Employee Recognition Program ACT EPICC

Transcription

1 City of Lee s Summit Employee Recognition Program ACT EPICC A Celebration of Teamwork and Success It s time for us all to stand and cheer for the do er, the achiever the one who recognizes the challenge and does something about it! - Vince Lombardi IDENTIFY * RECOGNIZE * CELEBRATE

2 TABLE OF CONTENTS Section I Purpose and Guiding Principles... 3 Purpose... 3 Mission... 3 Vision... 3 Core Values... 3 Recognition and Rewards... 4 Guiding Principles of Recognition... 4 Section II Department Recognition Program... 5 Roles and Responsibilities... 5 Departmental Programs... 5 Administration... 5 DEVELOPMENT CENTER... 6 Finance... 7 Fire... 8 Parks and Recreation... 8 Police... 9 Public Works... 9 Water Utilities...10 Section III City Employee of the Year...12

3 SECTION I PURPOSE AND GUIDING PRINCIPLES PURPOSE Part of our mission at the City of Lee s Summit is to provide exemplary services to our customers and maximize the efficiency of local government. Employees are the face and name of the City of Lee s Summit and local government for each person we speak with and each customer we serve. We represent Lee s Summit in every interaction. We also show our character and engagement each time we assist another employee. In other words, each employee is called to be a leader through actions. The Employee Recognition Program is designed to actively seek out employees at all levels who are demonstrating and advancing the Mission, Vision, and Core Values of the City of Lee s Summit. MISSION Our mission is to create positive community relationships and a progressive organization delivering valued programs and services. VISION A culturally rich community with diverse economic sectors to create a prosperous and dynamic community in perpetuity. CORE VALUES Our Core Values define the common philosophy shared throughout all facets of our organization. It is who we are, what makes us stand out and at the same time makes us epic or impressive. Core Values are critical to our success in working together, conducting business, and building community-wide relationships. That s why our Core Values are important for each of us to uphold, embrace and demonstrate therefore to act upon daily. Accountability Communication Trustworthiness Engaged Professional Innovative Customer-Focus Driven Collaborative

4 These eight values help the City of Lee s Summit define who we are as an organization and what makes Lee s Summit stand out among other cities around the metro, state and country. To truly achieve the cultural shift we are striving toward with the Performance Excellence initiative, the City must implement these values into everyday life as an employee of the City of Lee s Summit including hiring, orientation, performance evaluation recognition and everyday management. Without thoroughly incorporating these values into every facet of our organization, the values become at the very least, words on a piece of paper, and at most, that training we once had. When Core Values are wholly integrated, they become a measurement for employee and organizational success. The following outlines a proposal to fully implement the Core Values into the organizational culture of the City of Lee s Summit by ensuring that all aspects, practices, rewards, and decisions are working as a system to reinforce them. RECOGNITION AND REWARDS The Core Values are at the heart of our recognition and rewards system both departmentally and Citywide. Recognizing employees for positively demonstrating our Core Values both large and small should be an immediate reaction by our managers, supervisors and peers. Additionally, the Employee of the Year/ Distinguished Service recognition program will be awarded to employees that positively demonstrate our Core Values. An added benefit of centering recognition programs on the Core Values is to gain stories so we can better convey the meaning of each value and the purpose it serves to particular positions, jobs and duties during training, education and communication. GUIDING PRINCIPLES OF RECOGNITION Think of recognition as a way that we want to do business on a day to day basis. Recognition is a part of who we are every day and how we treat one another when no one is looking. Affirm Thank Praise Respect Recognition should occur at all levels and across all organizational boundaries. The recognition needs to be sincere. Each person has the ability and opportunity to recognize a peer, a subordinate, or a supervisor. Those in formal leadership positions have the opportunity to demonstrate the most influence.

5 SECTION II DEPARTMENT RECOGNITION PROGRAM ROLES AND RESPONSIBILITIES Each employee is responsible for the success of this program and has the responsibility to acknowledge and encourage positive attitude and behavior, as well as high quality work. Employees at all levels are highly encouraged to participate in this program through the use of the informal and formal means. Because of the diverse nature of the City s work, each department is encouraged to create and maintain an employee recognition program. The Employee of the Year/ Distinguished Service recognition program will be awarded to employees that positively demonstrate our Core Values. For the purpose of this program, the departments will be organized as follows: Administration (including Administration, City Clerk S, Law, Fleet, Human Resources, and Central Building Services) Development Center ( Including Planning and Codes, and Inspections) Finance (including Finance, AP, Treasury, Procurement and Court) Fire Parks and Recreation Police ( Including Police and Animal Control Public Works (including Airport, Engineering, Operations, and Solid Waste) Water Utilities A description of each Department s program is described below. DEPARTMENTAL PROGRAMS ADMINISTRATION Kudos (informal) Informal verbal recognition can take place on an individual basis, and during staff meetings or during periods of celebration. If an employee is recognized informally, as a kudo, the department is encouraged to share this recognition on the intranet site. This should also occur when an employee is recognized who is not a part of the Administration group. It is generally recognized that a kudo is merited when an employee performs a one-time act, either as part of the employee s job responsibilities or for an act outside the employee s responsibilities, that required extra effort.

6 Recognition and Rewards (formal) A formal recognition is encouraged when an employee exemplifies ACT EPICC in a manner that reflects the City s Core Values. Individual Department Directors may recognize employees through various means such as publication on the intranet, certificates, reference in the City newsletter, special celebrations, or per departmental practices. Group Employee of the Year/Core Value Departments/divisions within the Administration group may submit names of employees that go above and beyond while reflecting the City s Core Values (ACT EPICC). The Administration Group Employee of the year will be selected by a group vote of the department/division directors within the group. The name of the selected employee of the year by the Administration group will be shared with the Human Resources department for consideration as the City Employee of the Year. The selection shall occur before November 1 of each year so that the City Employee of the Year can be identified by December 1. The Administration group Employee of the Year will be presented with a personal plaque and their name will be placed on a plaque to be displayed in the Administration Department. DEVELOPMENT CENTER Kudos (informal) Employee recognition is encouraged on an individual basis (employee to employee, supervisor to employee, etc.) through verbal or other simple gestures such as Thank You cards, notes, s. Employees are encouraged to inform the recognized employee s supervisor of these recognitions to also highlight the employee s efforts/actions during staff meetings or during other appropriate settings amongst the employee s peers. Supervisors should document the information within the recognized employees personnel file for consideration during performance evaluations. If an employee is recognized informally, as a kudo, the department is encouraged to share this recognition on the intranet site. This should also occur when an employee is recognized who is not a part of the Development Center Department. It is generally recognized that a kudo is merited when an employee performs a one-time act, either as part of the employee s job responsibilities or for an act outside the employee s responsibilities that required extra effort.

7 Recognition and Rewards (formal) A formal recognition is encouraged when an employee goes above and beyond his/her responsibilities in a manner that reflects the City s Core Values ACT EPICC. Management may recognize employees through various means such as publication on the intranet, certificates, reference in the City newsletter, special celebrations, or per departmental practices. Supervisors should document the information within the recognized employees personnel file for consideration during performance evaluations. Employees receiving formal recognition are then considered for nomination of Department Employee of the Year qualifying them for consideration as the City s Employee of the Year. Group Employee of the Year/Core Value The Development Center Employee of the Year will be selected by a group vote of the Department Director with assistance from two other Department Directors from other departments. The selection will be based upon the employee s body of work demonstrating and exemplifying the Core Values for the preceding 12 months. The name of the selected Employee of the Year of the Development Center will be shared with the Human Resources department for consideration as the City Employee of the Year. The selection shall occur before November 1 of each year so that the City Employee of the Year can be identified by December 1. The Development Center Employee of the Ywill be presented with a personal plaque and his/her name will be placed on a plaque to be displayed in the Development Center Department. FINANCE Kudos (Informal) Informal recognition will be received by way of Kudos. The Finance, Procurement and Municipal Court will establish a Kudos Box for random nominations. Nominations can be made from within the Department or by staff from other departments. Along with posting to the LS Connect home page so that they will be seen Citywide, the Kudos recipients will be posted on an Awards Board throughout the departments. The Kudos Box shall be reviewed on a weekly basis to insure that recognition is timely and sincere. Administration and supervisors are encouraged to remind employees of the program. Recognition and Rewards (formal) ACT EPICC all employees are encouraged to display the City s Core Values. If you observe an employee displaying an ACT EPICC Core Value nominate that person(s) for their outstanding performance. Those employees that have received Kudos will be considered for the Quarterly Employee as well. Nominations will be reviewed and selected by Department Administration and Supervisors. The awardees will be recognized quarterly and receive a certificate of appreciation and a traveling trophy. Establish a quarterly breakfast or luncheon for department staff creating an opportunity to recognize the quarterly employee recipient and to encourage all staff members to display the City s Core Values.

8 Department Employee of the Year The Department Employee of the Year will be selected by a vote of the department administration and supervisors. The selection will be based upon the employee s body of work demonstrating and exemplifying one of the Core Values for the preceding 12 months. The selection will be made by December 1 and will be presented at the Department quarterly meeting and shared with the Human Resources department for consideration as the City Employee of the Year. The Employee of the Year will be recognized on a departmental plaque. FIRE Kudos (informal) Employees receive recognition from co-workers, supervisors, and the Chief of the Department for performance at emergency scenes, and for any improvements suggested in processes. Many times the Chief of the Department receives thank you letters and s from citizens who have received our emergency services, and those are passed along to supervisors for dissemination. Recognition and Rewards (formal) FD employees who are receiving their longevity recognition are offered to receive a plaque of their choice in lieu of their monetary award from the city. Also, employees can submit nominations for fellow employees for different levels of awards per our awards policy (which is currently being updated). These nominations are vetted through our Awards Committee, and if deemed appropriate, are awarded at our annual awards ceremony. Department Employee of the Year/Core Value Nominations for FD Employee of the Year are received from department members and are decided by the Awards Committee. That EOTY is recognized at our annual awards ceremony. There are several community organizations that also recognize our EOTY at their monthly meetings. PARKS AND RECREATION Kudos (informal) Full-time and part-time staff receives informal recognition a number of ways including verbal and written methods. Staff is encouraged to thank their co-workers, staff, or supervisors when appropriate. Informal verbal recognition can take place on an individual basis, at staff meeting during periods of celebration and at our employee quarterly breakfast when staff is asked to share stories of their coworkers that exemplify the FISH Philosophy which is LSPR s patron service program. Informal written recognition can take place through internal thank you cards, an of thanks, or via our park bucks program. Parks bucks are distributed by LSPR management staff. Employees can nominate their co-workers for park bucks also. Recognition and Rewards (formal) LSPR provides formal employee recognition in many ways. LSPR hosts employee quarterly breakfasts in part to recognize the efforts of all LSPR full-time staff, update staff on LSPR projects and programs and to share information and/or training that is relevant to the entire group. LSPR also recognizes an

9 Employee of the Quarter at each breakfast. The Employee of the Quarter is selected by vote from each LSPR employee. Annually, LSPR also recognizes employee longevity (i.e., 5 year, 10 year, etc.) at the breakfast. LSPR hosts an end of summer celebration to recognize the extraordinary efforts of the staff which (or who?) are necessary to serve our community during the summer. Additional formal recognition and rewards include special recognition of part-time staff at their monthly meetings for extra effort, positive patron comments, etc. Department Employee of the Year/Core Value Selection of the LSPR Employee of the Year is completed the same as ouremployee of the Quarter. Each LSPR employee gets to vote for the person they feel is deserving of the award. Employees may also provide a quick statement or two as to why they are selecting the person. The Employee of the Year does not need to have received Employee of the Quarter to win. POLICE Kudos (informal) All employees have the ability to receive recognition from co-workers and the community they serve. Most recognition is sent out to the entire department by way of . All employees have the authority to recognize each other in this manner. Other informal kudos can be found in the bi-monthly department newsletter that is created and circulated in-house. A third vehicle used to share informal kudos is the Chief s blog. The Chief uses his blog to update current projects and commend the actions and work of employees. Recognition and Rewards (formal) The Police Department has a formal awards and recognition program as well. This program is guided by a department policy (General Order D Awards) and has an oversight committee led by the Sergeant in Charge of Public Information. The committee consists of department employees both sworn and civilian. An annual awards ceremony is held each February in which department employees, other city employees, and citizens are recognized for their actions. The policy has many categories that have clear specifications for the reported action to fall under. All reported actions to the committee are typed on a commendable performance report to include all pertinent information of the incident. Department Employee of the Year/Core Value The Police Department formally recognizes a Civilian and Sworn employee of the year. This selection is also guided by a clearly defined department policy and has oversight by the department awards committee. Our tradition has been to use the photograph of the Civilian and Sworn employee of the year to put on the cover of our annual report. PUBLIC WORKS Kudos (Informal) Have you seen a co-worker improving the work environment with a good attitude, completing tasks efficiently, or going above and beyond the assigned work load? Be sure to stop and say THANK YOU. A simple thank you can be delivered in the form of spoken or written words or even a simple hand

10 shake. The LS Connect home page, under the Employees tab, offers an opportunity to post kudos that will be seen Citywide. No matter how it is delivered, it should be timely and sincere. Recognition and Rewards (formal) If you feel this co-worker s actions deserve, please go one step further and nominate that person(s) for outstanding performance. Nominations will be reviewed by the Public Works Strategic Plan-Employee Relations Committee and recommendations will be approved by the Public Works Management Team. The awardees will receive a certificate of appreciation and a gift certificate to shop in the Lee s Summit downtown district. Department Employee of the Year The Department Director, Deputy Directors, and Division Heads will meet to select the Public Works Department Employee of the Year. The selection will be based upon the employee s body of work demonstrating and exemplifying one of the Core Values for the preceding 12 months. The selection will be made in December and will be presented at the annual State of the Department Presentation. WATER UTILITIES Kudos (informal) Personal interaction: Positive reinforcement and being personally recognized in an informal way is meaningful to Water Utilities employees, especially by upper management. Because WU employees are spread across three locations it can sometimes be difficult to get face-to-face interaction across all levels of the department. That s why Department Director, Assistant Directors, Managers and Supervisors should take more time to recognize employees for a job well done with positive reinforcement and acknowledgement of promotions and extra efforts. Pipeline: We will continue to gather Kudos received by customers or from others in the department and publish in the Water Utilities Quarterly Newsletter, Pipeline. Kudos should be submitted to the Community Relations Specialist. LS Connect: Employees of all levels are also encouraged to use the City s Intranet site, LS Connect, to give Kudos to fellow employees. Luncheons and Food days: A Department-Wide Luncheon will be held twice a year to recognize the holidays in November/December and to celebrate the Drinking Water and Public Works weeks in May. Team-building activities and Employee Recognition presentations will occur during these events. Additionally, work groups and sections are supported when holding informal food days or potlucks when recognizing birthdays, promotions and other types of special events or celebrations within the section as long as operational impact remains at a minimum. Interdepartmental Employee Training: An increased focus on interdepartmental training would not only give employees across divisions a better idea of the jobs their co-workers are performing it would also allow employees a chance to take pride in showing off the work they do to others in the department.

11 Recognition and Rewards (Formal) To more formally recognize employees for their good works, employees will be nominated for Employee of the Quarter. Nominations can come from alllevels and should include the employee s name, a brief description of why they are being nominated, how that ties into the City s Core Values, and the information for the person who has submitted the nomination. Nomination forms will be available both electronically and in hard copy so they are easily accessible by all employees. Once a nomination is submitted the nominating party will receive notice of its receipt. An Employee Recognition Committee will be formed to review nominations and submit a recommendation for Employee of the Quarter to the Department Directors for approval. The committee should take into consideration the act in which the employee was nominated and the level in which the employee went above and beyond his/her daily expected job duties for the act that garnered the nomination as well as a demonstration of the City s Core Values. If there are nominations the committee feels should also be recognized because of an employee s exhibition of Core Values, however did not meet Employee of the Quarter level, the committee may choose to hand out Certificates of Excellence in the Core Value demonstrated to the deserving employee(s). (Ex. Certificate of Excellence in Innovation.) The Employee of the Quarter recommendation will go to the Department Directors for approval and the honored employee will be recognized in front of their peers with a formal certificate of appreciation and a gift certificate at a Bi-Annual Department-wide social event. Winners will also be recognized in the Pipeline and on LS Connect. Additionally, employees who receive service/longevity awards from the City should be recognized internally at the Bi-Annual Departmental social events. Department Employee of the Year/Core Values Each of the four recipients for Employee of the Quarter selected from January-October will be considered for Water Utilities Employee of the Year. The Department Directors will make the final selection from the pool of the four Employees of the Quarter for the Water Utilities Employee of the Year based upon the action that resulted in the initial nomination and consideration of how the employee has demonstrated and exemplified the Core Values throughout the year and their overall impact to the Department and the community. The WU Employee of the Year will be presented at the annual WU Holiday Party. They will also get the chance to be considered for the City Employee of the Year and will receive an individual plaque and their name on a permanent plaque to be displayed in the department and a gift certificate.

12 SECTION III CITY EMPLOYEE OF THE YEAR It is the intent of this policy to award and recognize the City Employee of the Year in conjunction with either: The City-wide All Staff meeting to be held in November each year, or The Holiday/Winter Social typically held in December or January of each year. Recognizing that the individual Departments award their Employee of the Year at various times throughout the calendar year, all departmental recipients receiving the Employee of the Year in the preceding 12 months will be considered for City recognition and selection as the Employee of the Year. Each department/department group will submit its Employee of the Year for additional consideration. The submittal will include a maximum of a one page narration of the employee s specific accomplishment and list the Core Value demonstrated in making the recommendation. Accountability Accepting responsibility for our actions and decisions Communication - Ensuring clear and concise exchange of information that creates understanding Trustworthiness Being ethical and honest to foster public trust and good will Engaged Staying fully involved in our work and furthering the organization s interests Professional Treating others in a considerate and respectful manner Innovative Thinking creatively to improve services to our community Customer-Focus Driven Considering customers ideas, needs and expectations in all activities Collaborative Working with others as a team to achieve the desired result The eight (8) department/department groups Employee of the Year will be submitted to Management Team for consideration as the City Employee of the Year. Once selected, the City Employee will be recognized at the Holiday/Winter Social, receive a plaque, and be granted one extra vacation day to be used in the following 12 months. The announcement of the recipient will be posted as soon as practically possible on the intranet and city web page. As soon as possible, a public press release will be issued and posted, and placed on City social media sites.

13 Approved by: Stephen A. Arbo City Manager July 1, 2016