City of Culver City, California
Agenda Item Report
Meeting Date: 07/02/13 Item Number: _A-5__
PRCS COMMISSION AGENDA ITEM:Informational ItemRegardingCity of Culver City
and Parks, Recreation and Community Services Department Staff Recognition
Programs.
Contact Person/Dept.: Dan Hernandez,
PRCS Director
Phone Number: (310) 253-6655
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [X] Attachments: [X]
Public Notification: (Email) Meetings and Agendas – Parks, Recreation and Community
Services Commission (06/27/13).
Department Approval:Dan Hernandez
(06/25/13).
City Attorney Approval: N/A
Chief Financial Officer Approval: N/A City Manager Approval: N/A
RECOMMENDATION:
Staff recommends that the Parks, Recreation and Community Services (PRCS)
Commissionreceive information regardingCity of Culver City and Parks, Recreation
and Community Services Department Staff Recognition Programs.
BACKGROUND:
At the June 13, 2013 Parks, Recreation and Community Services Commission, the
Commission reached consensus regarding agenizing a report from staff regarding
City of Culver City and Parks, Recreation and Community Services Department Staff
Recognition Programs. Currently, there are several different ways that the City of
Culver City may recognize employees and one PRCS Department staff recognition
event which is held in conjunction with the Annual PRCS Department Holiday Party.
DISCUSSION:
City of Culver City Staff Recognition Programs and Procedures
Civil Service Rule 15: Employee Recognition and Incentive Program for
Outstanding Job Performance– The City of Culver Civil Service Rules, as adopted
on September 25, 2006, set forth a policy, program and procedures for recognizing
City staff for outstanding job performance in Rule 15 (Attachment A). The last time
that a PRCS Department staff member appeared before the Civil Service
Commission to be recognized in this manner was on August 5, 2009 when Scott
Jacobs, Parks Maintenance Supervisor,received a merit award of two days of with
pay. City of Culver City, California
Agenda Item Report
City of Culver City Staff Recognition Program– 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. As detailed in Attachment B, the Program is comprised of the following
award categories:
1. Employee Peers Recognition
2. Annual Employee Award, including:
o the Harry Culver Award
o the Helms Award
3. Safety Recognition Award
4. Length of Service Awards (also mentioned in Civil Service Rule 15)
City Council Policy #3402 Council Recognition: Procedures for Approval and
Administration – This Council Policy, issued on August 9, 2004, provides for a
Distinguished Service Awardwhich is bestowed upon City staff members who
have made a lasting contribution to the City, have gone above and beyond the call of
duty, and serve as exemplary public servants. Department Heads may nominate
individuals for distinguished service awards, which are subject to approval of at least
three City Council Members. This award is signed by the full City Council and
presented in a fashion similar to a proclamation
Parks, Recreation and Community Services Department Reindeer Awards
At the 2012 Annual PRCS Department Holiday Party, the Department reinstated the
practice of presenting “Reindeer Awards” to recognize and honor deserving staff
members. Certificates were presented to awardees at the Party, in the following
categories:
The Dasher Award goes to the employee who is always busy doing his/her
best to accomplish everything that needs to be done and then takes the next
steps to go above and beyond the call of duty. Dasher puts a priority on
doing what best for the Department, the City and the community without
concern for personal gain or recognition. Dasher is consistent, hard-working,
efficient, enthusiastic and always ready for the next project.
The Comet Award goes to the employee who is highly visible in the
community as a representative of our Department and the City of Culver City.
Comet makes a lasting impression by bringing light and hope to others in
enduring ways that really make a difference in our community. Comet is
innovative, quick, personable, optimistic and always does the unexpected
with great results. City of Culver City, California
Agenda Item Report
Everyone knows that Rudolph is Santa’s lead Reindeer. The Rudolph
Award goes to the employee who always takes the lead, not only in solving
problems, but also in developing creative ways to improve the Department’s
programs and services. Rudolph lights the way with a hands-on leadership
style that both embraces and encourages others. Rudolph is honest, open-
minded, fair, imaginative and has great integrity.
Staff is considering adding additional Reindeer Award categories for this year’s
event.
FISCAL ANALYSIS:
There is no fiscal impact associated with the discussion of this Agenda Item.
ATTACHMENT:
A. Civil Service Rule 15: Employee Recognition and Incentive Program for
Outstanding Job Performance
B. City of Culver City Staff Recognition Program
MOTION:
That the Parks, Recreation and Community Services Commission:
Receive and fileinformation regarding City of Culver City and Parks, Recreation
and Community Services Department Staff Recognition Programs.
MEETING DATE: July 2, 2013
AGENDA ITEM: Informational Item Regarding City of Culver City and
Parks, Recreation and Community Services Department
Staff Recognition Programs.
ATTACHMENTS
Pages
A. Civil Service Rule 15: Employee Recognition and Incentive
Program for Outstanding Job Performance
1 - 2
B. City of Culver City Staff Recognition Program
3 - 6
RULE 15
EMPLOYEE RECOGNITION AND INCENTIVE PROGRAM
FOR OUTSTANDING JOB PERFORMANCE
15.1 Policy: It shall be the policy of the City to rec ognize and reward outstanding job performance of
the City’s classified and unclassified employees through an established program.
15.2 Outstanding Job Performance Criteria: The following examples shall be considered
appropriate criteria for outstanding performance awards:
a. Sustained Job Performance Superiority: Whenever an employee performs the duties of
the employee’s position in a manner superior to that of others in similar positions, in terms of
skill, devotion to duty, originality or like manner for six (6) months or more.
b. Outstanding Performance Evaluation Rating: Whenever an employee receives an overall
rating of “Excellent” on the employee’s annual performance evaluation.
c. Acts of Bravery or Safety: Whenever an employee performs a heroic act, involving the
risking of the employee’s life or limb to help others, or the saving of or attempting to save a
human life.
d. Extraordinary Performance (Single Act): Whenever an employee’s extraordinary single
act results in significant achievements.
e. Performance Improving Workplace Environment: Whenever an employee’s acts or
performance contributes to the improvement of h ealth, safety or morale for the City or the
employee’s department.
f. Inventions or Suggestions: Whenever an employee invents or suggests anything for the
use of the City which results in significant savings in manpower, money or materials.
g. Other Performance: Other types of outstanding jo b performance not enumerated above
may be considered, based on evidence submitted by the appointing authority.
15.3 Outstanding Job Performance Recognition Program: The types of recognition available for
the appointing authority to utilize in recognition of outstanding job performance includes the following:
a. Oral recognition by the appointing authority.
b. Written recognition by the appointing authority wi th co pies to the employee and the
Personnel Department for placement in the employee’s personnel file.
c. City Council resolution commending the employee, i.e., City Council commendation.
d. Granting of up to three (3) working days off with pay.
e. Increase in compensation (step advancement within range prior to scheduled date or
additional step beyond that scheduled).
f. Cash award, up to $1,000. Cash award will be taxable, non-PERSable and subject to
available funds within the awarding department’s budget.
g. A combination of any of the recognition awards set forth above.
ATTACHMENT A
Page 1RULE 15
15.4 Procedures: The appointing authority may recomm end an employee for an outstanding job
performance which meets the criteria of the progra m. The appointing authority shall prepare written
recommendations and shall forward them to the City Manager for approval, disapproval or modification.
In the case of recognition awards and commendations (excluding o ral and written recognition by the
appointing authority), the City Manager shall forwar d the recommendation to the Commission for review
and approval. If the Commission approves the City Manager’s recommendations for recognition award or
commendation, the action may be immediately implemented.
If the Commission modifies the City Manager’s recommendations, the action may be implemented as
modified, or, at the discretion of the appointing authority, may be taken to the City Council for a final
decision.
15.5 Employee Service Awards: Employees shall receive a service award for the completion of each
five (5) years aggregate service with the City. Su ch awards shall be determined by the Personnel &
Employee Relations Director, subject to the approval of the City Manager. Service awards shall be
presented to the employee by the City Council at a City Council meeting or any other formal meetings, in
the presence of the appointing authority or department representative.
15.6 Retirement Recognition: Employees who retire or resign after ten (10) or more years of service
are eligible to be honored by the City Council at a City Council meeting. A retirement award may be
presented to the employee at the time of recognition.
Page 2
City of Culver City – Staff Recognition Program
Page 1 of 4
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 Eligibility:
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.
1. Employee 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 Recognition 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 criteria:
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 during the calendar year
(Jan 1 - December 31), An employee may nominate someone in its respective department
or in another department within the City.
ATTACHMENT B
Page 3
City of Culver City – Staff Recognition Program
Page 2 of 4
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.
2. Annual 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 categories.
Annual Employee Award will be presented during 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. The Harry Culver Award
will be presented annually to the employee who has exemplified in the following criteria:
Page 4
City of Culver City – Staff Recognition Program
Page 3 of 4
a) Recipient must have created ways which enriched the well-being of one’s 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
carries the name of Helms Field. The Helms motto "Daily to your Door" is still inscribed on
the building. Although their products were never sold in stores, Helms Bakeries 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 principals":
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.
Nomination Request Form
Nomination forms and instructions are available in the Personnel Department and on the
city's intranet. In order to give an Annual Employee 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.
3. 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.
Page 5
City of Culver City – Staff Recognition Program
Page 4 of 4
4. Length 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 during 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 authorities.
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 cannot be converted to
cash or traded with other employees and must be redeemed within two years of the date
awarded.
Page 6