Chesapeake District Awards Program
Trophy

All nominations for awards to be considered for presentation must be typed on 8 ½” x 11” paper and be submitted in a binder with supporting exhibits.  Entries for the “Best Club Bulletin” and the “Best Club Scrapbook” are the only exceptions.

Entries for awards to be presented must be submitted in TRIPLICATE unless otherwise stated.

The District does not have an obligation to present an award in any category.

The respective committee of judges will determine whether or not there is a nominee worthy of an award.

Entries for awards to be presented at each district meeting and the annual convention must be received by the Awards Chairperson by the due date listed on each category award description page (date subject to change on an annual basis).

Please note that some award nominations may be directed to be sent to some other designee or location.

It is suggested that a copy of the nomination be mailed (insured and return receipt requested) or sent by Federal Express.

It is also suggested that a copy of the nomination be kept for the club’s record.

The District assumes no responsibility for lost material, material not received, or material received after the due date.

If you have any additional questions contact the Awards Chairperson.

ALL DISTRICT WIDE MEETINGS AND THE ANNUAL CONVENTION

SPRING DISTRICT-WIDE MEETING

ANNUAL CONVENTION

WINTER DISTRICT-WIDE MEETING


Awards Presented At All District-Wide Meetings and the Annual Convention


LARGEST CLUB DELEGATION

The club with the largest number of members registered at the meeting or convention shall be the winner.

Method of Determination:

  1. Members, excluding District Officers and Committee Chairpersons must register their attendance on the “District-Wide Meeting Registered Attendance and Mileage” form prior to noon of the Saturday meeting/convention.  Each Civitan attending must personally sign this register.
  2. Club Presidents or alternates must submit their completed “District-Wide Meeting Registered Attendance and Mileage” form, certified by the respective Area Director.  The Awards Chairperson must receive this form no later than noon of the Saturday meeting/convention.

The Host Club(s) is/are not eligible to receive this award.

Type of Award:

The award will be a lettered patch suitable for attaching to the Club banner or Awards banner.


MOST CLUB MEMBER MILES TRAVELED

The club whose registered delegation travels the most cumulative miles to and from the District-Wide meeting or Convention shall be the winner.  A standard mileage source (example: AAA or Mapquest.com) is recommended.

Method of Determination:

  1. Members, excluding District Officers and Committee Chairpersons must register their attendance on the “District-Wide Meeting Registered Attendance and Mileage” form prior to noon on Saturday of the meeting/convention.
  2. Club Presidents or alternates must submit their completed “District-Wide Meeting Registered Attendance and Mileage” form, certified by the respective Area Director. The Awards Chairperson must receive this form no later than noon of the Saturday meeting/convention.

The Host Club(s) is/are not eligible to receive this award.

Type of Award:

The award will be a lettered patch suitable for attaching to the Club banner or Awards banner.


VERY INVOLVED PERSON (VIP) AWARD CHESAPEAKE DISTRICT

Civitan members in the Chesapeake District thathave completed the Civitan International VIP Program within their first year of membership. Verification of successful completion will be a copy of the VIP certificate or letter from the Civitan International Office.

To be eligible for recognition at the District level, the new member must have attended at least one Chesapeake District meeting within their first year of membership.

Nominations for this award should be submitted to the Awards Chairperson as outlined below in the general guidelines:

Winter District-Wide Meeting: The due date for nominations is October 10th.
Spring District-Wide Meeting: The due date for nominations is February 10th.
Annual Convention: The due date for nominations is July 10th.

Type of Award:

The recipient shall receive an engraved plaque.


Awards Presented At the Spring District Meeting


GOVERNOR’S SPECIAL AWARD FOR CANDY BOX INCOME

TWO AWARDS TO BE GIVEN:

  1. The club obtaining the largest amount of revenue from the Candy Box project during the past Civitan year.
  2. The individual Civitan collecting the largest amount of revenue from Candy Boxes placed and serviced during the past Civitan year.

Method of Determination:

Statistics to determine the club to receive this awardwill be obtained from the District Fundraising Chairperson.

The Club Secretary will furnishto the Awards Chairperson information pertaining to the total Candy Box income from boxes placed and serviced by an individual Civitan during the period of October 1 through September 30.

The records of income for the Club and Individual must be mailed to the District Awards Chairperson by November 1 following the full Civitan year.

Type of Award:

The club will receive a lettered patch suitable for attaching to the Club banner or the Awards banner.  The individual will receive a certificate of recognition.


Awards Presented At the Annual Convention


GOVERNOR’S HONOR KEY AND PAST GOVERNOR PLAQUE

This award is presented to the outgoing District Governor in recognition of devotion and service rendered during theyear to the Chesapeake District.


GOVERNOR’S SPECIAL AWARD FOR FRUITCAKE SALES

LARGEST NUMBER OF POUNDS OF FRUITCAKE SOLD

TWO AWARDS WILL BE GIVEN:

  1. The club selling the largest number of poundsof Claxton Fruitcake during the current Civitan year.
  2. The Civitan selling the largest number of pounds of Claxton Fruitcake during the current Civitan year.

Method of Determination:

  1. Figures of poundage for the club will be obtained from the District Fundraising Chairperson showing the club purchasing the largest number of pounds of fruitcake to be sold.
  2. The club secretary will furnishto the District Awards Chairperson information pertaining to the total number of pounds of fruitcake sold by the individual club member.

The District Awards Chairperson must receive the above information no later than July 10th of the current Civitan year.

Type of Award:

The club will receive a lettered patch suitable for attaching to the Club banner or Awards banner. The individual will receive a certificate of recognition.


OUTSTANDING JUNIOR/SENIOR PROJECT

This award will be presented to the club that has the most outstanding Junior/Senior project.

Method of Determination:

One copy of the application will be submitted to the District Awards Chairperson no later than July 10th. This exhibit should be a typed nomination covering the criteria listed below.  Supporting evidence should include such items as: scrapbook items, pictures, publicity, thank you letters, etc. and all must be assembled in booklet form.

Criteria the judges will follow:

Type of Award:

The club will receive a lettered patch suitable for attaching to the Club banner or Awards banner.


Awards Presented At the Winter District Meeting


BEST CLUB BULLETIN

This award will recognize the most informative and interesting club bulletin.

Method of Determination:

The club must submit a bound (Type of binding is not important) set of copies of the entire club bulletins (10 issues minimum for the period of October 1 through September 30) to the District Awards Chairperson by Friday, 5:00 PM on the day prior to the business meeting.

The judges will consider the criteria below for this award.

Type of Award:

The club will receive a lettered patch suitable for attaching to the Club banner or Awards banner.


BEST CLUB SCRAPBOOK

This award is based on the detailed records of club activities through pictures, news releases, clippings, programs, letters, etc. Evidence of the club’s participation in all facets of Civitan objectives will be of prime importance in the judging.

It is strongly recommended that all materials contained in the scrapbook be assembled in chronological order with the events being grouped together to form a story of the club’s activities for the period of October 1 through September 30.

Method of Determination:

Scrapbook entries must be submitted to the District Awards Chairperson or designated representative by Friday, 5:00 PM on the day prior to the business meeting.

Type of Award:

The club will receive a lettered patch suitable for attaching to the Club banner or Awards banner.


CLUB ATTENDANCE AWARD

These awards are presented to the clubs having the largest percentage of attendance at their meetings. There are TWO separate categories.

  1. Clubs meeting weekly – based on a minimum of twelve meetings per quarter.
  2. Clubs meeting twice a month – based on a minimum of six meetings per quarter.

Method of Determination:

  1. The Club Secretary shall furnish to the District Awards Chairperson information pertaining to membership and the number of members present at each meeting on the form PROVIDED BELOW
  2. The form must be received by the District Awards Chairperson by October 10th following the full Civitan year, and cover the period of October 1 through September 30.

The formula used is: Total attendance divided by the total club membership = attendance percentage.

Type of Award:

The club will receive a lettered patch suitable for attaching to the Club banner or the Awards banner.


MEETING ATTENDANCE RECORD

Club ___________________________________________________

How often does the club meet? _______________________________

President ________________________________________________

Secretary _________________________________________________

Number of members on roll as of October 1 ______________________

Number of members on roll as of September 30 ____________________

Number of members on leave as of September 30 _____________________

Column A

Column B

Column C

     

Monthly Date

List each meeting

No. of members on the roll timesNo. of meetings

(include those on leave as of each date)

No. of member in attendance or who made up meetings

(Do not count those on leave)

     

Oct ___, ___, ___, ___

____ X ____ = ____

________________

Nov ___, ___, ___, ___

____ X ____ = ____

________________

Dec ___, ___, ___, ___

____ X ____ = ____

________________

Jan ___, ___, ___, ___

____ X ____ = ____

________________

Feb ___, ___, ___, ___

____ X ____ = ____

________________

Mar ___, ___, ___, ___

____ X ____ = ____

________________

Apr ___, ___, ___, ___

____ X ____ = ____

________________

May ___, ___, ___, ___

____ X ____ = ____

________________

Jun ___, ___, ___, ___

____ X ____ = ____

________________

Jul ___, ___, ___, ___

____ X ____ = ____

________________

Aug ___, ___, ___, ___

____ X ____ = ____

________________

Sep ___, ___, ___, ___

____ X ____ = ____

________________

     

Totals

Column B _______

Column C  ______________

     
     

Divide Column C by Column B which equals __________%.

I certify the above information to be accurate. Any exceptions should be noted.

Club President ____________________________  Club Secretary _____________________________

Mail to District Awards Chairperson by October 10 following the full Civitan year.

CLUB FELLOWSHIP AWARD

This award recognizes that good fellowship is one of the strengths of Civitan.  This award will be for the current Civitan year October 1 through September 30.

Method of Determination:

The Fellowship Chairperson of the club will submit an exhibit to the District Awards Chairperson by October 10. This exhibit will include supporting evidence, which will be judged by the committee. 

The criteria for judging will be as follows:

Type of Award:

The club will receive a lettered patch suitable for attaching to the Club banner or the Awards banner.


HELMSMAN AWARD FOR PUBLICITY

This award is presented to the club providing evidence of exceptional publicity throughout the year, especially with regard to the official Civitan publications.

Method of Determination:

  1. Nominations are to be typed written and in a binder with supporting material typed written (for other than news-type) as described in the general instructions.
  2. The District Awards Chairperson must receive nominations and supporting data by October 10. The submission should include clippings and other material demonstrating the extent of Civitan publicity.
  3. Statistical data showing the source of the publicity, quantity and/or circulation, hours of air time (radio, television), as well as billboard, speaking engagements, etc. must be included.
  4. Copies of all material submitted to all news media sources, including official Civitan publications, must be included.

Criteria for judging this award is as follows:

Type of Award:

The club will receive a lettered patch suitable for attaching to the Club banner or the Awards banner.  The club publicity chairperson will receive a certificate of recognition.


OUTSTANDING SERVICE PROJECT

This award will be presented to the club with the best service project of the year October 1 through September 30.

Method of Determination:

ONE COPY of the exhibit will be submitted to the District Awards Chairperson by October 10th. This exhibit should be in typed form.  The nomination should cover the categories listed below on which the project will be judged and should include supporting evidence such as pictures, publicity, thank you letters and scrapbook items. The submission for nomination should be in booklet form.

Type of Award:

The club will receive a lettered patch suitable for attaching to the Club banner or the Awards banner.


OUTSTANDING YOUTH PROJECT

This award will be presented to the club having the best project of the current year (October 1 through September 30) directly related to the advancement and/or improvement of its community youth.

Method of Determination:

  1. THREE COPIES of the exhibit will be submitted to the District Awards Chairperson by October 10th. This exhibit should be a typed written nomination covering the categories listed below on which the project will be judged.
  2. Supporting evidence such as pictures, publicity, thank you letters and scrapbook items should be assembled in booklet form. (It is suggested that three copies be made during the year as materials are collected.)

Criteria the judges will follow for consideration are:

Type of Award:

The club will receive a lettered patch suitable for attaching to the Club banner or Awards banner.


OUTSTANDING FUNDRAISING PROJECT

This award will recognize the most successful fundraising projectof the current Civitan year October 1 through September 30.

Method of Determination:

  1. THREE COPIES of the exhibit are to be submitted to the District Awards Chairperson by October 10th. The exhibit should be a typed written nomination covering the categories listed below on which the project will be judged.
  2. Supporting material should include pictures, publicity, thank you notes, scrapbook items, etc. and submitted in booklet form.

Criteria on which the judges will follow for consideration for this award are:

Type of Award:

The club will receive a lettered patch suitable for attaching to the Club banner or the Awards banner.


OUTSTANDING ONGOING PROJECT

This award is presented to the club having the most outstanding ongoing project.

Method of Determination:

ONE COPY of the exhibit will be submitted to the District Awards Chairperson by October 10th. It should be typewritten covering the categories listed below on which the project will be judged. Supporting evidence should include such material as:  pictures, publicity, scrapbook items, thank you letters, etc. and should be assembled in a booklet form.

Criteria the judges will follow are:

Type of Award:

The award will be a lettered patch suitable for attaching to the Club banner or the Awards banner.


CHARLES CLAYBAUGH MEMORIAL MEMBERSHIP AWARD

GREATEST NUMERICAL INCREASE

This award is presented to the club having the greatest net increase in membership for the current Civitan year.

Method of Determination:

  1. The Immediate Past Governor will furnish to the Awards Chairperson information pertaining to membership by submitting copies of the Additions and Deletions reports sent to Civitan International.
  2. The copies of these reports must be received by the Awards Chairperson by October 10th following the full Civitan year and cover the period of October 1 through September 30.
  3. The award is based entirely on the net increase in membership for the full Civitan year.

Type of Award:

The award will be a lettered patch suitable for attaching to the Club banner or the Awards banner.


LARGEST PERCENTAGE INCREASE

This award is presented to the club having the largest percentage increase in membership for the current year.

Method of Determination:

  1. The Immediate Past Governor will furnish to the District Awards Chairperson information pertaining to the membership by submitting copies of the additions and deletions reports sent to Civitan International.
  2. The copies of these reports must be received by the District Awards Chairperson by October 10th following the full Civitan year and cover the period from October 1 through September 30.

The award is based entirely on the percentage increase in membership for the current Civitan year.

Type of Award:

The award will be a lettered patch suitable for attaching to the Club banner or the Awards banner.


GOVENOR’S MEMBERSHIP RECRUITMENT AWARD

This award will recognize the Civitan member who has sponsored the most new members into his club and/or members in any other Civitan Club during the current Civitan year (October 1 through September 30).

Method of Determination:

  1. The Immediate Past Governor will furnish to the Awards Chairperson information pertaining to membership by submitting copies of the Addition reports sent to Civitan International.
  2. The copies of these reports must be received by the Awards Chairperson by October 10th following the full Civitan year and cover the period of October 1 through September 30.
  3. The award is based entirely on the total members sponsored for the full Civitan year.

Type of Award:

The recipient of this award will receive an engraved plaque and the club will receive a lettered patch suitable for attaching to the Club banner or the Awards banner.


MOST IMPROVED CLUB

This award will be presented to the club showing the best overall improvement during the current year October 1 through September 30.

Method of Determination:

A written nomination covering the categories below should be submitted to the District Awards Chairperson by October 10th. It should include supporting evidence such as pictures, publicity, letters, and scrapbook items in booklet form.

Judging will be based on the following criteria in determining the winner of this award.

Type of Award:

The Club President will receive a certificate of recognition and the club will receive a lettered patch suitable for the Club or Awards banner.


OUTSTANDING CLUB

This award will be presented to one club, selected by a committee with the Immediate Past Governor as chairperson, and judged to be the most outstanding in its community and District activities for the current Civitan year, on the basis of nominations submitted as per the instructions.

Nominations for this award should be submitted to the Awards Chairperson as outlined in the general guidelines. The due date for nominations is October 10th.

To be eligible for this award, an International Honor Club application must be submitted covering the period of October 1 through September 30. (This must be a copy of the original).

Method of Determination:

Judging will be based on the following criteria in determining the winner of this award.

Type of Award:

The club President will receive a certificate of recognition and the club will receive a lettered patch suitable for the Club or Awards banner.


OUTSTANDING NEW CIVITAN

This award will recognize the “New” Civitan who has been the most active in the Club, District and International activities and who has made the most significant contribution to the same. In order to be eligible,this Civitan must have been a member not less than twelve months nor more than twenty-four months prior to October 1.

Method of Determination:

Nominations for this award should be submitted to the Awards Chairperson as outlined in the general guidelines. The due date for nominations is October 10th. Presentations should include the following items on which the nominee will be judged, as well as any other significant material made available.

Type of Award:

The recipient of this award will receive an engraved plaque and the recipient’s club will receive a lettered patch suitable for attaching to the Club banner or Awards banner.


OUTSTANDING CLUB PRESIDENT

This award is presented to the club president judged to be the most outstanding in club and district activities for the year.

Method of Determination

  1. This award is based upon recommendations submitted to the Immediate Past Governor.
  2. A committee selected by the Immediate Past Governor will judge this award.

All recommendations must be in an essay form, clearly indicating the president’s accomplishments. Three copies must be submitted to the Awards Chairperson by October 10th. Recommendations may be made by the Area Directors, individual clubs or club members. 

Judging will be based on the following criteria:

Type of Award:

The individual recipient will receive an engraved plaque, and the club will receive a lettered patch suitable for attaching to the Club banner or Awards banner.


OUTSTANDING DISTRICT COMMITTEE CHAIRPERSON

This award is presented to the individual judged to be the most outstanding in District activities for the year.

Method of Determination:

This award is based upon the recommendations made by the Immediate Past Governor and a committee selected from among the District Officers. 

Judging will be based on the following criteria:

Type of Award:

The recipient will receive an engraved plaque, and the recipient’s club will receive a lettered patch suitable for attaching to the Club banner or Awards banner.


OUTSTANDING AREA DIRECTOR

This award is presented to the individual judged to be the most outstanding in District activities for the year.

Method of Determination:

This award is based upon recommendations made by the Immediate Past anda committee selected from the District Officers. 

Judging will be based on the following criteria:

Type of Award:

The recipient will receive an engraved plaque, and the recipient’s club will receive a lettered patch suitable for attaching to the Club banner or Awards banner.


HUMANITARIAN AWARD

This award may be presented in recognition of an individual’s humanitarian effort.  The recipient may or may not be a Civitan, but must exemplify Civitan ideals in his or her service to others.

Method of Determination:

  1. Nominations may be made by any Civitan or Civitan Club and must be received by the Immediate Past Governor by October 10th.
  2. Selection of the individual to receive this award will be made by an anonymous committee appointed by the Immediate Past Governor.
  3. The nomination must be submitted in TRIPLICATE. The nomination should be presented in essay form.  It should contain biographical data of the nominee as well as data based on the criteria for judging listed below:

The judges will consider the following:

Type of Award:

The recipient shall receive an engraved plaque and the recipient’s club (when applicable) will receive a lettered patch suitable for attaching to the Club banner or Awards banner.


CIVITAN OF THE YEAR

This is the second highest District Award and is presented in recognition of outstanding accomplishment and service to Civitan and the Chesapeake District during the current Civitan year October 1 through September 30.

Method of Determination:

  1. Nominations of this award may be made by any Civitan or Civitan club and must reach the Immediate Past Governor no later than October 10th.
  2. Selection of the individual to receive this award will be made by an anonymous three-member committee appointed by the Immediate Past Governor.  A minimum of one previous “Civitan of the Year” recipient shall serve on this committee.
  3. Three copies of the nomination must be submitted. The nomination must be sealed in an inner envelope marked “Civitan of the Year” and placed in a larger envelope, which is mailed to the Immediate Past Governor.

The Immediate Past Governor will not open the inner envelope and will forward it to the Chairman of the anonymous committee.

The committee will consider the following criteria in judging the nominee.

Type of Award:

The recipient of this award will receive an engraved plaque and the recipient’s club will receive a lettered patch suitable for attaching to the club banner or awards banner.


DISTRICT HONOR KEY

This is the highest award presented by the District and is awarded in recognition of outstanding leadership, loyalty, and service to the Chesapeake District of Civitan International.

Method of Determination:

Nominations for this award may be made by any Civitan and must reach the Immediate Past Governor no later than October 10th. Nominations should fully cover the criteria listed below on which the nominee will be judged.

Selection of the individual to receive the District Honor Key will be made by an anonymous three-member committee appointed by the Immediate Past Governor. At least one previous Honor Key recipient shall serve on the committee.

Three copies of the nomination must be submitted. Each copy must be sealed in an inner envelope marked “HONOR KEY NOMINATION” and placed in a larger envelope and mailed to the Governor. The Governor will not open the inner envelopes and will forward these to the chairperson of the committee.)

The committee shall consider the following criteria in judging the nominee.

Type of Award:

The District Honor Key and an engraved plaque is awarded to the recipient and the recipient’s club will receive a lettered patch suitable for the Club banner or the Awards banner.

AWARD FOR LIFETIME ACHIEVEMENT

The Lifetime Achievement Award is given in recognition of long-term outstanding leadership, loyalty, and service to the Chesapeake Districtof Civitan International. The recipient of this award must have been a member of Civitan International for a minimum of 20 years in order to qualify for this award.

Method of Determination:

  1. Nominations for this award may be made by any Civitan and must reach the Immediate Past Governor no later than October 10th.
  2. Nominations should fully cover the criteria listed below on which the nominee will be judged.

Selection of the individual to receive the Lifetime Achievement Award will be made by an anonymous committee appointed by the Immediate Past Governor. The anonymous committee shall be made up of past Chesapeake District Governors.

THREE COPIES of the nomination must be submitted. The nomination shall be submitted in essay form and bound. Each copy must be sealed in an inner envelope marked “Lifetime Achievement Award” and placed in a larger envelope and mailed to the Immediate Past Governor.

The committee shall consider the following criteria:

Type of Award:

The club will receive a lettered patch suitable for attaching to the Club banner or the Awards banner.  The individual will receive a plaque of recognition.