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HomeMy WebLinkAbout1983-05-03; City Council; 7374; Suggestion award programCIT 3F CARLSBAD - AGENC BILL AB#= MTG. 5/3/83 SUGGESTION AWARD PROGRAM TITLE DEPT. PER I DEPT.HD. y CITY AlTYEd = CITY MGR. RECOMMENDED ACTION: City Council adopt Resolution No. 72 /O . ITEM EXPLANATION: The City Council has established as a goal for the Personnel Department the development and implementation of a Suggestion Award Program. The rules for such a program are attached to the accompanying resolution. These are forwarded for City Council consideration. The suggestion award program is merely one element of an employee award program which is outlined on the attached memorandum and is referred for council information. FISCAL IMPACT: Fiscal Impact is unknown at this point and would be dependent on suggestions received and awards made. It is recommended that an amount of $5,000 be established in an awards account in the Personnel Department budget for Fiscal Year 1983-84 in order to initiate the program. EXHIBITS: 1. Memorandum from Personnel Director to Assistant City Manager dated March 11, 1983. 2. Resolution No. 7drQ , establishing an employee Suggestion Award Program. I ', Maxch 11, 1983 .. * TO : Frank Mannen FROM: Personnel Director EMPLOYEE AWARDS PROGRAM A major objective of the city has been to maintain a stable, experienced and highly motivated work force. A method for accomplishing this is to provide recognition for city employees. There should be various types of recognition rendered on different levels. Generally, it has been the city's policy to recognize longevity. Other types of recognition should include, (1) xecog- nition for excellence in performance, (2) recognition of employee suggestions, and (3) recognition for safe practice and recognition for safe driving. Therefore, the five primary areas involved in an employee recognition program would be: 1. LONGEVITY. The city historically recognized employees' length of service with the issuance of a service pin, recognizing the employee at five years of service and at five year intervals thereafter. It is recommended that this practice continue, but be supplemented in the periods one to five years. Service of one year, it is felt, should be recognized in some manner by the Personnel Department. It should be commemorated with a letter certifying to the employee that he has successfully completed probation and is now a permanent city employee. Additionally, some small momento could be used to signify their integration into the permanent city force. The years that follow, it is felt, could be recognized at the department level, informally but with some manifestation of recognition. 2, EXCELLENCE. To date, the city has not had a program that recognizes employees' excellence. Excellence would be defined as the employee, who over a given period, has consistently performed in an excellent manner, or the employee who has displayed excellence on a single project. It is felt that recognition for excellent service should be accomplished at three different levels. First, the supervisor's level where a supervisor observing the employee in his daily activity could single out the persons who have performed above the average within the unit. It is felt that the second level could be recognition at the department level, wherein a supervisor has recognized an employee who he feels should be recognized by the department head for excellent service. The last and highest level of recognition for excellence should be on the city level wherein the City Manager, on an annual basis, provides recognition to the excellent employees in the departments. The award to be presented at some city gathering. 3. SUGGESTIONS. The third form of recognition would be a suggestion award program. It would be acknowledgement of a Suggestion concerning improvement in the working conditions, or -2- _- more economical met,,ods of accomplishing ,he city's work. A submission for recognition with a sufficiently detailed explanation would be submitted to a city appointed committee. This group could serve as a board which would approve and recommend suggestion awards for city employees. I believe suggestion awards should take the form of cash and should in some way be related to value of the improvement or to the actual cost savings accruing to the city. A recommended program description is attached. 4. SAFE PRACTICE. These are safety awards, and the Safety Committee is presently developing a program. program should be integrated into an overall city employee awards program. 5. driving. There should be four separate groups considered: Police, Fire, Yard, Park. Employees in these departments who maintain good driving records should be recognized. I would propose recognition be annually with departmental awards to the groups, and each driver of the year in each department being given a trophy by the City Manager. The safety awards SAFE DRIVING- The fifth type of recognition should be safe It is recommended the existing longevity awards be continued and the suggestion and safety award programs be started. The excellence and safe driving programs should be the basis of a request for input from management employees. acceptance and participation. There have been recommendations for newer types of awards, which may also be a subject we should ask for recommendations from our management. This would serve to encourage n Attachment 3 .. 1 2 3 4 5 6 7 e 9 10 11 . 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 20 RESOLUTION NO. 7210 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, ADOPTING AN EMPLOYEE SUGGESTION AWARD PROGRAM. WHEREAS, the City Council has an objective of maintaining a stable, experienced, and highly motivated city work force; and WHEREAS, the City Council seeks to provide recognition to members of that work force who would develop notable suggestions which contribute to efficiency and economy; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad as follows: 1. That the above recitations are true and correct. 2. That the City Council authorizes and directs the City Manager to implement the City of Carlsbad employee Suggestion Award Program, attached hereto as Exhibit A and made a part thereof. PASSED, APPROVED, AND ADOPTED at a regular meeting of the City of Carlsbad held on the 3rd day of May , 1983, by the following vote, to wit: ' AYES: Council Menbers Casler, Lewis, Kulchin, Chick and Prescott NOES : None ABSENT: None ATTEST : (SEAL) -Exhibit A .iesolution No. 7210 CITY OF CARLSBAD SUGGESTION AWAPJ) FROGRAM A. Purpose: 1. The purpose of a Suggestion Award Program is to develop increased efficiency of governmental operations in the City of Carlsbad by providing recognition to employees for submissibn of original and constructive suggestions. Such a program stimulates imaginative and inventive thinking among city employees which can eliminate duplication, waste 'or safety hazards, reduce costs or accidents, improve service, methods or equipment or save time, manpower, money, materials or space. B. Organization - Appointing: 1. There will be one Central Coordinator. This should be an Assistant City Manager. a, The Central Coordinator will be completely respon- b. The Central Coordinator will have complete authority c. The Coordinator will be appointed by the City Manager sible for the program. for the execution of the program. for an indefinite term. be the Coordinator's secretary. *a. The Secretary will be responsible for doing necessary clerical work and other duties as directed by the Coordinator , b. The Secretary will maintain a file of all matters pertaining to each suggestion and a record showing the current status and final disposition of each sucjgestion. . 2. A Sugqestion Secretary will be designated, This should 3, There will be a Suggestion Committee: other Management employee to be appointed by the City Manager. In addition, three employees, one to be selected by each of the Employees Associations, will be members. 1. Each member of the Committee will have one vote, a. The Committee will consist of the Coordinator and one and at least a three-fifths vote of all members of the Corntittee shall be necessary on all matters requiring Committee action. Employees within the Committee will have rotating six month terms. Be open and held once a month or upon call of the Coordinator or on call of any 3 members. 2. '0. Committee meetings will: 1. c. The Coordinator will be the chairman. d. The Suggestion Secretary should be the Committee Secretary, without official voice in deliberations. 5- ., . . . . . 1 ... a. C. D. Eligibility: 1. Any employee is eligible to participate in this program with the following exceptions: a. Elected Officials. b. Department Heads. c. Staff Employees of the City Manager’s Office. d. Hembers of the Suggestion Committee. a. Saving: Time, labor, space, material, supplies, manpower, money, or effort. b. Improving: Administrative and operational techniques and practices, working conditions and employee or citizen convenience, safety or health conditions, methods and procedures resulting in the increase of output or quality of service. c. Devising: New equipment, methods, or applications. d. Eliminating: Unnecessary procedures, records, forms, 1. Eligible Suggestions: bottlenecks, accidents, delays, duplications, waste, spoilage, breakage, or hazards. hazards, time for corcpletion or processing. e. Reducing: Katerial, labor or service costs, safety 2. Non-eligible Suggestions: a. Ideas that do not pertain to City operations. b. Suggestions for changes that the enployee could have introduced without approval of hicrher authoritv. or 2. 3. 4. 5. 6. which fall within the-scope of assigned task 0;’ responsibility. .- - *c. Complaints which fail to offer a constructive solution to a problem. d. Requests for additional equipment of a comnon nature or for obvious replacements, repairs, or maintenance. e. Solutions to problems that an employee might normally be expected to offer as part of his job. f. Any changes under consideration at the time the suggestion is made. g. Suggestions for new sources of revenue. h. Suggestions which the Committee determines were previously being considered by an appointed or elected board, commission, or a department head. E. Suggestion Process: 1. The employee places the Official Suggestion Form in the Suggestion Box, The Secretary will, upon receipt of a suggestion, place on it the date and time received and assign an identifica- tion number. Upon receipt, the Secretary will send the suggester a notice acknowlcdgins its receipt and informing him of his identification number. The name of the Suggester will remain unknown to insure impartiality. A suggestion may be resubmitted. If two identical. proposals are suggested, only the first received shall be eligible for any award or certificate. -2- G 7. a. 9. 10. 11 12 . 13. 14 . !?hen two or more suggesters submit a jointly conceived idea, they can share equally in any award approved. If the immediate supervisor materially assists in the development of an idea originally conceived by the subordinate, an additional award may be presented to the supervisor in addition to the subordinate's possible award. Each suggestion will be presented to the next regular meeting. The Committee will analyze and investigate each suggestion and estimate the net savings or net increase in revenue for the first 12 months of operation of the suggestion and thereafter will make its recommendation. The suggestion will be referred to other units of the City which.might benefit from the idea. Immediately after a decision, the recommended suggestion will be sent to the City Manager for approval. If the City Manager determines the recommendation is not in accordance with the provisions of this program, the Committee will reanalyze and re-evaluate the operation of the suggestion and make a new recomrrtendation. The Committee can present the award only after the suggestion has gained the approval of the City Manager. A yearly evaluation of the operational suggestions shall be completed by the Coordinator's Secretary and presented to the Committee. F.' Awards: . 1, 2, 3. 4. 6. a If the Committee finds that a benefit of net savings or increase in revenue will occur by the adoption of a suggestion, the Committee will authorize the payment of a monetary award not to exceed $1,000.00 or 10% of the estimated first year's net savings or net increase in revenue. If a specific but difficult to estimate benefit arises, the Committee may authorize such recognition or award that it deems appropriate within the limit of $1,000.00 prescribed above. Certificate of Award. When a monetary award is paid, the . suggester will.be given a Certificate of Award, as permanent evidence of his contribution. Certificate of Commendation. Upon finding that the adoption of a suggestion will not result in a net saving or a net increase in revenue to the City but will be of intangible value, the committee may recommend presentation of 'a Certificate of Commendation, If an employee submits numerous suggestions which are eligible for Cert.ificates of Commendation, but not monetary awards, the suggester may receive a monetary award if the accumulation in a 12 month period is sufficient to equal a Certificate of Award. Patentable Suggestions. An employee may notify the Committee that he believes his suggestion is patentable and that he desires to have it'patented, All benefits from the patent shall accrue to the suggester, provided that the City will be entitled to use the patented idea without charge. 7 -3- _- 4. - G. Point System: 1. A point system can assist’the Suggestion Committee in determining awards for which the savings cannot be easily estimated. This is only a guide, and an award may be greater or less as the Committee deems appropriate. I .. -4- .. AWARD GUIDE G. 1. a. Improved Safety. Includes defects or lack of safeguards which ordinarily might have resulted in accidents causing : 1. (Extreme) - a fatality or permanent injury 2. (Major) - disabling injuries and/or heavy 3. (Minor) - non-disabling injuries and/or Points and/or extensive property damage ........ 25 property damage .............. : . 15 slight property damage ............. 10 t Probability Before Improvement 1. 2. 3. Considerable exposure with probable occurrence Appreciable exposure with likely occurrence of Slight exposure with possible occurrence of of accident ................... 20 accident ...................... 15 accident .................... 10 Extent of Application 1. Department-wide or City-wide .......... 25 2. Several locations ............... 15 3. One office or area of operation ........ 10 Effectiveness of Improvement - 1. Eliminates the hazard or possibility of L disabling injury, or extensive property damage 30 Appreciably limits the hazard or effects of thehazard ...................20 2. 3. Slightly reduces the hazard ........... 10 Bonus Points Suggestion was directly responsible for full or substantial compliance with existing Safety Orders Award Guide: Points ’ ‘Awards 10 0-40.. ................ $10, 40-60.. ............... .$15.--- 80-100 ................. $40.--- $25. $50. .................. $35. 60-80 .$25. - - - ‘Proven monetary savings may be included in combination with intangible benefits to arrive at an equitable award. ... -5- 9 G. 1. b. Improved Procedures, Etc. Degree or Nature of Benefit EITHER 1. Marked improvement in methods, forms, Points facilities, equipment, etc. ........... 15 2. Moderate improvement in same ........... 10 3. Minor improvement in same ............. 5 service to the public or public attitude ..... 25 OR . 4. Improved employee relations, working conditions, Distribution of the Value 1. City-wide application and acceptance by at least one department ................ 25 2. A majority of the facilities or employees of at 3. Several operations or facilities or some of the least one department ............... 20 employees ..................... 15. 4. Single operation or facility ........... 5 Ingenuity of the Idea 1. Very resourceful and clever ............ 25 2. Average. ..................... 10 3. Uninventive .................... 5 Cost of Adoption 1. Small or none ............. .-. ..... 10 2. Moderate..................... 5 3. Large ....................... 0 .- Effort Involved 1. Considerable personal research .......... 10 2. Average substantiation .............. 5 3. No research involved ............... 0 Completeness of Proposal 1. Facts clearly presented, little further effort to put idea in effect ............... 15 2. Basic facts sound - needed some refining ..... 10 3. Not completely or clearly presented, or required considerable clarification ............ 5 . Award Guide: , Points Awards 0-40.. ....................... $10 40-60. ................... ;. $15-$25 60-80. .................... $25-$35 80-100.. ................... $40-$50 -6- Suggestion Number -1. *. ' 1 Title of Subject of suggestion - CITY EMPLOYEE Dote Received Suggestion Number OF- CARLSBAD-- t SUGGESTION FORM t Name(s) Position Title Name of fmmediate Supervisor I ogree thot the use by the City of this suggestion sholl not form the bosis of o future claim upon the City of El Cojon by me, my heirs, successor or assigns. (If this is a joint suggestion iii must be signed by both or oll suggestors.) SUGGESTED IMPROVEMENT:. .. . . . t 8 .. c .. . . .. ... . .. .. . .,l. ...I. . .i [-.. : ,. .. ,: t,. .:. c , ,:c.. -.. . . Return all copies in on envolops to: Cenhol Coordinbtw, Suggrstion Awards Committee . . _.I :I.J .1..' ~ .- Estimated Ins to llation costs tnitial $ Signature of Evaluator Estimated service life of In s to I la t i on Position Title Years WL I I VI bni\i-c)unu SUG-GEST I ON EVALUAT I ON I I FORM > Also being evaluated by Suggestion No.. .. - EVALUATION 5 PACE See back of form for instructions I' .. I 1 ! Approximote date of adoption Hos this suggestion been, or will it be adopted? Yes No Estimoted net annual savings De partnien t H rod (Initial if concur) Dot e INF 0 Rhl AT IO N F 0 R SUGGEST ION EV ALU AT 0 RS If more information is needed from the suggestor or in regard to making the evaluation, call the Suggestion Awards Coordinator. I. TI. .. 111. Where there are possible monetary savings 1. Try to anticipate all elements of expense which may be affected, up or clown. a. People's time (determine unit cost of the time'of those involved). b. Materials - supplies c. Maintenance d. Miscellaneous expenses or charges. 2. 3. 4. 5. 6. Where possible, each amount should be accurately calculated. If accurate caIGulations can't he made, estimate amounts and show the basis for the estimate. Show cost of putting suggestion into effect, and the reasonable period for amortization of this cost. Compile net annual savings expected. Specify when the suggestion will be put into effect. . ~. -. . Non- m o Qe t ary savi ng suggestions The principle effort needed here is to judge the degree of benefit kvhich is likely to result from what is proposed. particularly- when an expenditure is necessary to put it into effect. Sgf ety 1. 2. Consider degree of seriousness of hazard involved. Judge value of suggestion in reducing the hazard. Other Improvements - Working conditions, public relations, etc. 1. Importance of conditions affected. 2. Effectiveness of proposal. Consider eligibility of suggestor 1. 2. (When suggestor is known) Is the suggestion of the suggestor as being within the normal Has the specific idea or solution proposed t outside of what is specifically expected scope of his position antl assignments? in the suggestion (not just the general problem or subject matter) actually antl seriously hecn previously considered and a decision reached in regarcl to it? Givc date of last consirlcration and the decision reached. , 13 0 b 0 cct 9) u u u .L u rc 0 = U k. 0 :e c3 a a 0 > E