the municipal secretary desktop reference manual - Southwestern ...

FACTOR: EMPLOYEE PRODUCTIVITY, EVALUATION AND DISCIPLINE
Standards
1. Employee training is encouraged, and financially supported by the municipality.
Commentary
Each employee represents an important investment for the municipality, and training supports this
investment, and should result in higher productivity. It permits employees to stay abreast of new
ideas and techniques, and helps them to establish a network for informal consultation and assistance.
It should be noted that if an employee is not adequately trained for his or her work, and an accident
or other negligence occurs, liability will attach to the municipality.
2. Whether by formal or informal means, all employees receive regular evaluations of their
performances.
Commentary
Feedback on performance is essential to productivity, and this evaluation must be linked to
expectations set by management, and job requirements as provided for in the job description. One of
the challenges for small municipalities and their elected officials is to provide the supervision that is
the basis for performance evaluation. Employees can not be evaluated by someone who is not clearly
familiar with the work and performance of the individual. And, although most small jurisdictions
are not in a position to engage in a formal system of evaluation, each responsible supervisor should
provide some documentation of meetings with employees where performance is discussed. The
Resource Manual on Personnel provides information and assistance for those municipalities able to
put in place a formal employee appraisal system.
3. Expected standards governing employee conduct and performance, and disciplinary
procedures, are clearly stated, in writing, and communicated to each employee.
Commentary
Accept, perhaps, for the very smallest municipality with only one or two employees, every local
government should have, in writing, some version of an Employee Handbook. This document
should outline management's expectations of employee conduct and performance, and penalties
which attach to violation of established rules and regulations. It is through such a document that
employees can be held accountable for performance and conduct. A comprehensive Handbook will
also establish employee rights and outline other aspects of personnel management important to
employees. The Personnel Manual provides examples of employee rules and regulations,
disciplinary procedures, and other elements of an Employee Handbook.
4. "Due process" is afforded all employees as part of disciplinary actions involving
sanctions. At a minimum, the employee is notified, orally and in writing, of the charges
against him or her, is provided with an explanation of the charges and the employer's
evidence, and is provided an opportunity to respond to the charges.
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