Human Resource Management IN LOCAL GOVERNMENT

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1 SUB Hamburg B/ Human Resource Management IN LOCAL GOVERNMENT ESSENTIAL GUIDE Third Edition Edited by Siegrun Fox Freyss ICMA

2 Contents Foreword Preface Introduction / Siegrun Fox Freyss 1 Planning and paying for work done / Jonathan Tompklns, Aleksandra Stapczynski, and Siegrun Fox Freyss 1 Internal strategic planning 1 Succession planning 5 The personnel function and the budget 6 Organization of the personnel function 7 Classification and compensation 10 Work teams 30 2 Recruiting for a high-performance workforce / Stephanie L Witt, W. David Patton, and Siegrun Fox Freyss 35 Recruitment 37 Selection 43 Hiring 58 3 Maintaining a high-performance workforce / Jenny L Holland, Arthur H. McCurdy, and Nicholas P. Lovrich 65 Evaluating employee performance 66 Generational differences and sustainability-related topics 84 Improving performance through goal setting 85 Linking compensation to performance 89 Linking performance to advancement or special assignments 91 Other motivators for high performance 95 Managing organizational change 98 Downsizing the workforce Labor-management relations and collective bargaining / Richard C. Kearney 105 Historical and legal framework 105 Employee organizations in state and local government 109 Collective bargaining process 110 Resolving bargaining impasses 115 Administering the contract 118 Challenges in local government labor-management relations 120 xi xiii xvii vii

3 Viii Contents 5 Employee rights: Avoiding legal liability / John A. DiNome, Saundra M. Yaklin, David H. Rosenbloom, and Arlene J. Angelo 123 Employee contracts 123 Personnel policy manual 124 Personnel records 128 Discrimination 133 Sexual harassment 142 Other types of harassment 145 Family and Medical Leave Act 146 Workers' compensation 154 Workplace violence 156 Healthy workplace 158 Constitutional rights Pay and benefits: Creating an environment for excellence / N. Joseph Cayer and Will Volk 175 Establishment of pay and benefit levels 175 Pay adjustments 179 Structure of benefit plans 182 The total compensation package 194 Purchase and design considerations 203 Communicating the benefits program 205 Evaluation of benefit programs Employee responsibilities: Setting expectations / Don A. Cozzetto, Theodore B. Pedeliski, Jonathan Tompkins, and Jonathan P. West 213 Expectations of attendance 214 Workplace conduct 216 Interpersonal relationships: On and off duty 218 Use of public property: Computers and the Internet 221 Confidentiality 224 Political activity 224 Off-duty activities 225 Residency 228 Communicating expectations and responsibilities 229 Changing policies 235 Conclusion When things go wrong / Charles R. Wise, Brian Clemow, Saranne P. Murray, Lisa B. Bingham, Arlene J. Angelo, and Siegrun Fox Freyss 239 Cutback management 239 Discipline and discharge of employees 241 Investigating and responding to complaints by employees 253 Complaints about employees by third parties 258 Contested cases in the labor and employment arena 260 Alternative dispute resolution: Ways to handle things that go wrongwithout litigation 263 Civil service commissions or appeals boards 264 For further reading 267 Contributors 277 Index 283

4 Contents ix Online supplements icma.org/press/hrsupplements Human resource management in context: A theoretical perspective Sample job descriptions Accounting clerk Administrative assistant Administrative office manager Library director Manager of information systems Reasons for a complete compensation and classification study Classification rating factors Clerical/secretarial matrix Points assigned to factor degrees Products and services for the human resource manager in local government Exhibits 1 Standards for a merit system of personnel administration xx 1-1 Elements of a strategic plan SWOT analysis: Following the Harvard model of strategic planning Excerpt from a sample position analysis information sheet Sample job description Essential functions of a job Position rating summary sheet and sample grade determination chart Sample classification plan Step-based compensation plan Salary range-based compensation plan Framework for broadbanding Effective and ineffective teams Sample job announcement Sample job application form Sample criminal history and driving record form Example of appraisal technique with narrative Example of appraisal technique with objective (preestablished) standards Example of forced-choice appraisal technique Example of weighted checklist appraisal technique Example of critical incident assessment technique Example of behaviorally anchored rating scale (BARS) item Example of paired employee comparisons appraisal technique Example of forced distribution of employees' ratings appraisal technique Example of MBO goal-setting approach (a participatory technique) Trait-based example (using a graphic rating scale format) Major federal laws affecting public sector labor relations State bargaining status, Geographical representation of state and local collective bargaining Membership of largest state and local government employee organizations (January 1, 2008) The collective bargaining process A typical grievance procedure Sample harassment policy Sample policy on workplace violence 128

5 X Contents 5-3 Records that must be kept Laws regarding discrimination What is sexual harassment? a Department of Labor form for certification of health care provider b Sample FMLA notices for key employees c Department of Labor Notification of Rights under FMLA d Sample notice to be given at time of leave request e Sample notices of requirement of medical certification Salaries of municipal officials, July-December 2008: Mayor-council form of government Salaries of municipal officials, July-December 2008: Council-manager form of government Salaries of county officials, January-December A comparison of defined benefit and defined contribution plans FlexComp Program Dakota County, Minnesota Flex Leave Plan document Flex leave questions and answers Sample employee benefits survey Sample policy for employee use of Issues to be included in a professional code of conduct or ethics manual Sample work rules 232

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