Committee Charter Builder

The Recruitment & Retention Committee exists to address the decline in membership over the last three years while call volume continues to rise. The committee will build and maintain a recruitment pipeline, streamline the application process, and improve new-member retention through the first year of service. This standing committee supports the department's operational capacity and sustainability by ensuring a steady flow of qualified, engaged personnel.

• In scope: recruitment materials and messaging, application process steps and timelines, onboarding checklists and new-member support practices, applicant pipeline metrics and retention data, and recommendations for improvements to these areas.
• Out of scope: final approval of budget requests, adoption of policy changes, personnel decisions regarding individual applicants or members, and compensation or benefits policy.

• The committee may recommend changes to recruitment materials, application steps, and onboarding practices to the Sponsor.
• Any budget request or policy change arising from committee recommendations requires approval by the Chief before implementation.

• Chair: Captain
• Sponsor: Deputy Chief of Operations
• Members: Five to seven individuals drawn from both career and volunteer ranks, including at least one recently onboarded member to provide perspective on the new-member experience.
• Quorum: A simple majority of the current membership.

• Analyze current recruitment and application processes to identify barriers and inefficiencies
• Develop and recommend updates to recruitment materials and outreach strategies
• Design and recommend revisions to the application process to reduce time-to-hire
• Create and refine onboarding practices and checklists to improve first-year retention
• Track and report on applicant pipeline numbers, hiring timelines, and retention metrics
• Present findings and recommendations to the Sponsor for consideration

• The committee meets monthly at [day/time to be determined by Chair and membership].
• Quorum is required to conduct official business. Decisions are made by consensus where possible; if a vote is necessary, a simple majority of those present carries the motion.
• The Chair is responsible for preparing an agenda, recording decisions and action items, and communicating outcomes to the Sponsor.

• Updated recruitment plan: due within 90 days of committee formation
• Revised onboarding checklist: due within 120 days of committee formation
• Quarterly report on applicant pipeline numbers, time-to-hire, and first-year retention rates compared to the prior three years

• The committee reports to the Deputy Chief of Operations (Sponsor) on an ongoing basis and provides a summary report to the Chief quarterly.
• All deliverables and recommendations are submitted through the Sponsor for review and decision-making authority.

• This charter is a standing committee charter and will be reviewed annually by the Sponsor and Chair to ensure alignment with department needs and current practices.
• Approval signature line:
• Chair (Captain): _ Date: _
• Sponsor (Deputy Chief of Operations): _ Date: _
• Chief: _ Date: _