Developing an Personnel Policy and District Official Handbook

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Developing an Personnel Policy and District
Official Handbook

• Connie Richmeier
• NCDEA, President

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• Where do I begin???
• What will provide direction for supervisors and
  employees.

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Mapping your Districts Success with Policies that
Work For You

• History
• Functions of the District
• Official Roles and Responsibilities
• Personnel Policy
• Business Plan
• Strategic Plan

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History

• Share a brief history of how the Conservation
  District was formed in your county.
• Share your story

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The Function of the Conservation District

• To take available technical, financial, and
  educational resources, whatever their source, and
  focus or coordinate them so that they meet the
  needs of the local land user for conservation of
  soil, water, and related resources.

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• Who are You?
• A Conservation District official is a member of a
  multi member board that
• Establishes and implements programs
• that protect and conserve soil, water,
• prime and unique farmland, rangeland, woodland,
  wildlife, energy, and other renewable resources
  on local,
• non-federal lands.

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Your Districts Official Handbook

• Your guide for day to day operations

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Conservation District Official Handbook

• Roles and Responsibilities
• Director positions and eligibilities
• Director Elections/ Election Procedures
• Oath of Office
• Code of Ethics
• Conflict of Interest Policy

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Conservation District Official Handbook

• Administrator Structure
• Chair, Vice-Chair, Secretary, Treasurer
• Board Meeting Procedures
• Open Public Meeting
• Roberts Rules of Order
• District Rules, Regulations, and Policies
• Local, State, Federal Rules and Regulations

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Conservation District Official Handbook

• Budgets
• Audits
• Financial Reports
• Capital Purchases
• Property Management
• Lease and Rental Agreements

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Conservation District Official Handbook

• Committees
• Standing
• Short Term or ad hoc
• Compensation of Directors
• District Goals and Objectives

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Conservation District Official Handbook

• District Programs
• District Operations (5 Basic Requirements)
• Annual Work Plan
• Long-Range Plan
• Annual Meeting and Notice
• Annual Report
• Annual Financial Reports
• Along with a guide for meeting report deadlines

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Personnel Policy

• A Guide for your employees to work by

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Personnel Policy

• Article I Introduction
• Purpose
• Policies / procedures for personnel and
  administration are established to maintain
  equitable / uniform policies, procedures, and
  compensation plans.
• Provide uniform and adequate retirement plan.

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• Create working conditions that will promote soil
  and water conservation, pleasant and stress-free
  relationships between both agencies, District
  staff and NRCS.
• Promote effective communications to insure the
  best possible service to internal and external
  customers
• Provide a safe work environment.

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Personnel Policy

• Administrative Responsibility
• The personnel policies and procedures are to be
  carried out under the direction of the
  Conservation District Board of Supervisors in
  cooperation with the District Manager or
  Executive Director.
• This area should cover who supervises who.

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Personnel Policy

• Article II Grievance Procedure
• Article III Recruitment, Selection and
  Placement
• Definitions
• Full-time, Part-time, permanent, and temporary
• Probation
• Terms of probation

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Personnel Policy

• Article IV Compensation
• Compensation
• Salary Review
• Pay Day
• Pay on Termination
• Overtime

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Personnel Policy

• Article V Attendance and Leave
• Hours of Work
• Holidays
• Vacation
• Full Time Employees
• Part-Time Employees
• Probationary Period
• Leave Approval
• Holiday during Vacation
• Termination
• Annual Carry-Over

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Personnel Policy

• Sick Leave
• Amount of Sick Leave
• Accumulation of Sick Leave
• Sick Leave upon termination of employment
• Abuse of Sick Leave
• Notification

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Personnel Policy

• Funeral Leave
• Maternity Leave
• Family Friendly Leave
• Civil Leave
• Civil Leave with Pay
• Civil Leave without Pay
• Injury Leave
• Administrative Leave
• Other Leave

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Personnel Policy

• Article VI Discipline
• Authority to Discipline
• Means of Discipline
• Related to criminal offense
• Drinking on the job
• Willful violation against the Employer

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Personnel Policy

• Article VII Separations
• Absent without Leave
• Removal for Cause
• Right to Hearing
• Resignation
• Retirement

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Personnel Policy

• Article VIII Injury Benefits
• Workman's Compensation statement
• Article IX Labor Laws
• The Conservation District will review on a
  regular basis and abide by all state and federal
  labor laws that pertain to the Districts agency
  operation.
• List the date of last review

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Receipt for Personnel Policies and Procedures

• I have received a copy of the __ County
  Conservation District's personnel Policies and
  Procedures handbook, dated _____.
• I understand this personnel handbook is the sole
  property of the __ County Conservation District
  and that I may not copy or give any part of it to
  employees outside the company.
• I further understand that I must return this
  handbook in its entirety at such time as I leave
  the employ of the __County Conservation District.
• This policy may be superseded by new policy
• Employees Signature Date
• Supervisors Signature Date

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Business Plan

• Executive Summary
• Table of Contents
• Introduction
• Structure and Governance
• Enabling and Governing Legislation
• History
• Vision
• Mission
• Roles and Relationships
• Leadership
• Planning Process and Partners

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Business Plan

• Natural Resource Concerns and Outcomes
• Resource Concerns (problems, issues, needs)
• Critical Geographic Areas
• Statement of Intent (outcomes, desired
  conditions)
• Priority Setting
• Objectives

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Business Plan

• Implementation
• Services, Programs, and Customers
• Personnel
• Facilities and Equipment
• Monitoring and Evaluation
• Finances
• Other (statements to carry out programs)

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Business Plan

• 12-Month Action Plan
• Goals
• Objectives for one year
• Action, tasks, steps needed to accomplish
  objectives
• Estimated workload
• Persons responsible for all actions
• Due date or time schedule
• Budget

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Business Plan

• Appendices
• List of District Directors, Staff, Partners
• Glossary of terms and acronyms
• Powers and authorities in law
• Related statutes (Local, State and Federal)
• Description and maps, topography
• Demography
• Climate and Weather patterns
• Business and Industry general economy

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Questions???

• Connie Richmeier, DM
• FCCD
• 2106 E. Spruce Street
• Garden City, KS 67846
• 620-275-0211 ext 309
• connie.richmeier_at_ks.nacdnet.net