Internal Programs and Policies
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Background Style guides (aka brand guidelines) dictate how cities present themselves to the community and beyond by outlining the proper use of logos, colors, fonts, etc. They promote consistency across all areas of communications and outreach efforts and can help build trust and engagement within the community. Style guides are the core of a City's visual presentation and voice, allowing a City to identify its unique character and reach its strategic goals. Municipal logos, websites, social media pages, community education, visitor information and business development materials should all be recognizable within the community and build awareness outside your ag…
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Background Travel and expense policies cover the costs related to employees traveling on for official duties or when representing the agency. These policies are an agency's regulations and procedures on how their employees should approve, book and expense travel for business purposes. Travel costs typically cover transportation, lodging, meals and related items. Travel expenses can be charged based on actual expenses, per diem, mileage or a combination of these options, as long as it aligns with the agency’s travel policies. For most agencies, approval is necessary for reimbursement of travel costs. Legal requirements California labor code section …
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Background Employee recognition programs and ceremonies acknowledge and celebrate employees' achievements and demonstrate an agency’s appreciation for staff. Employees can receive recognition for key milestones, a promotion, exemplary performance or specific work they have done. When implementing recognition programs within your agency, it is important to remember to offer sincere, consistent and value-driven rewards. State Initiative and Resources Following California’s Civil Service Improvement Initiative, the Government Operations Agency (GovOps) and the California Department of Human Resources (CalHR) created the CalHR Employee Recognition Policy Toolk…
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Background Similar to community engagement or communications policies, a public outreach policy identifies primary forms of public outreach across an agency. Some agencies choose to combine a public outreach policy with a social media policy as a quick reference for how to share information, which outlets are approved by the agency and how they should be utilized. These plans can also be used as a resource for employees to learn or stay updated on how their agency executes outreach and plans for community meetings, public hearings, etc. and the accompanying outreach materials needed. On the other hand, agencies may also have a communications plan to provide a hi…
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Background Private donations can be an effective way for agencies to expand their fundraising efforts and allow community members to contribute to specific projects or ongoing programs. When accepting private donations, it's important for agencies to clearly define processes to ensure transparency and prevent conflicts of interest. Your agency should establish guidelines for who can donate, what donations are acceptable and where financial donations can be allocated. Developing a Donation Policy First, your agency should consider what donations are acceptable. For example, the City of San Diego specifies that donations may be in the form of cash, financial…
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Background Employee Assistance Programs (EAPs) are a popular resource employers offer to help employees balance competing priorities and manage other stressors. EAPs provide confidential resources for employees to find support for personal challenges that affect their job performance. Many EAPs provide support for mental health, health and caregiving, family services, substance abuse, financial services and work issues. Public safety personnel can face significant amounts of stress that affect them and their families each day. It is important to create an environment to support these individuals as they manage challenges that are part of their career. Your agen…
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Background Traffic collisions occur daily and can range from very minimal damage to severe damage or even death of a driver. Agencies are encouraged by the California Highway Patrol Collision Investigation Manual (CIM) to investigate or report all collisions that occur within their jurisdiction and scope of responsibility. This is typically completed by your agency’s Police Department of Sheriff’s Department. Your agency may adopt the policy established by the CIM or establish an individual reporting policy. The CIM shares in-depth explanations of what and how to report traffic collisions. The CIM ensures traffic collision reports are completed and standardized th…
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Background A needs assessment refers to the process of identifying needs, gaps and barriers within a community or target group. These assessments not only help determine new resources your agency or community may need, but can also help improve your agency’s current programs, reach and effectiveness. Conducting a Human Services Needs Assessment can help your agency: Assess gaps in services. Identify resources to address needs. Make sure your agency is focusing its resources on the unique circumstances of the community. Challenge inaccurate existing beliefs about needs and gaps. Determine program priorities. Support the need…
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Background City Commissions are tasked with making decisions that affect the entire community. Diverse commissions can help ensure your community’s represented in the decision-making process. This representation can help your agency implement policies and programs that are more responsive, inclusive and effective for the community. Enhancing Trust and Engagement Community members trust the local government and its decision-making processes more when they see individuals who share their life experiences and identities on City Council, boards and commissions. Diversity encourages more residents to join a meeting or conversation, leading to greater civic enga…
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Background Local governments use social media as an indispensable tool to communicate with the public. Cities already use multiple forms of media to communicate with the public, and social media offers a more interactive and immediate method to provide public information. It allows agencies to better serve their community with enhanced attentiveness and responsiveness. Organizations use social media to provide instant, transparent communication, if used appropriately and consistently. A social media policy helps guide an agency’s social media use while mitigating associated risks. The policy protects the agency from legal liability and gives parameters for digit…
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