2014 Annual Volunteer Recognition Event

TOWN OF VIEW ROYAL FINANCE & ADMINISTRATION REPORT

TO: Committee of the Whole DATE: Dec. 4, 2013 FROM: E. Bolster, Deputy Clerk; S. Jones, Dir. Corp. Admin. MEETING DATE: Dec. 10, 2013

2014 Annual Volunteer Recognition Event

RECOMMENDATION:

THAT the Committee recommend to Council that the 2014 annual volunteer recognition event be a Sunday Brunch with a budget not to exceed $3,500.

CHIEF ADMINISTRATIVE OFFICER’S COMMENTS:

I concur with the recommendation.

DIRECTOR OF FINANCE’S COMMENTS:

I concur with the recommendation.

PURPOSE OF REPORT:

To seek support for an alternative annual volunteer recognition event.

BACKGROUND:

At the January 8, 2013 Committee of the Whole meeting, a report was considered that outlined cost savings proposals for the annual volunteer recognition event to better reflect budgetary pressures. The Committee discussed various options for alternatives to the event and confirmed that some of the options explored in that report could be considered in future budget years.

With 2014 budget work underway, and changes to the business operations of the usual service provider as well as changes in liquor licensing, it is important to once again consider alternatives to the approximately $8,000 dinner banquet format.

DISCUSSION:

There are several options available that would see the Town continue to express its appreciation to volunteers in both a tasteful and thoughtful manner:

1. Catered Afternoon Reception This type of event could be held in the Council Chambers in the late afternoon (for example, 3:00 p.m. to 5:00 or 6:00 p.m.). This event could be more of a drop-in social or open house type format for the volunteers. Council members could be on hand to greet and engage with the volunteers. It is proposed that the reception would consist of finger foods as well as tea and coffee, similar to the extremely well-received inaugural reception held at the Town Hall in December 2011 and the reception component of the 25th Anniversary Council meeting that occurred on December 3, 2013. An alternative site that could be considered for this type of event would be at a local restaurant.

   The estimated cost for this type of reception is approximately $3,000, representing a savings of $5,000 in comparison to the annual dinner.

2. Refreshments & Training This type of event would see a professional trainer/speaker come and provide a “value added” component to an evening event – for example, volunteers may appreciate learning about communication skills in group meetings. Light refreshments could be provided such as tea/coffee, fruit and some desserts. While more costly – at approximately $5,000 – than providing an afternoon reception, this initiative would be less costly than a catered dinner format – resulting in savings of approximately $3,000. As well, this event, combines social interaction and the “takeaway” messages from a speaker that could enrich the lives of volunteers and the work they undertake. This event could require rental of a space, dependent on the number of participants, which would increase the estimated cost of $5,000.

3. Sunday Brunch at a Local Restaurant This type of event would include a sit-down hot breakfast/brunch type of menu for the volunteers. Like the dinner banquet, it would be an opportunity to dine with the volunteers and would provide for social interaction. This option would cost approximately $3,000 - $3,500, resulting in a savings of $4,500 to $5,000 in comparison to a dinner. Staff costs, facility rental and entertainment costs could be reduced or eliminated with this option.

   The Four Mile Restaurant can accommodate approximately 75 people or up to 100 people if split between the restaurant and the tea room. They provide a set menu for the brunch which includes three main entrée options plus beverages for $16.75 per person plus taxes and gratuity.

   The Six Mile Pub can accommodate up to 370 people and offers a Sunday brunch buffet with thirty-eight items for $16.95 per person plus taxes, gratuity and beverages.

CONCLUSION:

All of the options provide a tasteful approach to recognizing the commitment made by volunteers and at the same time seek to find cost savings in entertainment, staff time, facility rental and food/beverage provision. It should be noted that the two options with early start times – options 1 and 3 above – may be appreciated by a good number of the volunteers who prefer to not be out too late in the evenings.

Based on the advantageous timing for a large number of volunteers and the cost savings, option 3 of the Sunday Brunch at a local restaurant is recommended by staff.

ALTERNATIVE TO THE RECOMMENDATION:

Council could choose to retain the current format of the annual volunteer recognition dinner. Accordingly, that recommendation would be as follows:

THAT the Committee recommend to Council that staff be directed to allocate up to $8,500 for the annual volunteer recognition dinner.

RECOMMENDATION:

THAT the Committee recommend to Council that the 2014 annual volunteer recognition event be a Sunday Brunch with a budget not to exceed $3,500.

SUBMITTED BY: E. Bolster, Deputy Clerk S. Jones, Director of Corporate Administration

REVIEWED BY: K. Anema, Chief Administrative Officer