Manual

Chapter 1- PROGRAM INTRODUCTION

Program introduction 1

Chapter 2- NOMINATIONS

Eligibility 2

Award cycle 2

Partnership drop-off locations 3

Mail-in nominations 4

Telephone nominations 4

Electronic nominations 5

Chapter 3- SELECTION PROCEDURES

Selection Committee 6

Initial nomination screening 6

Review by Inspections Department 7

Owner contact 7

Site visit and evaluation 7

Ranking of nominations 8

Selection by Commissioners 8

Chapter 4 – Award procedures

Recipient notification 10

Commission meeting announcement 10

Letter and certificate presentation 10

Media release 11

Chapter 5 – Publicity

General public awareness 12

Monthly selections 12

Partnership recognition 12

Chapter 6 – Signs

Description 14

Placement at award site 14

Removal from award site 14

Off-season utilization 15

Chapter 7 – Awards

Letter 16

Certificate 16

Prizes 16

Chapter 8 –partnerships

Nomination drop-off locations 17

Award contributions 17

Publicity contributions 17

Resource contributions 18

Chapter 9 – Program documentation

File location 19

File access 19

File retention and disposition 19

APPENDICES

Nomination form A1

Selection / evaluation form A2

Grading form A3

Review committee worksheet A4

Award letter A5

Award certificate A6

Chapter

NOMINATIONS

Eligibility

ll residential and commercial property within the Clovis city limits are eligible for participation in the Clovis Residential & Commercial Pride of the Month Program. The existence of code violations, as determined by the City of Clovis Inspections Department, will be grounds for disqualification. Such disqualification will continue for the duration of the code violation. A property can be a monthly award recipient only once during a calendar year. All nominations not selected for recognition will continue to be evaluated in subsequent months during the annual award cycle.

Residential properties will generally be considered as those residential properties occupied by a single family. All nominations, grading, selection, and recognition will be as though the occupant were the owner.

Commercial properties will generally be considered as all other properties including retail, industrial, religious, mobile home parks, and multi family units. In the case of multi family units situated in a multi unit complex, each individual structure will be considered as an eligible commercial property. All nominations, grading, selection, and recognition involving a multi family unit will be as though the party responsible for the maintenance and upkeep of the property were the owner.

Award cycle

he active recognition period for this program will be during the summer months from May through October. The off-season will be during the winter months of November through April. During the summer months, nominations will be accepted and processed in six distinct monthly cycles. The monthly implementation of the program is scheduled to result in the selections being announced during the second regular City Commission meeting of the month.

To facilitate the monthly cycles of the program the Activities subcommittee of Clovis Pride should adhere to the following timeline. For the program to be successful, it is imperative that the selection process be completed prior to the second regularly scheduled City Commission meeting.

Nomination cut-off	Announcement minus 10 days (Mon.)
Initial review and nominee contact	Announcement minus 9 days (Tues.)
Review by the Inspections Dept.	Announcement minus 8 days (Wed.)
Site visit and grading	Announcement minus 6 days (Fri.)
Final selection committee review	Announcement minus 3 days (Mon.)
Selection by Commissioners	Not later than the day before selectee announcement
Announcement of selectees	Second regular City Commission meeting of the month
Sign placement / removal	Friday after selectee announcement

Drop-off site

rop-off site for nominations will be at the Parks and Recreation Department offices, located at 500 Sycamore Street. The offices are open Monday – Friday, from 7:00 am to Noon & 1:00 pm to 4 pm.

Mail-in nominations

ail-in nominations may be made by mailing a completed nomination form to Clovis Pride, c/o City of Clovis Parks and Recreation Department, 500 Sycamore Street, Clovis, NM 88101. The Administrative Assistant to the Parks and Recreation Director, will hold the mail-in nominations until they are needed by the review committee for evaluation.

Electronic nominations

lectronic nominations may be made by sending a fax to the City of Clovis Parks and Recreation Department office at 769-4800. Email nominations can be made by sending an email to clovispride@cityofclovis.org.

The persons receiving electronic nominations should make every effort to obtain at least the minimum information regarding the nomination as is on the printed nomination forms.

Chapter

SELECTION PROCEDURES

Selection committee

Selection committee will be formed to review and grade all nominations, and prepare a list of recommendations for the Commissioners to select from. The selection committee should be composed of at least five members. Members should be volunteers and be appointed by the Clovis Pride Chairman. At least two of the members should be members of Clovis Pride. The remaining members should be volunteer representatives from such groups as (but not limited to) the Clovis Chamber of Commerce, Keep Clovis Beautiful, Clovis Main Street Project, and Enchantro Garden Club. The Clovis Pride Activities Subcommittee Chairperson will be one of the two Clovis Pride members on this committee and serve as its Chairperson.

Members of the selection committee will need to meet at regular times throughout the award period to ensure the timely selection of Clovis Pride sites and other activities that will ensure the success of the program. The committee should meet to conduct an initial review of nominations. They should meet again for the purpose of nomination grading, and finally to establish final recommendations for the Commissioners.

Initial screening

fter all nominations have been gathered for consideration, the review committee will screen them for eligibility and place them into the appropriate categories. Questions regarding eligibility or categories should be resolved by a voice vote of the committee membership. Nomination information will then be entered into Selection / evaluation forms that will be used to record and manage the selection process. The initial screening should take place no later than ten days prior to the second regularly scheduled Clovis City Commission meeting.

Review by Inspections Department

ollowing the initial review, the Selection / evaluation forms will be given to the Inspections Department for review. The Inspections Department will determine if any of the nominations have an open violation case. Nominations found to be in violation of city codes will be removed from further consideration during the award month. A representative of the Inspections Department will complete entries on the Selection / evaluation forms and return them to the Chairman of the Selection committee. The Inspections Department review must be completed no later than ten days prior to the second regularly scheduled Clovis City Commission meeting.

Owner contact

fter a property has been determined to be fully eligible to compete in the monthly selection, the owner should be contacted by a representative of the Selection committee. This contact should congratulate the owner on being recognized for consideration. If the owner was unaware of being nominated and wishes to not be considered, this should be noted and the property removed from further consideration in that cycle. The owner should be informed about the Clovis Pride Shines Here sign and be asked for verbal consent to place the sign on the property should it be selected. Additionally, the owner should be informed about the date of the Selection committee site grading.

All property owners should be contacted as soon after the Inspections Department review as possible. This notification should allow the owner at least 24 hours notice before the Selection committee site visit.

Site visit and evaluation

he Chairperson of the Selection committee will schedule the site visits. To ensure a uniform observation of each nominated property, the entire Selection committee should visit the site at the same time. To accomplish this, the Chairperson should coordinate the date and time with all members of the committee. Once the date and time has been coordinated, the chairperson will make arrangements for transportation of the committee by CATS.

Before departing for the site visits the Chairperson will brief the committee on the grading criteria and the individual grading forms. The Chairperson will also ensure that all committee members have the appropriate forms and means to fill them out. A camera should also be available to take a picture of each site being graded.

Each site should be evaluated from the street. The CATS bus should slowly approach the property so committee members can obtain an initial impression of the site. It should then stop in front of the property until all members are satisfied in making their judgments and have recorded them on the grading forms. A picture of the property should be taken at that time.

Ranking of nominees

fter visiting all of the nomination sites the committee should meet for the purpose of ranking them. The total scores from the grading forms should be compiled to give either a grand total or average points. The nominations will then be ranked in numerical order within categories and commission districts. Should two or more nominations in the same category and district have identical scores, they should all be forwarded to the respective commissioners for consideration. The committee should forward only the top three nominations within each category and district to the respective commissioners.

Site visits, and ranking of the nominations should be completed no later than the Monday prior to the second regularly scheduled city commission meeting. This will ensure that the commissioners have ample time to view the sites and make their selections.

Selection by commissioners

He two commissioners from each district should determine between themselves the sequence for alternately selecting a residential or commercial winner. This should be done during the May selection cycle. During subsequent months, the Selection committee will ensure that the appropriate classification of nominations is given to the commissioner that should be making the selection. Each commissioner will alternately select either a residential or commercial winner each month during the award season.

The commissioners will be provided a list of at least two nominations in both categories from within their district. They should then visit each nomination site and decide upon a single winner. Once they have selected a winner, the commissioner should then notify the Selection committee chairperson of their decision. This should be completed no later than noon on the day of the second regularly scheduled city commission meeting.

The Selection Committee chairman should then prepare a list of all selections. This list should then be included in the meeting packets for the mayor and commissioners. The Selection committee chairperson should then contact each of the winners so they may be aware that they will be identified during the commission meeting.

Chapter

AWARD PROCEDURES

Recipient notification

nitial notification to the winners will be by telephone from the Selection committee chairperson. This should occur the same day as the commission meeting in which the public announcement of monthly winners is made. During this initial notification telephone call, the property owner should be asked to identify a convenient time when they would be present for the placement of the sign on their property. It should also be explained to them that the sign would remain on display for the entire month. They should further be informed that they will be receiving a letter and certificate as recognition of their selection.

Commission meeting announcement

he nominations selected by the commissioners will be announced during the second regularly scheduled meeting of the month. The Mayor and Commissioners should decide upon the exact format of doing the announcement. The intent of doing the announcements in this forum is to publicly demonstrate the involvement of the city leadership in this program and to recognize those individuals and businesses that take pride in their property.

Letter and Certificate

etter of recognition and a certificate will be mailed to each winner by the Clovis Pride Committee.

See the appendices for a sample letter and certificate.

Media release

media release will be prepared by the Administrative Assistant to the Parks and Recreation Director. This release should be prepared and distributed during the morning following the announcement of the selections. If possible, an early release should be delivered to the Clovis News Journal on the day of the announcement so it may be included in the Sunday edition of their paper.

Chapter

PUBLICITY

General public awareness

hrough the ongoing and active involvement of the Clovis City Commission in this program, a great deal of public awareness will be generated. The ongoing efforts to produce and distribute seasonal fliers along with broadcast and print media releases will also contribute to the publics' awareness of the activities of Clovis Pride and this program. Integration of this program with other community clean up and revitalization efforts can further enhance the general education and awareness or Clovis residents and visitors alike.

Monthly selections

y making the announcement of winners at the second commission meeting in the month and then sending the awards, there will be some form of public mention of this program during a monthly commission meeting from May through November. The placement of the signs at the winning properties further demonstrates and reinforces the level of Pride needed for selection and also serves as a visible reminder of the program.

Chapter

SIGNS

Description

lovis Pride Shines Here signs are adaptations of the Clovis Chamber of Commerce logo. The signs are made of plastic/fiberglass in a metal frame. Eight identical signs will be utilized in this program to recognize both residential and commercial properties.

Placement at award site

efore a sign is placed on private property, consent must be obtained from the property owner or occupant. The signs should be placed in a conspicuously visible location that can be viewed from the street. The owner/occupant should be asked for approval of the sign location. Under no circumstance will the sign be placed in violation of city code or in a manner that could cause a hazard, block an entrance, or obstruct the view of drivers.

Signs should be placed on selected properties on the Friday following the announcement of selections. Before a sign is placed it should be checked for condition or any damage.

Removal from award site

hen a sign is removed from a property, the owner should be contacted. Not only is this a courtesy to the property owner, but also it ensures that there is no misunderstanding as to the status of the sign. Every effort should be made to repair any holes of minor turf damage caused by removal of the sign. Removal of signs will take place on the Friday immediately following the announcement of selections. During November, this will be the day after the second commission meeting.

Off season utilization

Very effort should be made to display the signs during the off season. Display of the signs in public buildings is an important way to keep the public aware of the program. Display of the signs in places of business, especially those of partners, is also a good way of recognizing the partner. The Activities subcommittee chairperson will coordinate the off-season utilization of the signs and make arrangements for any repair or restoration that may be needed.

Chapter

AWARDS

Letter

congratulatory letter from the Mayor will be sent to each selected winner. The chairperson of the activities subcommittee must ensure that all letters and certificates are conveyed to the recipients in a timely manner.

Certificate

distinctive award certificate, signed by the Mayor, will be sent to each selected winner in the same manner as the congratulatory letter.

Publicity contributions

rea media should be encouraged to become partners through their donation of broadcast time and print coverage of this program and Clovis Pride in general. The local media outlets can have a tremendous impact on the overall success of this program. Their partnership should be sought after and likewise recognized at every opportunity. They should be encouraged to report the results of the monthly award cycles and where possible, interview the selectees or display pictorial coverage of their award winning Pride sites. The importance of this group in reaching the public cannot be overstated.

Resource contributions

his program will require a diverse range of resources. The contribution of resources like printing services, award certificates, signs, and others make it vitally important that Clovis Pride seek out partners that are willing to contribute to this program. Whenever a specific need can be identified, several local sources should be contacted and asked to help through a contribution. As with all partners in this effort, recognition of the contribution should be done at every opportunity.

Chapter

PROGRAM DOCUMENTATION

File location

ll files relating to this program will be maintained by the Administrative Assistant to the Parks and Recreation Director. The program files will be located within the Parks and Recreation Department’s offices, along with the Clovis Pride files. Immediately following an award cycle, all nomination forms, selection / evaluation forms, grading forms, review committee worksheets will be given to the Administrative Assistant for filing.

File access

ll files relating to this program must be treated as public documents and remain available for public inspection upon proper request as governed by applicable laws and regulations. Members of Clovis Pride, elected officials and city employees should be given appropriate routine access to ensure the proper function of this program.

File retention and disposition

files relating to this program will be retained and disposed of as governed by applicable city procedures and state laws. Unless required by city procedures or state law, none of the working papers need to be retained beyond the current program year.

Chapter

APPENDICES

Online Nomination Form to the Parks and Recreation

Selection / Evaluation Form

Grading Form

Review Committee Worksheet

Recognition Letter

Certificate