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HR Policy Committee (view source)

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(Created page with "== (Committee name) 2011-2012 == * '''Chair:''' (TBD) * '''Members:''' ** (TBD) ** (TBD) === Topics of focus === * Developing HR policies for EBC **goal-setting and performan...")
 
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== (Committee name) 2011-2012 ==
== (HR Policy Committee) 2012-2013 ==
* '''Chair:''' (TBD)
* '''Chair:''' (rotating)
* '''Members:'''
* '''Members:'''
** (TBD)
** Justin
** (TBD)
** Adam
** Leila
** Anna


=== Topics of focus ===
=== Topics of focus ===
* Developing HR policies for EBC
*Developing HR policies for EBC
**goal-setting and performance review
**goal-setting and performance review
**grievance resolution
**grievance resolution
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**succession planning
**succession planning
**staff development
**staff development
* topic
**other HR policy as deemed necessary
* topic
**a recommendation as to what form of standing or ad hoc HR committee would be best able to implement these policies


=== Terms of Reference ===
=== Terms of Reference ===
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==== General Purpose ====
==== General Purpose ====
To create a range of HR policies for EBC.
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 ====
==== Key Duties and Responsibilities ====
===== Level of Authority =====
===== Level of Authority =====
* Is the committee's work public-facing?
* The committee's work will consist of developing policy to submit to the board for approval.
** Can the committee make decisions regarding public-facing matters?
* Is the committee's work public-facing? -meeting minutes should be
** Is board approval required?
** Can the committee make decisions regarding public-facing matters? -no
** Publications, blogs, and public representation?
** Is board approval required? -yes
* What authority does the committee have to make decisions involving cash? Limits, thresholds?
** Publications, blogs, and public representation? -no
* What powers regarding privacy, security?
* What authority does the committee have to make decisions involving cash? Limits, thresholds? -none
* Access to member information?
* What powers regarding privacy, security? -none
* Can the committee enter into contracts (verbal included) on behalf of EBC?  
* Access to member information? -none
** What kind?
* Can the committee enter into contracts (verbal included) on behalf of EBC? -no
** Board approval required?


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


==== Composition and Appointments ====
==== Composition and Appointments ====
* How will the chair be nominated?
*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.
* Who will select the chair from nominations?
*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.
* Who should be ex officio members?
* How will members be selected?
* Can the chair appoint members?
* How many members should there be?
* Who should individual committee members represent? e.g. 1 person from the mountain biking community, 1 person with urban planning experience, etc.


==== Meetings ====
==== Meetings ====
* How frequently will the committee meet, at minimum?
* The committee will meet at minimum once a month, from March 2013 until its objectives are fulfilled (ETA: Nov 2013).


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


===== Staff =====
===== Staff =====
* How many volunteers will be needed?
* What kind of paid staff time is needed? -a small amount of staff time may be required for consultations
* How many hours of volunteer time?
* Are paid staff required for meetings? -no
* What are the key volunteer roles?
* How many hours of staff time is needed? -not to exceed 3h/mo per staff member
 
* What kind of paid staff time is needed?
* Are paid staff required for meetings?
* How many hours of staff time is needed?


==== Specific Annual Objectives ====
==== Specific Annual Objectives ====
* Goals with numbers, dates (e.g. 200 new members by June 2010)
* An average of 2 policies per month from March 2013 until completion
* Goals made measurable (e.g. 20% improved BikeWorks user satisfaction, measured using a survey developed by the committee)
**List of policies we brainstormed at the board retreat:
* Reason for prioritizing of these goals, if not clear
***Tasks of a standing HR committee
 
***Position description and details of Staff Liaison*
==== Reports and Target Dates ====
***Format of employee review*
* e.g. user satisfaction report published one month prior to the AGM
***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 ====
==== Review and Evaluation Process ====
* How will progress and projects be evaluated?
* How will progress and projects be evaluated?
** When?
** The committee's progress can be evaluated in terms of board's acceptance of drafted policies.
** Who?
** The committee will perform a brief self-evaluation of progress at each meeting, including an evaluation of adherence to the group agreement.
** How often?
** Using reports?
** How will stats be collected?


==== Approval Date and Review Date ====
==== Approval Date and Review Date ====
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=== Meetings ===
=== Meetings ===
==== Meeting Minutes ====
==== Meeting Minutes ====
* [[Committee Name Minutes November 2011]]
* [[HR Policy Committee Minutes March 2013]]
* [[Committee Name Minutes December 2011]]
* [[HR Policy Committee Minutes April 2013]]
* [[Committee Name Minutes January 2012]]
* [[HR Policy Committee Minutes May 2013]]
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