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HomeMy WebLinkAboutAgenda Statement 1981/07/14 Item 15s COUNCIL AGENDA STATEMENT Item 15 Meeting Date July 14. 1981 ITEM TITLE: Resolution /psfj Adopting Bonus Incentive Program (BIP) and appropriating funds therefore. SUBMITTED BY: Director of Person (4/5ths Vote: Yes X No ) In the MOU between the City and the Chula Vista Employees Association for 1980-81 it was agreed that an attempt would be made to develop and implement a Bonus Incentive Program to recognize longterm employees who are offering exceptional service to the City and/or any employee who is performing in an exceptional manner. During the year a committee of employees was formed and met to work out a program for presentation to the City Council. The work of the committee is complete and their recommendation on a BIP was discussed during meet and confer sessions for 1981-82. Only one group, CVEA, has chosen to become part of the plan in the first year, and the original recommendation of the committee has been scaled down to reflect the smaller number of eligible employees. Therefore, it is my RECOMMENDATION: That Council ,adopt-the Resolution. BOARD/COMMISSION RECOMMENDATION: Not Applicable DISCUSSION The Bonus Incentive Plan Committee was made up of members from each employee group as well as representatives from Top Panagement, Middle Management, unrepresented employees and hourly employees. The group met several times between February and June. Their work included collecting information about similar programs in other areas for evaluation, and an employee survey conducted in March. All employees were asked to respond, and a total of 324 responses were received. The note- worthy aspects of the questionnaire included the following feedback: 1. Employees felt that the most important traits in selecting an individual to receive an award were competency, attitude, initiative and reliability. 2. 51% of the respondents felt that all employees should be eligible to receive awards. 3. 58% of the respondents felt that all employees should be able to nominate individuals to receive awards. 4. On the average, respondents felt that 41 employees are truly exceptional. 5. 46% of the respondents felt that the selection of recipients should be made by an employee committee. 6. The responses were evenly divided between the desirability of granting awards annually or bi-annually. Form A-113 (Rev. 11/79) Page 2, Item 15 Meeting date July 14, 1981 7. 70~ of the respondents felt that the best incentive is cash. 8. The lowest meaningful amount of cash was an average of $235. 9. 73q felt that a "BIP" should be offered. In June the Committee prepared a set of recommendations for Management review based on questionnaire input and the experience of other agencies, principally the City of San Diego. Several suggestions were made to improve the plan by representatives of the City Manager's staff. These recommendations were taken back to the Committee and were adopted. The Committee made additional improvements, and the final set of administrative procedures has been developed (see attached). The funding necessary to present the maximum number of awards (15) during the year to individuals who have demonstrated exceptional job performance will be $3;750. A maximum of 7 awards will be presented November 30, 1981 and 8 on May 31, 1981. This program will be evaluated to determine if its goals are being met and if the program should be continued in fiscal year 1982-83. Council Action is requested to approve the Bonus Incentive Program as proposed and appropriate the necessary funds. FISCAL IMPACT A maximum expense of $3,750 will result if all awards are given. SAT/mec /~~s3 G !` ---- F -- ~, ~ ,_..u, ~~:;i~~;;~ ADMINISTRATIVE PROCEDURE SECTION -- - '. DATE - ' SUBJECTS 7-1-81 I PAGE BONUS INCENTIVE PLAN REF. I. PURPOSE A. To establish a Bonus Incentive Plan to recognize employees who have demonstrated exceptional performance in a specific assignment or over a prolonged period. B. To establish guidelines and procedures to be used by employees in nominating employees to be considered fora bonus. C. To establish guidelines and procedures to be used by departments in formulating a BIP committee to be made up of City employees. D. To establish guidelines and procedures to be used by the BIP committee in awarding bonuses to nominees. E. To establish guidelines on the recognition of BIP award recipients. II. POLICY A. The BIP policy does not substitute for other methods of employee recognition. (e.g., exceptional merit step increases, service pins, letters of commendation, etc.). B. All employees in participating employee groups (including top management, middle management, supervisors, regular, hourly and part-time) shall be eligible to nominate other employees for, or be nominated for a BIP award. Nominations may be made within a department or across depart- ment lines. C. BIP awards will be made twice during a fiscal year; November 30 and May 31. The cutoff dates for submitting nominations will be November 10 and May 10 for the respective award dates, D. BIP awards shall be in the-amount of $250. Employees may receive no more than two awards for exceptional performance per fiscal year, and no more often than once in each six-month period. E. A maximum of 15 employees will be given a BIP award each fiscal year. F. The Personnel Department will coordinate the activities of the Bonus Incentive Plan and BIP committee. IIII. GUIDELINES & PROCEDURES FOR NOMINATIONS A. A form will be provided by the Personnel Department for employee use in nominating other employees for BIP awards. The forms may be sub- mitted to the Personnel Department at any time and will be forwarded to the selection committee twice per year. B. Nominations should be based on how well, during the year, the nominee exemplified the traits of: /OS53 A-114 ---..- -« ADMINISTRATIVE PROCEDURE SECTION DATE SUBJECT BONUS INCENTIVE PLAN P~-G E 2 REF. 1. Exceptional job competency 2. Consistently positive attitude 3. Exceptional initiative on the job, and 4. Exceptional reliability C. Any employee may nominate any other employee (or self) for a BIP award. Nominations made by non-supervisory employees may be supported by supervisory or management comments if the nominator wishes to solicit their comments. IV. GUIDELINES AND PROCEDUPES FOR SELECTING THE BIP SELECTION COMMITTEE A. The BIP selection committee shall be made up of employees from the following departments or departmental groups: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Administration, Data Processing, PAPE, Development Services Building and Housing City Attorney, City Clerk, City Council, Personnel Community Development Engineering Finance (Purchasing, Print Shop) Library (2 members) Parks & Recreation (Golf Course, Planning Public Works (2 members) Pools) (2 members) B. Selection of the selection committee members shall be done by each department using a "democratic" method. An "election" type procedure is suggested. C. The committee will be asked to make potentially difficult decisions based on the nominations and the BIP award criteria. The time required from each selection committee member is estimated to be between four and eight hours bi-annually. Each member will serve for two years. D. BIP committee. members may not nominate other committee members for an award. V. GUIDELINES & PROCEDURES FOR GRANTING BIP AWARDS A. The committee will review each nomination to determine if, according to the nomination, the nominee has demonstrated two or more of the four traits identified in III B above, and has also demonstrated possession of the remaining traits. If not, the nomination will be returned to the nominator. If so, the nomination will be forwarded to the department head for review. If the department head agrees that the nomination will be returned to the department head has objections nominee to discuss the objections. the nominee should be considered, the committee for evaluation. If he/she shall meet with the Following the meeting the A-114 ~~ ~~ss~ ~ '"~, ADMINISTRATIVE PROCEDURE SECTION _, DAT E SUf~JECI'~ BONUS I NCENTIVE PLAN PA G E 3 REF, department head will either return the nomination to the committee for evaluation or forward it to the Personnel Department with a recommendation to delete from consideration. Reasons for the dis- approval should be submitted when a department head feels a nomination is not justified. B. If fewer than the maximum number of approved nominations are received, the committee m_,Y,recommend approval of all nominations and forward all nominations to the City Manager for final approval. Nominations will be eliminated from consideration~by the committee, however, if the described performance of the individuals does not appear to be exceptional based on the criteria and/or by comparison with other nominees. C. If more than the maximum number of approved nominations are received, the committee will determine which nominations should be awarded. Nominations not granted mom' be carried over until the next time the committee is considering nominations. Nominations will be eliminated from consideration if the described performance of the individuals does not appear to be exceptional based on the criteria and/or comparison with other nominees. D. When the committee requires more information about the service of a nominee, the department head and/or nominator will be asked to provide the additional information. VI. GUIDELINES & PROCEDURES FOR RECOGNIZING BIP RECIPIENTS A. Recipients of a BIP award will be recognized by an official action of the Mayor, the City Manager's Office and will be mentioned in the Personnel News. B. The City may attempt to secure press coverage for the BIP recipients. C. Department Heads may recognize BIP recipients in other appropriate ways. D. When providing recognition, it is important to stress the method through which recipients were selected, and to avoid causing hard feelings among employees who were not singled out for an exceptional performance award. VII. EVALUATION OF THE PROGRAM A. The purpose of the BIP program is to recognize exceptional performers in the City work force. To determine effectiveness an evaluation is required. The Personnel Department will evaluate the program through- out the year, and will prepare a written report in June. B, If employees perceive that the program is meeting its objectives a continuation of the pro4ram ma.v be recommended. If the oroaram does not appear to be meeting its objective a recommendation will be made to discontinue the program. ~'- /o S.s3 Form No. F-229 12/73 CERTIFICATE OF CITY/DIRECTOR OF FINANCE Certification of Unappropriated Balance eral Fund Certification of Unencumbered Balance I HEREBY CERTIFY tha appropriation of funds for the resolution is available in the come into the Treasury, and is Amount $ 3,750.00 Purpose Bond Incentive Program Bidder ,, ~~~~ Director of Finance The City of Chula Vista Date 7/1/81 I HEREBY CERTIFY that the indebtedness and obligation to be incurred by the contract or agreement authorized by the attached resolution can be incurred without the violation of any of the provisions of the Charter of the City of Chula Vista, or the Constitution or the laws of the State of California, that sufficient monies have been appropriated for the purpose of said contract, that sufficient monies to meet the obligations of the contract are actually in the Treasury, or are anticipated to come into the Treasury to the credit of the appropriation from which the same are to be drawn, and that said monies now actually in the Treasury, together with the monies anticipated to come into the Treasury, to the credit of said appropriation are otherwise unencumbered. Amount Not to Exceed $ Director of Finance The City of Chula Vista Date Fund Purpose Bidder t the money required for the purpose set forth in the attached Treasury, or is anticipated to otherwise unappropriated. Fund 100-0250-5145 ... By By Dept./Activity Certificate No. 1 l~ / o SS".3