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HomeMy WebLinkAboutResolution No. 186-14 /ff --lq RESOLUTION BE IT RESOLVED by the Common Council of the City of Rochester that the City adopt a personnel policy regarding Employee Recognition Program. A copy of the policy is attached. PASSED AND ADOPTED BY THE COMMON COUNCIL OF THE CITY OF ROCHESTER, MINNESOTA, THIS DAY OF / + / , 2014. PRIfSIDENT O SAID40PXMON COUNCIL ATTEST: CITY CLERK APPROVED THIS �� DAY OF , 2014. • MAYOR OF SAID CITY (Seal of the City of Rochester, Minnesota) Res t Mdopt.PersPolicy.EmployRecog2 • CITY OF ROCHESTER • ORGANIZATIONAL POLICY EMPLOYEE AND VOLUNTEER RECOGNITION PROGRAM INTRODUCTION The Rochester City Council has adopted an Employee Recognition Program resolution for the purpose of expressing appreciation for employee accomplishments, acknowledgment of contributions made by employees and volunteers to the advancement of the City's business objectives, promotion of a healthy workplace that aids in attracting and retain- ing employees and employee retirement celebrations. The following information will serve as guidelines relating to the implementation of this Council resolution. ANNUAL DEPARTMENTAL EMPLOYEE RECOGNITION A budget, within the Human Resource Department, has been established for each department which will not exceed $25/year for each full-time and part-time funded and budget-approved employee. A nominal portion of this funded amount may be used to purchase employee gifts providing such items promote the objectives of this program. Funds Should never be used to purchase and/or be distributed as monetary rewards (i.e, gift certificates). The Department Head will be responsible for implementing the program in his/her respective department by hosting a team event or activity with the purpose of expressing appreciation and/or team building. Planned events or activities should be in- clusive by extending an invitation to participate to all employees, however, attendance is strictly voluntary so no over- time considerations will be given. If an employee is unable or does not choose to attend the scheduled event or ac- tivity, no substitute compensation or reward will be provided. • These events , if not combined with other departmental activities, should be scheduled outside of the employees' regular work hours to ensure continuation of departmental services provided to the community and/or other internal City customers. Departments where the majority of employees are responsible for providing 24-hour service cover- age may consider multiple event dates to allow maximum participation. Expenses for alcoholic beverages will not be reimbursed nor will the City of Rochester assume any liability for em- ployee consumption of alcoholic beverages during the event or activity. Each department is encouraged to exercise creativity when planning events. Examples of recognition activities may include but are not limited to the following; • Attend a departmental staff breakfast, lunch,or dinner with program or entertainment • Participate in a community service event as a volunteer group • Attend a cultural event,festival, theatre performance or sporting event • Tour a local facility,art center or location of interest • Organize a picnic for employee and family members RETIREMENT AND EMPLOYEE SEPARATION RECOGNITION EVENT Full-time employees with 15 or more years of service with the City of Rochester are eligible to receive a service award upon their voluntary retirement or resignation. The Department Head or his/her designee is responsible for planning an event for the retiring employee. • Total expenses for this event, which the City of Rochester will be responsible for, will not exceed $150.00. Additional expenses may be supplemented by the departmental employees if they choose. In addition to the $150.00 allowed CITY OF ROCHESTER ORGANIZATIONAL POLICY expenses for the event, a retiring employee will be presented with an appropriate gift selected by the department(ex- cluding gift certificates/cards)with a value up to: Years of Service Gift Value 15 $75.00 20 $100.00 25 $125.00 30 or more $150.00 The Department Head or hismer designee may choose an appropriate gift for the retiree based upon these estab- lished amounts. REIMBURSEMENT PROCEDURES/EMPLOYEE RECOGNITION All receipts for expenses incurred for employee recognition events and/or retirement gifts must be submitted to Hu- man Resources for approval, prior to reimbursement. The Department Head or designated representative, will forward to the Director of Human Resources, all receipts for expenses incurred as an email attachment, along with a detailed description of the event and/or gift. These expenditures will be reviewed by the Director of Human Resources and an email response requesting further • explanation or approval will be routed back to the department. if approved, the appropriate business unit/ledger ac- count coding will be provided to the Department Head or designated representative for completion of the voucher payment process by the department. EMPLOYEE PROMOTIONAL AND OTHER OFFICIAL SWEAR-IN CEREMONIAL EVENTS As part of the appointment process for public safety staff (fire and police), public ceremonies are conducted for the official purpose of swearing in new employees or recognizing promotional advancement. This is a historical practice which may follow a training academy for new police officers and firefighters or acknowledge the promotion of an ex- isting Civil Service employee. These events include only those ceremonies open to the public, they do not include private departmental celebrations. Funding for public ceremonial events will be designated by the Fire and Police Departments and approved by the Council for this purpose in the annual budget approval process. The Fire and Police Departments may not spend more than$150 per event to cover the cost of food,beverages and eating utensils. VOLUNTEER RECOGNITION EVENTS Many departments in the City of Rochester utilize citizen volunteers for the purpose of assisting staff in the advance- ment of City and/or departmental strategic objectives. As such, volunteer events are occasionally held for the pur- pose of expressing appreciation and recognizing volunteers and other organizations that have partnered with the City. These volunteers/organizations have made substantial contributions to the community by donating their time, financial support and talents to City-sponsored activities. • Because the size and scope of these events vary,funding for volunteer recognition events will be designated by each department and approved by Council in the annual budget approval process. Funds should never be used to pur- chase and/or distributed as monetary rewards(i.e.gift certificates/cards). Originated 515108,Revised 1/3111,5/14/14