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Home My WebLink AboutCity of Tamarac Resolution R-2001-045Temp. Reso # 9290 — February 15, 2001 Page 1 CITY OF TAMARAC RESOLUTION NO. R-2001- A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, APPROVING THE CITY OF TAMARAC EMPLOYEE RECOGNITION PROGRAM "REACHING FOR THE STARS"; AUTHORIZING THE APPROPRIATE BUDGETARY TRANSFER OF FUNDS IN THE AMOUNT OF $4,000.00; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, in January 1999, the City Commission approved Phase I of the Employee Recognition Program, which focused on peer recognition, years of service awards and general employee recognition; and WHEREAS, on May 20, 2000, the City Manager appointed the Employee Recognition Taskforce to develop Phase II of the Employee Recognition Program; and WHEREAS, the Employee Recognition Taskforce was charged with researching and developing a formal recognition plan to acknowledge employees who make significant contributions to the City's mission and goals; and WHEREAS, the Employee Recognition Taskforce presented its recommendations to the City Manager on January 18, 2001; and WHEREAS, after discussion, the report was finalized as the Employee Recognition Program "Reaching for the Stars" document attached hereto as Exhibit "A"; and WHEREAS, in the Fiscal Year 2001 budget, $4,500.00 was budgeted for the purpose of Employee Recognition Program enhancements; and 0 Temp. Reso # 9290 — February 15, 2001 Page 2 WHEREAS, the proposed Employee Recognition Program "Reaching for the Stars" includes estimated expenses valued at 5 p $8, 00.00, and WHEREAS, a budget transfer of $4,000.00 would be needed to fully fund the "Reaching for the Stars" program; and WHEREAS, employee recognition programs are a visible means of showing what the organization values; and WHEREAS, recognizing and celebrating employees as the City of Tamarac's greatest resource is a key element in maintaining a high -performing workforce; and WHEREAS, the City Manager recommends approval; and WHEREAS, the City Commission of the City of Tamarac, Florida, deems it to be in the best interests of the citizens and residents of the City of Tamarac to approve the City of Tamarac Employee Recognition Program "Reaching for the Stars". 0 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, THAT: Section 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution. Section 2: The City Commission of the City of Tamarac hereby approves the City of Tamarac Employee Recognition Program "Reaching for the Stars", attached hereto as Exhibit "A". • Temp. Reso # 9290 -- February 15, 2001 Page 3 U 171 0 Section 3: The appropriate budgetary transfer of funds in the amount of $4,000.00 is hereby authorized. Section 4: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. Section 5: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or in application, it shall not affect the validity of the remaining portion or applications of this Resolution. Section 6: This Resolution shall become effective immediately upon its adoption. PASSED, ADOPTED AND APPROVED this 28t" day of February, 2001. JOE SCHREIBER, MA OR ATTEST: MAR M: SNSON R", BY.that I _ pr , �;#hi esolutio s o fa MITCHELL S. I CITY ATTORN RECORD OF COMMISSION MAYOR SCHREIBER DIST 1: COMM. PORTNER— DIST 2: COMM. MISHKIN DIST 3: COMM. SULTANOF DIST 4: VIM ROBERTS FMIdmi1 Temp. Reso. # 9290 — Exhibit "A" Revision # 1 — February 27, 2001 City of Tamarac Employees Reaching for the Stars Employee Recognition Program Employee Recognition for the City of Tamarac Summary Employee Recognition Phase II Task Force In January 1999, the City Commission approved Phase I of the Employee Recognition Plan. This phase focused on peer recognition, years of service awards and general employee recognition. On May 20, 2000, City Manager Jeffrey Miller appointed a Task Force to develop Phase II of the Employee Recognition Plan. Scope of the Task Force Recognition programs are a visible means of showing what the organization values. Recognizing and celebrating employees as the City's greatest resource is a key element in maintaining a high performance City. This Task Force was charged with researching and developing a formal recognition plan to acknowledge employees who make significant contributions to the City's mission and goals. The research included a survey of other governmental units to find out the latest thinking on recognition principles and what other organizations are doing in the area of employee recognition. The Task Force was to consult with a Steering Committee consisting of Kathleen Margoles, Jay Moore, Robert Lange, Tim Hemstreet, and Maria Swanson. What are the Key Recommendations? The Task Force is recommending nine separate recognition opportunities for employees. Criteria and awards have been developed for each and are included in the report. Personal Growth and Educational Achievement (Mars Award) page 4 • Excellence in Attendance (North Star Award) page 5 • Heroic Action (Golden Star Award) page 6 • Helping Hands (Saturn Award) page 7 • Excellence in Customer Service (Mercury Award) page 8 • Exemplifying the City's Mission Statement (Supernova Award) page 9 • Leadership (Crystal Star Award) page 10 • Excellent Teamwork (Constellation Award) page 11 • Innovation and Thinking Outside the Box (Galileo Award) page 12 Purpose of Criteria The Shooting Stars Program, an immediate recognition program, is completely free of administrative oversight. A formal award system needs to be carefully structured and administered. The foundation of this program is the need for all of us to appreciate the unique value and the contributions of each City of Tamarac employee. It focuses on awards that will foster the mission statement, goals, objectives, and values of this organization. 2 By using a criteria -based recognition system, there can and will frequently be, more than one winner in each category. This eliminates the need to choose one "Employee of the Year", which can unjustly diminish the accomplishments of another worthy employee. The program is flexible in order to adapt to the diverse operations and employees of the City. The formal awards listed are designed to recognize top performing individuals and groups in a highly structured, highly publicized manner. Time Frame Awards for Personal Growth and Educational Achievement and Heroic Action can be awarded whenever criteria are met. The remainder of awards would be awarded annually for actions in the prior fiscal year. Criteria and Mechanism Employees who, in the opinion of their supervisors and/or co-workers, clearly demonstrate the following behaviors are eligible for rewards and recognition through this program. 3 A Galaxy of Stars Personal Growth and Educational Achievement Mars Award Eligibility Available to all full and part time, regular employees including Department Directors. ■ Earned one of the following technical or professional designations, including but not limited to: Professional Engineer, Licensed Geologist, CPA, Certified Public Manager, etc. (Professional and technical designation must be earned with a measurable proficiency requirement.) ■ Completion of Associate, Bachelor, Master, or Doctoral Degree Program ■ Must be certifications or degrees beyond what is required in their job classification ■ Outstanding or noteworthy publication of professional or job related papers ■ Achieving office or serving on a special committee in a professional organization Award Mechanisms Certificate of Achievement Recognition in Sundial (if desired) Mars Candy Bar 4 Excellence in Attendance (North Star Award) Eligibility Must be a Full-time regular employee, either FPE or Administrative classification in order to qualify. This issue is covered in the Fire Department's Labor Contract. ■ Completion of one fiscal year (October 1 — September 30) without the use of any sick time Award Mechanism Certificate of Recognition One additional day of Personal Leave added to following Fiscal Year's leave 5 Heroic Action (G_olden Star Award) Eligibility Available to all employees including Department Directors. ■ Voluntarily risked life to save the life of another person, to prevent injury or to prevent damage to or loss of property in an emergency ■ Demonstrated outstanding judgment, courage, or ability in an emergency ■ On or off duty ■ Regarding Fire/Rescue Department Heroic Actions, the supervisor or Fire Chief and/or designee will determine if a "Heroic action" is above and beyond the call of duty, and therefore eligible for this award. Award Mechanism Commission Meeting recognition Plaque Recognition in Sundial and/or Tam -A -Gram and/or web -site article $100 11 Helping Hands Saturn Award Eligibility Available to all full and part time, regular employees including Department Directors. ■ Made outstanding contributions off duty by participating in or implementing community and public service projects (such as volunteerism with various non-profit organizations) Award Mechanisms Plaque or Trophy Recognition in Sundial and/or Tam -A -Gram and/or website article Certificate of Achievement i7 Excellence in Customer Service (Mercury -Award) Eligibility Available to all full and part time, regular employees ■ Exceeds consistent, dependable service to their customer base (internal or external customers) Provides exemplary behavior, attitude and productivity that far exceeds the norm and inspires others to achieve performance excellence, exemplary meaning so good or admirable that others would do well to copy it ■ Consistently exceeds the expectations of the customers he/she serves Solves an extraordinary customer -based problem ■ Seeks input and feedback from customer base ■ The department determines the key threshold for excellence Award Mechanism Certificate of Achievement Plaque or Trophy $100 N. Exemplifying the Cit 's Mission Statement (Supernova Award Eligibility Available to all full and part time, regular employees Clearly represents the essence of the Mission Statement ■ It is our job to foster and create an environment that: Responds to the customer Works as a team Creates and innovates Achieves results Makes a difference ■ As stewards of the public trust, we value: Vision I nteg rity Efficiency Quality Service Award Mechanism Trophy or plaque Certificate of Recognition $100 + one additional personal day Recognition in Sundial and/or website, the Sun Sentinel. in Tam -A -Gram, Forum, and the community section of I Leadership C stal Star Award (Meets one or more of the following criteria) Eligibility Available to all full and part time, regular employees ■ Demonstrates high levels of productivity ■ Coordinated a major project or gave extra assistance to citizens, another department or fellow employees ■ Leading change and innovation, building teams, developing and empowering people and managing diversity ■ Demonstration of an unusual initiative or creative ability in the development and improvement of methods, procedures, or devices resulting in substantially increased productivity, efficiency, economy, or reduction in paperwork ■ Demonstrated outstanding ability, leadership, skill, or creativity in devising and implementing or administrating major agency programs ■ Works collaboratively ■ Understands and/or nurtures creativity ■ Communicates effectively, encourages participation by all employees, and prompts subordinates to reach full potential (Inspires teamwork) ■ Provides recognition for achievement ■ Sets goals and achieves them ■ Contributes original ideas Award Mechanism Trophy or plaque Certificate of Recognition $200 + one additional personal day Recognition in Sundial and/or website, Sentinel in Tam -A -Gram, Forum, and community section of Sun- 10 Excellent Teamwork (Constellation Award) Eligibility Available to all full and part time, regular employees, an entire crew or a team. ■ Displays a consistent spirit of teamwork and cooperation ■ Assists others in areas outside their responsibilities ■ Member/members, who join in and participate fully -- in discussion, task completion and execution of project ■ Understands and/or nurtures creativity May be an inter -departmental team Award Mechanism Certificate of Recognition Plaque or Trophy $100/team member + one additional personal day 11 Innovation and Thinkina Outside the Box (Galileo Award Eligibility Available to all full and part time, regular employees ■ Finds value in failed attempts ■ Understands and nurtures creative thinking ■ Established new and outstanding methods, practices, plans, and/or designs which result in improved delivery of services to internal and external customers ■ Contributes an idea that is initiated and recognized as a quality idea but may not come to fruition ■ Idea or project must be written and documented. If idea or project is not implemented, highlight difficulties in reaching or obtaining achievement Award Mechanism Certificate of Recognition Trophy One additional day of personal leave 12 Funding Funds should be budgeted on an annual basis. Budget is based on five awards per category. Costs are estimated as follows: Plaques, trophies, and certificates Luncheon Cash awards Candy bars, printing, etc. Total Estimated Expenses: Estimated value of personal days awarded Estimated Value of "Reaching for the Stars": 13 $1,500 $1,500 $5,000 $ 500 $8,500 $6,000 $14,500 Responsibilities City Manage The City Manager will make appointments to the Recognition Review Committee. Also, the City Manager will make the final decisions on recommendations of the Recognition Review Committee. The City Manager may make administrative changes to this program as needed. Recognition Review Committee To be appointed by the City Manager, this group will review all nominations for awards as submitted by the Departments. The recommendations of the committee are made to the City Manager by November 15 of each year. This committee will also be responsible for reviewing the recognition program and making recommendations for program improvements. It is recommended that for the first year, the Recognition Review Committee be comprised of seven members of the Professional/Managerial group from a cross section of City departments. Three members would serve a one-year term, with the remaining four serving two years. These staggered terms would permit some continuity among committee members. Following the first year, all appointments will be for a two-year term. The committee would recommend whether future Recognition Review Committee members come from only the Professional/Managerial group or be expanded to include other levels of the organizations. Future members may come from the list of award winners. The City Manager can appoint alternates as needed. If a member of the Recognition Review Committee is nominated for an award, he/she may not participate in the discussions on that award category. For a quorum, five voting members must be present. The Recognition Review Committee will meet quarterly to review the nominations for Personal Growth and Educational Achievement and Heroic Action. All other nominations will be reviewed annually. Finance Department At the end of each fiscal year, the Payroll Coordinator will run a report showing the names of all employees who did not use any sick time in the prior fiscal year. These employees will receive the North Star Award for Excellence in Attendance. The Finance Department will calculate the "gross up" for all awards so that the stated award amount is the amount received by the employee. Department Directors Department Directors review completed award nominations for the following award categories and then forwards appropriate nominations to the Recognition Review Committee by October 15 of each year: Helping Hands (Saturn Award) Excellence in Customer Service (Mercury Award) Leadership (Crystal Star Award) Excellence in Teamwork (Constellation Award) Innovation and Thinking Outside the Box (Galileo Award) Exemplifying the City's Mission Statement (Supernova Award) 14 Department Directors also nominate employees for Personal Growth and Educational Achievement (Mars Award) or Heroic Action (Golden Star Award). A Citywide celebration should be planned to celebrate employee successes, highlight departments working together collaboratively, and recognize creativity and innovation in City government. A celebration will be scheduled on the second Wednesday of January. Recognition awards should be given in this employee -wide setting. Award winners should also be recognized at the next Commission meeting. Those employee names forwarded to the Recognition Review Committee will be notified and receive special invitations to the award celebration. The first celebration, for recognition of achievement in FY00, will have a separate time line. Nominations will be due to the Recognition Review Committee on April 15, 2001. The committee will make its recommendations to the City Manager by May 1, 2001 and a celebration event will follow. Any use of personal days awarded by this program must be scheduled in advance with the approval of the department. These additional personal days have no monetary conversion value and must be used by the end of the fiscal year. For purposes of this program, a personal day will be equal to the duration of a regularly scheduled workday, not to exceed ten (10) hours. For example, if a regularly scheduled workday for a recipient is eight (8) hours, that recipient will receive eight (8) hours of personal leave. 15 dditional recommendations • Use existing citywide communication devices, e.g. the Sundial, to communicate success stories, celebrate innovative solutions, and recognize employee accomplishments. • Include recognition, innovation and creativity as performance elements in department head accountability. • Incorporate recognition, innovation, and creativity as elements in workplace expectations. • Have the City Commission make a proclamation declaring Citywide Employee Appreciation Day reflecting the value of "Employees being the City's greatest resource." This should be scheduled for the same time as the citywide celebration. • Departments are encouraged to develop internal recognition programs. Directors could consider giving his/her personal parking spot as an award. iR The Task Force members Pat Kendrick, Battalion Chief, Chair Cindy Diemer, Housing & Code Enforcement Manager, Co -Chair Kay Reinert, Training Specialist, Facilitator Mauro Burgio, Stormwater Engineer Kristin McKew, Assistant to the City Manager Fran Oney, Laboratory Manager Greg Warner, Recreation Superintendent Keith Wilder, Support Services Manager 17 TFyy yy * T 11 Employee Recognition Nomination Form Nominee Information (Please complete a separate nomination form for each nominee and award category) ❑ Individual Nominee ❑ Team Nominee Employee Name: Team Name: Job Title: Department: Nominator Information Your Name: Job Title: Phone Number: List team members on separate sheet with names, job titles, and department(s). Department: Relationship to Nominee: If available, please list one reference (e.g. co-worker, manager, customer, or citizen) who would support this nomination. The nominator and the reference will be contacted if the nominee is selected as a semi-finalist. Name: Phone Number: Department: Relationship to Nominee: For which award are you submitting a nomination? Please select only one category. ❑ Personal Growth and Educational Achievement (Mars Award) ❑ Excellence in Attendance (North Star Award) ❑ Innovation and Thinking Outside the Box (Galileo Award) ❑ Excellent Teamwork (Constellation Award) ❑ Leadership (Crystal Star Award) ❑ Excellence in Customer Service (Mercury Award) ❑ Helping Hands (Saturn Award) ❑ Heroic Action (Golden Star Award) ❑ Exemplifying the City's Mission Statement (Supernova Award) Please explain how this individual or team has met the criteria of the selected category on the attached justification sheet. (Use additional sheets if necessary — limit two pages.) RECOGNITION PROGRAM FLOW CHART SUPE COWORKERS ) I ( DIRECTORS RECOMMENDATION IS MADE APPLICATION IS PREPARED & FORWARDED TO DIRECTOR DIRECTOR REVIEWS APPLICATION IN ACCORDANCE WITH CRITERIA EMPLOYEE IS EMPLOYEE IS NOT NOMINATED FOR NOMINATED FOR AWARD AWARD NOMINATION IS FORWARDED TO INTERNAL NO RECOGNITION THE RECOGNITION RECOGNITION BY WARRANTED REVIEW DEPARTMENT COMMITTEE RECOMMENDATION FOR RECOMMENDATION HEROIC ACTION OR IS FORWARDED TO PERSONAL GROWTH THE CITY MANAGER IMMEDIATELY RECOMMENDATION FOR EMPLOYEEIS ANY AWARD EXCEPT RECOGNIZED BEFORE HEROIC ACTION OR CITY COMMISSION AND PERSONAL GROWTH IN SUNDIAL RECOGNITION AT THE RECOMMENDATIONS CITY-WIDE AWARDS ARE REVIEWED BY BANQUET TO BE HELD AT THE CITY MANAGER THE COMMUNITY CENTER THE 2ND WEDNESDAY IN JANUARY 1e