Association directives
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- ADDITIONAL INFORMATION Eligibility
- Justification statements
- Regional Association Review
- ADDITIONAL RESPONSIBILITIES
- EMPLOYEE - SPECIAL ACHIEVEMENT AWARDS NOMINATION FORM AND INSTRUCTIONS
- NOMINATORS NAME:______________________________________________________________
- Calendar For Special Achievement Awards
- CACASA MANAGER - SPECIAL AWARDS GUIDELINES PURPOSE
- 2004-07-10 - CENTRAL AREA - (between the Tehachapis and Sacramento)
- 2006-09-12 - SOUTHERN AREA - (South of the Tehachapis)
- 2005-08-11 - NORTHERN AREA - (North of Sacramento)
- COUNTY ADMINISTRATION Memorandum of Understandings Policies Guidelines
For Employees of County Departments of Agriculture/Measurement Standards California Department of Food and Agriculture California Department of Pesticide Regulation Purpose This Special Achievement Awards Program is designed to recognize special contributions made by employees. Any employee can nominate an individual employee, project crew task force or team for the award. To Qualify 1. Sustained superior performance above and beyond what is expected of an employee performing at the standard level such as:
ADDITIONAL INFORMATION Eligibility - All employees except County Agricultural Commissioners, Sealers and management employees of CDFA. Submission period - To be initiated and coordinated by the chair of the Personnel Standards Committee. October 15 - December 31, 20 to cover the current calendar year to recognize recent and past accomplishments. Justification statements - A person or team may be nominated by a peer supervisor, manager, or by himself or herself. A written statement, not exceeding 500 words, must be sent to the Executive Secretary of the California Agricultural Commissioners and Sealers Association stating how or why the person or group deserves special recognition at this time. The Executive Secretary will distribute county nominees to their respective Regional Association president. CDFA nominees will be sent to all Regional Association Presidents. Regional Association Review - Nominations from each region will be reviewed by the Regional Chair and his/her designated review panel. Nominations from CDFA or DPR will be reviewed by the Secretary or Director of those agencies or their designees. Special Achievement Awards may be given by Regional Associations, CDFA or DPR to individuals meeting the awards criteria from a given area. Final Review - A total of not more than three nominations from each area will be reviewed and evaluated by a special committee appointed by the President of the CACASA and a representative appointed by the Secretary of CDFA and representative appointed by the Director of DPR. The committee will recommend from the nominations, individual(s) to receive awards in a given calendar year. There is no obligation on the part of the committee to make an award if none is deemed appropriate. Award - The award(s) shall be of suitable design and construction as to appropriately recognize the outstanding employee(s) of the year statewide. Presentations shall be coordinated by the Association Personnel Standards Committee Chair, CDFA and DPR and the respective county Commissioner/Sealer. Presentations and public announcements should take place as soon as practical after the awards and press information are assembled. Recognition may include the following: a. A plaque dedicated to the individual or team b. Presentations and/or announcements by the CDFA Director or Directorate before the:
3. California Agricultural Commissioners and Sealers Association c. Recognition by:
ADDITIONAL RESPONSIBILITIES Local Public Relations - The agricultural commissioner and sealer shall coordinate local media and provide for press coverage and photographs during Board of Supervisors presentations. Nominees Recognition - All individuals submitted for Regional Association Review will receive a letter of appreciation from their Regional Association President or the Director's Representative on the nomination committee. All county nominees considered for Final Review and not selected will receive an honorable mention letter from the Association President with copies to their Board of Supervisors, Administrative Officer and Department Head. CDFA and DPR nominees considered for Final Review and not selected will receive an honorable mention letter from the Association President with copies to their Assistant Director and the Secretary or Director. EMPLOYEE - SPECIAL ACHIEVEMENT AWARDS NOMINATION FORM AND INSTRUCTIONS Due December 31st, 20__ NOMINEES NAME(S)
Attach additional sheets if necessary, but limit the statement to 500 words.
4. Describe the leadership roles assumed by the nominee(s). 5. Please make a personal statement about your nominee(s). Attach additional sheets if necessary. NOMINATOR'S NAME:______________________________________________________________ Job Title Address Work Phone Home Phone Signature DEADLINE - DECEMBER 31st, 20__ MAIL TO: CACASA Accomplishment Recognition Executive Secretary Calendar For Special Achievement Awards DEADLINE PRESENT PROPOSED October 15 Mail out Announcement and Nomination Same Forms * Chair of Personnel Standards Committee Responsible December 31 Nomination Forms Due Send nomination * Send to CACASA Executive forms to Chair of Secretary Personnel Standards Committee January 15 Nominations Sent Out for Review Chair of Personnel (proposed) * Nominations are sent to the origin Standards CACASA Regional Presidents for Committee Review by panels responsible for distribution January 15 Review Panel Formation Same (proposed) * Each CACASA Regional President, CDFA and DPR to designate a panel to review nominations March 15 Review of Nominations Finalists are (proposed) * Panels review nominations and select forwarded to Chair no more than 3 from each region and of Personnel agency for consideration for statewide Standards award(s) Committee who is responsible for coordinating with special committee and distribution
March 15 Special Committee Formation Same (proposed) * Special committee appointed by CACASA President, Secretary and Director
May 1 Review of Finalist Special committee (proposed) * Special committee will review recommendation(s) are nominations and recommend sent to Chair of individual(s) to receive award(s) of Personnel Standards Committee who is responsible for coordinating with CACASA Board of Directors Secretary and Director
* Chair of Personnel Standards Committee, CDFA, DPR and the representative CACASA Agricultural Commissioner/Sealer to coordinate presentation CACASA MANAGER - SPECIAL AWARDS GUIDELINES PURPOSE This award is designed to recognize leaders (Association Members and Nonmembers) who have made unique contributions directly or indirectly in furtherance of the goals of our association and/or county offices. GUIDELINES
4. Only those persons meeting at least two sections of criteria 'a' through 'e' shall be nominated to receive a special award. ASSOCIATION DIRECTIVE Annual Meeting Locations The Annual Meeting shall be held in areas of the State designated as the Central Area, Southern Area, and Northern Area. A three-year rotation sequence shall be established and maintained. Sites shall be selected two years in advance and arrangements made accordingly, 2004-07-10 - CENTRAL AREA - (between the Tehachapis and Sacramento) That area south of the eastern end of San Francisco Bay, and the northern boundaries of Contra Costa, San Joaquin and Calaveras County and the southern boundary of Alpine County, and including the following counties: Alameda Kings San Benito Santa Cruz Calaveras Madera San Francisco Stanislaus Contra Costa Mariposa San Joaquin Tulare Fresno Merced San Mateo Tuolumne Inyo/Mono Monterey Santa Clara
Kern Riverside San Luis Obispo Los Angeles San Bernardino Santa Barbara
Amador Humboldt Napa Siskiyou Yolo Butte Lake Nevada Solano Yuba Colusa Lassen Placer Sonoma Del Norte Marin Plumas/Sierra Sutter El Dorado Mendocino Sacramento Tehema COUNTY ADMINISTRATION Memorandum of Understandings Policies Guidelines MEMORANDUM OF UNDERSTANDING California Association of Weights and Measures Officials California Agricultural Commissioners Association and the California Department of Food and Agriculture Agreement for Attaining Mutual Objectives A mutual objective of the California Association of Weights and Measure Officials, the California Agricultural Commissioners Association, and the California Department of Food and Agriculture is to serve the people of California by fair and equitable enforcement of all laws for which each agency is responsible. In pursuance of this objective and to meet challenges and for problems of agriculture and the public, cooperation is essential for the harmonious operation of the agencies involved. To maintain cooperation the California Association of Weights and Measures Officials, the California Agricultural Commissioners Association, and the Director of Food and Agriculture agree to the following: COMMUNICATION Maintaining proper lines of communication is essential to close cooperation and effective enforcement. To be of maximum value, information must reach the appropriate agency as promptly as possible. 1. Prepared News Releases a. Department news releases involving specific counties will first be reviewed with county officials involved and time of public release will be coordinated. b. County news releases directly involving the Department will first reviewed with State officials involved and time of public release will be coordinated. c. Copies of Department news releases will be sent to all county, state and federal agencies involved. d. Copies of county news releases will be sent to the Director with recommendations for distribution. e. Participation of all involved agencies and other departments will be acknowledged in all releases. 2. Newsletters a. Will not be used by the Department to disseminate policies or procedures. b. Will be distributed to all concerned county and state officials in a timely manner. 3. Correspondence a. Correspondence will be acknowledged promptly and will be signed at the appropriate level. b. Copies of correspondence will be sent to all involved county and state offices. 4. Telephone Contacts Telephone calls concerning policy, procedure, and commitments will be confirmed by letter when necessary or requested. 5. Personal Contacts a. Official contacts involving Department and county personnel or meetings to discuss particular problems shall be by appointment. The purpose shall be described in advance in such detail as to achieve maximum value from the official contacts or meetings. b. When requested, appropriate departmental personnel shall represent the Department at regional association meetings. c. Each Department representative should review with the commissioner or sealer or designee work that has been accomplished during a visit to a county. d. Regional Coordinators will represent the Director. PUBLIC RELATIONS The good image of the Department, commissioners and sealers can be maintained by observing the following: 1. New personnel will receive training in public relations. 2. Department employees who work with county officials will receive orientation on duties and functions of such officials. 3. County employees will receive orientation on duties and functions of the Department. MANAGEMENT County and state officials recognize that high standards of management practice and conduct must govern performance of all those in public trust. 1. Coordination a. The counties should strive for uniform enforcement procedures. b. Laws, regulations, and policies will be reviewed on a continuing basis by the Department and the Associations. c. The Department and the Associations will each apprise the others of legislation under consideration which will directly or indirectly affect the work of the others. d. To promote better understanding and uniformity among counties, appropriate Department representatives should personally discuss problem areas with commissioners and sealers or their designees. Personal conflicts or problems will be resolved at the lowest possible level. e. Regional Coordinators represent the Director in their assigned regions to maintain effective, coordinated programs with counties. They shall be kept informed on programs and problems and be fully utilized to assist Department staff and commissioners and sealers. They should receive copies of pertinent correspondence between the Department and regional associations or individual counties in their regions. f. Commissioner and sealer participation in association meetings and the uniform application of state laws is essential to attainment of mutual goals and is an obligation that should be considered an ethical requirement. Association meetings where matters of mutual interest are discussed shall have Department representation. g. Department personnel will contact chairmen of regional associations to place items on regional association agendas. Information on these items should be circulated to counties involved prior to meeting to achieve maximum value from discussions. h. Cooperative projects will be planned sufficiently in advance to permit adequate budget and workload assignments. Contingency plans will be developed for emergencies. i. The Department, when requested, will provide timely assistance to counties in developing necessary budget information. j. Whenever a Department employee involved in a program of joint responsibility schedules work in a county, the commissioner or sealer will be notified in advance, except in those occasions where it is not appropriate. k. The spokesperson should be determined ahead of time when state and county personnel are working together. l. If a decision made by a commissioner or sealer involving interpretation of law or regulation is reversed by the Department, it shall be thoroughly discussed with the commissioner or sealer involved prior to implementation. 2. Forms and Reports a. In the interest of uniformity, counties should use state approved forms. b. State supplied forms and reports will be reviewed periodically by the Department and the Associations. c. Adequate instructions will be provided with each form or report. d. New or revised forms will be reviewed with regional associations and appropriate association committees before adoption and, whenever possible, be put into use only at the beginning of a reporting period. e. Before release, the Department will review records carefully and will return them to counties for clarification if obvious inconsistencies or errors are noted. f. Upon request, and within budget constraints, the Department will assist counties in developing and preparing forms and reports. g. Commissioners and sealers shall submit monthly reports on time. These reports shall be reviewed and signed by supervisory personnel. h. Within budget constraints, counties will respond to special Departmental requests for information in a timely manner. 3. Management of Equipment a. The Department should: 1. Provide information on equipment being used in counties and recommend disposition of equipment that is unnecessary or outmoded. 2. Provide equipment recommendations for various functions, including minimum specifications and names of manufactures. 3. Take leadership in testing and evaluating new techniques and equipment, and where practical, involve county personnel. b. The counties should: 1. Use recommended types of equipment. 2. Establish a maintenance and replacement program. 4. Manual of Administrative Procedures a. Manuals of policies, operating manuals, handbooks, procedural circulars, and administrative procedures will be maintained by the Department and distributed to each county. Manuals will: 1. Define areas of responsibility. 2. Be in accord with established policy. 3. Standardize procedures, definitions, and equipment. 4. Provide interpretations and define lines of communications. 5. Define inspection, investigative, hearing, and courtroom conduct. 6. Be cleared by appropriate Department officials and other affected agencies. 7. Be reviewed as frequently as necessary but at least annually. 8. Be amended promptly utilizing a format for new information to facilitate identifying, dating, and replacing amended pages. 5. Manual of Technical Weights and Measures Procedures and Instructions a. A complete manual of technical procedures and instructions will be developed and maintained by the Department and distributed to all state and county weights and measures officials. b. This manual will set forth technical procedures and instructions for: 1. Compressed gases 2. Measuring devices 3. Weighing devices 4. Quantity control of packaged commodities 5. Electric measuring devices 6. Weighmaster and petroleum products c. Technical procedures will be developed in cooperation with county weights and measures officials. d. It is the responsibility of each weights and measures official to maintain and use this manual. TRAINING PROGRAM Training is recognized as a necessary adjunct to proper performance of cooperative programs. The Department and counties have a joint obligation to meet training needs of county personnel. The Department will assist counties in providing training in knowledge, skills and attitudes to enable county personnel to perform their duties efficiently and effectively. Major emphasis will be on technical and professional training pertaining to cooperative programs. 1. Training Programs a. Will be developed to meet specific needs. b. Will be conducted by adequately trained personnel. c. Will be evaluated to determine if needs have been met. d. Will be coordinated within the Department to permit appropriate scheduling. e. Will include informal training and program reviews for specific functions at the county level. 2. Scheduling and Participation a. A schedule of proposed formal training will be developed sufficiently in advance to permit necessary budgeting and other planning. b. Training programs shall be scheduled at such locations so as to reduce total travel to a minimum. c. Personnel completing formal training programs may be issued an appropriate certificate. d. Review of updated information and instructions in the use of new technology by county personnel is encouraged on an informal ongoing basis. 3. Education and Professional Development a. The Department and the Associations will cooperatively develop and distribute information and brochures on job opportunities for employment within their respective agencies. b. State and county personnel are encouraged to participate in educational and in service training programs to improve their technical, professional and administrative qualifications. c. The Department will conduct a continuing study of the certification procedure and examinations to ensure they are kept current and lead to increased professionalism. PROGRAM OBJECTIVES AND EFFECTIVENESS MEASURES The Department and the Associations recognize the need to establish evaluation techniques to measure the degree to which program objectives are being realized. 1. Program Objectives a. The Department and the Associations will develop short and long term objectives for each cooperative program. b. Program effectiveness measures will be jointly established by the Department and the Associations. c. Each county's program effectiveness will be reviewed periodically by the Department and the affected commissioner or sealer. Necessary corrective action will be jointly developed. d. Joint state-county program effectiveness will be reviewed periodically by the Department and the Associations. Necessary corrective action will be jointly developed. 2. Performance Standards To achieve a high level of county service, performance surveys will be conducted for each program using uniform guidelines and standards. a. In setting quantitative standards consideration will be given to differences in size, population, and business activities of the various counties, and to the county's inspection frequency plan. b. All criteria for performance standards will be reviewed periodically and revised when necessary. c. Each county's performance will be evaluated for those functions where standards have been established, but not compared with or to another specific county. d. Follow-up surveys will be conducted to reevaluate a county's performance in substandard areas. DISTRIBUTION OF THIS DOCUMENT This document will be distributed to all personnel involved in implementation of this agreement. (Replaces memorandum of understanding as adopted separately by the California Agricultural Commissioners Association and the California Association of Weights and Measures Officials.) ADOPTED February 3, 1984 O/S 4/16/84 Director Date California Department of Food and Agriculture
Executive Secretary Date California Association of Weights and Measures Officials
Executive Secretary Date California Agricultural Commissioners Association
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