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B Employee Incentive ProgramSuggestion # CITY OF CHANHASSEN EMPLOYEE SUGGESTION FORM Date Received / / Name (optional): Date (mandatory)' Department (optional): Description of Suggestion (use additional sheet if needed): Department Affected' Steps/materials/tools necessary to implement suggeStion: Results/Savings (provide a calculation of savings expected if applicable): If your suggestion is implemented, do you want to be publicly recognized? Yes No You will be notified by the Committee regarding the outcome of your suggestion. THANK YOU FOR YOUR SUGGESTION! City of Chanhassen Chanhassen Improvement Program EMPLOYEE SUGGESTION GUIDELINES 03/07/2001 PURPOSE The City of Chanhassen employee suggestion system is intended to be a formalized means of soliciting employee recommendations for improving the efficiency and effectiveness of the City's service delivery system. In doing so, the system is intended to benefit the City through economic savings and the delivery of higher quality services or a greater number of services at the same cost. The employee wilt concurrently benefit by assuming greater responsibility in assisting the organization in achieving its objectives, while realizing greater job satisfaction, financial reward, and job commitment. This system is intended to complement the City's other employee recognition/participation programs and all employees are eligible to participate in this program. ADMINISTRATION Administration of the Employee Suggestion system will be' the reSponsibility of the City Manager's office. A committee of three persons consisting of one representative from the City Manager's office and two individuals elected by City employees will assist in the administration of the program. At least one committee member must be a non- supervisory employee. Nominations will be solicited from the employee for an election to be held each year. Elected committee members will serve one year staggered terms beginning January 1 and July 1. A department may not be represented on the committee more than once every 12 months. The committee is responsible for: 1) evaluation and recommendation of the type, amount of savings and appropriate recognition for each suggestion submitted. 2) refinement and clarification of the program's guidelines. 3) assuring compliance with program guidelines. 4) monitoring and improving methods for evaluating employee suggestions. 5) interpretation and clarification of suggestion system rules and eligibility requirements. 6) encouragement and assistance in implementation of adopted suggestions. 7) development of methods for presenting awards and hearing appeals to the program. 03/07/2001 8) assuring that the program's intended objective is reached. 9) providing a report for City departments and the City Council regarding the total number of suggestions received, number of suggestions implemented, savings realized, and estimated program administration and award costs. All revisions to the program shall be approved by the City Manager who shall be the final arbitrator in all matters with regard to this program. SUGGESTIONS A suggestion is a written proposal to improve our ability to serve the citizens of Chanhassen through our service delivery systems. The suggestion must: 1) reduce costs, duplication of effort, time, accidents, or space utilization, or 2) increase productivity, employee safety, use of facilities, job interest, or employee morale, or 3) improve standardization of procedures, reports, forms or equipment resulting in greater effectiveness, or 4) improve city ability to enforce ordinanCes or accomplish mission. All suggestions are welcomed and eligible for consideration. Those areas normally be considered for monetary award include: which Will not 1) Suggestions relating to terms and conditions of employment or other matters established by personnel policy or practice, or labor agreement; 2) Suggestions which reduce City costs by merely transferring them to others; 3) Suggestions which fall within the normal scope of a supervisor's ongoing responsibilities, as determined by the City Manager. 4) Suggestions which fall within the principal effective control of a non- supervisor's ongoing responsibilities, as determined by the department head and city manager. SUBMISSION OF SUGGESTIONS The employee will submit a completed suggestion form to the City Manager's office. Forms and program guidelines will be available from the City Manager's office. Suggestions must be submitted in accordance with these procedures to be eligible for consideration. 03/07/2001 EVALUATION OF SUGGESTIONS 1) The City Manager's office will be responsible for reviewing the suggestion within ten working days of and responding to the employee who made the suggestion about its status. 2) If the suggestion meets the guidelines and the suggestion is specific enough for evaluation, it will be distributed to the members of the suggestion committee with a copy to the Finance Director and the supervisor(s) of the department toward which the suggestion is directed. The supervisor will be asked to evaluate the suggestion and forward the recommendation to the suggestion, including his/her written comments regarding why the suggestion should be accepted, rejected or deferred. 3) If the suggestion is to be accepted, the supervisor will provide his/her estimate of first year tangible and intangible benefits associated with the suggestion. 4) If the suggestion is to be rejected, the reason for rejection will be reviewed by the supervisor with the committee. If rejected, the employee will receive specific written reasoning for rejection of the suggestion from the Committee through the sUpervisor. 5) If the suggestion is to be deferred, the reason for deferral will be reviewed by the supervisor with the committee. 'If deferred, the employee will receive specific written reasoning for deferral of the suggestion from the Committee through the supervisor. The committee will be responsible for evaluating and recommending the type, amount of savings and appropriate recognition for each suggestion to the City Manager for approval. The City Manager will approve all proposed forms of recognition. The committee will be responsible for communicating the disposition of the suggestion and the award to the employee. AWARDS 1) Tan.qible Benefit suggestion: For suggestions for which tangible benefits can reasonably be calculated, a one time award of up to a maximum of fifty percent of the actual first year savings for a minimum of $25 and a maximum of $2,500 will be awarded. The award of cash will be made based upon the estimated first year cost savings. If the estimate is low, the employee award will be adjusted accordingly once actual cost figures are available. The Finance Department will be responsible for calculating savings associated with this program for award purposes. 2) Intan.qible Benefit Su.qgestions: These awards are for suggestions which benefits cannot be reasonably calculated. Suggestions in this category will 03/07/2001 be provided awards based upon an evaluation of the merits of each suggestion. Awards could range from a certificate of appreciation, plaque or cash award of $25 or more as set forth in the guidelines. 3) Issues ldentification: Issue Identification awards are those which call attention to a problem to which the employee does not have an immediate solution; however, you wish to identify the issue(s) and bring them to the Committee's attention. All valid suggestions/issues submitted will be recognized with a certificate and eligibility for an annual drawing. APPEALS The suggestion committee will hear appeals provided that such a request is made in writing to the City Manager's office within five (5) working days of the employee's receipt of notification of the final acceptance or rejection of the suggestion. An appeal may be submitted by an employee to clarify the reason a suggestion was rejected, the method used to calculate or the amount of savings estimated as a result of the suggestion. The appeals meeting will be scheduled within ten (10) working days of suggestion committee receipt of the request. The suggestion committee together with the supervisor involved in evaluating the suggestion will participate in the appeals procedure. The committee will make a recommendation to the City Manager. The decision of the City Manager with respect to any appeal shall be final and binding.