Managing a private foundation with staff requires more than just focusing on its mission; it also demands careful attention to human resources. By addressing key HR questions, you can ensure your foundation is legally compliant, ethically sound, and a positive place to work. Below is a checklist to help guide your HR practices.
Advisors and Resources
- Board Oversight: Who on your board is responsible for overseeing HR? Do they understand employment practices and labor laws?
- Legal and HR Expertise: Do you have a connection with a labor law attorney or HR consultant? Reliable advice is crucial for navigating complex HR issues.
- Vendor Reliability: Are your external HR vendors, such as payroll and benefits providers, dependable and timely?
Policies
- HR Policies: What HR policies are currently in place, and are they sustainable for the long term?
- Communication: How are these policies communicated to staff and board members, particularly during hiring, performance reviews, and through employee manuals?
Work Environment
- Desired Culture: What kind of work environment do you want to cultivate at your foundation?
- Current Environment: Assess the current environment—what is working well, and what needs improvement to achieve your desired culture?
Compensation
- Compensation Guidelines: What are your policies regarding staff salaries, raises, board compensation, and benefits?
- Fair Compensation: How do you determine fair compensation compared to similar foundations? Is this process well-documented?
Hiring and Onboarding
- Recruitment Resources: Are you allocating enough resources for recruiting the right talent?
- Legal and Thorough Hiring: Are your interview and reference check processes thorough and in compliance with the law? Is your staff properly oriented and trained?
- Employee Handbook: Does every staff member receive and acknowledge an employee handbook that clearly explains policies such as benefits, performance reviews, and vacation time?
Performance
- Role Alignment: Are the right people in the right roles? If not, how can this be addressed?
- Clear Job Descriptions: Do you have clear job descriptions and supervision structures in place?
- Performance Assessment: Is staff performance regularly assessed and recognized? Are there opportunities for professional development?
Turnover and Succession
- Turnover Rates: Is turnover too high or too low? Are you losing the right or wrong people?
- Termination and Succession: Are terminations handled fairly and legally? Do you have a succession plan for key roles?
Compliance
- Labor Law Compliance: Are required labor law notices posted, and are employment files secured appropriately?
- Job Classification: Are jobs classified correctly under the Fair Labor Standards Act, and is Form I-9 documentation maintained?
- IRS Compliance: Are IRS forms (1099, W-2) filed on time and accurately? Are workers correctly classified as employees or contractors?
- Payroll and Policy Adherence: Are payroll withholdings timely, and is staff treated equally in terms of compensation and policy adherence?
- Safe Reporting: Does your staff have a safe way to report issues such as harassment without fear of retribution?
- Liability Insurance: Have you considered Directors and Officers (D&O) liability insurance? Are there any potential legal issues on the horizon?
By addressing these questions, your foundation can manage its staff in a way that is legally compliant, fair, and supportive of a positive work environment. Ensuring strong HR practices will not only protect your foundation but also help it thrive in achieving its mission.
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