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HomeMy WebLinkAbout09982RESOLUTION NO. 9982 A RESOLUTION REVISING THE INCENTIVE AWARD SUGGESTION PROGRAM AND RESCINDING RESOLUTION NO. 6354 WHEREAS, it is the intent of the City Council of Pueblo, Colorado, to encourage the participation of employees in improving operations; to recognize and reward employees for suggestions that intend to accomplish a job better, faster, and/or cheaper; to simplify or improve operations, tools, methods, procedures, layouts, or organization, to conserve materials or property, or to reduce the likelihood of accidents. BE IT RESOLVED BY THE CITY COUNCIL OF PUEBLO, that: SECTION 1. An Incentive Award Suggestion Program, a copy of which is attached hereto, is hereby approved, and the City Manager shall establish procedures for the administration of said program. SECTION 2. The City Manager is hereby authorized to expend funds not to exceed a maximum of $800 for each accepted and approved suggestion, and a total amount not to exceed $2,500 in any calendar year for the Incentive Award Suggestion Program SECTION 3. This Resolution shall become effective January 1, 2004, and Resolution No. 6354 shall be rescinded effective January 1, 2004. INTRODUCED November 10, 2003 BY Al Gurule/Councilperson APPROVED: Bill Sova/President of City Council ATTEST: Gina Dutcher/City Clerk CITY OF PUEBLO INCENTIVE AWARD SUGGESTION PROGRAM Resolution ____________ Dated ______________ Obiectives - The principal objectives of the Incentive Award Program are to: (a) Encourage employees to participate in improving City operations. (b) Recognize and reward employees for contributions to efficiency, economy, or other improvements of City operations. (c) Stimulate high levels of perfomiance, encourage motivation, and strengthen employee/management relations. Responsibilities City Manager's Office - The City Manager's Office will be responsible for providing program leadership and qualified staffing support In the implementation of the Incentive Award Program. Supervisors - Supervisors, at all times, will be responsible for encouraging personnel to develop suggestions and for taking expeditious action on suggestions submitted for evaluation. Supervisors shall permit committee members to participate in committee-related functions unless an emergency situation exists that would prevent participation. Incentive Award Committee - The Incentive Award Committee shall consist of at least five but not more than ten City employees appointed by the City Manager. The Committee is responsible for reviewing suggestions and either recommending an award or denying an award, subject to the City Manager's approval. Absences shall not exceed two non-excused or four total absences In a consecutive twelve-month period. Absences of an extraordinary nature will be considered based upon their individual merits by the Committee. The Secretary of the Incentive Award Committee shall be a voting member, unless otherwise exempted by the City Manager. Fifty-one percent of the total membership shall constitute a quorum. A chaixperson shall be elected at the first meeting of every calendar year to serve in that capacity for that calendar year. Suggestions Definition - A suggestion is an idea submitted in writing by one or more eligible persons intended to accomplish a job better, faster, and/or cheaper; to simplify or improve operations, tools, methods, procedures, layouts, or organization; to conserve materials or property; or to -1- reduce the likelihood of accidents. Eligibility - A suggestion is eligible for consideration if it meets the following conditions: (a) It is submitted in writing on an approved City form. (b) It does not duplicate in subject content a suggestion that is already under consideration. (c) A suggestion falling within a supervisor's job responsibilities can be the basis for an award if it exceeds performance requirements. A supervisor's idea must represent substantial improvement beyond normal expectations or can be used outside the organizational area of responsibility. (d) In the event duplicate suggestions are received, the suggestion received first is eligible for consideration for an award. Ineligibility A suggestion will not be eligible for consideration if it: (a) Appears to be of the complaint type or proposes an employee service or benefit unrelated to productivity. (b) Recommends enforcement of existing roles, regulations, or directives. (c) Duplicates a suggestion that is already under consideration or is pending implementation. (d) Involves the normal work of taking care of buildings, grounds, and parking lots, such as repairing, cleaning, replacing, painting, or adjusting. (e) Falls under the category of normal departmental responsibilities, such as keeping work areas tidy or maintaining office records in an organized fashion. Authority to Grant Awards - Cash awards up to $800 for adopted suggestions may be approved by the City Manager. Cash Awards for Adopted Suggestions with Tangible Savings - Cash awards may be granted on the basis of actual or estimated savings as follows: (a) Actual dollar savings in terms of manhours. (b) Extent of increased output at the same cost. -2- (c) Cost of materials or other resources saved in specific teims. (d) The amount of cash awards to eligible personnel for adopted suggestions will be determined by the Incentive Award Committee, with approval of the City Manager. Cash Awards for Adopted Suggestions that Result in Intangible Benefits - Awards in this category are recommended on the basis of judgment rather than precise facts or provable calculations based on how they affect the function, mission, or personnel of one or more City departments or operations. Evaluation of savings will not be based on possible cost avoidance such as a suggestion concerning safety that would possibly prevent an accident of undetermined costs. Such suggestions must be based on intangible benefits. Procedure of the Suggester (a) Complete the suggestion on the City form. If the suggestion is handwritten, it must be legible. (b) Enter the date of submission and attach any additional pertinent material. (c) Submit the suggestion to the City Clerk's Office by messenger or mall, or place the suggestion in the suggestion box located in the City Clerk's Office in person. Suggestions received prior to the 15th of each month will be reviewed at that month's Incentive Award Committee Meeting. Suggestions received after the 15th will be reviewed at the next month's meeting. Procedure for Evaluation - Suggestions will be evaluated by the Incentive Award Committee on a monthly basis. In the event of a lack of quorum, suggestions will be reviewed at the next committee meeting. Final Processing and Procedure for Incentive Award Committee - The Committee will review suggestions as presented on the monthly meeting agenda to determine if the suggestion: (a) Meets the conditions of eligibility. (b) Merits an award. (c)Needs additional supporting information. (d) Is not usable. Upon determination of the foregoing, the Committee will take the following actions as appropriate, noting the pertinent facts, decisions reached, and actions taken on the meeting agenda: (a) If the suggestion is adopted, determine the suggester's eligibility for a cash award. If -3- necessary, refer to a copy of the job description and performance requirements to determine whether the suggestion is outside or within assigned duties. Recommend the amount of cash award to the City Manager. (b) Disapprove unusable suggestions. Request for Reconsideration - A suggester may request reconsideration and re-evaluation of a suggestion that has been rejected upon the presentation of new and/or additional information. The Incentive Award Committee will consider and/or investigate a suggester's request for reconsideration and re-evaluation. Time Limit - An employee's rights to a suggestion will expire one year from the date of submission, provided it has been accepted and is pending implementation. Cash Awards for Adopted Suggestions - The following chart (Award Scale) will be used as a guide to determine the amount of an award. The Incentive Award Committee has the flexibility to determine an award based on the merits of the suggestion and shall not exceed $800. -4- CITY OF PUEBLO - INCENTIVE AWARD PROGRAM AWARD SCALE GUIDELINES Resolution Dated EXTENT OF APPLICATION VALUE OF LIMITED EXTENDED BROAD BENEFIT Affects functions, mission, or Affects functions, mission, or Affects functions, mission, or personnel of one department, personnel of several offices, personnel ofall departments and facilities, or departments, may bc applicable to all City operations. MODERATE VALUE Change or modification of an operating principle or procedure which has moderate value sufficient to meet the minimum $50.00 $100.00 $150.00 standard for a cash award; an improvement of rather limited value of a product, activity, program, or service to the public SUBSTANTIAL VALUE Substantial change or modification of an operating $200.00 $250.00 $300.00 principle or procedure; an important improvement to the value of a product, activity, program, or service to the public. HIGH VALUE Complete revision of a basic principle or procedure; a highly significant improvement to the value of a product, major $350.00 $400.00 $450.00 activity, program, or service to the public. EXCEPTIONAL VALUE Initiation of a new principle or major procedure; a superior $500.00 $650.00 $800.00 improvement to the quality of a critical product, activity, program, or service to the public.