murphy suggests they try to make the process more anonymous to avoid personal conflict. She says she still may have recognized them just through their nomination forms. Ms. Griffin agrees with this and suggests the nomination forms be labeled by number for the Committee. Mr. Rhein also agrees with this and feels like this would be especially helpful for the Youth Nominations. Lt. Bain agrees with this. Christopher George says to funnel all nominations through an impartial 3`d party to label these nominations. Mr. Rhein says there is plenty of time to resolve this before the next meeting in the fall. Discussion is had on how to notify nominees that did not win the award. Mr. Rhein will write a letter to be sent to all nominees. The Committee agrees to this. Christopher George offers to have the letters available for signature at the meeting to be held before the Awards Ceremony. Mr. Rhein discusses scheduling a follow up meeting after the Awards Ceremony to work out these issues while the process is still fresh in everyone's mind. 1/30/2019 -,.�-. y, � r ✓ .� .:Y z mrn r .r > r w'? r t .- / ✓tom c„, None ..., .. Motion to adjourn the Community Service Awards Committee *Motion to adjourn made by Ms. Murphy, 2"d by Lt. Bain at 8:09PM Vote 5-0 PASSED Signature of Clerk 1/30/2019 -a ?�f) Date Approv6d