HR Policy Committee

(HR Policy Committee) 2012-2013

• Chair: (rotating)
• Members:
  • Justin
  • Adam
  • Leila
  • Anna

Topics of focus

• Developing HR policies for EBC
  • goal-setting and performance review
  • grievance resolution
  • Board-Staff Liaison position
  • succession planning
  • staff development
  • other HR policy as deemed necessary
  • a recommendation as to what form of standing or ad hoc HR committee would be best able to implement these policies

Terms of Reference

• The Terms of Reference (TOR) is used by a committee as a tool to help it guide its own direction, as well as to make clear its powers, boundaries, and role within the broader organization. It should answer most general questions that would arise during its work regarding the committee's relationship to the rest of EBC's governance structure. (e.g. does the hiring committee directly make job offers, or does it simply make hiring recommendations to the Board?) It should also answer, "what will this committee accomplish, what can I do as part of this committee, and why do we want to do this?"

• The TOR must be clear, specific, and tangible. The purpose of it isn't to be a meaningless form: it should provide clear guidelines and measurable goals.

• The following questions are examples of the kinds of considerations to make. The TOR doesn't have to answer every question, or go into every detail, nor are the questions exhaustive.

General Purpose

To create a range of HR policies for EBC, and ensure the board's role as an employer is thoughtful, efficient, and constructive.

Key Duties and Responsibilities

Level of Authority

• The committee's work will consist of developing policy to submit to the board for approval.
• Is the committee's work public-facing? -meeting minutes should be
  • Can the committee make decisions regarding public-facing matters? -no
  • Is board approval required? -yes
  • Publications, blogs, and public representation? -no
• What authority does the committee have to make decisions involving cash? Limits, thresholds? -none
• What powers regarding privacy, security? -none
• Access to member information? -none
• Can the committee enter into contracts (verbal included) on behalf of EBC? -no

Reporting Relationship

• Who will submit reports? -the chair
• How often will reports be made? -monthly
• When will they be submitted? -3 to 5 days before the board meeting
• How will they be submitted (written, oral)? -via email/google docs

Composition and Appointments

• The committee will be composed mainly of board members. Non-board members may join at the invitation of the committee. The chair will rotate monthly through committee members. There should be 3 or more members. The president is an ex officio member.
• Decisions will be by consensus. Since the committee's goal is to produce policy that will be acceptable to the board, impasses will be brought to the board for guidance.

Meetings

• The committee will meet at minimum once a month, from March 2013 until its objectives are fulfilled (ETA: Nov 2013).

Resources

Financial

• How much money, and over what time period, will the committee need to complete its goals? -none

Staff

• What kind of paid staff time is needed? -a small amount of staff time may be required for consultations
• Are paid staff required for meetings? -no
• How many hours of staff time is needed? -not to exceed 3h/mo per staff member

Specific Annual Objectives

• An average of 2 policies per month from March 2013 until completion
  • List of policies we brainstormed at the board retreat:
    • Tasks of a standing HR committee
    • Position description and details of Staff Liaison*
    • Format of employee review*
    • Schedule of employee review*
    • Who is included in employee reviews and how information is shared with employees
    • Hire/fire policy
    • Staff/Board communication*
    • What goes on the public record
    • Grievance procedure
    • Feedback communication schedule*
    • Point of contact
    • Board member reviews
    • Goal setting with staff
    • Succession planning
    • Job descriptions
  • This is likely not an exhaustive list but a starting point. I have put a star beside the ones that were identified as first priorities at the board retreat.
• A basis in policy for performance reviews to be drafted for the March board meeting (to facilitate a timely one-year review of the Executive Director).
• The Board-Staff liaison position is to be filled by May 31, 2013
• A satisfactory HR policy portfolio completed by Nov 30, 2013

Review and Evaluation Process

• How will progress and projects be evaluated?
  • The committee's progress can be evaluated in terms of board's acceptance of drafted policies.
  • The committee will perform a brief self-evaluation of progress at each meeting, including an evaluation of adherence to the group agreement.

Approval Date and Review Date

• When was this TOR approved by the board?

Meetings

Meeting Minutes

• HR Policy Committee Minutes March 2013
• HR Policy Committee Minutes April 2013
• HR Policy Committee Minutes May 2013