2000-10-05 - Civic Involvement & Recognition - Minutes Board or Commission: ❑ civic Involvement&Recognition Commission u
Document Type: ❑A e
g nda 0 Minutes
Meeting ate: 10/05/2000
Type of Meeting: ❑ Regular Meeting
CIVIC INVOLVEMENT AND RECOGNITION COMMISSION
OCTOBER 5, 2000
MINUTES
The meeting of the Village' s Civic Involvement and Recognition Commission was
called to order by Temporary Chair Popper at 7:30 p.m. Those in attendance
were:
Diane Popper Chuck Johnson
Scott Cutler
Lynne Schneider Bill Brimm
Monyca Price Flack
Zill Khan
Approval of Minutes-September 11, 2000:
The minutes were distributed for review. There were some minor changes and
with those changes made, it was motioned and seconded to approve same as
amended. Motion was approved unanimously. It was also noted that initially,
major decisions of the Commission will not occur unless there is a membership
quorum present.
Distribution of Commission Membership Roster:
A revised membership roster was distributed and it was suggested that e-mail
addresses be added and again released. This will be done as suggested and
Bill Brimm will set up a group designation within the Village' s e-mail system
to distribute material in that fashion. Further changes are anticipated and a
final list will be distributed in November.
Inventory of Community Organizations:
A revised draft of the letter and information form was reviewed for comment.
It was noted that it will be mailed to organizations the week of October 11th.
A change was made to add the Commission' s Mission Statement along with some
minor wording suggestions. The Commission members asked for a copy of the
initial list of organizations that will receive the mailing and this will be
sent out concurrent to the general mailing. The intent of the letter is
toward the primary organizational level and a request will be made to ask that
sub-groups within the primary organization receive and respond in order to
obtain the best results.
Mission Statement:
The Commission reviewed the draft Mission Statement, which reads as follows:
The Buffalo Grove Civic Involvement and Recognition Commission' s
mission is to promote and recognize volunteer service within our
community.
While developed at the September 11th meeting, the Commission formally adopted
the Statement as stated. As suggested, it will be incorporated into our
initial external mailings for information.
Memorial Policy:
Further discussion took place on this matter. As the Commission develops an
internal work plan, this subject may be assigned to a sub-committee for review
and recommendation. There are many options in this area and it is believed
that some type of guidelines should first be developed on the matter of
memorials. It was also suggested that the term "memorial" may not be
appropriate in that it tends to recognize someone that is deceased and
recognition of what is being considered here is intended to go beyond the
deceased. This item will be tabled in order to collect information and to
determine the scope of recognition (deceased/living or both) .
Assignment of Commission Member Jobs:
In the absence of Chair Ungerleider, this matter was tabled pending
clarification of the Chair' s ideas.
Other Business:
The following was discussed:
1. As the mailing develops, use best attempts to find other
organizations to solicit information from.
2. It was suggested that an objective of the Commission should be to
coordinate and become a resource when an organization desires to
contribute material or services but does not know what other such
group may be in need of that good or service. This might entail
the establishment of a database of those that need matched to
those that want to donate, a referral match service.
3. It was suggested that a referral could be a service of this
Commission but would be best handled between organization rather
than with individuals. Dealing one-on-one with individuals would
be best left to community organizations that specialize in that
type work and the Village' s role should be left to coordinating at
the primary level of those in need with those that have.
4. It was suggested that initiatives of this type should remain as
local as is possible in order for benefit to be realized by
individual and organizations within Buffalo Grove.
5. If at all possible, a calendar of organizational events should be
posted within the Village' s media outlets to keep the community
aware of those events and possibly the reason for the activity
(fund raising, collection, etc. )
6. Some primary ideas for the Commission to develop it' s work efforts
could include, but not be limited to, getting a database of
organizations developed; establishing guidelines and criteria for
individual/organization recognition (who, what, why, when, how) ;
finding ways to get people involved.
The subject of recognition was discussed at length by the Commission. Some
considerations are:
Involvement:
Develop a system of matching; acting as a clearinghouse for information.
Use the results of the primary/secondary organizational survey to
establish a program of recognition, and possibly whether such a program
is needed.
Open avenues of communication through and with an appropriately designed
database and communication outlet(s) .
Establish a community calendar.
Use all available, and appropriate, media outlets to direct donations of
an organizational nature or to inform of the matching intent-need versus
have.
Recognition:
What types of efforts are recognized-sports, award recipients,
volunteers, heros, personal or business milestones, business or
organizational involvement, matters that support issues of Village
pride?
The issue of establishing criteria will be important. What will be the
lowest organizational level accepted in matters of recognition? Will it
be important to avoid "secret agendas" in recognizing individuals or
organizations? Will "resume fluffers" be avoided as well as those
attempting to promote special issues? All these type issues need to be
discussed.
Possibly a sub-committee will be formed to make recommendations on
matters of formal recognition.
It was suggested that before the holidays that a public relations piece be
prepared, using Village media outlets,
encouraging volunteerism as well as other
matters of public service.
Next Meeting Date:
The next meeting of the Commission will be Thursday, November 9th at 7:00 p.m.
in the Village Hall, which will be the revised time that meetings will be
called to order.
Respectively Submitted,
William H. Brimm
Staff Liaison