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HomeMy WebLinkAbout5C Recognition Policy Report Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com 4646 Dakota Street SE Prior Lake, MN 55372 CITY COUNCIL AGENDA REPORT MEETING DATE: NOVEMBER 06, 2017 AGENDA #: 5C PREPARED BY: FRANK BOYLES, CITY MANAGER PRESENTED BY: FRANK BOYLES AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AMENDING THE EMPLOYEE RECOGNITION POLICY DISCUSSION: Introduction The purpose of this agenda item is to update the city’s employee recognition policies so they address circumstances such as the passing of Mayor Wally Stock. History The city presently has two policies related to employee recognition. The first was adopted some years ago and addresses the naming of public buildings, parks and streets for recognition purposes. The second is a broad policy which addresses all types of recognition and who pays for it. That policy did not address recognition where a long-term employee passes. Current Circumstances Since the individual circumstances vary considerably, the policy allows a great deal of discretion in the specific recognition selected. It is estimated that the cost of the recognition tree, bench, plaque and plaque stand, if appropriate, would cost about $2100 to $2300. Councilors McGuire and Thompson as the Bylaws and Compensation Committee have reviewed the proposed language and recommend it for city council approval on the consent agenda. ISSUES: This amendment is housekeeping in nature to address an important recognition function that our policy has not. FINANCIAL IMPACT: Costs for the memorials would be drawn from the city council account in the general fund. ALTERNATIVES: 1. Motion and second to approve a resolution amending the Employee Recognition Policy as part of the consent agenda. 2. Motion and second to remove this item from the consent agenda for additional discussion. RECOMMENDED MOTION: Alternative #1 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 17-___ A RESOLUTION APPROVING AN EMPLOYEE RECOGNITION POLICY Motion By: Second By: WHEREAS, The City of Prior Lake recognizes employees as a valuable asset necessary to the success of the city’s vision and strategic plan; and WHEREAS, The City must recruit bright, talented staff and retain a high performance workforce; and WHEREAS, Employee recognition establishes that employees are valuable contributors in acoomplishing the City of Prior Lake’s mission, vision and goals; and WHEREAS, The City wishes to facilitate an organization-wide policy to recognize the efforts and extraordinary contributions of employees; and WHEREAS, The policy is intended to guide informal and formal recognition of employees. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The Employee Recognition Policy for the City of Prior Lake is approved. PASSED AND ADOPTED THIS 6TH DAY OF NOVEMBER, 2017 VOTE Briggs McGuire Thompson Braid Burkart Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Frank Boyles, City Manager EMPLOYEE AWARDS & ACKNOWLEDGEMENTS EMPLOYEE APPRECIATION/MOTIVATION • Appreciation Event: There will be one City-funded appreciation event. This Holiday Luncheon will be planned by the Employee Council but the City will pay for the catering, Years of Service Awards and Employee of the Year award. • Employee Luncheons: The Employee Council will schedule two luncheons. One will be held in the summer as a grill out hosted by the Employee Council and one will be held in the fall as a chili cookoff hosted by the Department Heads. • Employee Anniversary Month: Each month the Employee Council will purchase and hand out something to employees on their anniversary month. • Employee Networking: Up to four times a year, Employee Council will purchase donuts, ice cream, etc. for employee socializing. • Retirement/Resignation: For employees with 5+ years employment with the city and leaving in good standing, a party may be scheduled by the department. Contact HR prior to the event to order a cake and obtain a card to be passed around the depa rtment(s). If applicable, the City Council will present a plaque per plaque guidelines below. For employees with less than 5 years of experience, at the discretion of the supervisor , departments may organize a party or pass around a card. The city will pay $200 towards food for an employee’s retirement party with 20 years of service and $300 towards food for an employee with 30 years of service. • Sailboat Plaques Award Guidelines: This City-funded program states that public expenditures for appropriate Council / advisory committee / employee recognition programs serve a public purpose because formally recognizing significant contributions and demonstrated commitment during the performance of duties results in higher morale and productivity; thereby helping the City fulfill its statutory responsibilities of promoting public health, safety, general welfare, security, prosperity and contentment for all of the city’s residents in an efficient and cost-effective manner. The City Manager shall be responsible for administering this program and may vary from the guidelines, as he/she deems appropriate. Guidelines for eligibility: City Council Fulfillment of a complete four-year term. Commissions & Advisory Committee Fulfillment of three terms or complete term limit of nine years. Employees Completion of 10 years of full-time service and leaving in good standing. EMPLOYEE LIFE EVENTS • New Baby: Paid by the Employee Council. A baby blanket or onesie with the Prior Lake logo will be given to employees upon the birth or adoption of their child. Sup ervisor to notify HR when birth/adoption takes place. • Funerals: Paid by the Employee Council. Flowers will be sent on behalf of the City Employees to the employee (does not apply to temporary employees) in the event of an employee’s loss of a parent, spouse or child. The staff member’s supervisor should notify HR to order flowers. For funerals of other City stakeholders (advisory committee members, township staff, county staff, etc.) a card or other appropriate recognition will be paid by the City. • Deceased Current Employee: Paid by the City. For current full-time and part-time employees who pass away while employed, flowers will be sent on behalf of the City Employees to the employee’s immediate family and a plaque will be placed at Lakefront Memorial and/or a tree will be planted with a plaque in one of the City parks in remembrance of the employee. For temporary employees, flowers and a card will be sent to immediate family. • Deceased Former City Employee/Stakeholder: Paid by the City. The city may elect to recognize previous employees (including council members, advisory committee members and firefighters) who pass away based upon criteria such as: 1) length of service 2) record of accomplishments or 3) other criteria as the city manager deems appropriate. Recognition may include a monument of some sort (park bench, plaque, art rendering or small structure or renaming of a street, park or public building as deemed appropriate in the circumstances with respect to out Sign Policy. • Birthdays/Wedding: At the discretion of the supervisor departments are welcome to pool personal money for a card, gift, flowers, etc. • Illness/Hospitalization: At the discretion of the supervisor, departments are welcome to pool personal money for a card, gift, flowers, etc. Items in black are city paid. Items in blue are employee council paid. Items in purple are employee paid.