Personnel Management for Soil & Water Conservation Districts Angela P. White, Ph.D.

1. Personnel Management for Soil & Water Conservation DistrictsAngela P. White, Ph.D.

2. Personnel Management Responsibilities - DIRECTORS • Oversee and Manage Employees • Provide for staff development and training. • Establish written Personnel Policies. • Develop performance expectations with employee at least annually. • Conduct Job Performance Evaluations at least annually. • Maintain employee personnel files. • Comply with all federal and state labor laws.

3. Personnel Management Responsibilities - STAFF • Varies. • Implementation of Board Policies. • Carry out district work with… • Professional Expertise • Input • Data • Serve as a positive representative.

4. The Role of Personnel Committees • Liaison between staff and Board. • Assure Mutual Understanding • Communication • Maintain current personnel policies. • Develop employee job descriptions. • Conduct evaluations. • Make recommendations for position or salary adjustments.

5. Personnel Committees Continued…. • Recruitment of new employees. • Review of applications. • Interviewing. • Hiring. • Overseeing Personnel Actions. • Adhere to Fair Labor Standards Act, Etc.

6. Fair Labor StandardsAct • Federal Law • Governs Wages, Work Schedules, Benefits • Classifies Positions • “Exempt” or “Non-Exempt” • Refer to Tests • Violations carry fines ($$$)

7. District Personnel Supervision • Final Supervision responsibility rests with each and every district BOARD! • Board should establish work schedules and employee reporting criteria prior to the beginning of employment.

8. District Personnel Policy • Vital Document. • Directors must review & become familiar w/ content. • Refer to example under Course Documents.

9. Essential Elements of a Personnel Policy • Definitions of Positions & Status • Work hours; Holidays • Types of Leave and Procedures • Benefits Description • Travel Reimbursement Procedures & Rates • Grievance Procedure • Procedures for Probationary Period, Resignation, & Termination • Statement of Nondiscrimination • Labor Law Compliance

10. Position Descriptions • Developed for each employee. • Approved by Board. • Components • Job Title • Job Status (Exempt/Non-Exempt) • Qualifications • Expectations • Roles and Responsibilities • Salary Scale • Benefits • Supervision

11. Individual Development Plans (IDP) • Assessment tool and training schedule. • Created jointly between the employee and • employer. • Allows for • Employee = Future Planning. • Board = Set Measurable Goals for Staff.

12. General Types of District Positions • District Manager • Supervisory Position • May be combined w/ other positions • Oversees day-to-day activities of other district employees (schedules, training, travel, performance, problems, etc.) • Provides guidance and advice to other employees • Provides input to the District Board on employee performance and evaluations

13. General Types of District Positions • Technical • Conservation Specialist, Conservation Technician • Implements components of VA’s Nonpoint Source Pollution Control Program • VA Agricultural BMP Cost-Share Program • Tax Credit Program • CREP and Tributary Strategies • Assist w/ Tributary Strategies • Landowner Needs • Conservation Planning • Manages Equipment Rental Program

14. General Types of District Positions • Administrative • Administrative Secretary or Administrative Assistant • Performs Administrative Duties & Fiscal Duties • Types and files for SWCD & NRCS • Answers telephone, keeps schedules, orders supplies. • Prepares and Distributes meeting notices, agendas, and minutes.

15. General Types of District Positions • Education/Information • Citizen outreach • Public Relations (Media Releases) • Youth and Adult Education • Awards Programs • Other duties assigned by the district and as described in their position description

16. Employee Expectations • Professionalism • Commitment to conservation. • Actively promote SWCD programs. • Community Example.

17. Employee Expectations Continued… • Develop and maintain good working relationships. • Effective Management Techniques • Fair Treatment • Support Staff • Intervene when problems occur

18. Director Expectations • Professionalism • Judicious Use of Time • Concise, Accurate, w/ Attention to Detail • Keep directors informed of district issues, problems, and related business

19. Director Expectations • Adequate preparation for meetings, especially those in which board volunteers must play a leadership role • Prompt response to requests for information & assistance • Follow-up of meetings, conferences, etc.

20. PROFESSIONALISM • Definition: “the conduct, aims, or qualities that characterize or mark a profession (a principal calling, vocation, or employment)” Merriam-WebsterDictionary Online • In our work, professionalism refers to treating others with respect which means being timely, courteous, responsible, contributing to group efforts, working as part of a team, focusing on assigned work, being accountable, and adhering to a moral standard.

21. Sources of Assistance • Department of Labor (www.dol.gov) • Code of Virginia (http://leg1.state.va.us/000/src.htm) • State or Federal Human Resources Offices • National Association of Soil & Water Conservation Districts (NACD) • DCR Conservation District Coordinator