Creating the Personnel and Policy Agendas

It is the responsibility of this desk to create the agendas for both the Personnel Committee meeting and the Policy Committee meeting. The Personnel meeting and Policy meeting are usually scheduled the second or third Monday of the month, usually 1 week before the board meeting, but this can change. This is a chance for the Director of HR to review upcoming changes to personnel with a small committee BEFORE the board meets the following week (or two) and to review new or revised Bylaws, Policies and Regulations with the board BEFORE the board meets.

• Review the previous year’s agenda for the same month (example: if you are working on the September 2023 agenda, then review the September 2022 board agenda to see what resolutions were added). Often, but not always, the same resolutions are added during the same month each year.
• Contact the administrators and request information needed (based on the previous year’s agenda). If you are not sure about this, review with the Director of HR before emailing the administrators.
• Sometimes an administrator will call you and ask that something be added to the agenda. Have him/her email you the request so you have it as backup. File this backup in a file folder title: (month year) Board Agenda.
• Check with the Director of HR to see if there are any new or revised Bylaws, Policies and/or Regulations for the Policy agenda.
• Once you have gathered the information, you can now type the Personnel Agenda and Policy Agenda:

Order of resolutions for the Personnel agenda:

• Resignation for retirement goes first
• Resignation for non-retirement goes next
• Then add staff going out on leave
• Followed by 1/6 and/or 2/6 positions
• New hires, certified staff goes next
• Then add New hires, non-certified staff
• Continue in this fashion (refer to previous years’ or months’ agenda to determine order of resolutions) until all items for the agenda have been added. Please note that the Superintendent (as the Board Administrator) cannot recommend a resolution for himself. Therefore, when his contract comes up for renewal, then the resolution would be: The Board President recommends….. and the resolution should be listed at the end of the resolutions and before the Discussion Items.
  The last resolution on the agenda should be Discussion Items. These are anticipated hires or issues that the Director of HR wishes to discuss with the committee before the board meeting. He will give you the items for the Personnel agenda.
  

To create the Personnel Agenda:

• Go into Google, My Drive, EILEENOSBORNE DRIVE, Board of Education Shared Data, Personnel and Policies and P&P Agendas YYYY-YY (the current school year).
• Create a folder by clicking the + New icon, then click Folder. A box will pop-up where you title the folder (Agendas Per & Pol – (month year), click Create.
• Once the folder has been created, then go back to the previous month’s folder and copy the last month’s Personnel agenda.
• The name Copy of Personnel Agenda – (month/year) will appear.
• Right click on this title, click on Organize, click on Move, then find and choose the new folder you just created for the next month’s board agendas.
• Now you should go into the Copy of Personnel Agenda – (month/year) and change the document title by removing the Copy of and changing the month/year to the month/year of the agenda you will be creating.
• In the document itself, you will need to change the Date on the top of the document as well as in the Header.
• You will also need to remove the hyperlink on the word ZOOM below the title of the document.
• Now go through the document and remove the old data and add new data based on upcoming resignations, new hires, appointments of coaching/extra pay positions, horizontal advancement, leave of absences, Homebound & Substitutes, etc.
• It is not uncommon to have to add full resolutions or delete resolutions since the data changes from month to month, but it helps to not have to start from scratch because there are quite often repeated resolutions just with different data in the tables.
• Follow the format of the previous months’ agendas as a guide.
• When you are done with the Personnel agenda, continue with the steps listed below Upon completing the agenda.
  

NOTE: There will be times when you need to link an attachment to one or more of the resolutions. To do this:

• First, the file to link must have been saved as a PDF file (or scanned and saved as a PDF file) into the Agendas Pers & Pol – (month year) folder that you previously created.
• Right click on the file you wish to link, choose Share from the drop down, click Share again, click Copy Link then click Done.
• Go back into the Personnel agenda, scroll to the resolution that you want to link a file, highlight part of the resolution (word or phrase) that you want to link (for example, for the resolution authorizing a job description, I would highlight the title of the job description), then right click on this highlighted section, click Insert Link on the drop down list, then right click in the Link box and choose Paste, Then click Apply box. You will see the highlighted section change to blue type. If you click anywhere on this blue type, the linked file will come up, click on the linked file and make sure the file linked correctly.
  

To create the Policy agenda:

• Follow the directions above for creating the Personnel agenda, but instead call the new document Policy Agenda – (month/year).
• Change the date on the Policy agenda to this current month’s meeting date.
• You will also need to remove the hyperlink on the word ZOOM below the title of the document.
• Delete the resolution for the second reading of last month’s Policies and Regulations.
• Change the first readings of last months resolutions to second readings.
• Now you need to create resolution(s) for first readings of new and revised Bylaws, Policies and Regulations.
• The first reading resolution(s) should be listed before the second reading resolution(s).
• Link, as instructed above, each first reading of Bylaws, Policies and Regulations. When you copied over the previous month’s data, the (now) second readings should already be linked.
• When you are done with the Policy agenda, continue with the steps listed below Upon completing the agenda.
• NOTE: In most instances, two reading are required before a Bylaw, Policy or Regulation (new/revised or abolished) are adopted by the Board. When there is a Bylaw, Policy, or Regulation to be abolished, a resolution should be created to abolish these. This resolution should be placed after the resolution for the second readings of Bylaws, Policies and Regulations.
  

Upon completing the agenda:

• Share a copy of this agenda with the Director of HR for review and schedule a meeting (usually Friday morning, add a meeting to the Director’s calendar and send out an invite to the director) to go over the agenda.
• To do this click on File, Email Collaborators, uncheck all of the Recipients boxes except for the Director of HR. Don’t forget to uncheck the boxes because if you forget to uncheck all of the boxes, then the agenda will go out to all of the committee members before the director has a chance to review.
• Once the Personnel agenda has been reviewed and approved by the Director of HR, the director will email you a Zoom meeting invite for the Personnel meeting (as well as another invite for the Policy meeting). You will need to link the Zoom meeting invite to the word ZOOM on the Personnel agenda (as well as do the same to the Policy agenda).
• In addition, you should also be adding a copy of the Personnel agenda to the zoom meeting that is scheduled on the Board Meeting calendar. To do this, go into your calendar and unclick all calendars, then click only the Board Meeting calendar, the click on the Personnel board meeting date on the calendar, click Edit, then scroll down until you see the attachment icon (paperclip). Click on the paperclip and attached the Personnel agenda). At this time, you are NOT sending out an invite to the committee meeting members. (Repeat this process for the Policy meeting agenda/Policy meeting on the Board Meeting calendar.)
• You will also need to add the zoom meeting invite to this calendar. To do so, first make sure the Personnel agenda is ready to be sent out (usually after 12pm on the Friday before the Personnel meeting on the following Monday), go to the email received from the HR Supervisor and copy the zoom meeting invite information, then paste this information into the board meeting calendar date that you edited above. When you save this change, the system will ask if you want to send this out to the members. You want to send it out at this time, so that is a yes. For the Personnel agenda, this invite goes out only to those Personnel Committee Meeting members. For the Policy agenda, this invite goes out only to those Policy Committee Meeting members.
• After all of the above has been completed, then you can now send the Personnel agenda to all the collaborators on the agenda (not just the committee members). To do this, open the Personnel Agenda from your google drive, click File and choose the option Email Collaborators. All of the names should have the boxes next to their names checked. Add a message, such as: “Good afternoon, Attached is the agenda for the Personnel Committee Meeting scheduled from this Monday.” , then click on the box: Send a copy to myself, then click Send. Repeat this for the Policy agenda, but adjust the message to reflect the Policy Committee Meeting.
• Print a copy of this agenda for your Agenda Folder.
  

NOTE: There usually are no Personnel and Policy committee meetings in July.