Personnel Committee Primer

San Francisco Pride Celebration Committee, Inc.

Committee Structure & Authority

The Personnel Committee is one of the standing Board Committees of San Francisco Pride.

Reference: 2.2 Committee Structure, lines 32-33

Key Points:

The committee is chaired by the President
All Board committees’ authority is limited by the Bylaws (Article 7, Section 1)
Only Board directors may serve as committee members

Core Responsibilities

1. Human Resources Strategy

The Personnel Committee is responsible for monitoring the human resources strategy of the corporation.

Strategic Oversight:

Workforce planning and organizational design
Compensation and benefits strategy
Staff development and retention
Organizational culture and morale
HR policy development

2. Executive Director Performance Monitoring

The committee monitors the performance of the Executive Director.

Performance Management:

Set annual goals and objectives for the Executive Director
Conduct regular performance reviews
Provide feedback and coaching
Address performance concerns
Recommend compensation adjustments

3. Staff Management Oversight

The committee oversees the Executive Director’s management of other staff.

Oversight Areas:

Organizational structure and reporting lines
Staffing levels and resource allocation
Staff culture and working conditions
Compliance with employment laws
Risk management

4. Recruitment and Review

The Executive Director reports to the Personnel Committee on matters of recruitment and review of staff and the engagement of contracted services.

Committee Review:

Major hiring decisions
Position creation or elimination
Contractor engagement
Staff performance issues
Organizational changes

5. Grievance Committee Function

The Personnel Committee also acts as the grievance committee for personnel matters.

Grievance Responsibilities:

Hear employee grievances
Investigate complaints
Recommend resolutions
Ensure fair process
Protect employee rights

Reference: 2.2 Committee Structure, lines 32-33

Board of Inquiry Participation

Members of the Personnel Committee may be called to serve on a Board of Inquiry to address:

Disciplinary actions
Formal grievances between organizational volunteers

Board of Inquiry Composition:

At least three Board Members from:
- Personnel Committee members
- Community Affairs Committee members
- Officers
- Executive Director (advisory capacity, non-voting)

Reference: B.03 Disciplinary Action & Grievance Procedure, lines 31-33

Key Personnel Policies

Employee Handbook

The committee ensures the Employee Handbook is current and comprehensive.

Reference: F.01 Employee Handbook

Whistleblower Protection

The committee protects employees who report concerns in good faith.

Reference: F.03 Whistleblower Protection

Board Staff Expense Policy

Understanding expense policies ensures proper oversight of staff expenses.

Reference: C.03 Board Staff Expense Policy

Code of Conduct

All personnel matters should align with the organization’s Code of Conduct.

Reference: B.01 Code of Conduct

Executive Director Relationship

Reporting Structure

The Executive Director reports to the Board through the Personnel Committee.

Communication Channels:

Regular committee meetings with the Executive Director
Written reports on HR matters
Performance reviews
Strategic planning sessions

Support and Accountability

The committee balances support for the Executive Director with accountability:

Support:

Provide clear expectations and goals
Offer resources and professional development
Act as sounding board for challenges
Advocate for the Executive Director with the Board

Accountability:

Monitor performance against objectives
Address concerns promptly
Ensure compliance with policies
Recommend corrective action when needed

Confidentiality

Personnel matters are highly confidential. Committee members must:

Maintain strict confidentiality of all personnel discussions
Protect employee privacy
Follow data protection requirements
Discuss personnel matters only in executive session

Reference: B.05 Confidentiality

Important Considerations

Legal Compliance

The committee must ensure compliance with:

Federal employment laws (ADA, FMLA, FLSA, etc.)
California employment laws
San Francisco employment ordinances
IRS regulations for nonprofits
OSHA requirements

Best Practices

Executive Director Performance Reviews:

Conduct annually at minimum
Use written evaluation forms
Solicit 360-degree feedback
Tie to organizational goals
Document thoroughly

Conflict Resolution:

Address issues early
Maintain neutrality
Follow due process
Document all steps
Seek legal counsel when needed

Succession Planning:

Develop emergency succession plan for Executive Director
Identify potential internal candidates
Cross-train key staff
Document critical processes

First Committee Meeting

At the first committee meeting following the October Board meeting, the committee should:

1. Chair Confirmation

Confirm the President as committee chair (automatic per bylaws)

2. Organizational Matters

Review committee scope and responsibilities
Discuss meeting schedule for the year ahead
Submit annual meeting calendar to staff by January 1

3. Executive Director Performance Review Planning

Establish ED performance review timeline for the year
Review ED goals and objectives from previous cycle
Discuss evaluation criteria and process

4. HR Strategic Planning

Review organizational staffing needs
Discuss upcoming HR priorities
Assess staff development needs

5. Grievance Committee Role

Review grievance procedures
Discuss any active or pending grievances
Ensure committee members understand process

Suggested Meeting Cadence

Recommended Frequency: Monthly or Bi-Monthly

Rationale:

Regular Executive Director check-ins required
Ongoing HR oversight needed
Grievances may arise requiring prompt attention
Performance review cycle requires consistent engagement

Meeting Duration: 60-90 minutes

Executive Session: Personnel Committee meetings frequently involve confidential matters and should often be conducted in executive session (Board members only, no guests).

Best Practice: Schedule quarterly in-depth sessions with the Executive Director for comprehensive performance discussions, and monthly or bi-monthly brief check-ins for ongoing matters.

Annual Calendar

October-December

October: First committee meeting; confirm chair; plan ED evaluation cycle
November-December: Conduct annual ED performance review; set goals for new year

January-March

January: Submit annual meeting calendar to staff (by Jan 1); review ED goals progress
February-March: Q1 ED check-in; review any HR strategic initiatives

April-June

April-May: Mid-year ED performance check-in; assess staff needs for Pride event
June: Monitor Pride event staffing; support ED during busy season

July-September

July-August: Review ED mid-year performance; prepare for annual review cycle
September: Prep for new Board; identify any HR succession planning needs

Key Deadlines:

January 1: Annual meeting calendar due to staff
November-December: Annual ED performance review
As needed: Board of Inquiry hearings (within timeline specified in disciplinary procedures)

Reference: Annual Timeline

Key Documents to Review

2.2 Committee Structure - Committee scope and authority
F.01 Employee Handbook - Personnel policies
F.03 Whistleblower Protection - Protection policies
B.03 Disciplinary Action & Grievance Procedure - Grievance process
B.01 Code of Conduct - Conduct standards
B.05 Confidentiality - Confidentiality requirements

Questions?

For questions about committee responsibilities or personnel matters, please contact:

Board President (Committee Chair)
Executive Director
Legal Counsel (for legal questions)

Document Prepared: January 4, 2026