Advance Copy: subject to the approval of the committee PERSONNEL COMMITTEE March 30, 2015 Members present: Kim Trisciani, Robert Duhaime, Ralph Rojas, Angela Roussel-Roberge, Steve Guyer, and Susan Dunton Regrets: Pat McDermott, Claudie Mahar, Alicia Harvey-Smith Also attending: Sara Sawyer, Richie Coladarci, and Jeanne Herrick The meeting was called to order at 1:07 p.m. at NE Delta Dental, Concord, NH 1. Approval of the November 25, 2014 Meeting Minutes VOTE: The Committee, on motion of Mr. Duhaime, seconded by Mr. Rojas, voted unanimously to approve the November 25, 2014 meeting (joint meeting with Finance Committee) minutes as presented. 2. Committee By-laws It was noted that the by-laws were approved by the committee on September 8, 2014 except to make the format consistent with other committee by-laws as developed by the Governance Committee. Attorney Herrick Jeanne opened discussion on a few topics: can someone other than the chair call a meeting; the need to appoint additional members to the committee; vice-chair presiding in the absence of the chair. She added that the committee may want to address which other members would be part of the committee. The audit committee and governance committee have chosen not to add outside members to the committee (advisory committee members etc.) Discussion followed. The reason given was the nature or sensitivity of some of the topics discussed.
VOTE: The Committee, on motion of Mr. Guyer, seconded by Mr. Rojas, with changes to approve the recommended changes under meetings in the prior approved Personnel Committee meeting by-laws. CCSNH Board of Trustees Human Resources Committee Statement of Purpose To ensure integrity and effectiveness of human resources policies, programs, and systems, facilitation of effective employee engagement and organizational development, and compliance with legal and regulatory requirements. Membership The Human Resources Committee shall consist of at least five members appointed from the members of the CCSNH Board of Trustees. At any meeting, three (3) members shall constitute a quorum and a vote of three (3) members shall be required to authorize action by the Committee. The members and chair of the Human Resources Committee shall be appointed by the Chair of the Board of Trustees. At least one member of the Committee shall have past or current employment experience in human resources, labor relations, or other comparable experience or background. The Chancellor or designee shall participate in the Human Resources Committee activities in order to promote the exchange of information. Meetings The Committee shall meet at least three (3) times per calendar year and at such other times at the call of the Committee Chair, Vice Chair of the Committee, the Chair of the Board, or the Chancellor. Any Committee member may request that the Committee Chair or Vice Chair call a meeting. Responsibilities The Human Resources Committee acts on behalf of the Board of Trustees to oversee employment policies, collective bargaining, compensation and benefit programs, employee and labor relations, employee engagement and organizational development, recruitment and retention, and regulatory compliance. Its role includes approving and recommending policies and compensation and benefit programs for personnel exempt from the collective bargaining process;
overseeing collective bargaining efforts; reviewing and recommending human resources system enhancements and organizational development and employee engagement initiatives; and monitoring compliance with legal, ethical, and regulatory requirements. The Human Resources Committee shall establish policies, which describe the authority and responsibilities of the Committee and CCSNH leadership and clearly present the content and timing of communications to the Board of Trustees. Special Authorities In order to effectively carry out its responsibilities, the Human Resources Committee shall be authorized to access internal and external information relevant to human resources and review new system-wide HR initiatives or changes to existing programs, systems or policies that materially impact personnel. This authority includes the authority to utilize CCSNH staff and external resources as needed to fulfill the Committee s responsibilities. 3. Applicant Tracking System Implementation Mr. Coladarci shared information about introducing an applicant tracking system to facilitate the automation and streamlining of the recruitment process across CCSNH institutions, improve the candidate experience, and to track metrics to guide better decision-making. This project was identified from the 2014 strategic plan to improve HR operations through technology. Following a thorough search of the marketplace by an internal cross-college and cross-functional committee committed to this project, the search was narrowed to three solutions that best fit the criteria developed by CCSNH. The committee ultimately selected HRM Direct, a cloud-based applicant tracking system. The implementation date is April, 2015. CCSNH signed an initial two-year contract for the cloud-based applicant tracking system. The first year cost is $15,120 and the second year cost is $16,000. 4. Update on Employee Engagement Initiatives Mr. Coladarci reminded everyone about the CCSNH Employee Engagement Survey that was conducted in 2014, the overall results of which were presented to the Committee in September by Julie Lynch, IDG Research Services. Of our approximate 2400 employees surveyed, 830 responded. This project was also a product of our strategic plan and our goal to be an employer of choice. Overall, it was encouraging to see that employees are generally proud to work for CCSNH, have a passion for what we do and feel that their contributions make a
difference. Across all institutions, however, there were concerns that additional attention needed to be paid to communication as well as staff development/ training. Efforts continue to be made in both areas, including the development of training resources and related content as well as the redesign of an employeeonly intranet portal to become a vehicle for more regular and transparent information, especially as related to progress towards our strategic initiatives. Over the last several months, however, we have focused our attention on sorting and examining the data at the individual college level, where information can have greater positive impact. By partnering with college presidents, HR Officers and institutional researchers we sought ways to capitalize on strengths and address areas of concern. This included helping prepare and disseminate institution-specific survey results; identifying and sharing best practices across colleges; and setting up targeted roundtables and response teams to help develop and implement recommended solutions. Dr. Dunton shared examples of what NHTI is doing with this information, citing that the survey has been a useful tool with outcomes. Similar efforts were made at the Chancellor s office in February with the launch of an employee developmental initiative called SHARE. 5. CCSNH Human Resources Planning and Development Quarterly Mr. Coladarci brought forward the idea of issuing a quarterly Personnel Committee update for the full Board of Trustees. Items such as discussions from today s meeting, would be included. Discussion followed. Attorney Herrick shared what was discussed at the Governance Committee today. Trustee Holloway indicated that he has asked the Chancellor to give the Board weekly or bi-weekly updates and information. Ms. Herrick will develop a format. The purpose of the report would be noted as well as being sure we are addressing the right-to-know law. All were in agreement to have Mr. Coladarci and Ms. Sawyer prepare a quarterly update. 6. Non-public Session VOTE: The Committee, on motion of Mr. Rojas, seconded by Mr. Duhaime, voted by roll call vote to conduct a non-public session for the purpose of discussing personnel/compensation issues, and noted that such a non-public session is authorized by RSA 91-A:3, II (a) and the Board s executive and deliberative privileges. Each member recorded his or her vote on the motion, which passed by the unanimous vote of all members present.
The meeting moved to non-public session at 2:10 p.m. The meeting reconvened at 2:22 p.m. Upon reconvening in public session, it was noted by Ms. Trisciani that no votes were taken in non-public session. 7. Other No other items. Next Meeting: June 15, 2015 at 1:00 p.m. at NE Delta Dental The meeting adjourned at 2:23 p.m. Respectfully submitted, Marie Anne Mills Executive Assistant to the Board of Trustees
PERSONNEL COMMITTEE March 30, 2015 NON-PUBLIC SESSION Members present: Kim Trisciani, Robert Duhaime, Ralph Rojas, Angela Roussel-Roberge, Steve Guyer, and Susan Dunton. Also attending: Sara Sawyer, Richie Coladarci, and Jeanne Herrick The non-public session was called to order at 2:10 p.m. Discussion followed on personnel and compensation issues. No votes were taken. The non-public session adjourned at 2:22 p.m. Respectfully submitted, Marie Anne Mills Executive Assistant to the Board of Trustees