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HomeMy WebLinkAboutCity of Tamarac Resolution R-99-0151 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-99-15.'� 1 Temp. Reso #8500 1 /6/99 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO EXECUTE THE EMPLOYEE RECOGNITION PLAN -- PHASE 1; AUTHORIZING THE APPROPRIATE BUDGETARY TRANSFERS OF FUNDS; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the proper recognition of employees is an important and essential component of a progressive organization; and WHEREAS, the need for a comprehensive employee recognition program was identified by the City as a priority issue in the past and a program created; and WHEREAS, the City Manager appointed an Employee Recognition Taskforce, representing a cross-section of City employees, to review the current program, study the alternatives, and make recommendations for improvement on May 7, 1998; and WHEREAS, the Employee Recognition Taskforce has made several recommendations to the City Manager and Department Directors known collectively as the "Employee Recognition Plan — Phase 1;" and WHEREAS, the "Employee Recognition Plan — Phase 1" represents the collective efforts of the City's employees; and 1 2 Temp. Reso #8500 1 /6/99 WHEREAS, the City Manager and Department Directors have reviewed the recommendations of the Taskforce and agree with the Taskforce's recommendations; and WHEREAS, the Taskforce recommendations can be implemented at a minimal increase in the current annual cost; 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 authorize the execution of the Employee Recognition Plan — Phase 1. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA- SECTION 1: That 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 appropriate City officials are hereby authorized to execute the Employee Recognition Plan — Phase 1 (attached hereto as Exhibit 1). SECTION 3: All appropriate budgetary transfers of funds necessary to implement this program are 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 SECTION 4: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict.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 application, it shall not affect the validity of the remaining portions or applications of this Resolution. 3 Temp. Reso #8500 1 /6/99 SECTION 6: This Resolution shall become effective immediately upon its passage and adoption. 6 PASSED, ADOPTED AND APPROVED this/,-3 day of 1999. ATTEST: CAROL GOL 0,MC/AAE City Clerk I HEREBY CERTIFY that I have approved this RESOLUTION as to form. MITCHELL S. KRAFT City Attorney I-] �r SCHREIBER Mayor RECORD OF COMMISSION MAYOR SCHREIBER DIST 1: COMM. MCKAYE DIST 2: V/M MISHKIN DIST 3: COMM. SULTANOF DIST 4: COMM. ROBERTS C7 Employee Recognition Plan Phase I CITY OF TAMARAC EMPLOYEE RECOGNITION TASKFORCE FINAL PROPOSAL CITY OF TAMARAC EMPLOYEE RECOGNITION TASKFORCE PROPOSAL 1. OVERVIEW A. History B. Scope C. Outline of Major Topics II. GENERAL EMPLOYEE WELCOME A. New Employee Welcome B. Completion of Probation C. Birthdays 111. YEARS OF SERVICE AWARDS A. Recommendations for change B. Additional Suggestions C. Award Implementation IV. SPONTANEOUS RECOGNITION A. Shooting Stars Program B. Shooting Stars Submission Procedure • V. IMPLEMENTATION COSTS z I. OVERVIEW 0 History An Employee Recognition Taskforce was formed on May 7, 1998. Thirteen members representative of all City Departments plus a facilitator were appointed by the City Manager. Additionally, focus groups were held on July 16, to involve employees in reviewing the current employee recognition program and solicit input for improvements. More than 60 employees attended the focus groups and provided constructive feedback. The ideas and suggestions received from the focus groups were incorporated into the Taskforce recommendations. Scope of the Taskforce • To review the current employee recognition program • To propose improvements to the current employee recognition program • To develop new employee recognition programs • To prepare and present recommendations to management • Taskforce Members Bonnie Bishop — Fire Rescue Tom Marron — Public Works Jane Coco — Parks and Recreation Tony Morton - Utilities Cindy Diemer — Community Development Lillian Pabon -- City Clerk Marie Elianor — City Manager's Office Fran Oney - Utilities Tim Heiser — Fire Rescue Kay Reinert—Facilitator/Personnel Fred Hoffman — Building Vince Richmond — Public Works Emilie Little — Finance Bill Way -- Parks and Recreation Outline of Major Topics • General Employee Recognition • Years of Service Awards • Spontaneous Recognition -- Shooting STARS Program • Implementation Costs oil. GENERAL EMPLOYEE RECOGNITION New Employees Welcome The Taskforce recommends that recognition begin on the first day of employment to ensure that all employees feel welcome. The following are recommended to welcome new employees: • The Personnel department send out a Citywide email on the first day of employment to welcome the new employees, identifying the new employees, their department, and position. • A separate section of the Sundial should include a listing of all new employees, including job titles and department. Completion of Probation • Department directors should present employees with a City of Tamarac lapel pin upon completion of probation. • • Employees completing probation should be recognized in departmental staff meetings. Birthdays • The City should resume the practice of sending a personalized birthday card signed by the City Manager to each employee on his/her birthday. 11 III. YEARS OF SERVICE AWARDS 0 The Taskforce endorses the current practice of recognizing employees for 5, 10, 15, 20, 25, and 30 year anniversaries by presenting them with Service Award Certificates as well as gifts during Commission meetings. Studies and experience have shown that timeliness is a strong factor in the effectiveness of employee recognition. Thus, it is recommended that the frequency of these presentations made by the City Commission increase from twice a year to quarterly. It is also recommended that changes in the gifts of the respective anniversaries be made. Current Service Awards Proposed Service Awards Service Award Certificate Service Award Certificate 5 years Clock — engraved Gift of approximately $25 10 years $50 savings bond $100 check 15 years $75 savings bond $150 check 20 years $100 savings bond $200 check 25 years $150 savings bond $250 check 30 years $300 check Additional Suggestions: Photographs • Photographs should be taken of Service Award presentations at the City Commission meetings and posted in the atrium of City Hall to be given to the respective employee. Call from Director • Department Directors should personally congratulate each employee on the actual date of each milestone anniversary with the City of Tamarac. Recognizing that personal recognition may be more difficult for directors of larger departments; the taskforce recommends a telephone call, e-mail or a short handwritten note. Recognition during Staff Meetings • Employees should be recognized in their respective staff meetings for 1st, 5tt' 10th, 15t", 20th, 25th, 30th, . anniversaries. 0 I* Ill. YEARS OF SERVICE AWARDS, continued Years of Service Awards Implementation 1. The Personnel department will generate a report of employee(s) to receive service awards on a Quarterly basis. 2. The Personnel department will send a letter of invitation to each employee receiving service award (1 month prior to awards presentation). 3. The Personnel department will forward a list of employees eligible for service awards . to the City Clerk's Office to be added to the City Commission Agenda. 4. The Department Director will contact individuals to confirm attendance at the Commission Meeting to receive the award. 5. The Personnel department will forward Service Awards (i.e. gifts and checks) to the City Clerk's office prior to the Commission meeting. 6. At the end of each quarter, the City Manager and the Mayor will present service awards to individuals. Presentations will take place at the 2"d monthly commission meeting in the first month of each quarter (i.e. January, April, July, and October. Department Directors will receive awards on behalf of individuals who are unable to attend. 7. Department Directors will be responsible for ensuring that their employees receive the appropriate service awards in a timely manner. 8. Photos will be taken immediately following the awards presentations. Photos will be presented to each individual, and will be posted on the Stars Boards in the City Hall Atrium. 11 IV. SPONTANEOUS RECOGNITION 0 Shooting Stars Program Serving Tamarac And Rewarding Success An informal recognition program, Shooting STARS of Tamarac, has been designed to encourage immediate recognition of employees who have gone above and beyond their normal job requirements to serve internal and external customers. Designed to encourage immediate recognition of employees • Easy for everyone to use • Short forms located throughout the City • No supervisor approval needed • Drop form in nearest box upon completion • Recognition can be made by any employee for any employee Criteria for Recognition • Safety Awareness • Service Above and Beyond • Special Assignment • Extraordinary Effort • Process Improvement Suggestion • Act of Service or Special Action Immediate response • Recognition forms (Le. "Shooting Stars" forms) will be made available to all City employees, which will enable them to recognize any employee or group of employees at any time. The recipient of the Shooting Star will receive a copy of the form immediately upon completion. Star Board • The name of each employee who receives a "Shooting Star" will be posted on a "Star Board" which will be displayed in City Hall. Names of 'Shooting Stars' will also be displayed in each of the following remote offices: Public Works, Fire Rescue Department, Utilities, and the Recreation Center. Quarterly drawings • Employees who have been recognized as "Shooting Stars" will participate in a quarterly drawing for a designated prize. Names selected will be published in the bi- monthly Tamarac Sundial newsletter. . IV. SPONTANEOUS RECOGNITION — SHOOTING STARS PROGRAM, continued Shooting Star Form Submission Procedure Objective: The City of Tamarac has established the Shooting Stars Recognition Program, to provide an opportunity for employees to recognize a fellow employee(s) for actions taken "above and beyond the call of duty." Acts to be recognized promote good will, team spirit, dedication, and demonstrate the ability to further the goals of the City of Tamarac. Employees should be aware of acts or actions to be recognized of their fellow employees and take the time to recognize such fellowship acts. As employees of the City of Tamarac, our tasks are greatly enhanced by working together to accomplish our goals to provide excellent service to our City and its residents. Individuals may recognize fellow employees by completing the "Shooting Stars" (NCR) form as often as desired. Each form shall identify the individual(s), the department or division(s), and should state clearly why the person(s) is being recognized. Additional forms may be used as needed, to describe the act(s). Eli ibili : All employees of the City of Tamarac are eligible for recognition. Any employee may present a Shooting Star to any other employee(s), including interdepartmental employees. Criteria: Shooting Stars can be given to an individual or group of employees for acts or actions that should be recognized which demonstrate "going above and beyond the call of duty." Criteria may include but is not limited to activity on special assignments; extraordinary effort; safety awareness by recognizing or having a safety hazard corrected; making a process improvement suggestion; an act of service or special action, etc. Administration: Individuals may recognize fellow employees by completing a "Shooting Stars" (NCR) Form or using a "Shooting Stars" e-mail template, as often as applicable. Each form shall identify the individual(s), the department or division(s), and should state clearly why the person(s) is being recognized. Additional forms may be used, as needed, to describe the act(s). 1. The person filling out the Shooting Star form should separate the copies of the form and present the original (white) copy to the person being recognized. 2. The second (pink) copy should be sent to that person's department director. 0 3. The third (blue) copy should be sent to the City Clerk's Office. IV. SPONTANEOUS RECOGNITION — SHOOTING STARS PROGRAM, continued 4. The City Clerk's Office will record the individual's name on a "Star" which will be displayed in City Hall for the remainder of the month. 5. The individual's name will be entered into a drawing which will take place during the first week of each quarter. The person whose name is randomly selected each quarter will receive a gift from the City (approximately $25 in value). 6. The names of the individuals selected in the quarterly drawings will appear in the bi- monthly Tamarac Sundial newsletter. V. IMPLEMENTATION COSTS Years of Service Awards • FY 1999 Anticipated cost using proposed program $3,400 • FY 1999 Anticipated cost using current program ($1,000) Anticipated Cost to Implement Proposal $2,400 Shooting STARS Program • Total Materials (Stars $100, Printing $200, Boxes $200, Board $500) $1,000 • Gifts $ 100 Anticipated Cost to Implement Proposal $1,100 Total Estimated Costs to Implement Phase I $3,500 C� V