HRAC Meeting Minutes - Drafted by Leslie Houston

Monday, October 3, 2022
Gatehouse Administration Center Room 5055
6 p.m. to 8 p.m.

The meeting was held in person (no hybrid/on-line option) and was attended by the following personnel:

• Sherry Wilson, Assistant Superintendent, Department of Human Resource / HR Department Liaison
• Stacey F. Davis ED to Assistant Superintendent, Department of HR
• Mie Devers, Diversity Recruitment and Retention Administrator
• Karen Bryan, Chairperson - Support Employees’
• Beth Eachus, Hunter Mill District
• Laverne Henson – At Large – Karen Keys-Gamarra
• Anita Branch, At Large- Abrar Omeish
• Cheryl Larsen – Mount Vernon District
• Janet O’ Lare – At Large – Rachna Sizemore Heizer
• Leslie Houston, President – Fairfax Education Association (FEA)
• Patty Barbour, Fairfax County Federation of Teachers (FCFT)       

Agenda

• Introductions
• Review of Agenda
• Operating considerations, Including FOIA and a applicable FCPS regulations/directive
• 2022-2023 Committee Charge
• Committee Norms
• Nomination and Selection of Committee Chairperson, Co-Chair and Secretary
• Agenda Setting
• Wrap-Up

Operating Considerations, including FOIA and applicable FCPS regulations/directives – Dr Wilson

• Policy 1710.18 – Dr Wilson highlighted our purpose and the policy of the HRAC. Purpose and the charge.

• Solicit input from community members to inform our discussions.
• Discussed length of terms on the board
• Anything we discuss is subject to FOIA based on the Virginia Freedom of Information Act.

2022 -2023 Committee Charge – Beth Eachus, HRAC Chair and Abrar Omeish, SB Liasion

Beth Eachus –

• Our charge was very broad and because of it was so broad our committee struggled.
• At the end of last year, we took a step back to talked about the different areas we addressed of 4 to 5 years.
• Recommendations were not heard.

Abrar Omeish

• The charge is too broad to be helpful.
• Offer an idea for the charges.
• The employee Bill of Rights was stalled because of collective bargaining.
• Diversity recruitment is a constant theme off concern.
• Diversity plan can be much more cohesive, actionable, and innovative.
• Person in HR in diversity

Committee Norms - Committee

• DEIBS – Cohort with intentionality for staff and leadership.
• We talking about retention if only the educators believe in diversity, that building is not completely embracing diversity.
• No transparency, no accountability in FCPS
• Dr Wilson wants us to be data driven.  The data will direct us in the direction we want to go.
• This goes way beyond HRAC
• Cost, schedule and performance – what do we have in terms of resources?
• Would love to have the input into our plan
• Dr. Wilson has begun to get turn over data.
• Data has been an issue for this committee
• Dr Wilson expressed that the work of this committee has to be based on data
• Abrar – Team needs to identify what data points they would like to request
• People feel overwhelmed and putting in the time to help colleague can be daunting.

Nomination and Selection of Committee Chairperson, Co-Chair and Secretary – Abrar Omeish, SB Liaison

• Laverne Henson was nominated as chair

• Committee will be looking for co-chair and secretary

Agenda Setting- Chair

• Dr Wilson will get Data
• Laverne will be in contact with Dr Wilson and Mrs. Davis before moving forward
• Laverne will draft email to HRAC Members about attendance.

Agenda Setting - Chair

Meeting Schedule for 2022-2023

HRAC Meetings (6 p.m. to 8 p.m.) in Gatehouse Administration Center Room 5055

• Monday, October 3
• Monday, November 14 (second Monday due to Election Day on November 8)
• Monday, December 5
• Monday, January 9
• Monday February 6
• Monday, March 6
• Monday, April 10 (second Monday due to Spring Break on April 3)
• Monday, May 1
• Monday June 12

HRAC Meeting Minutes  

Monday, November 14, 2022
6 p.m. - 8 p.m.

Chairperson Laverne Henson called the meeting to order at 6:00 p.m. and concluded at 7:58 p.m .  The meeting was held in person (no hybrid/on-line option) and was attended by the following personnel:

• Sherry Wilson, Assistant Superintendent, Department of Human Resource / HR Department Liaison
• Mie Devers, Diversity Recruitment and Retention Administrator
• Anita Branch, At Large – Abrar Omeish
• Mimi Dash – Providence District
• Elizabeth (Lisa) Griffin – Braddock District
• Laverne Henson – At Large – Karen Keys-Gamarra
• Cheryl Larsen – Mount Vernon District
• Dionne McGlothin – Sully District
• Janet O’ Lare – At Large – Rachna Sizemore Heizer
• Lawrence Webb – Springfield District
• Haskew Pearson – Student Representative
• Sylinda Banks, President – Fairfax Alliance of Black School Educators (FABSE)
• Leslie Houston, President – Fairfax Education Association (FEA)
• Patty Barbour, Fairfax County Federation of Teachers (FCFT)       

In advance of the meeting, members were provided HRAC Diversity Data slides that included Division Wide and District statistics as well as some information about the Number of Talent Acquisition Management (TAM) employees responsible for diversity, recruitment, and instructional employment/hiring.

The agenda included a welcome, introduction, review of agenda and 45 minute interactive briefing/discussion with Mie Devers, Diversity Recruitment and Retention Administrator.  Nomination and Selection of committee roles included selection of Mimi Dash as Deputy/Vice Chair and Cheryl Larsen as Secretary.

Action Items for next meeting included:

• Dr. Wilson to provide updated organization chart to HRAC members.
• Janet O’Lare to provide last year’s charge to HRAC members.
• Mie to provide slides that were briefed during the meeting to HRAC members
• Anita Branch recommended read-ahead slides include a map of FCPS districts with coding of what schools are in what district to better orient HRAC members.
• In closing remarks, Dr. Wilson indicated the new Acting Director of Talent Acquisition Management would attend the next meeting and Mie Devers would assist with near term continuity.
• Future meetings likely to include sub committees responsible for delivering recruiting and retention initiatives for FCPS school board consideration.

HRAC Meeting Minutes  

Monday, December 5, 2022
6 p.m. - 8 p.m.

Meeting Norms

• Be Punctual
• Be Prepared
• Be Participatory
• Be Positive
• Be Productive

Agenda

Time	Topic	Who
6:00 p.m. to 6:10 p.m.	Welcome and Opening Remarks	Laverne Henson
6:10 p.m. to 6:15 p.m.	Review of Agenda	Laverne Henson
6:15 p.m. to 7:00 p.m.	Talent Acquisition and Management (TAM) Presentation	Mitsuko Clemmons-Nazeer
7:00 p.m. to 7:30 p.m.	Document Review (Bylaws, SB 2022 Charge & SB 2021 Board Results/Org Chart)	Abrar Omeish/ Dr. Wilson
7:30 p.m. to 7:50 p.m.	Subcommittee Breakout	Committees
7:50 p.m. to 8:00 p.m.	Action Item Review	Laverne Henson
8:00 p.m.	Call for Motion to adjourn	Laverne Henson

The meeting started at 6 p.m.

Attendees:

• Sherry Wilson, Assistant Superintendent, Department of Human Resource / HR Department Liaison
• Shareem Annan - Dranesville District
•  Anita Branch, At Large – Abrar Omeish
• Leonard Bumbaca - Mason District
• Mimi Dash – Providence District
• Elizabeth (Lisa) Griffin – Braddock District
• Laverne Henson – At Large – Karen Keys-Gamarra
• Cheryl Larsen – Mount Vernon District
• Janet O’ Lare – At Large – Rachna Sizemore Heizer
• Lawrence Webb – Springfield District
• Haskew Pearson – Student Representative
• Sylinda Banks, President – Fairfax Alliance of Black School Educators (FABSE)
• Karen Bryan - Support Employees’ Association (SEA)
• Leslie Houston, President – Fairfax Education Association (FEA)
• Patty Barbour - Fairfax County Federation of Teachers (FCFT)    

Opening Remarks:

• Minutes from previous meeting will be updated and posted in January
• Timeline for reporting documents and order of protocol and approval using the RACI model
• Responsible - School Board - Abrar Omeish
• Accountable - Assistant Superintendent - Dr. Wilson
• Consulted - HRAC Committee
• Informed - Subcommittees

2/6 – have questions for Dr. Reid available for committee chair to synthesize.

TAM Presentation  -  Mitsuko Clemmons-Nazeer, Acting Director of Talent Acquisition and Management

Collective Problem Solving 

Competition(HRAC ideas and questions)	Updates with TAM
Starting Salary	Creating Care Culture
Relocation Packages/Bonuses	TAM Reorganizing and Hiring(currently understaffed)
Recruitment Supports and Funding	Working collaboratively with other HR teams like Comp and Benefits to create opportunities
	Assessing the current recruitment needs and services

Discussion about why HR is short staffed and having a hard time attracting people – salaries are not competitive, affordable housing, supplemented by FCPS, goes to 1^st responders – not teachers.  HR is a profession, not something for just anyone to go into and be successful at.  Directors are looking at current regulations to see what can be changed to open up pathways to hiring.

Meeting Candidates Needs	Updates
FCPS/TAM strengthening candidate care for applicants	TAM reorganizing and Hiring
Faster/efficient contact and processing of candidates	Building relationships with Principles and Program Managers
Individual/Personalized connection with the candidates	Streamlining processes and SOG
Being able to connect candidates with specific schools	Focusing on the delivery of customer service

HR looking at reorganization – is the issue with the structure or the budget or shortage of staff?  

Career Quest – no notification at the school level when someone applies for a position through Career Quest.  TAM sets a “status” on each application – if someone is not qualified it will be noted.

Database needs to be cleaned up – people hired need to be removed.  Looking in to posting jobs individually to avoid this.  Also placing a “status” on each application – that may be subjective so they would rather teach administrators what minimum qualifications are necessary.  HR does not have enough staff to post every job.

TAM has 45 jobs and 7 openings currently – do not have a current director.

Any sort of “grow your own” to attract HR personnel?  Not currently.  Would have to be a fairly significant training program.  Training is expensive and time consuming.  If county invests in programs or cohorts we want people to stay to recoup the county’s investment.

Culture of FCPS	Updates
How to ensure that teachers of color thrive in every FCPS school through the culture of belonging and cultural responsiveness	Create safe and inclusive spaces – Cohort work, International Hiring
	Collaborate with Legal Services and PD for new learning experiences and training
	TAM will include equity and inclusion work in its job descriptions

Document Review from May 2022 HRAC Committee Report:

• Review of Recommendations from last year – no movement on the Employee Bill of Rights by the School Board.  Haskell will ask the student rep to the school board to help promote this.
• HR is working on trying to get more results from exit surveys – sent to personal emails instead of FCPS email since the employee has left.

Changes being made at the District level of a condensed Org chart.  Brief look at the links on the FCPS website and review of Officers that report to the Superintendent. New chart will be shared when it is ready.

School Board Charge:  no new one created this year, yet.  Abrar Omeish is responsible for a new one if needed.  Dr. Wilson will work with her to draft one.  They discussed that it was important for the committee to hear what was going on in their offices.  Diversity is a major focus.  Current committee discussions are in the right direction.  Charge must be approved by the School Board chair.  

Bylaw Article IV C. – can we change it so that all members can vote, not just board nominated members?  Members at Large and Association reps are here by invitation and that is why they are not voting members.  

Subcommittee Breakout

Areas of Opportunities:

Competition: FCPS as a competitive division compared to other school systems:

• Lawrence Webb * Lead

• Janet O’Lare

• Tiffany Pryce

Candidate Care: FCPS/TAM strengthening candidate care for applicants

• Leonard Bumbaca  * Lead
• Cheryl Larsen
• Karen Bryan
• Patty Barbour  * Recorder
• Leslie Houston
• Dione McGlothin

Culture of Belonging in FCPS

• Elizabeth Griffin  * Lead
• Shareem Annan
• Haskew Pearson
• Mimi Dash
• Sylinda Banks
• Anita Guyther-Branch
• Todd Wyatt

Presentation Instructions/ Brief Out Due Date Jan 9, 2023

1. Each person selects one area of opportunity.
2. Each area of opportunity group must align the TAM services with that of the area of opportunities and identify and prioritize three services you are recommending:

• TAM should stop doing; 
• TAM should start doing; and 
• TAM should continue doing; 

3. Provide your reason for change and recommendations for change.  Changes should be research based.
4. Select a recorder and subcommittee chair to lead the group and brief out your results at the January 9, 2023 Meeting.  You have 15 minutes per area of opportunity to brief your results.

Services should be research based.

Action Items

• Haskell will ask the student rep to the school board to help promote the Employee Bill of Rights.
• Dr. Wilson will work with Abrar Omeish to draft a charge for this year and get it approved.
• Committee will write up something to help outline the charge for the year to help Abrar Omeish to draft it.
• Anita will check on ability to meet virtually.  Both as a whole group and the subcommittees.
• If subcommittees meet virtually, should the meeting be recorded?  Written notes are expected.
• All members should read Bylaws and send comments and questions to chairs by Friday.
• Work from last year has disappeared from the website.  Stacey is going to check on it.
• Mitsuko will join the team each month as a subject matter expert (SME)
• Mitsuko will update the presentation and provide a copy to the committee
• Committee will complete Area of Opportunity alignment with TAM services  due 9 Jan
• Dr Wilson and Mitsuko will verify the applicant portal for notification that Ms. Banks indicated there is no loopback after applicants apply.

Meeting adjourned at 8:15 p.m.

Meeting Schedule for 2022/2023:

HRAC Meetings (6:00 p.m. to 8:00 p.m.) in Gatehouse Administration Center Room 5055

• Monday, October 3, HR Presentation & Committee Charge     
• Monday, November 14 (second Monday due to Election Day on November 8) Diversity Hiring
• Monday, December 5, Talent Acquisition and Management (TAM)
• Monday, January 9, Business Services and Benefit Services
• Monday, February 6, Equity and Employee Relations (EER)
• Monday, March 6, Dr Reid, Superintendent Visit
• Monday, April 10 (second Monday due to Spring Break on April 3) Draft Report Development and Review
• Monday, May 1
• Monday, June 12