HomeMy WebLinkAbout1983-05-03; City Council; Resolution 72101
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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
i stable, experienced, and highly motivated city work force; and
WHEREAS, the City Council seeks to provide recognition to
?embers of that work force who would develop notable suggestions
rhich contribute to efficiency and economy;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the
:ity of Carlsbad as follows:
1. That the above recitations are true and correct.
2. That the City Council authorizes and directs the City
Yanager to implement the City of Carlsbad employee Suggestion
$ward 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 Members Casler, Lewis, Kulchin, Chick and Prescott
NOES : None
ABSENT: None % d. &L
MARY H. Q SLER, Mayor
ATTEST :
( SEAL 1
4
I a exhibit A
Resolution No. 7210
CITY OF CARLSBAD
SUGGESTION AWAFD PROGRAM
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
suqgestion.
2. A Suggestion Secretary will be designated. This should
3. There will be a Suggestion Committee: a. The Committee will consist of the Coordinator and one
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,
and at least a three-fifths vote of all members of the Committee 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.
The Suggestion Secretary should be the Committee
Secretary, without official voice in deliberations.
2.
b. Committee meetings will:
1.
c. The Coordinator will be the chairman.
d.
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C. 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 Planager's Office.
d. Piembers of the Suggestion Committee.
D. 1. Eligible Suggestions:
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,
bottlenecks, accidents, delays, duplications, waste,
spoilage, breakage, or hazards,
hazards, time for corcpletion or processing. e. Reducing: Platerial, labor or service costs, safety
2. Non-eligible Suggestions:
a. Ideas that do not pertain to City operations.
b. Suggestions for changes that the employee could have
introduced without approval of higher authority, or which fall within the scope of assigned task or
responsibility. c. Complaints which fail to offer a constructive solution
to a problem. d. Requests for additional equipment of a corr?mon 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:
Suggestion Box.
on it the date and time received and assign an identifica-
tion number.
notice acknowledging its receipt and informing him of his
identification number.
impartiality.
1. The employee places the Official Suggestion Form in the
2. The Secretary will, upon receipt of a suggestion, place
3. Upon receipt, the Secretary will send the suggester a
4. The name of the Suggester will remain unknown to insure
5. A suggestion may be resubmitted.
6. If two identical proposals are suggested, only the first
received shall be eligible for any award or certificate.
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7,
8,
9.
10.
11.
12.
13.
14.
When 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 recommendation.
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.
5.
6.
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 yearts 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 savirrg 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.
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.
An employee may notify the
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e. 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.
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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
Probability Before Improvement
Points
and/or extensive property damage ........ 25
property damage .............. i . 15
slight property damage ............. 10
1.
2.
3.
Considerable exposure with probable occurrence
of accident .................. 20
Appreciable exposure with likely occurrence of
accident ...................... 15
Slight exposure with possible occurrence of
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 - disabling injury, or extensive property damage 30
2. Appreciably limits the hazard or effects of
the hazard 20
3. Slightly reduces the hazard ........... 10 ...................
Bonus Points
Suggestion was directly responsible for full or
substantial compliance with existing Safety Orders 10
Award Guide:
Points Awards
40-60 ................. .$15. - - - $25.
80-100. ................ $40. --- $50.
0-40.. ................ $10.
60-80 ........ -.........$25.--- $35.
Proven monetary savings may be included in combination
with intangible benefits to arrive at an equitable award.
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G . 1 . b . Improved Procedures. Etc .
Points Degree or Nature of Benefit
EITHER
1. Marked improvement in methods. forms.
facilities. equipment. etc ............ 15 2 . Moderate improvement in same ........... 10 facilities. equipment. etc ............ 15 2 . Moderate improvement in same ........... 10 3 . Minor improvement in same ............. 5
OR 4 . Improved employee relations. working conditions.
service to the public or public attitude ..... 25
Distribution of the Value
1 .
2 .
City-wide application and acceptance by at
least one department ............... 25 Amajority of the facilities or employees of at
least one department ............... 20
3 . Several operations or facilities or some of the
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 AdODtion
1 . Small or none ..................... 10
2 . Moderate ..................... 5
3 . Large ....................... 0
Effort Involved
1 . Considerable personal research .......... 1.0
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
..................... .....................
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e CITY OF CARLSBAD-- i 0
EMPLOYEE SUGGESTION FORM r
-
Title of Subject cf suggestion
-
Nome(s) Position Titfe
Suggestion Number Dote Received
Name of immediate Supetvisor
I ogree that the use by the City of this suggestion shall not form the basis of a future claim upon the City of El Caion by me, my heirs, successors
or assigns. (If this is a joint suggestion it must be signed by both or 014 suggastws.)
Submitted by Date
S LGG EST ED IMPROVEMENT:
i
I I,
Return all cop\es io an envelope to: Centra! Coordinator,- Suggestion Awards Committee
I. I
CITY OF CARLSBAD 0) &GESTION EVALUATION FORM’
Suggestion No.
\
TO: DE PT: Date Routed Date Due .
0
INFORMATION FOR SUGGESTION EVALUATORS
If more information is needed from the suggestor or in regard to making the evaluation, call
the Suggestion Awards Coordinator.
1.
TI.
Where there are possible monetary savings
1.
2.
3.
4.
5.
6.
Try to anticipate &l elements of expense which may be affected, up or down.
a.
b. Materials - supplies
c, Maintenance
d. Miscellaneous expenses or charges.
Where possible, each amount should be accurately calculated.
If accurate calculations 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.
People’s time (determine unit cost of the time of those involved).
Non-monetary saving suggestions
The principle effort needed here is to judge the degree of benefit which is likely to result
from what is proposed, particularly. when an expenditure is necessary to put it into
effect .
Saf etv
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.
HI. Consider eligibility of suggestor
1. (When suggestor is known) Is the suggestion outside of what is specifically expected
of the suggestor as being within the normal scope of his position and assignments?
Has the specific idea or solution proposed in the suggestion (not just the general
problem or subject matter) actually and seriously been previously considered and
a decision reached in regard to it? Give date of last consideration and the decision
reached.
2.
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