Spark Notes Personnel Committee - Archdiocese of Milwaukee - February 2018r

Spark Notes Personnel Committee
                 Prepared/Distributed by: Parish & School Personnel Office Department of HR
                                 Archdiocese of Milwaukee – February 2018r

This is a tool to help describe the formation and refinement of a parish personnel committee in the Catholic
Church. Personnel committees may be a means to help the pastor/parish director/administrator build a
healthy work environment. It is also a means for the parish leadership to tap into the multifaceted gifts of the
community. The personnel committee:

   •   Serves as a valuable source of advice and consult to the pastor/parish director/administrator.
   •   Acts as a resource to the parish, ensuring competent review of human resource issues.
   •   Acts as a resource to the staff, giving them an internal vehicle for expressing needs and concerns.

This in turn assists with development of best human resource practices, leadership support, and onsite
resources within the guidelines of the Archdiocese of Milwaukee.

Description:
The Personnel Committee is a subcommittee of the Finance Council. The Finance Council assists with
administration of parish goods. Refer to “Parish Councils Manual” and the “Commissions and Committees
Manual” on the Archdiocesan website.

A personnel committee may provide specializing in such areas as compensation, search and screen candidates
for an open position, put together employee policies and procedures, etc. The basic functions of the parish
Personnel Committee are:
    • Development of a comprehensive personnel system
    • Monitor its implementation and administration.

This committee makes recommendations to the Finance Council concerning the adoption of parish personnel
policies which are consistent with Archdiocesan guidelines. The actual hiring, supervision of employees,
evaluating, and terminating employees is the responsibility of the pastor/parish director/administrator or the
person delegated by them.

A well-functioning personnel committee can be a valuable asset to the pastor in providing current professional
and legal expertise. The Personnel Committee can help to educate the pastor, councils and staff in the broad
areas of Human Resource management.

Formation and Charter:
A committee may consist of three to five parish members appointed by parish leadership along with the
pastor/parish director/administrator/designee, trustee and parish members at large. Members of the
committee may not be a staff member or a staff’s member’s immediate family or household member.
Consideration should be given to one rotating committee members every year to ensure broadening
knowledge and perspective.

All members must be able to keep confidences and be supportive of people and the Catholic Church.
Members should be knowledgeable in the area of human resources and/or employment law while
understanding the Catholic Church, be objective, and attend and participate at scheduled meetings. The
leadership of the parish should always be informed of a committee’s plan to meet and its agenda.

It is important that the personnel committee have or develop a charter document. The charter document
needs to define whom the committee reports to, purpose, scope/perimeters, objectives, and responsibilities.
Similar to a job description for an employee.

Examples:
      Purpose Statement – The purpose of the standing personnel committee of St. Catherine is to foster
      and support to our leadership and employees with the tools they need to perform their ministry within
      the respective Federal and State laws, Archdiocesan and St. Catherine policies. Our role is to report to
      the Pastor.

       Scope – The personnel committee of St. Catherine will research and make recommendations on the
       personnel planning, personnel practices, and personnel relationships in accordance with best practices.

       Objectives:
          1. Create and respectively review job descriptions every two years.
          2. Assess our personnel needs and assist in hiring as requested by leadership.
          3. Develop and review personnel policies and the communication of the policies as requested and
              every two years.
          4. Facilitate training in harassment annually.
          5. Ensure yearly performance evaluations and an employee satisfaction annual survey.
          6. Other duties as assigned by parish leadership.

       Meeting Frequency: Minimum of quarterly and as needed.

       Roles & Responsibility:
          • Meeting Leader – Ask for agenda items; share agenda with members and parish leadership four
              days before the meeting; facilitate each agenda item on the day of the meeting; ensure
              involvement of all participants; summarize action items at the end of the meeting; follow up
              between meetings to ensure team is on track with items agreed during the meeting; and coach
              dysfunctional members.
          • Meeting Note Taker – Provide a written record of those in attendance, agenda items covered,
              decisions made, and action items (who is going to do what, by when) within three days of
              meeting date.
          • Meeting Member – participate, follow through on item(s) promised, support the group, and
              seek agreement if there are different views.

       Meeting Format:
         • Opening – Prayer, Minutes from previous meeting, and Agenda review.
         • Agenda Item – Open with background, ask for input, build on ideas presented, summarize, and
             agree on action.
         • Closing – Thanks and Prayer.

Responsibilities:
Occasionally, it may be easy for a personnel committee member get caught up in controversy or be persuaded
to venture in an area outside of the committee’s scope. Thus, the importance of identifying the
responsibilities of the personnel committee. Note: Reminder that the committee is advisory to the Pastor.
Following the responsibilities are extremely important to maintain and foster the health of the parish:

   1. Participates in personnel planning: assesses personnel needs, engages in job analysis, prepares and
       rates job descriptions, develops a salary scale/benefit package and monitors use of contracts if there is
       a school. Note: Contracts are for school teachers and principals only.
   2. Assesses the continually changing ministry needs of the parish and makes staffing recommendations
       to the pastor and councils.
   3. Develops a comprehensive approach to personnel practices based on sound personnel principles
       which are grounded in justice, consistent with legal aspects and Archdiocesan guidelines set forth in
       policies.
   4. Develops and periodically updates personnel policies and processes and effectively communicates
       these to appropriate persons/groups. Develops an employee handbook. Seeks input from individuals
       or groups affected by such policies.
   5. Develops an employee evaluation tool, a process, and monitors its effective implementation.
   6. Ensures that on-going records are being maintained of employee compensation, reimbursement, and
       use of vacation, sick days and other fringe benefits.
   7. Serves as a conciliation committee as the need arises and ensures the speedy resolution of problems.
   8. Convenes a search committee, when appropriate, for the hiring of new employees. Ensures equal
       opportunity of all applicants and promotes affirmative action in hiring decisions.
   9. Affirms and supports parish employees by providing opportunities for on-going education and
       development.
   10. Develops an orientation process for new employees and monitors its use.

Where to Start:
After the pastor/parish director/administrator selects membership, a list of projects may be brought forth or
flushed out based on the needs of the parish. Projects may include:

   1. Organizational chart that clearly defines the reporting structure of staff.
   2. Job descriptions for staff and key volunteers.
   3. Personnel policy guideline (employee handbook).
   4. Performance evaluation tool and recommendation on frequency of evaluation.
   5. Review of employee turnover and employee retention.
   6. Compensation and benefits reviewed for its impact on recruitment, retention, and budget.
   7. Recruitment and hiring procedures.
   8. Existing training and recommended training based on the employment and society environment.
   9. Employee involvement avenues that may encompass challenges, e.g., complaints & grievances.
   10. Recognition of and/or staff and volunteers.
   11. Work life balance, e.g., staff retreat etc.

Projects are meant to strengthen, nurture, and support the pastor/parish director/administrator and staff.

Resources:
• “Parish Personnel Guidelines and Resource Guide”
   This guide is designed to help parishes develop employee handbooks and gives resources helpful to that
   process. It is available on the archdiocesan “extranet”, by hitting “resources”, then hitting “manuals”, and
   then “Parish Personnel Guidelines and Resource Guide”. The direct address is:
   https://www.archmil.org/Resources/Parish-Personnel-Guidelines-Resource-Guide.htm
• “Parish Personnel Survey Report 2016-2017”
   This annual report gives salary and benefit averages at parishes throughout the Archdiocese of Milwaukee.
   It also includes information on compensation planning for parishes. It is available on the archdiocesan
   “extranet”, by hitting “resources”, then “more resources”, then “reports”, and then “Parish Personnel
   Survey Report”. The direct address is: https://www.archmil.org/offices/human-resources/Parish-
   Personnel-Survey-Report.htm Please note that this is a secured file and you must be logged into the
   website before you can access it.
• “Guidelines for Recruitment, Interviewing and Selection of Parish and School Personnel”
    This guide provides information on the search process. The first part of this form is available on the
   internet at:
   https://www.archmil.org/Resources/GuidelinesforRecruitmentInterviewingandSelectingParishandSchoolP
   ersonnel.htm
• Sample Job Descriptions – these are available for a variety of parish and school positions and can be
   accessed on the website at: https://www.archmil.org/offices/HR-parish-school/Sample-Job-
   Descriptions.htm
• Sample Evaluation Forms - these are available for a variety of parish and school positions and can be e-
   mailed to parishes by request.
• Open Job Listings – The archdiocesan web-site (archmil.org ) has an “employment” section in which
   parishes can post their open positions. There is no charge for this service and parishes can list the
   openings themselves. For more information go to https://www.archmil.org/Jobs.htm
• HR Review - This personnel system checklist is an evaluation that may be used for self-evaluation or on-
   site review and is intended for use by parishes, schools, and cemeteries within the Archdiocese of
   Milwaukee. Pastors/Parish Directors/Administrators, Trustees, and Director of Administrative
   Services/Business Managers and/or Principals may find this a helpful tool to review their internal controls
   with regard to personnel.
• Spark Notes* are also available on:
   • Difference between an Employee and Independent Contractor and a Volunteer
   •   Setting Employees Up for Success
   •   Medical Leave in Wisconsin
   •   Heathy Boundaries - Work Place Investigations
   •   Coaching Employees – when needed for Performance Improvement Plan or Written Warnings
If you have any questions, contact Director of Parish & School Human Resources at (414) 769-3370
Archdiocese of Milwaukee, 3501 South Lake Drive, PO Box 070912, Milwaukee, WI 53207-0912

*Spark Notes – A tool that offers the jest of a topic without reading several books.