City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION
That the City Council receive the presentation of the Staff Recognition Program.
BACKGROUND
The Staff Recognition Committee was established in February 2004 to develop an
employee recognition program. The goal of the program is to provide a medium in
which employees can be recognized for excellent customer/public service, going
beyond the call of duty, creativity, team work, and having a pleasant attitude towards
members of the public and fellow employees.
The committee’s first event was initiated with an Employee Appreciation dinner held
in November 2004, which was a huge success. Over 700 active and retired
employees, as well as past and present elected officials, appeared at the celebration
at the Ivy Sub-Station.
The next scheduled event will take place on November 4, 2006 at Veteran’s
Memorial Building Auditorium.
DISCUSSION
The Staff Recognition Committee is open to all city employees to either become an
active member or submit their input. The current membership is comprised of 12
member volunteers from various departments; the committee is currently seeking
additional members. Volunteers must have prior supervisory approval before joining
due to the time commitment required.
Meeting Date: 10/10/05 Item Number: A-2
AGENDA ITEM: Presentation of the Staff Recognition Program
Contact Person/Dept.: Serena Wright Phone Number: (310) 253-5640
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Public Hearing: [] Action Item: [x] Attachments: [X]
Public Notification: Master Notification List 10/5/ 05 All City Staff on 10/5/ 05
Department Approval:
Jerry Fulwood 10/3/05
CAO Approval:
Scott Bixby for Jerry Fulwood 10/4/05
City Controller Approval:
Mary Noller 10/4/05City of Culver City, California
City Council Agenda Item Report
The primary duties and responsibilities of the committee include:
Coordinate events and awards for exemplary employee performance
Plan and coordinate annual awards ceremony
Receive and vote on department nominations
There are three separate award categories:
1. Peer to Peer Recognition - which is to provide an opportunity for fellow
employees to recognize outstanding service provided to or observed by other
employees. Recipients in this category shall exhibit a.) A positive attitude about
one's position, toward the public, fellow employees and teamwork efforts and/or
b.) Professional and outstanding customer service to the public and fellow
employees, which creates a positive image on behalf of the City of Culver City.
2. Annual Employee Awards: Harry Culver Award and Paul Helms Award – these
awards are based on staff nominations and will be presented at the annual
employee recognition event. There are three recipients for each award.
The Culver Award is designated for non-supervisory staff. In order to be eligible
for nomination an employee must have demonstrated any of the following:
o Created ways which enriched the well-being of ones peers and/or
community including actions that enhanced public service.
o Created savings for the City and/or resolved long-standing issues.
o Developed and/or participated in innovative programs that improved
work and life matters for City employees.
The Helms Award is designated for supervisory staff. In order to be eligible for
nomination an employee must have demonstrated any of the following:
o An outstanding record of professional customer service, and
compassionate human relations.
o Cultivated positive employee morale and teamwork.
3. Service Awards – these awards will also be presented at the annual employee
recognition event. These awards are in recognition of the dedication and
commitment extended by employees by the length of service given to the community
in increments of five (5) years.
FISCAL ANALYSISCity of Culver City, California
City Council Agenda Item Report
The events coordinated by this program will be funded from a combination of the
Personnel Department budget line item 10122100.516600, which is designated for
employee recognition events, General Fund Non-Departmental line item
10116100.514190 and miscellaneous donations received from bargaining groups
and local businesses.
The total amount to be expended is approximately $10,000.
ATTACHMENTS
1. Staff Recognition Program General Guidelines
2. Staff Recognition Committee Bylaws
MOTION
That the City Council:
Receive the presentation of the Staff Recognition Program.
MEETING DATE 10/10/05
AGENDA ITEM Presentation of the Staff Recognition Program
ATTACHMENTS
PAGE
1 Staff Recognition Program General Guidelines
1-5
2 Staff Recognition Committee Bylaws
6-8Staff Recognition Program
General Guidelines
Goal
The goal of this program is to provide a medium in which employees can be
recognized for excellent customer/public service, going beyond the call of duty,
creativity, team work, and having a pleasant attitude towards members of the public and
fellow employees
General Awards Elm'Mit),
a) An employee (full time/part time) must have worked for the City of Culver
City for at least one calendar year
b) An employee may receive nominations more than once in a calendar year
c) An employee may receive the Award more than once in their term of
employment
d) Self-nomination is not accepted
9/23/2005 Page 1 of 5Employee Peers Recognition
Background
The purpose of this Award is to provide an opportunity for fellow employees to
recognize outstanding service provided or observed by other employees The City would
like to emphasize teamwork and professionalism, which is vital to the success of our
organization The most valuable and highest commendation an employee may receive is
from their peers
The Employee Peer Recogmtion will be based on employee-to-employee
nominations Each employee may nominate one (1) fellow employee per calendar year
Criteria for Selection
The recipient of the Employee Peers Recognition shall exemplify in the following
cntena
a) Attitude
The nominee(s) shall display a positive attitude about one's position, toward
the public, fellow employees, and teamwork efforts
b) Customer Service
The nominee(s) shall provide and exhibit professional and outstanding
customer service to the public and fellow employees, which creates a positive
image on behalf of the City
Award Selection
The Employee Peers Recognition is open to all employees Each employee shall
have the opportunity to nominate one (1) fellow employee for this Award dunng the
calendar year (Jan 1 — December 31), An employee may nominate someone in its
respective department or in another department within the City
All employees are encouraged to participate and present their awards each year to
the deserving recipient(s) of their choice
Nomination Request Form
Nomination forms and instructions are available in the Personnel Department and
on the city's Intranet In order to give an Employee Peer Award, the form must be
completed and submitted to Personnel Personnel will review nominations for eligibility,
prepare the Certificate and arrange pick up for the employee giving the Award
9/23/2005 Page 2 of 5Annual Employee Award
Background
The purpose of the Annual Employee Award is to provide an opportunity for
employees to be recognized for outstanding contributions to the City, their peers, and the
community
Annual Employee Award Nominations
This Award is based on staff nominations, including any award recipients from
interdepartmental recognition programs
The Staff Recognition Committee will review nominations for eligibility and
determine on the award recipients and categones
Annual Employee Award will be presented dunng the Annual Employee
Appreciation event There will be three (3) recipients for this Award
Award Recipients will be presented with the following Awards
• Award Certificate and/or Council Proclamation
• Name added to perpetual award plaque at City Hall
Award Categories
Harry Culver Award
The Harry Culver Award is presented annually in honor of Mr Harry Culver Mr
Culver was well known for his innovative style He brought busloads to free picnics, put
ads in the newspapers that read "All roads lead to Culver City," held marathons and
other special events After he watched Thomas Ince film a western on Ballona Creek, he
convinced Ince to move his Inceville Studios from the beach to Washington Boulevard
The landmark colonnade on Washington Boulevard was built in 1915, and Culver City,
incorporated in 1917, was quickly becoming the "The Heart of Screenland Mr Culver
was active in the City's community in its early years, even serving in elected office 1
The Harry Culver Award will be presented annually to the employee who has
exemplified in the following cntena
I http //www cuh ercity org/citvinfo/history/harry culver html
9/23/2005 Page 3 of 5a) Recipient must have created ways which enriched the well-being of ones peers
and/or community including actions that enhanced public service
b) Recipient must have created savings for the City and/or resolved long-standing
issues
c) Recipient must have developed and/or participated in innovative programs that
improved work and life matters for City employees
Helms Award
The Helms Award is presented annually in honor of Mr Paul Helms for
Professional Customer Service, Compassion and Human Relations On March 2, 1931,
Paul Helms opened the Helms Bakery with 32 employees and 11 coaches In 1932,
Helms won a contract to supply bread for the Olympics in Los Angeles With Paul
Helms' interest in athletics, he established the Helms Athletic Foundation Culver High's
football field still cames the name of Helms Field The Helms motto "Daily to your
Door" is still inscnbed on the building Although their products were never sold in
stores, Helms Bakenes became one of the major employers in the city Paul Helms
earned the admiration and respect of his employees, his "co-worker family" In a 1997
interview, Paul Helms III proclaimed, "The key to the bakery's success was the co-
worker concept" As Helms walked through the plant, he called each of his co-workers
by his or her first name In August of 1969, twelve years after Paul Helms' death, the
bakery closed
The Helms Award is presented to supervisors who personify the "Paul Helm's"
philosophy, convey and display the spirits of "co-worker concepts and pnncipals"
a Recipient must have demonstrated an outstanding, record of professional
customer service, and compassionate human relations
b Recipient must have cultivated positive employee morale and teamwork
Safety Recognition Award
a Safety — Employees who have exercised the highest level of safety standards and
set examples for others in terms of on the job safety, as recognized by the City's
Safety Committee
9/23/2005 Page 4 of 5Length of Service Awards
Background
The purpose of the award is to provide a means of recognizing City employees for their
length of service and accomplishments Therefore, service pins, awards or other
recognition shall be presented to employees essentially in compliance with the provisions
of Civil Service Rule XVII Section 7
"Length of Service Awards" Employees shall be awarded
length of service emblems for the completion of each five years
of aggregate service with the City
Presentation of Award
Service Awards shall be presented to the employees by the City Council dunng the
Annual Employee Appreciation event
The Personnel Department will send out congratulatory letters to the eligible full-time
and regular part-time employee recipients and their respective appointing authonties
Recipients will be advised of the award format and the recognition presentation
Award Recipients will be presented with the following Awards
• Award Certificate and/or Council Proclamation
• Points are also awarded for every five years of service Points can be used
towards selecting a service pine or other items which include Administrative
Leave, or reimbursement for store, restaurant or travel purchases Points can not
be converted to cash or traded with other employees and must be redeemed within
two years of the date awarded
9/23/2005 Page 5 of 5SLC Staff Recognition Program Committee
Goals
a) Assist Personnel in coordinating actions related to the Staff Recognition Program
b) To help foster positive employee morale
c) Coordinate events and awards for exemplary performance by employees
d) To meet on a planned basis to plan for and execute yearly awards ceremony
Bylaws
Article I Article II Article III
General Key Committee
Membership Positions Meetings
ARTICLE I
General Membership
Section 1 Volunteers and Terms
• The committee will be made up of up to 12 main members (including key
positions) and 12 alternates Each member is eligible to volunteer for 2
consecutive 1 year terms
• The Staff Recognition Committee shall invite all eligible members of staff to join
or to nominate colleagues to volunteer
• Volunteers must have supervisory approval before volunteering because of the
time commitments associated with the committee
• A concerted effort will be made to ensure diversity of staff employees by inviting
people from all departments
• A maximum of 2 staff members per department will be allowed to fill empty spots
on the committee
• After reviewing all possible volunteers, the Staff Recognition Committee shall
forward a list of members to Executive Staff
• When a mid-term vacancy occurs, for whatever reason, the Staff Recognition
Committee shall solicit city staff for volunteers for a replacement
• The nomination review for award applicants will only include a maximum of 1
representative from each departmentSection 2 Responsibilities of Volunteer Members
Committee members are expected to attend all General Meeting's and to participate in
one or more sub-committees or task forces
A seat on the committee shall be considered vacant if a member is absent for any reason
from General Meetings four times in a given calendar year The vacancy will then be
filled by the Committee from the most recent application list or nomination
Section 3 Resignation from the Committee
Membership may be vacated by written resignation addressed to the Chair of the Staff
Recognition Committee
Section 4 Removal from the Committee
Repeated failure to meet the responsibilities of membership will be discussed with the
member before being brought to the Committee for vote If in agreement by quorum of
the Committee, the Committee Chair will submit request for resignation of the
individual's membership
ARTICLE II
Key Committee Positions
Key committee positions are voted upon by the 11 member committee board
• Personnel Representative — The role of the personnel representative is to
coordinate award program matters with Executive Staff and oversee the function
of the Staff Recognition Committee
• Committee Chair — The committee chair will be responsible for coordinating
meetings, events, and execution of the staff recognition program
• Committee Vice Chair — The committee vice chair is responsible for assisting the
committee chair with any administrative and logistical efforts
• Committee Treasurer — Responsible for monitoring the Staff Recognition
Program Budget and handling any financial matters in regards to committee
events
• Committee Secretary — Responsible for gathering meeting minutes, general city
communications, and assisting committee chair and vice chair
1ARTICLE III
Committee Meetings
• General Meetings shall be held on a monthly basis at a time and place scheduled
by the Committee with supervisory approval
• General Meetings are open to all city employees
• Special Meetings maybe held throughout the year to coordinate efforts for events
I