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00-2 Resolution No. 00-2 RESOLUTION ADOPTING AN EMPLOYEE RECOGNITION PROGRAM BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that it hereby adopts an Employee Recognition Program dated December 15, 1999 for the recognition of efforts of City of Elgin employees who demonstrate exemplary job performance, a copy of which is attached. s/ Ed Schock Ed Schock, Mayor Presented: January 12 , 2000 Adopted: January 12 , 2000 Omnibus Vote : Yeas 7 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk December 15, 1999 City of Elgin Employees Recognition Program Teamwork, Outlook, Production & Service (T.O.P.S. ) Award PURPOSE: The purpose of the program is to recognize the efforts of City of Elgin employees who demonstrate exemplary job performance . WHO IS ELIGIBLE? All nonseasonal full-time and part-time employees are eligible to be nominated for an award. Employees excluded are seasonal and summer employees, senior staff ("A" level employees) , and those employees already participating in a department employee recognition program. The Police Department and Fire Department employees are not included given that those departments have an employee recognition program in place. Employees must have completed their probationary period. Employees who have received any disciplinary action during the last year prior to the quarter for which nominated are ineligible for consideration. Employees must have been actively working all or substantially all of the previous quarter prior to nomination. WHO CAN MAKE NOMINATIONS FOR THIS RECOGNITION? Any nonseasonal employee or citizen can nominate an employee for this recognition. Nominations will be confidential and remain undisclosed except to members of review committee. HOW OFTEN ARE AWARDS GIVEN? Awards will be made quarterly. Deadlines for submitting nominations will be: December 15 for the first quarter, March 15 for the second quarter, June 15 for the third quarter and September 15 for the fourth quarter. Generally, one employee will be selected for recognition per quarter. Two employees can be submitted as one nomination if it can be demonstrated that responsibilities were carried out jointly. Nomination forms will be available from the Management Assistant (City Manager' s Office) or department Customer Service Team representatives . WHAT ARE CRITERIA FOR CONSIDERING NOMINATIONS? The following are guidelines which may be considered when submitting or reviewing a nomination. A. Job Performance 1 . Safely carries out assigned duties 2 . Has positive attitude 3 . Willing to provide/make additional efforts to meet departmental goals and responsibilities 4 . Attendance B. Success of project/assignment 1 . Willing to take on new assignments and challenges 2 . Completes special assignments within schedule and meets department goals C. Creativity 1 . Makes suggestions on new procedures, improved customer services, cost savings, etc. to improve performance of department and/or organization 2 . Problem solver D. Interaction with co-workers and public 1 . Cooperative with co-workers 2 . Demonstrates ability to provide support to other departments 3 . Responds promptly to public' s service needs in courteous and professional manner 4 . Respected by peers E. Personal growth 1 . Seeks additional training opportunities in an effort to improve job skills 2 . Recognition from professional peer group 3 . Participates on city committees and/or community organizations 4 . Demonstrates leadership WHO REVIEWS NOMINATIONS? A six member review committee will review nominations submitted. The committee shall include two department heads and three members of the Customer Service Team. The chairman of the Customer Service Team shall serve as a non-voting member. Committee membership shall change yearly. Names of employees selected by the review committee will be submitted to the City Manager prior to announcement. Nominees can be carried over for future consideration up to one year after the original nomination is made. WHAT ARE THE BENEFITS OF RECOGNITION? 1 . The employee' s photo will be displayed in the lobby of all City business facilities . 2 . The employee will receive a Certificate of Appreciation, a copy of which will be placed in the personnel file. 3 . Eight hours compensatory time, to be used during that quarter at a time of the employee' s choosing within operational needs . 4 . Use of a special parking place for that quarter, if such accommodation can be made convenient to the employee' s work location. NOMINEES RECOGNIZED All nominees will be recognized at the end of the year by the City Manager. Agenda Item No. City of Elgin I"UV December 15, 1999 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Employee Recognition Program PURPOSE The purpose of this memorandum is to provide information to the Mayor and members of the City Council about a proposed employee recognition program. BACKGROUND In any organization (private or public sector) , a key to maintaining good employee relationships and morale is the recognition of the outstanding efforts of employees . In order to provide positive reinforcement for these efforts, it is not uncommon for organizations to carry-out a formal program for recognizing employee ' s performance accompanied by a "reward" for a job well done. Such programs operate separate from the job performance evaluation periodically performed by the employee ' s immediate supervisor. In addition to the direct benefit to the employee receiving such recognition, there often is an indirect benefit to the organization' s customers. Customers often are the beneficiaries of the employee ' s effort which are reinforced by recognition under such programs . The staff Customer Service Team (CST) has identified the implementation of an employee recognition program for City of Elgin employees as a primary objective . The Customer Service Team, composed of management and non-management representatives from all City departments, has as its mission the recommendation and facilitation of activities which will maximize good customer service to both external customers (citizens) and internal customers (co-workers) . To this end, the CST has proposed guidelines and benefits for a quarterly employee recognition program. Proposed program guidelines are provided as Attachment A. Highlights of the proposed program are : • All non-seasonal full-time and part-time employees are eligible to be nominated. Excluded are seasonal and summer employees, senior staff ("A" level employees) and those employees already participating in a department employee recognition program. Employee Recognition Program December 15, 1999 Page 2 Employees who are members of the SEIU and Clerical/Technical bargaining groups, as well as "B" and "C" management employees are included. Members of the Fire and Police Department are excluded since they are involved in existing recognition programs . • Any non-seasonal employee can nominate another employee for this recognition. • Awards will be made quarterly. Generally, one employee will be recognized per quarter. • Criteria for consideration will include : job performance, success of Project/assignment, creativity, interaction with co-workers and public and personal growth. • A six member review committee, composed of two department heads and three members of the Customer Service Team, will review nominations submitted. • All nominees will be recognized at the end of the year by the City Manager. For those employees selected for recognition, the following benefits are proposed: The employee ' s photo will be displayed in the lobby of City Hall and the main office of the employee ' s department . • The employee will receive a Certificate of Appreciation, a copy of which will be placed in his/her personnel file . Eight hours of compensatory time, to be used during that quarter at a time of the employee ' s choosing within operational needs . • Use of a parking space for that quarter, if such accommodation can be made convenient to the employee ' s work place . Because eight hours of compensatory time is proposed as a benefit under this program, and such benefits are established as part of employee pay plans and bargaining agreements, City Council approval is needed in order to proceed with implementation. have Representatives about this program and have reviewed the guideg been en consulted lines . b A" Both have expressed support for the program. Employee Recognition Program December 15, 1999 Page 3 COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED Employee bargaining groups : SEIU, Clerical/Technical Department Heads . (TI IMPACT The majority of the costs to administer the program(certificates, film for photographs, etc, ) . Are minor in nature and can be absorbed within existing budgets . Departments will incur a "cost" associated with an employee ' s absence for the eight hours of compensatory time if approved as a benefit . LEGAL IMPACT None . ALTERNATIVES 1 . To approve the employee recognition program as recommended. 2 . To approve a modified version of the employee recognition program. 3 . To reject the implementation of an employee recognition program. RECOMMENDATION It is recommended that the employee recognition program be approved as presented. ,;ectull submi d, fy e A. Parker City Manager od