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HomeMy WebLinkAbout063 - Employee Award Program • AI� MI N ( STRATI VE ORE> ER NO . 63 TO : All Departments July 11 , 1989 FROM : Gary Crutchfield , City Manager SUBJECT : EMPLOYEE AWARDS PROGRAM . I . PURPOSE : The city desires to stimulate and reward its employees for valuable suggestions and distinguished service , particularly non - management employees . It is the purpose of this Administrative Order to establish the administrative framework ( i . e . , rules , procedures and guidelines ) to implement the city ' s Employee Awards Program authorized by Ordinance No . 2717 . ll . SCOPE : Each category of the Awards Program reflects its respective eligibility criteria ; however , all employees are hereby encouraged to become familiar with the program . In particular , management employees are expected to assure familiarity of nonmanagement employees and to apply the Awards Program to the fullest extent practicable . III . BANQUET : To assure appropriate acknowledgment of those employees qualifying to receive any of the awards and /or recognition provided • within the Awards Program , the city will provide for and conduct an Annual Employee Awards Banquet . The banquet will be made available at no cost to all regular employees ( and respective guest ) and will be conducted in December of each calendar year . All awards and recognition earned by employees during that calendar year will be presented at the Annual Banquet . IV . AWARDS AVAILABLE : A . SUGGESTIONS . 1 . Eligibility : Suggestion awards are available only to regular non -management employees , whether full -time or part-time ; temporary employees are not eligible . 2 . Criteria : a ) The suggestion must make possible an elimination or reduction of city expenditures without substantially impairing an existing city service or activity . b ) Suggestions pertaining to subjects assigned for research or development , or for problems assigned for solution for which such employee would normally be expected to offer in that line of duty , will not receive a monetary • award . • c ) The suggestion must propose a change which was not under active consideration by the city department affected at the time the suggestion was made . d ) Suggestions may not pertain directly to slaries , wages or benefits . e ) Unless specifically waived by the City Council upon recommendation of the City Manager , a suggestion put into effect by a city department must be submitted for award consideration not more than sixty ( 60 ) days following its adoption . 3 . Process : To be considered at all , a suggestion must be submitted on the standard form ( attached ) . Failure to complete the required elements will delay and may disqualify the suggestion . A completed suggestion form will be processed as follows . a ) All completed suggestion forms will be submitted to the Personnel Officer , who shall record its receipt ( by Form # ) on a standard log created solely for this purpose . Upon recording the suggestion form , a copy will be provided the employee and a copy will be forwarded to the department head whose department would be affected by or which would implement the suggestion . • b ) Upon receipt , the department head shall cause the suggestion to be evaluated as to its feasibility and net first year and subsequent annual cost savings . Upon completion of the evaluation , it will be forwarded to the Personnel Officer . c ) Upon receipt of the department evaluation , the Personnel Officer will schedule the suggestion and its evaluation for review by the Suggestion Awards Committee . The committee shall make a final recommendation to the City Manager on all suggestions received by the committee . d ) The City Manager shall make the final decision as to whether or not a suggestion will be adopted and receive an award and , if so , the amount of such award . 4 . Awards : Any suggestion selected for adoption will earn a monetary award equal to ten percent ( 10% ) of the estimated net first- year savings , but in no event more than $5 , 000 . " Net first- year savings" shall be determined by deducting from the estimated gross savings the annualized capital investment and any new or increased operating costs related to the suggestion . " Annualized capital investment" shall mean the total capital investment divided by the number of years of expected life of the investment or ten ( 10 ) years , • whichever is less . AO #63 - 2 - • 5 . Committee: The Suggestion Awards Committee , composed of the Assistant Finance Director , City Engineer and Personnel Officer , shall be chaired by the Personnel Officer and will meet at least twice each year to review suggestions and recommend to the City Manager whether or not a suggestion should be adopted . The committee shall endeavor to complete its review of any suggestion within ninety ( 90 ) days of its original receipt by the Personnel Officer . B . ATTENDANCE . 11 Eligibility : Any regular full -time nonmanagement employee who has completed at least twenty - six ( 26 ) consecutive pay periods of service without using any sick leave or disability ( zero hours ) during such period . 2 . Award : Eligible employees will receive an award of value not exceeding Fifty Dollars ( $50 ) , such as a gift certificate, U . S . Savings Bond , or similar item of value . C . SAFE DRIVING . 1 . Eligibility : Eligible employees fall into one of the two following categories : a ) Any regular full -time non -management employee • continuously assigned to one or more of the following activities : i ) Police patrol ( any rank ) . ii ) Street sweeper . b ) Any regular full -time or regular part-time nonmanagement employee ( minimum of forty ( 40 ) hours per month ) continuously assigned to one or more of the following activities : i ) Paramedic/ Firefithter ii ) Detective iii ) Maintenance crews ( street, sewer , water , parks , etc . ) . iv ) Building Inspection v ) Code Enforcement Officer vi ) Senior Van Driver 2 , Criteria : Performance of eligible jobs without a preventable accident for consecutive periods of five ( 5 ) , ten ( 10 ) , fifteen ( 15 ) or twenty ( 20 ) years . " Preventable accident" means a collision or other incident resulting in damage of any value to any property which , in the opinion of the City Manager after advice of the Loss Control Committee, could reasonably have been prevented by the subject employee . • AO #63 - 3 - • 3 . Awards : Safe driving awards shall be monetary and in the amount prescribed below for the respective category and the particular period of consecutive years without a preventable accident : ( a ) ( b ) a ) 5 years : $ 150 $ 50 b ) 10 years : $250 $ 100 c ) 15 years : $350 $ 175 d ) 20 years : $500 $250 D . CONTINUOUS SERVICE . 11 Eligibility : Any regular employee , including full -time and part-time , management and non -management; temporary employees , however , are not eligible . 2 . Criteria : Continuous active employment with the city for an uninterrupted period of time of ten ( 10 ) , fifteen ( 15 ) , twenty ( 20 ) , twenty -five ( 25 ) or thirty ( 301 years . " Continuous active employment" includes use of accrued leaves . The period of time absent from work due to disability or other approved leave of absence will not cause an interruption of continuous employment ; however , such • period of time will not be counted as " active" employment . 3 , _Award : Continuous service awards will be of the nature of a lapel pin accompanied by an appropriate plaque commemorating the award . The pin will be of a value which progressively graduates commensurate with the increment of continous service . V . EFFECTIVE DATE : It is intended that the initial Awards Banquet be conducted in December 1989 . In order to foster the greatest recognition and participation practical , each of the awards categories will have its respective effective date, as follows . A ) Suggestions : Effective immediately . B ) Attendance : Effective December 1 , 1988 . C ) Safe Driving : Effective January 1 , 1984 . D ) Continuous Service : Effective January 1 , 1960 . VI . SPECIAL RECOGNITION AWARDS : It is acknowledged that not all meritorious deeds of employees can be recognized within the awards categories heretofore established . In order to foster appropriate recognition , those employees who are deserving of special recognition may be so acknowledged at the banquet by presentation of an item of appreciation not exceeding Fifty Dollars ( $50 ) in value . • AO #63 - 4 - • VII . RESPONSIBILITIES : A . Personnel Officer : The Personnel Officer shall assure that employees are informed of the Awards Program at least annually . In addition to other duties or responsibilities prescribed herein , the Personnel Officer shall establish a record system for each category of awards and each employee' s personnel file shall record appropriate information to assure accurate monitoring of any employee ' s qualification for any award category at any given time . B . Department Heads : Each department head is expected to foster awareness of the Awards Program on the part of departmental supervisors as well as eligible employees . GC : ps Attachment : Sample Suggestion Form . • AO #63 - 5 - u^= this is My Suggestion Submit a single copy of your suggestion. Attach one copy of all forms and drawings. Use blank paper if you need more space. City 0001 Department Phone Name Employee Number Date (optional) Concerns Dept. Subject The present situation is My solution is Implementation Requirements: Cost & Savings: THIS STUB IS YOUR IDENTIFICATION. USE IT TO CLAIM YOUR AWARD, 0001 The City of Pasco may make full use of suggestion submitted on blank. me Dept. Employee Number Date ect • suggestion is a constructive, specific idea for an improvement of any part of City operations. It can be something entirely new or a modification or refinement of an existing product, procedure or method. It can be a new idea for increasing service to the public, saving money, saving energy or improving safety. HERE' S HOW TO SUGGEST LOOK CLOSELY AT WHAT WE DO NOW Suggestions can concern your job or any other job in your unit. Suggestions can relate to: Forms Safety Maintenance Equipment Scheduling Service Procedures Energy Installation or any other part of our business. QUESTION THE RIGHTNESS OF EVERYTHING Why do we do this? How can this item be improved? Why does it take this long? How could the design be changed? Why this form? Could it be made of different material? • Why this step? How can we reduce citizen complaints? Why this equipment? How can we, as employees, be more efficient? PRESENT YOUR IDEA State the problem clearly Give all the facts: State the benefits from the change Name and number of items or forms Explain exactly how the change should be made Where the suggestion applies Who is concerned HINTS FOR SUCCESS One improvement on a form Use sketches Think it over from every angle Present your idea step by step Be specific Talk it over with your boss TIME LIMIT Suggestions will normally be evaluated within 90 days of submission and awards will be made at the annual awards banquet. If your idea is used within two years after you were notified that It would not be adopted, you may still receive an award. In cases of duplication, the suggestion first submitted, with in the two-year limit, will receive the award. HOW MUCH CAN YOUR SUGGESTION EARN? All regular City employees (full and part-time) are eligible for awards. Suggestions which produce actual dollar savings for the City can earn a cash award based on the amount of savings. HOW TO SUBMIT Make a copy of your suggestion for your own use if you wish, then place the original in the nearest suggestion box or send it to the Personnel Office. If sent anonymously, retain the tear-off portion in order to claim any award that might be made.