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ADMINISTRATIVE POLICIES AND PROCEDURES
SUBJECT: DISTRIBUTION OF CITY AWARDS AND OTHER FORMS OF
RECOGNITION FROM THE CITY COUNCIL
Effective: 10/10/94 (Replaces policy dated 10/20/87)
PURPOSE:
To establish a policy governing the distribution of City awards and commendations, and to prescribe what authorization is needed for each.
POLICY AND PROCEDURE:
1. Wood plagues
Wood plaques are to be given only in very special circum- stances. Plaques may be presented:
* To outgoing City Council members;
* As retirement award for City employees;
* To the recipient of the annual Employee of the Year
award.
* To a community group/organization/individual who has
shown continued and outstanding participation (finan-
cial or personal effort) in the programs, projects and
obligations of the City of Merced.
* To an individual/organization/community group in recog- nition of their outstanding achievement (of community-
wide significance) which the above will want to remem-
ber such achievement.
Presented to outgoing members of the City Planning, Re- creation and Parks, Personnel, Airport, and Project
Area committees or commissions who have served 4 or more b. Requests for use of the wood plaques will be made through the City Manager's office. With approval, City staff will have the appropriate nameplate prepared for a formal presentation.
Administrative Policies and Procedures
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If at all possible, requests should be made at least two (2) weeks before the presentation is scheduled.
1. Community Service Awards
Community Service award certificates shall be given in the following situations as a token of the City's appreciation:
• To outgoing members of various City committees and com- nissions who are not receiving a wood plaque as noted ir la above. The award will also be given to public and
staff members of special City committee and boards in
acknowledgment of their participation.
* To community groups/organizations/individuals who have donated their time and/or money to a particular city pro- ject or program of lasting significance and benefit, less than community-wide in nature.
Requests for issuance of a Community Service Award, should be made through the City Manager's Office. With approval, City stati will prepare a certificate for formal presentation. All Community Service awards will be presented unframed unless staff is directed otherwise.
3. Employee Service Awards
The Support Services Department shall choose and distribute employee service awards to eligible City employees at the annual employee award ceremony, or in whatever way the Dir- ector of Support Services so determines.
4. Proclamations
City proclamations are utilized to proclaim special promo- tional activities within the community or to acknowledge special efforts made by some person or organization annually in the community, when the effort did not involve contribu- tion to a city project warranting a Community Service Award or will not be of lasting benefit to some part of the commu- nity. proclamations originate from a formal written request made by community organizations to the City Manager's Office.
The City Manager's Office shall administer the preparation and placing of proclamations on the City Council agenda or other suitable manner of presentation. All requests for proclama- tions should be forwarded to the City Manager's Office for pro- cessing. If approved by the City Manager, the proclamation shall be issued. If not approved, the City staff will contact Administrative Policies and Procedures
the requesting party and work to improve the proclamation, or return said proclamation.
5. Other Recognitions
Flowers may be sent upon the death or serious injury, re- quiring hospitalization, of a current or past Council mem- ber or a current City employee, or other occasions with City Manager approval.
b. Other City mementoes or items of recognition may be ac- quired and distributed in keeping with adopted budgets and City Manager or department head direction.
6. Exceptions:
Any exceptions to this policy must be approved in advance by the City Manager.
Bangell