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Succession Planning - What is it and how can it help your city?
Posted on December 29, 2015 by Andrea Shindlebower in HR Planning

Weekly HR News – Hiring Practices

Succession planning … What is it and how can it help your city?

I’ve been asked to present on succession planning at the KLC Conference, so after all the research and statistics that I have reviewed I want to give an overview of some of the main points of succession planning and how it can be beneficial to your city. 

First, succession planning can help cities prepare for the expected and the unexpected.  If you know that an employee will be retiring in the next one to five years, it is a good idea to start transferring some of their knowledge to others that work within the city.  And even if you are not expecting an employee to be leaving, it is a good idea to have this process in place for all of your key employment positions. 

So what are a city’s key positions?  They are the positions that if left vacant could present extreme hardship on the city.  For example, a city clerk, city manager, public works director or police chief could be considered a key position.  Once you have designated your key positions review the job description for the essential functions and necessary characteristics for that position.  Do you have current employees that if brought up to speed could take on those roles?  If so, put a plan in place that allows for the transfer of knowledge through training and mentoring.

Having a succession plan in place will not guarantee a successful candidate for the job, but it will put you on better ground while you go through the hiring process.  Also important to note, that if your city participates in civil service, the city cannot guarantee a position to any employee, as all potential hires would still have to go through the city’s hiring process.  Even if that is the case, cross-training employees is always a good idea.

In some instances there are also statutory requirements for succession planning.  Examples of this include emergency management, or the mayor’s absence in the mayor-council form of government and a mayor pro tem in the commission form of government.  Being aware of these requirements will help keep you in compliance with the law.

For questions on this or other personnel matters, contact Andrea Shindlebower Main, Personnel Services Specialist, with the KLC Legal Department.   

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Social Security Number Verification Service

The Social Security Administration (SSA) has posted an updated version of the Social Security Number Verification Service (SSNVS) Handbook for employers. Keep in mind that an employer may be penalized for filing the Form W-2 on which an employees' social security number (SSN) is incorrectly reported. To avoid costly tax penalties, the city as an employer should verify that its employees' names and SSNs are correct by using SSNVS, which is a free online service. 

The updated SSNVS Handbook, provides instructions for employer registration and use of SSNVS, and includes new information on the correct use of SSNVS.  The Handbook also explains what an employer should do if an SSN fails to verify.

For more information on this or other personnel matters, contact Andrea Shindlebower Main with the KLC Legal Department.    

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Handling Employee Affairs Via Email
Posted on December 29, 2015 by Andrea Shindlebower in Use of Email in City Government

Use of Email in City Government – Handling Employee Affairs

The use of email by government officials often becomes headline news.  It is important that city officials and employees keep in mind that emails are like any other public record in that each one, outside of an exception found in KRS 61.878, can constitutes a public record subject to the Open Records Act and the Record Retention Schedule.  Misuse of city email not only damages the reputation of the person misusing it, but also greatly damages the reputation of the city and its appointed and elected officials.   

As such, cities should have a policy in place that informs employees of what is and is not acceptable.  Policies at the least should:

 

  • Advise that the Open Records Act as well as the Department of Libraries and Archives Record Retention Schedule is applicable to the city and its agencies;
  • Notify employees that the city monitors email and internet usage, and that employees should have no expectation of privacy, as anything sent out over the communications or computer system could constitute an open record;
  • Instruct employees about the proper use of its communications and computer systems (i.e. city use only or whether occasional personal use is permitted); and
  • Have an acknowledgement form signed by all employees stating that they have read and understand all the city policies.

No better time than the present for cities to:

  • Review, update and redistribute their policies regarding employee use of city e-mail and internet access;
  • Remind employees that city resources should only be used for legitimate, business purposes;
  • Consider blocking access to certain websites on city-provided computers and internet;
  • Reiterate that employees have no expectation of privacy when it comes to their use of city electronic systems.

Also keep in mind that as city email should not be used for personal business, city officials should not use theirpersonal email accounts for city business, since again, they are subject to the Open Records Act as well as the Record Retention Schedule.  For more information on this topic see the previous Use of Email in City Government article. 

For sample personnel policies or more information on this or any other personnel matter, contact Andrea Shindlebower, Personnel Services Specialist, at ashindlebower@klc.org

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Use of Email in City Govt.
Posted on December 29, 2015 by Andrea Shindlebower in Use of Email in City Government

Use of Email in City Government

The use of email, especially personal email, by government officials has become the latest in headline news.  Keep in mind that emails are like any other public record in that each one, outside of an exception found in KRS 61.878, can constitutes a public record subject to the Open Records Act and the Record retention Schedule.  Because of this, the city must be certain to evaluate each electronic message to see if it fits into an exception and if not to be certain to follow the most recent record retention requirements set out by the Department of Libraries and Archives.

The Attorney General clearly states that public officials should avoid the use of a personal email account to conduct city business.  In 2014, the Attorney General stated that using private email accounts is a practice that raises “significant records management and retention issues.”  As an alternative to using a private account, the Attorney General states that public agencies can establish “separate email accounts for employees through a free service, such as Gmail, using a common naming convention that identifies” the government (for example, johndoecityofpleasant@gmail.com).  Another alternative is “to set up a single dedicated open records account, using a free service, to which all responsive email maintained on personal accounts could be forwarded, saved, and exported in the event of an open records request.”

In whatever way the city decides to handle email retention, a written policy needs to be in place that delineates the information for all city officials.  At the very minimum, the policy needs to address:  

  • That the Open Records Act as well as the Department of Libraries and Archives Record Retention Schedule is applicable to the city and its agencies;
  • That the policy applies to all electronic messages created, received, retained, used or disposed of related to city business or used in the name of the city; and
  • User responsibility in regards to retention and disposition of electronic messages.  

Deciding which electronic records must be retained is not an easy feat.  Electronic records will have to be gathered and a decision made as to whether or not they are exempt based on one of the open records exemptions.  More information on how that process works as well as a model policy can be found athttp://kdla.ky.gov/records/recmgmtguidance/Pages/elecrecmgmt.aspx

For additional sample policies or more information on this or any other personnel matter, contact Andrea Shindlebower at ashindlebower@klc.org.

 

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