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HomeMy WebLinkAbout6354RESOLUTION NO. 6354 A RESOLUTION ESTABLISHING AN INCENTIVE AWARD SUGGESTION PROGRAM 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 and to conserve materials or property, or to reduce the likelihood of accidents; now, therefore, 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 $200 for each accepted and approved suggestion, and a total amount not to exceed $2,500 in the calendar year 1989 for the Incentive Award Suggestion Program. SECTION 3: Funds for this project shall be transferred from Unrestricted Fund Balance Acount #01 -7090 to prior year's Carryover Account #001 - 0009 - 900 -0901 to Expenditure Account #001 - 0190 - 000 - 030 -0905 through the Department of Finance in the amount of $2,500. SECTION 4: This resolution shall become effective upon passage. ATTEST: F MR, .. /' ! FI /_ X, / INTRODUCED April 10 , 1989. BY MIKE OCCHIATO City Councilman APPROV Pr si en o t e Council CITY OF PUEBLO SUGGESTION PROGRAM Objectives - The principal objective of the Incentive Awards Program are to: (a) Encourage the participation of employees in improving operations. (b) Recognize and reward employees for contributions to efficiency, economy, or other improvement of operations. (c) Stimulate high levels of performance, encourage motivity and strengthen employee management relations. Responsibilities - The City Manager's Office will be responsible for providing program leadership and qualified staffing support in implementation of the Incentive Awards 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. Incentive Awards Committee - The Incentive Awards Committee shall consist of five members appointed by the City Manager. The Committee will be respon- sible for considering suggestions for awards and recommending or denying awards for the City Manager's approval. Suggestions - Definition - A suggestion may be any 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 reduce the likelihood of accidents. Eligibility - A suggestion will be eligible for consideration if it meets the following conditions: (a) Is submitted in writing on approved City form. (b) Does not duplicate in subject content a suggestion already under consideration. (c) Suggestions 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 it can be used outside the organizational area of responsibility. (d) In the event duplicate suggestions are received, the suggestion first received will be eligible for consideration for an award. -2- 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 rules, regulations, or directives. (c) duplicates a suggestion, which is already under consideration or to be implemented. (d) Involves the normal work of taking care of buildings, grounds, and parking lots, such as repairing, cleaning, replacing, painting or adjusting. Authority to Grant Awards - Cash awards up to $200 for adopted suggestions may be approved by the City Manager. Cash Awards for Adopted Suggestions with Tangible Savings - Cash award 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; or (c) Materials or other resources saved in specific terms. (d) The amount of cash awards to eligible personnel for adopted suggestions will be determined by the Awards Committee, with approval of the City Manager. Cash Awards for Adopted Suggestions which result in Intangible Benefits - Awards in this category are recommended on the basis of judgement rather than precise facts and provable calculations. Evaluation of savings will not be based on possible cost avoidance such as a suggestion concerning safety which would possibly prevent an accident of undetermined costs. Such suggestions must be based on intangible benefits. Procedure of the Suggestor - (a) Complete the suggestion on the City form. If the suggestion is handwritten, write legibly. (b) Enter the date of submission, sign the suggestion, add your social security number, and attach any additional pertinent material. (c) Submit the suggestion to the City Clerk's Office by mail or in person. Suggestions for the month will be accepted only from the 1st to the 15th of each month. Suggestions received after the 15th will not be accepted. These will have to be submitted during the next period. -3- Procedure for Evaluation - Suggestions will be evaluated by the Awards Committee within 30 working days after receipt. Final Processing and Procedure for Incentive Awards 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) It 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 suggestor's eligibility for a cash award. If necessary, refer to a copy of the job description and performance requirements to determine whether the suggestion is outside or within assigned duties - recommend amount of cash award to City Manager. (b) Disapprove unusable suggestions. Request for Reconsideration - A suggestor may request reconsideration and re- evaluation of a suggestion that has been rejected, upon the presentation of new and /or additional information. The Incentive Awards Committee will consider and /or investigate a suggestor'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 been accepted and is pending implementation. Cash Awards for Adopted Suggestions - The following chart will be used as a guide to determine the amount of award. AWARD SCALE EXTENT OF APPLICATION . Limited Extended Broad Affects functions, Affects functions,. Affects function_ mission, or person- mission, or personnel mission, or per - VALUE OF BENEFIT nel of one depart- of several offices, sonnel of all de- ment. facilities or depart- 'partments - may ments. be applicable to all City opera- tions. MODERATE VALUE Change or modifica- tion of an operating principle or proce- dure which has mod - erate value suffi- cient to meet the $20 $30 $45 inimum standard for a cash award; on improvement of rather limited value of a product, activity, program, or service to the public SUBSTANTIAL VALUE Substantial change or modification of an operating principle or procedure; an im- portant improvement to the value of a $60 $75 - .$g0 product activity, program, or service Ito the public. HIGH VALUE Complete revision of a basic principle or procedure; a highly significant improve- ment to the value of a product, major activity, program or service to the pub- lic. EXECPTIONAL VALUE Initiation of a new principle or major procedure; a super- ior improvement to the quality of a critical product, activity, program, or service to the public. $].05 $].50 $120 $].70 $].35 $200 SUGGESTION FORM TO: City Clerk YOUR IDEAS MAY BE WORTH MONEY! N2 651 Dept Date Submitte Date Recd. 10 be sure that your idea is thoroughly understood, write your idea clearly and completely. If you need more space, attach an extra sheet. Submit drawings or charts if necessary. – -- 7 -- -- - Remember —it is not enough to suggest a problem. You must outline its solution. Present Method or Condition: Here is my idea: believe my idea will: check below X❑ ❑ Improve communication ❑ Reduce accidents Improve - public relations ❑ Reduce waste ❑ Reduce costs ❑ Improve methods or equipment M. Improve service ❑ Save money orwill Employee acknowledges and agrees that by submitting the above suggestion he waives for himself, his heirs and representatives all rights and claims employee may hereafter have against the City of Pueblo, its agents or em- ployees arising out of the use and application of said suggestion by the City of Pueblo. i NOW —tear off the stub below. Fold the above part and SUBMIT TO CITY CLERK'S OFFICE. IMPORTANT11 Tear off this stub and keep it in a safe place. Na 56 This is yaur record of your suggestion. If an award is made for your suggestion, you must present this stub to collect the award. - READ THE CITY NEWSLETTER FOR RESULTS - —