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Hidalgo County Herald
Lordsburg, New Mexico
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June 25, 2010     Hidalgo County Herald
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HIDALGO COUNTY HERALD FRIDAY, JUNE 25, 2010 3 SBDC Report Maintaining employee records Submitted by SBDClSilver City Properly maintaining em- ployee records can certainly be a challenge; after all, there are a multitude of laws governing the process, from the Fair Labor Stan- dards Act (FLSA) to HIPAA and the ADA. But cutting corners by incorrectly maintaining them-- or not maintaining them at all-- will only cause more problems in the long run. With your recordkeeping obligations in mind, following is a list of 8 "golden rules" for main- taining employee records to help simplify your recordkeei)ing pro- cess and protect your business: 1. Document all employ- ment decisions. Documentation is designed to protect and sup- port company decisions. In the case of an employee complaint or lawsuit, proper personnel records are critical for supporting the employment decisions you made. From a transfer, to a raise, to a disciplinary action, document it! 2. Know what to keep. Im- migration laws require employ- ors to obtain and file I-9 forms• The Fair Labor Standards Act (FLSA) calls for employers to i keep employee payroll records: The Occupation Safety and i Health (OSH) Act requires em- i ployers to maintain logs of work • related injuries and illnesses• With the multitude of laws g9v- erning employer recordkeeping practices, it's difficult to know what to keep and what to toss. To be on the safe side, employers should keep anything that is em- ployment-related, including new- hire paperwork, performance-re- lated documents, payroll records, time off and leave requests, em- ployee grievances, and the like. 3. Know how lung to keep them. Federal laws require em- ployers retain certain records for a specified period of time. Some forms must be kept for as little as one year while others must be kept indefinitely• The HR411® record retention chart (available on HR411.com) is a valuable tool for understanding what to keep and for how long• 4. Keep employee files se- cure. Employee files must be kept secure (under lock and key) at all times. In a perfect word, the in- dividual responsible for main- taining employee records would be the only individual with ac- cess to the key. He or she should also be present whenever a request is made to access an employee's file (as may be the case when a supervisor requests to see an employee's performance history). Acting as a "gatekeeper," this in- dividual should ensure that su- pervisors view only employment- related information, restricting access to employee "medical in- formation and other non-employ- ment related data that has the potential to be used for discrimi- natory purposes. 5. Maintain multiple files. Not all employe$ 'records should be kept together. An employee's main file should not include any information that may be con- strued as discriminatory,• such as the employee's date of birth, mari- tal status, medical history, citi- zenship, and the like. If a super- visor has access to information that reveals an employee's per- sonal data, the employee may claim discrimination based sim- ply upon such access, whether or not the supervisor sought and/or used the information. Addition- ally, laws such as the Americans with Disabilities Act (ADA) and the Health Insurance Portability and Accountability Act (HIPAA) prohibit employers from keeping employee medical information with employee personnel files. The Employer Corner - brought to you by HR411.com The 8 Golden Rules of E 6. Allow employees to ac- cess their own files. Many states have laws that allow employees to access their own personnel files upon request• Most require that employers permit employees to view their files within a "rea- sonable period of time" follow- ing a written request• In order to ensure compliance in this regard, check your state requirements• 7. Properly dispose of records. When it comes time to dispose of employment records, be sure you do so in a manner that is deemed acceptable• Proper dis- posal includes burning, pulver- izing or shredding the files in a way that leaves no evidence that the files ever existed• Throwing files in the trash is not acceptable. 8. Keep files on terminated employees. Even if an employee ' no longer works for you, you may be called upon to defend a deci- sion you made during the time they were employed with your company. If faced with a wrong- ful discharge suit, for instance, employers will want to show the employee's performance history as well as the reason for termina- tion. A good rule of thumb is to kee p records of terminated em- ployees for at least three years. Other documents that are impor- tant to retain include workers' compensation and accident re- ports, I-9s (if hired less than 3 years prior), and exit interview surveys. This article is reprinted with permission from the electronic Peachtree Newsletter, November 2009 issue. Western New Mexico University's Small Business De- velopment Center offers assis- tance to entrepreneurs who are starting a business or wariting to expand an existing business. These services are available at no cost. Call 538-6320 for an ap- pointment with a business advi- sor, or email sbdc@wnmu,edu. The SBDC office is located on the second floor of the Besse-For- ward Global Resource Center on 12th Street. More information may be found at www.nmsbdc.co/silvercity/ index.html Contact the SBDC office for more information about the fol- lowing events: • June 29/30, Cyber Security • July • 15, Lenders Forum • July 2 ! , Cash Flow DECLARAT ONS OFCAND DACY DECLARATIONS OF CANDIDACY I, Lloyd V. Payne, hereby announce my candidacy for re-election to the office of Hidalgo County Probate Judge. Lloyd V. Payne I, David A. Ramos, hereby announce my candidacy to the office of County Commissioner Position 1, subject to the Democratic Pri- i mary Election to be held June pt 2010. Your vote & support will be appreciated. Thank You and Muchas Gracias. David A. Ramos I, Jody Hatch, hereby announce my Republican candidacy to the office of Hidalgo County Assessor, subject to the Primary Election June 1, 2010. Your votes of support are appreciated. Jody Hatch I, Saturnino "Nino" Madero, would like to announce my Demo- cratic Candidacy for Hidalgo County Sheriff. I have been the Under Sheriff for Hidalgo County for the past eight years. As a secondary career I am a Certified School Bus Safety Inspector for the State of New Mexico since 1996, performing School Bus Safety Inspections throughout the state. I have been a Firearms Instructor since 1994 and at present I also instruct Survival Spanish to the cadets at Western New Mexico University. Prior to that I have worked for the Motor Transportation Department, the Lordsburg Police Department and started my career with the Hidalgo County Sheriff's Department as a 408 Main Street • Lordsburg, NM 88045 (575) 542-9444 Harr,y Bright/Owner c%aditi./  " Cremations and Monuments Grant • Luna • Hidalgo ° Catron Counties ql a New Mexico Press Association Member Hidalgo County Herald (USPS 020697) is published weekly by Hidalgo County Herald in the City of Lordsburg, County of Hidalgo, 212 E. Motel Drive, Suite B, Lordsburg, New Mexico 88045-1948 52 issues a year. Subscription rates vary. Subscription rate is $30 per year. Requests for corrections and complaints concerning news and editorial content of the Hidalgo County Herald should be di-I rected,to the editor. For further information on the Hidalgo County l Herald s approved grievance policies, readers may contact the pub- lisher. Any unsolicited manuscripts become the property of the Hidalgo County Herald and will not be returned. All information con- tained herein is copyrighted 2010 by the Hidalgo County Herald. All photos/stories, unless stated, are written by our staff. POSTMAS-I TER: Send address changes to Hidalgo County Herald, 212 E. Mo- tel Drive, Suite B, Lordsburg, NM 88045-1948. Periodicals Postage Paid at Lordsburg, New Mexico. PUBLIsHER/EDITOR: Brenda Hood ADVERTISING MANAGER: Glenda Greene PHONE: 575-542-8705 FAX: 575-542-8704 E-MAIL hcherald @aznex.net Obituaries ease robbed her of the ability to Beth Lytle Edna Beth Lytle, 65, a resi- dent of Glendale, Ariz., and a former resident of Lordsburg, N. Mex., passed away peacefully in Goodyear, Ariz., on June 1'2, 2010. She was born to William "Bill" and Louise Kennett Lytle on August 24, 1944, in Lordsburg. Beth loved music and began taking piano lessons at an early age. She was an accomplished musician by the time she was a teenager. She played in church services and accompanied special singing groups and soloists throughout her life, until her dis- Senior Citizens • Lunch Menu Monday, June 28 Spaghetti Salad/Dressing Spinach Garlic Bread Pear Cobbler Tuesday, June 29 Santa Fe Chicken Rice Broccoli/Cheese Sauce Buttered Carrots Pineapple Upside Down Cake Wednesday, June 30 Frito Pie Pinto Beans Lettuce, Tomato, Onions Ice Cream Thursday, July 1 Baked Ham Sweet Potato Spinach Cornbread/Margarine Cottage Cheese/Pineapple Friday, July 2 Green Chile Hamburger Lettuce/Tomato/Cheese Onions & Pickles Pork & Beans Watermelon Detention Officer 22 years ago. I have been a big part in appropriat- ing grants and programs that have boosted equipment and vehicles that the Sheriff's Department has today• Your vote On June 1, 2010 will be greatly appreciated• Saturnino "Nino" Madero I, Mark Thomas, hereby announce my candidacy to the office of Magistrate Judge, subject to the Democratic Primary Election to be held June 1, 2010. Your support will be appreciated. Mark Thomas I, Warren D. Walter, Republican, announce my candidacy to the office of Hidalgo County Sheriff. Your votes of support at the June 1, 2010 Primary Election will be appreciated. Warren D. Walter I, Larry P. Martinet, hereby declare my candidacy to the office of Hidalgo County Commissioner, Position 2, subject to the Democratic Primary Election June l, 2010. The future of Hidalgo County is based on: • Our Children • Economic Growth • Education • Government transparency with spending • Opportunity for jobs with work ethics Your support in the' upcoming election will be greatly appreci- ated. Larry P. Martinez I, Darr Reynolds Shannon, a Republican hereby declare my can- didacy to the office of Hidalgo County Commissioner, Position 2. Your vote of support during the November 2, 2010 General Election will be very much appreciated. Darr Reynolds Shannon I, Ed Kerr, ask for your vote for Hidalgo County Commissioner Position 1 in the November general election this fall. Ed Kerr I, Nyla Dawn Walter, Republican, declare my candidacy for Mag- istrate Judge of Hidalgo County. I respectfully request your vote in the General Election, November 2, 2010. I will honor your support with honesty and fairnesL Nyla Dawn Walter I, Theodoro V. "Chopo" Castillo, hereby announce my candi- dacy to the office of Hidalgo County Assessor, subject to the Demo- cratic Primary Election Jqne 1, 2010. Your support will be very much appreciated. Theodoro V. Castillo paid by candidates I o,,, g,ut tm,,,,k.. O , ""qll! ppraisals:i ,2"lome, anch & Commercial • Hachita- BR,  Bath MH plus extras _ • 10 acre lot in Animas    '• 59 Lee Trevin O Corner Lot. /[" ;• Commercial Buildings on 20( • block of Shakespeare  • so Acres vacant land availabl  in Cotton City • 505 East 'E' StreeL .,.,,, 00Pai00ano ^valltblel 00Real Estate Appraisals & Rentals Property Management Don Kerr-Real Estate Broker & Certified Appraisal I I play the piano. Beth attended school in Lordsburg and played clarinet in the Lordsburg High School Marching and Concert bands. Her real dream was to be a band di- rector, but she realized English was "safer" and "more appropri- ate" for a female. She earned her bachelor's degree in English with a minor in music from Western New Mexico University in Silver City. Beth married Clay Wright in 1966. They were married 23 years and had two children, Marcia and Scan. Beth spent most of her adult life in Glendale, Ariz., where she was very involved with her family, church and friends. She was a homemaker and hostess extraordinaire who prepared holi- day dinners for her large ex- tended family. She also made beautiful handmade gifts for fam- ily and friends. For 17 years Beth was an English teacher at Peoria High School and a physical education teacher at Glendale Community College, retiring in 2004. She then moved to Prescott, Ariz., for the fresh air and beauty of the countryside, before returning again to the west valley to be closer to family and friends. Beth is survived by one daughter, Marcia Lynn Story- Greco (David) of Goodyear; son, COllie Sean Clay Wright of Ph.oenix; and three grandchildren, Toby, McKenzie and Dylan Story. She is also survived by her sister Sharon Harris (Lee) of Tucson, Adz.; her brother, Larry Lytle of Las Cruces, N. Mex.; her step- mother, Betty Lytle, of Willcox, Ariz.; and many nieces and neph- ews. She was preceded in death by her parents and brother Claude. A memorial service was held on Fri., June 18, at 4:00 p.m.,, at the LDS Church located at 425 S. Estrella Parkway, Goodyear, Adz. Manuel R. Morelos Manuel R. Morelos, 85, passed away June 10, 2010, in Tucson, Arizona. He was born in Lordsburg on January 24, 1925. F u - neral ser- vices were held on Fri- day, June 18, 2010 at 10:00 a.m. at Funeraria del Angel South Lawn in Tucson, A r i z o n a, Manuel R. with Den- Morelos con George Rodriguez officiating. Interment followed at South Lawn Cem- etery. $12 Largest Inventory of Quality U ed Vehicles in the Area! these great , on used TrucB! 2009 Jeep Wrangler] 2008 Ford F-250-Diesel 2007 Ford F-150 1994 Ford F-150 4x4 2009 Ford F-150 G01d 2006 Ford Escape 2003 Chrys!er Town & Country Van 2008 Ford Taurus-L0aded.Nice! 2009 Ford Fusion-Green, 10w miles 2003 Hyundai Accent 2009 F0rd Focus (Blue) ouu00u 111 I111 / II IMP 542.3551 / V h leF I 11  • 412 E. Motel Drive, Lordsburg0 NM