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 Supervisor 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 Supervisor 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 Supervisor 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:
• Resignation for retirement goes first
• Resignation for non-retirement goes next
• 1/6 Positions goes next
• New hires, certified staff goes next
• New hires, non-certified staff goes next
• 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 Supervisor 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.
• 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.
  

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.
• Upon completing the agenda, share a copy of this with the Supervisor of HR for review and schedule a meeting (usually Friday morning) with the Supervisor of HR to go over the agenda.
• To do this click on File, Email Collaborators, uncheck all of the Recipients boxes except for the Supervisor 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 supervisor has a chance to review.
• Once the Personnel agenda has been reviewed and approved by the Supervisor of HR, the HR Supervisor 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 zoom meeting that is scheduled on the Supervisor of HR’s calendar. To do this, go into the zoom meeting on the calendar, click Edit, then scoll down until you see the attachment icon (paperclip). Click on the paperclip and attached the Personnel agenda).
• Friday afternoon before the meeting, you should go into the Personnel agenda file on your google drive, click File and choose the option Email Collaborators, all names should have the boxes next to their names checked, add a message, click on the box “Send a copy to myself” and click Send.
• Print a copy of this agenda for your Agenda Folder.
• NOTE: There is usually no Personnel meeting in July.
  

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 bylaw, policy and resolution. 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 as listed above for the Personnel agenda (starting with the bullet Upon completing the agenda that I have bolded above).
• NOTE: Usually two readings are required before a Bylaw, Policy or Resolution (new or revised) is adopted. The exception is those bylaws, policies or resolutions that are being abolished. Abolishment of these documents only require one reading.