CITY OF CULVER CITY
COUNCIL POLICY STATEMENT Policy Number: 3402
General Subject: City Council and Administration Date Issued: 03/17/2025
Specific Subject: Council Recognition: Effective Date: 03/17/2025 Procedures for Approval
and Administration Resolution No: 2025-R0XX
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I. PURPOSE:
The purpose of this Policy is to formalize guidelines governing the presentation of proclamations, commendations, awards , and other recognition documents or items by City Council.
II. STATEMENT OF POLICY:
The primary purpose of this P olicy is to honor individuals, organizations, and groups, and staff who have made or have demonstrated significant contributions to the community; honor dignitaries; and recognize significant achievements, milestones or events. Multiple types of recognition may be utilized to ensure the appropriate level of recognition is granted to designated individuals, organizations, groups, staff and events.
III. RECOGNITION PROCESS PROCEDURES:
The recognition process is a ceremonial process that shall be, under most circumstances, presided over by the Mayor , consistent with the City Charter, Section 606, which states, “The Mayor …shall be the official head of the City for all ceremonial purposes...” This includes having the Mayor’s or the full City Council’s approval for all items recognizing individuals, organizations, groups, staff and events on the City’s behalf, as set forth in this Policy.
Additionally, a Councilmanic proclamation/commendation may be awarded when an achievement or event warrants personal recognition from one Council Member.
Official City recognition items include proclamations, commendations, certificates of achievement or recognition, distinguished service awards , and other recognition items, such as letters of recognition , City tile plaques, and other items as deemed appropriate by the Mayor in consultation with the City Manager.
Additionally, a proclamation/commendation may be issued by a single Council Member, with the Mayor’s approval, when an achievement or event warrants personal recognition from one Council Member.
Recognition Definitions and, Eligibility, and Procedures
City recognition items and their associated procedures are defined as follows:
Culver City Citizen of the Year Award annually recognizes an individual, selected by the Mayor, who has lived and/or worked in Culver City for 20 or more years ; and has contributed significant charitable, humanitarian, educational or financial support to other individuals or non -profit organizations , which has improved the quality of life of the community. The “good works” of the recipient cannot be the result of any paid employment or service as an elected or appointed official or as a candidate for public office. This honor shall be awarded to the selected recipient and presented by the Mayor on behalf of the City Council at the Annual Mayor’s Lunch eon, or other event as determined by the Mayor.
A Proclamation recognizes a significant event and officially sets aside a period of time in which the event is to be recognized (e.g., a Service Day, Week or Month) . A proclamation requires approval of at least three City Council Members or approval of the Mayor, as defined in the Nomination/Request section of this Policy. A proclamation may be automatically generated by staff if it is deemed a recurring and significant event (See “Recurring and Significant Items” ), has a significant impact on the Culver City community, or is a significant achievement, milestone or event. Proclamations are signed by the full City Council, and are presented on 11” x 17” proclamation paper.
Councilmanic proclamations may be awarded by one Council Member with the approval of the Mayor. It is signed by the Mayor or the requesting Council Member and is presented on 8½ x 14 proclamation paper.
A Commendation honors an outstanding or continued contribution to the community by an individual, organization, or group. Generally, commendations are reserved for those who have contributed to the betterment of the Culver City community for a c ontinued period of time . A commendation requires approval of at least three City Council Members or approval of the Mayor, as defined in the Nomination/Request section of this Policy. A commendation may be automatically generated by staff if it is deemed a recurring and significant event , as described in this Policy, and meets the above eligibility requirements. Commendations are signed by the full City Council, and are presented on 11” x 17” commendation paper.
Council Member proclamations and commendations may be awarded by one Council Member with the approval of the Mayor. It is signed by the Mayor or the requesting Council Member and is presented on 8½” x 14” proclamation paper.
A Certificate of Achievement , Appreciation or Recognition recognizes special accomplishments or milestones (e.g. , 100th birthday of a resident, Little League champions, etc.). Usually, it is a one-time occurrence that deserves recognition, but not at the level of a commendation. Individual Council Members may request the certificates, which must be approved by at least three City Council Members at a City Council Meeting , or it may be approved solely by the Mayor, as defined in the
Nomination/Request section of this Policy. A certificate may be automatically generated by staff if it is deemed a recurring and significant event , as described in this Policy, and meets the above eligibility requirements. Certificates are signed only by the Mayor or as otherwise designated by him/her the Mayor and presented on 8 ½ ” x 11 ” certificate paper.
A Certificate of Recognition for New Businesses welcomes and recognizes the grand opening of new businesses in Culver City. This Certificate requires approval of at least three City Council Members or approval of the Mayor, as defined in the Nomination/Request section of this Policy.
A Distinguished Service Award is bestowed upon City staff members who have made a lasting contribution to the City, 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 pr esented in a fashion similar to a proclamation or commendation, or in other such form as directed by the Council.
A Letter of Recognition is provided when a certificate is not appropriate, but Council wishes to recognize an event or welcome a group by providing a letter to be published in an event program or to congratulate an individual or organization on a recent achievement. Letters of recognition require approval of the Mayor, as set forth in the Nomination/Request section of this policy. Letters of Recognition a re signed by the Mayor or as otherwise designated by him/her and presented on gold seal City letterhead. Staff may generate a Letter of Recognition for the Mayor’s signature if it is deemed recurring and significant (see “Recurring and Significant Items” ) and meets the eligibility requirements of this Policy. Electronic versions of Letters of Recognition are acceptable, and every effort shall be made to provide color documents when providing electronic recognition letters.
A City Tile Plaque is provided to Culver City el ected officials, dignitaries and Executive Managers leaving City service , when available . The City Tile is presented as a wood plaque with an inlay tile of the Culver City seal and an engraved brass plate . There is no signature on this item. It is generated by the City Manager’s Office.
Employee Recognition and Incentive Program for Outstanding Job Performance.
Recognition and reward for outstanding job performance of the City’s employees is governed by Rule 15 of the Civil Service Rules, as amended, with regard to the criteria and process for employee recognition (e.g., sustained job performance, outstanding performance evaluation, acts of bravery or safety, retirement reco gnition, etc.). It is the “policy of the City to recognize and reward outstanding job performance of the City’s classified and unclassified employees through an established program.” (See Civil Service Rule 15: https://www.culvercity.org/files/assets/public/v/1/documents/city- manager/civilservicerulesamended06.pdf)
Naming Recognitions . Commemorative naming of City property and facilities is governed by City Council Policy 3403.
Nomination/Request Procedures Process1
The Mayor, as ceremonial head of the City, has the ability to approve requests unilaterally. The Mayor and Members of the City Council may also present nominations for recognition during the course of a City Council meeting. These nominations may be approved by the Mayor or through the support of three City Council Members at a City Council Meeting. Requests from the public for recognition of an individual, organization, group or event shall be submitted to the City Clerk’s Office. The requesting entity is responsible for providing specifics regarding the eligibility and nature of the request, as well as information that may be used in developing the recognition document. Requests will be evaluated for consistency with eligibility requirements and provided to the Mayor to approve unilaterally or to bring to the full City Council for approval of at least three Council Members. Requests that provide insufficient info rmation will not be considered for recognition until such time as sufficient information is available to provide the Council with a basis to make a decision. Nothing in this Policy requires approval of a requested recognition and not all requests may be approved. It is within the discretion of the Mayor or City Council, as applicable, to determine whether to approve a request.
Recurring and Significant Recognition Items
There are a number of significant events, award presentations, recognitions and observances that receive annual recognition from Culver City. The City Clerk’s Office shall prepare, annually in June for the Mayor’s review, a list of recurring and significant recognitions to be presented throughout the following Fiscal Year.
Notification
The annual “Recurring and Significant Recognition Items” list, which will be posted on the City Council page of the City’s website; and the individual recognition items, which will be included on the appropriate City Council Agenda , will s erve as notification for presentation of recognition items. Staff wi ll also notify Council Members of all other recognition items , including items that will be presented outside of a regular Council meeting.
[PLACEHOLDER – SEE STAFF REPORT FOR MORE INFORMATION ON
INDIVIDUAL COUNCIL MEMBER RECOGNITIONS NOT ASSOCIATED WITH THE CITY]
*This Policy supersedes Policy No. 3402 issued on August 9, 2004 by Resolution No. 2004-R056 and amended on April 18, 2017 by Resolution No. 2017-R033 .
1 Nominations for the Civil Service Employee Recognition Program shall be processed in accordance with Rule 15 of the Civil Service Rules. Application for the commemorative naming of City property and facilities shall be processed in accordance with City Council Policy 3403.