Policy 02.07 Employee Communications and Relations

POLICY TITLE:	Employee Communications and Relations
POLICY NUMBER:	02.07
VERSION:	1.0
REVISED DATE:	July 12, 2017
REVIEWED DATE:	May 31, 2017
APPROVAL DATE:	March 22, 2018
EFFECTIVE DATE:	April 2, 2018
NUMBER OF PAGES:	3

1. Description and Purpose The purpose of this policy is to establish effective communication with employees of the City of Saint Paul (City) regarding policies and procedures through the development and distribution of an employee handbook and policy and procedure manual.

2. Applicability This policy applies to all employees of the City.

3. Failure to Comply Failure to comply with this policy may result in disciplinary action in accordance with all disciplinary policies of the City.

1. The City believes that the work conditions, wages, and benefits it offers to its employees are competitive with those offered by other employers on St. Paul Island for the type of work involved. If employees have concerns about work conditions or compensation, they are strongly encouraged to voice these concerns openly and directly to their immediate supervisors.

2. The City and the employee will deal with each fairly and in good faith, in the administration of all City policies and procedures. Experience has shown that when employees deal openly and directly with supervisors, the work environment can be excellent, communications can be clear, and attitudes can be positive. The City amply demonstrates its commitment to employees by responding effectively to employee.

3. Employee Handbook

a. The City will develop and distribute a City of Saint Paul Employee Handbook (Handbook) to all City employees.

b. The Handbook shall be written using a straightforward layout for easy referencing of City policies and procedures and is a vehicle for familiarizing employees with basic City policies and benefit programs, as well as the general expectations of the City, including acceptable and unacceptable behavior and disciplinary measures.

c. No employee handbook can anticipate every circumstance or question about policy. As the City continues to change, the need may arise and the City reserves the right to revise, supplement, or rescind any policies or portion of the Handbook from time to time as it deems appropriate, in its sole and absolute discretion. Employees will, of course, be notified of such changes to the Handbook as they occur.

d. Employees shall be required read, understand, and comply with all provisions of the Handbook.

a. The City will develop and distribute a City of Saint Paul Personnel Policy and Procedure Manual (Manual) to all departments that can be used as a reference for all employees.

b. The Manual is a comprehensive text that details every aspect of City policy, the procedures for following those policies and the forms needed to complete each process. The is a reference tool for s and supervisors. This tool is much more complete in detail than the Handbook and should be used for back-up when more information is needed to explain a policy or when a deeper understanding of a process is desired.

a. The City will maintain employee bulletin boards for workplace postings and City - approved business purposes. Workplace postings provide federal, state and local workplace guidance required by law.

b. Employee bulletin boards are located in areas of general employee access (i.e., at front, side and rear entrances, near time clock areas, and in the break rooms).

c. All employee bulletin board postings are to be approved by the Administration and Finance Departments, which is responsible for monitoring, updating and removing posted items. No notices or communications may be posted on any City employee bulletin boards by an employee or third party without the prior review and approval of the Administration and/or Finance Departments.

d. Employees should make an effort to check the information on the employee bulletin boards on a regular basis.

a. The City Employee Suggestion Program (ESP) encourages all employees to develop suggestions that improve the performance and quality of their work while achieving City, goals, objectives, and values. Those suggestions that identify specific problems and propose suitable solutions to enhance the efficiency and effectiveness of the City through increased productivity, reduced costs, improved and safer working conditions, conservation of resources and improved public services are considered.

b. The Administration Department administers the ESP by receiving suggestions, overseeing the evaluation process to ensure fair and appropriate evaluations and approving the issuance of awards. Any suggestion that is cost saving, practical, constructive and benefiting the City will be eligible for review as long as it identifies a problem area, recommends a solution or action, is consistent with program criteria and is submitted following proper procedure.

c. Employees with suggestions must complete the City Employee Suggestion Form, available from the City Clerk, and submit it to the Administration Department.

d. The suggestion is reviewed for eligibility by Administrative Team, logged into the ESP Log and forwarded to the appropriate department for evaluation.

e. The evaluator completes his part of the evaluation and returns it and relevant documentation to the Administration Department within the required time frame.

f. Administration Department reviews the evaluation and makes recommendations.

i. Suggestions that cannot be considered include the following:

a) Suggestions that would normally be expected in the performance of the employee's job or those that the employee can implement without higher-level approval.

b) Suggestions that do not include a solution or plan for improvement.

c) Suggestions that result from assigned audits, surveys, reviews or research.

d) Suggestions that concern proposals that management can document as already under active consideration.

e) Suggestions that duplicate another suggestion under consideration.

f) Suggestions that propose changes to salaries, benefits or employment classifications.

g) Suggestions that are already enforced by existing laws or regulations.

h) Suggestions that pertain to complaints, open or closed.

h. Recognition and Implementation

i. The employee that provided a suggestion that is implemented will be recognized at all staff meetings and by the City Council.

ii. The City Manager working with the Administrative Team will to ensure that the suggestion is implemented once it has gone through the process above.

1. City Employee Suggestion Form.

1. None.

1. This is a new policy.