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CR 96-17 Volunteer RecognitionJanuary 20, 1996 Primary Issues to Consider o Scope of the recognition o Nature of the recognition o Cost o Alternatives c &yJ. l/�.uu ew Eileen G. Harvala Community Relations Coordinator 1996 VOLUNTEER RECOGNITION 96 -17 Proposed Action Staff recommends adoption of the following motion: Set the date for Hopkins' volunteer recognition for Thursday, March 21: and conduct a buffet dinner. Overview The city of Hopkins traditional holds an annual volunteer recognition, honoring those people who serve on the city's advisory boards, commissions, and committees. Last year, the recognition was held in April to coincide with Minnesota Volunteer Recognition Weeks and National Volunteer Week. • Council Report 96 -17 Page 2 • Primary Issues to Consider Scope of the recognition o In 1995, the scope of the volunteer recognition was expanded to include the city's advisory boards, committees and commissions, city department volunteers, special project volunteers, Hopkins Area Arts Association, Hopkins Apartment Managers Association, County Road 3 Task Force members, Strategic Plan Review Committee, Yard Waste Seminar volunteers, Lone Oak Garden Club, and other gardeners. About 230 people and their guests were invited. Because of the in- creased number of people, it was decided to conduct a reception with hors d'oeuvres at a cost of $1,875. This did not work well. Many people did not understand why they were invited to the city's volunteer recognition. Many people did not respond to the invitation even after receiving a phone call from the city. There were too many people to honor in the reception environment; however, the city could not afford to have a dinner for the number of invitees. The April date of the event also did not work well because of conflicts with spring sports activities. This year, staff is recommending that the city return to the traditional recognition for the city's advisory boards, committees and commissions. The invitation list would include about 89 people and their guests. The List would include the following: • 7 current Charter Commission members • 4 Charter Commission members whose terms expired in November 1995 • 10 current Chemical Health Commission members • 7 current Human Rights Commission members • 3 Civil Service Commission members • 7 Zoning and Planning Commission members • 19 Neighborhood Advisory Board Commission members • 5 current Park Board members • 3 Park Board members whose terms expired in June 1995 • 3 Parking Committee members • 16 city staff members • 5 city council members Total = 89 people + guests = 178 people Other volunteers, if they have not done so already, will be given a personal letter of thanks from Mayor Chuck Redepenning. For example, the citywide open house volunteers have already received letters from the mayor, thank you notes from the city manager, and city of Hopkins pins. Natu of the Recognition o The board, commission, and committee volunteers will receive individual certificates and city of Hopkins pins. With Mayor Chuck Redepenning acting as master of ceremonies, the certificates will be presented by staff and city council liaisons. The liaisons also will recognize any support staff members present at the reception. Council Report 96 -17 Page 3 The recognition will begin at 6 p.m., with a cash bar available. The buffet dinner will begin at 6:30 p.m., and the recognition, itself, will begin at about 7 p.m. It will be held in the smaller banquet hall at the Hopkins House. Cot o If everyone attended the recognition, the cost is $17.95 per person for a total of $3,195. Typically, only about 75 people have attended the event, which would cost $1,346.25. The city must pay for a minimum of 50 people, which equals $897.50. In 1995, the recognition event cost about $1,875. Staff expects to spend about the same amount again this year, but won't have a more concrete number until the RSVPs return. Other costs include printing, certificate parchment, and decorations. Alternatives 1. Conduct a buffet for about 178 volunteers and guests at an estimated cost of about $2,000. 2. Continue for further discussion at the Feb. 13 work session.