Internal Programs and Policies
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Background Local governments are required to have plans in place for emergencies. Emergency Action Plans (EAPs) provide guidance for agencies during an emergency situation, while Emergency Operation Plans (EOPs) are comprehensive guidelines that cover planning, procedures and recovery. The Federal Emergency Management Agency (FEMA) is the nation’s leading crisis management agency that assists state and local governments in aiding people before, during and after emergencies. California Governor’s Office of Emergency Services (Cal OES) is California’s leadership and resource center for emergency management. Cal OES facilitates immediate response to local governments du…
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Background Local government agencies are required to compensate their elected officials. Cities, counties and special districts typically assemble their compensation packages based on state laws and regulations, local ordinances and budget considerations. These factors help agencies identify compensation levels and benefits for elected officials. Legal Requirements City Council Compensation (Government Code § 36516) Councilmembers’ compensation must be approved by the City’s ordinance. Councilmembers’ approved salaries are based on their City’s population. Salary maximums based on population are outlined below: Cities up to and including 35,000 i…
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Do any agencies have an example of an office safety and injury prevention program? One focused more on office staff protocols for safety as opposed to field operations.
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Background Compensation based on employment classification—the group jobs are placed in that determines their pay—is a key factor to helping government, city, and general employees receive fair wages based on their job description. Therefore, accurate job classification is key. Cities and other public agencies typically establish job classifications based on the majority of duties and responsibilities in a given job. For example, the City of Riverside has a clear method of how they separate jobs into categories of compensation. On their website, you can see how each job classification is indicated by an identifying code number which breaks down the distinguishi…
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Background Agencies can choose to provide agency-owned mobile devices or allow employees to use their personal device to complete work. Employees who use their personal devices are typically reimbursed by the agency for its use at work. Offering an agency-owned device allows employers to have more control over what is accessible on the phone and how it is used. Agencies can also easily transfer the phone and phone number to a new employee when an employee leaves the agency. If your agency offers devices to employees, you are responsible for any related maintenance and upgrade costs. Allowing staff to use personal devices for work responsibilities reduces th…
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Background Federal and state laws govern regulations for sickness, disability, military and other types of leave. Your agency should create policies in line with these regulations to provide employees with an overview of how your agency addresses these situations. Your agency may choose to offer more generous policies for your employees. Employees may request time off from work for a variety of reasons such as sickness, vacation, disability or child care. Employers should maintain and adhere to paid time off (PTO) policies to retain talent, build trust and, ultimately, boost the productivity and efficiency of the agency. PTO for vacation is a valuable bene…
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Background Codes of ethics for elected officials provide a comprehensive framework for promoting integrity and accountability in governance. They serve as guiding principles, delineating expected standards of behavior and integrity in governance. Establishing standards for your elected officials can help maintain public trust, uphold democratic values and ensure accountability. Code of Ethics for Elected Officials Santa Clarita Valley Water Agency – The SCVS Board of Directors are required to adhere to a set of policies that uphold the agency’s mission and maintain integrity in all endeavors. The board recognizes its role in setting policy and ensuring cle…
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Background State and federal law requires public agencies to keep and manage any records. Records retention and destruction policies dictate how long agencies should keep records, where they should store them based on activity and when and how agencies should dispose of or archive them. Records retention programs are important for agencies to ensure legal compliance and promote transparency. The public can request access to all public documents by completing a public records request in accordance with the Public Records Act. The organization process your agency sets up can help ensure quicker response times to a public records request. Legal Requirements …
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Background When cities or agencies are faced with an emergency, they must formally declare an emergency by issuing a proclamation that is adopted by the governing body. This declaration must be made in writing and clearly state the nature of the emergency, the area affected and the cause of the emergency. Timely and accurate communications regarding emergency declarations are essential for agencies to convey the severity of the situation, outline precautionary measures and distribute critical instructions to ensure public safety. By promptly communicating the nature of the emergency, its geographical scope and the actions being taken by local authorities, immed…
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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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