GARE Work Group Agenda- 8/22/2019
Human Resources Department
II. How do you envision an ideal Human Resources Department?
III. What is the purpose of a Human Resources Department?
IV. What are the core processes, policies and structures we need to ensure that we are genuine to that purpose.
V. GARE Blog
VI. Next StepsThe 1st GARE HR Meeting commenced on 8/22. Those present included representatives from the Human Resources Department, the Diversity Office , members from GARE Community Group and Health Department staff. Meeting members shared what they envisioned to be the ideal Human Resources Department. There was also discussion regarding the purpose of the HR Department. Please see below for the ideas generated in the meeting. The next meeting will examine each of the ideas generated and to develop operational definitions that can be used develop assessment metrics. These metrics will be used to help determine the strengths and areas of needed growth within the HR Department. Next meeting to be determined.
We are looking for additional members to join the work group; we welcome everyone and we do hope that individuals of color would consider participating in the GARE process. Please note that GARE, Government Alliance for Racial Equity, mission is to examine structures, service/programs, policies and procedures, to determine and to correct structural racism. To accomplish this mission it is important that people of color participate in the process. If you are interested please contact BrooklineGARE at BrooklineGARE@gmail.com GARE Workgroup –
Human Resources Department
8/22/19 1:00-2:00 PM Community Members Present: Anne Greenwald, Debbie Katz, Town Employees Present: Caitlin Starr, Lloyd Gellineau, Ann Braga, Darlene Johnson, Dai Nguyen 1) How do you envision an ideal Human Resources Department? • Supportive of current employees; adequate and accessible information distribution • Acknowledge strength and weaknesses • Accessible • Completes performance reviews of Department Heads and manager positions • Innovative and inclusive hiring practices • Increase applicant pool • Focus on promotion and retention • Continued education and professional building opportunities • Clear and equitable policies and procedures to reflect generational and systemic changes • Increase in community work • Consistent education on Diversity and Inclusion 2) What is the purpose of a Human Resources Department? • Hiring and onboarding new employees • Benefit procurement and distribution • Work with payroll • Recruit/outreach for open positions • Develop and manage employee policies • Support employee opportunity and growth • Hold Department’s accountable • Provide mechanisms to address violations • Provide team building opportunities HR GARE Meeting 9-16-2019HR GARE Meeting 09-16-2019 Present: Ann Hess Braga, Steve Vogel, Darlene Johnson, Dai Nguyen. Lloyd GellineauHuman Resources Director articulated key HR functions that were not identified at our last meeting they include the following: • Strategic business partner w/policies across departments and business practices to recruit and retain employees • Piloting, testing new programs • Creating, enforcing inclusive workforce (a culture of inclusion) • Creating a mentoring program/employee development through knowledge transfer o Career, personal development through mentoring o Learning particular job skills through coaching o Creating an affinity group It was noted that the HR Mission Statement, the GARE Group’s vision of an ideal HR Department, and the articulated function (functions as described in the Town’s by-law) of the Department were very much inline. Rather than attempting to operationalize all the focus areas expressed at the last meeting it was decided that one of them would be selected for further race equity analysis. Other areas will be review at later meetings. The three focus areas that will be prioritized are: Clear and equitable policies and procedures to reflect generational and systemic change Performance reviews for staff and management Increasing the applicant pool Clear and equitable policies and procedures to reflect generational and systemic change was selected as the priority for the analysis To start with this area, the group needs access to all the HR policies and procedures (P and P). It was note that these documents are accessible on the Town’s website on the HR Department’s page. The Human Resource Director noted that not all of the (P and P) are on the webpage. HR will provide a comprehensive list for our next meeting. Participants will review policies on Town’s Human Resources website for next meeting. Below are the areas that the GARE group expects to be covered in the HR P and P: Conflict in the workplace Hiring practices (inclusive, innovative) Promotions Preventing subtle discrimination in hiring practices Boards and commissions application process Amending policies to promote a respectful workplace culture Policy of performance review Managers and department heads (based on structure of departments) EEO Antidiscrimination Sexual harassment o Alcohol & drug, marijuana Dress code Town employee identification system o Relationship policy Conflict of interest/ethics policy Nepotism Pay equity Next meeting : Identify first policy for review Articulate Goal: Target Date to Complete Goal: Articulate Output/Objective: Articulate Expected Outcome/Long-term effect: Metric used to assess Outcome Start analysis of Policy
GARE Workgroup – Human Resources Department 10/30/19
Community Members Present: Joan Lancourt, Kelly Race
Town Employees Present: Caitlin Starr, Lloyd Gellineau, Darlene Johnson, Dai Nguyen, Claudia Leon, Ewana Lindo-Smith
The meeting began with suggesting language changes in the document to make it more consistent with the EEO policy language and the addition of more affirmative language that would mirror the Town’s commitment to a safe working environment. The group decided to curtail the word crafting until later and instead focus on assessing the functionality of the policy. The group reviewed the policy to seek answers to the questions provided below.
1) Identify first policy to review
a. Policy Against Discrimination, Sexual Harassment, and Retaliation
2) Started analysis of policy
a. What is the purpose of the policy?
i. to tell employees their rights
ii. what discrimination is and what behaviors may be associated with it (unacceptable behaviors)
iii. how to report discrimination
iv. the discipline associated with these complaints
v. how the town protects themselves and employees
b. Does the policy actually address its purpose?
i. the skeleton is there
ii. language needs to be addressed
iii. there is no clear understanding of disciplinary actions
c. How is the policy made known to the workforce?
i. mailed annually – NOT ENOUGH!
ii. no accountability to read the policies annually
iii. no trainings or discussions for supervisors or employees to ensure this policy is read/understood
iv. onboarding would be a good opportunity
d. How is the policy enforced?
i. complaint based only
ii. follow through with investigations doesn’t seem to be enforced either
iii. supervisors not formally trained on handling discrimination complaints
e. What are the consequences for not following the policy
i. not clear in current policy
ii. zero tolerance is stated, but then example of a verbal warning; “zero tolerance” should be excluded
iii. consequence and follow up very unclear and conflicting; needs to be spelled out
iv. affects Town reputation; perpetuates distrust
f. Is there unintended consequences created by policy implementation?
i. not reporting
ii. not knowing what is the Town’s responsibility
iii. Lack of confidence that the Town is committed to the safety of its employees
g. Does the policy or implementation of policy create or maintain racial inequities?
i. the potential is there
ii. policy leaves open the opportunity for different outcomes regarding disciplinary actions for similar policy infractions.
h. What are the policy points that need to change to make it more equitable?
i. Independent/neutral way to investigate; 3rd party mediator
ii. Include training and enforcement
iii. Make policy available in each Department in plain sight. This will help people know what to do, but could also be a deterrent and proactive way to address the Town’s commitment to taking discrimination seriously.
iv. Change the culture to make the policy be more than a piece of paper
v. Outline the Town’s responsibilities clearly.
vi. Inclusion of supportive measures for those that are subjected to and witnesses of discriminatory behavior.
3) Next meeting TBD
We are looking for additional members to join the work group; we welcome everyone and we do hope that individuals of color would consider participating in the GARE process. Please note that GARE, Government Alliance for Racial Equity, mission is to examine structures, service/programs, policies and procedures, to determine and to correct structural racism. To accomplish this mission it is important that people of color participate in the process. If you are interested please contact BrooklineGARE at BrooklineGARE@gmail.com