Preparing for the Judges

You Need!!! 2 contact phone numbers for community representatives One number for day time One number for the evening An address would also be useful

Be aware: Publicized the judges visit to the community. Publicized the tour route, to get public awareness. Here come the Judges…

The Municipal Commitment Form  The evaluation form is based on 8 categories.  The municipal information form is based on 8 categories.  Your tour should focus on all 8 categories.

Community Tips  Look at the evaluation form every year, both in preparation and for the judging tour.  When filling out the municipal information form and planning your tour have the evaluation form handy. You won’t miss out on any of the information required.

Judging Tip Look carefully at the form. This is important in what you are shown and what you are told. Note the – Municipal section is worth 50% Industrial/commercial section is worth 25% Private section is worth 25% A page each for each one of these categories per section is enough information.

The Initial Meeting is…..  a great opportunity for the judges to get a feel for the community, and…  an enthusiastic, upbeat Judge can set the tone for the entire visit.

At the initial meeting, ask for….. 2 copies of completed Municipal Information Form 2 copies of a map with the tour route Other information that you feel is important for us to understand your community

Community Tips: A binder with the Municipal Information Form, evaluation information, past evaluation forms (if available), clippings, pictures, by-laws would be nice for the judges to look at while they are in your community. This binder is not for the judges to keep but to view and use while we are filling out your form.

Who could be at the initial meeting? CiB committee members Mayor and/or council members Chamber of commerce representative Corporate sponsors Volunteers Business people Parks management & staff Service club representatives Any other people that are involved in community activities People with the betterment of the community at heart. They don’t have to be members of the CiB Committee!

Discuss at this meeting History of CiB in community How did it start? How has it grown? CiB projects For this year, touch on past projects Town bylaws Changes to these? Enforcement? Community events Celebrations? (Christmas, Children’s Day, Citizen of Year, Community Appreciation Day) Community projects

The Judges schedule and tour

Judge’s transportation Comfortable Large enough for both judges to ride together.

Judges need to see a representative portion of the community (by car, presentation or other creative idea) See and hear about things in all 8 sections and every part of the form Communities In Bloom (CIB) is more than just planting flowers–it is about

PEOPLE PLANTS and PRIDE

Community Tips: Don’t want them to talk all the time Should be knowledgeable Parks manager/Town Foreman would be an asset Consider changing tour guides through the tour Choose your tour guides carefully

On each tour stop: The judges need to chat with and question volunteers Ask to speak with the people who are responsible.

Planning a good tour Be flexible, the judges will often ask to stop here or there, or see something that is not on the tour route. Limit the number of private gardens (3- 5) you take us to. Although that is important, we are not on a garden tour.

Include on the tour Tidiness effort Road/sidewalk maintenance Walk down a street to see how it is maintained Municipal structure maintenance Graffiti, private signs on sign posts? Back alleys Talk about tidiness programs Public, business and municipal involvement Bylaw enforcement Noxious Weeds

Include on the tour Environmental Awareness Waste water facility (lagoons) Recycling facility Second hand clothes store Land fill (if close by) School (green)

Include on the tour Community involvement Seniors centres Schools Hospitals You’re evaluated on the efforts by municipal officials, community groups and Citizens.

Include on the tour Heritage Conservation Museum Historic sites/buildings/trees Cemeteries Churches

Include on the tour Urban forestry Long range plans for street trees Pruning/removal/replacement Part of Dutch elm disease monitoring program Citizens support and participation in tree plans and maintenance

Include on the tour Landscaped areas (brings together hard landscape and natural elements) City scapes, landscaping along mainstreet, parks

Include on the tour Floral displays

Include on the tour Turf and ground cover areas Highlight areas where ground covers other than grass is used. Not all the turf in a community needs to be maintained at a high level. Show the judges these areas. Use of native plant material

TIP Many communities have the volunteers at tour stops giving a short presentation

Tip Once tour route is established, take someone else, not associated with CIB committee on tour. Often a fresh set of eyes finds the little things often overlooked.

We want to talk to Volunteers having them at each stop to chat with the judges about the site and activity indicates good community involvement. Municipal staff (parks foreman, public works) talk to them about their jobs, maintenance levels of parks and public areas do they get support for training from the town/city. This gives us a feel for the community.

Don’t be afraid to show us the “bad” stuff… Don’t be afraid to tell us the “bad” stuff… We can help your effort by adding suggestions into our evaluation.

It is wonderful for you to arrange a full day, but remember we need to evaluated your community on all 8 criteria categories. Remember our time is really your time!

Remember not to schedule our day full. We need 3-4 hours of quiet time alone to fill out our evaluation form. This is not including sleep time or personal preparation time. We need to be able to spread out the information given us and go to work. We realize you are excited to have us visit, and proud of your community, but you can imagine the work it takes to fill out the form.

Lastly remember– The main factor of success is visible community improvement A growth of community spirit Ensuring your community is a nice safe place to live. Make it fun and enjoy the journey

Top 10–how to score points 10. If time permits, a short wrap up meeting with judges before they leave town 9. First impressions count big 8. Be flexible 7. Provide the judges a chance to interact with key individuals in each of grid categories 6. Make good use of time judges are in community.

Top 10–how to score points 5. Prepare the materials for judges to address all parts of the form 4. Itinerary of judges’ activities should take into account all parts of form 3.When judges arrive, have supportive materials ready for them (schedule, map, supportive materials) 2. Know the scoring

Top 10–how to score points 1. Make it fun and enjoy the journey If you have any questions, call: Communities in Bloom Ontario