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GettingTrustee Committeesout of the Weeds
andinto Strategic Conversations
Mo Copeland, Head of SchoolGretchen Reed, CFO
Jon von Behren, Director of Facilities
● Some things we’ve done that work Strategies and tactics at OES What works for you? Discussion
● Some things we’ve done that don’t Where things go off the rails Tales from the trenches. Discussion
Today’s workshop
● Great Board / Great Staff
Things that Work
Board of Trustees 2018-19
The Rt. Rev. Michael Hanley
Chairman of the Board
Elizabeth GeweckeBoard President
Dan BissellBoard Member
The Rev. CanonRobert BryantBoard Member
Dan Drinkward ‘95Board Vice President
Paul EhrlichBoard Member
Tabon ChangBoard Member
Mary Lou GreenBoard Vice President
Nancy BryantBoard Member
Pamela HummeltBoard Member
Adam Kobos ‘91Board Member
Brad LawlissBoard Member
The Very Rev. Nathan LeRudBoard Member
Malcolm McIver ‘82Board Treasurer
Georgina MiltenbergerBoard Secretary
Alicia MorissetteBoard Member
Sarah Raymond ‘91Board Member
Lucy ReynoldsBoard Member
Christopher RiserBoard Member
Kevin WalkushBoard Member
Jess WetselBoard Member
Mo CopelandHead of School
Advisor
Ben ChessarPresident, Alumni Council
AdvisorBoard of Trustees
Hilary O’HollarenAdvisor
Parent Community Link
Administrative Team
Peter KraftAssoc. Head of School
Asha AppelHead of Upper School
Sage CarterExecutive Assistant to
Head of School
Phillip CraigHead Chaplain
David LowellHead of Lower School
Liz MacDonellDir. of Advancement
Susan GundleDirector of Enrollment
Management
Gretchen ReedChief Financial Officer
Mo CopelandHead of School
Ann SulzerHead of Middle School
Jon von BehrenDirector of Facilities
● Great Board / Great Staff
Things that Work
● Work plan 2018-19
Board Work Plan: 2018-19
Board Work Plan: 2018-19 (cont)
Board Work Plan: 2018-19 (cont)
● Great Board / Great Staff
● Work plan 2018-19
● Charters
Things that Work
Charters: Finance Committee
Board Committee CharterFinance Committee
PurposeThe purpose of the Finance Committee is to ensure the financial sustainability of Oregon Episcopal School (the School) and provide guidance to the Board of Trustees for all policy decisions pertaining to financial planning and oversight.
It is responsible for recommending financial policies, goals, and budgets that support the mission, vision, and strategic goals of the School. The committee also reviews the School’s financial performance against its goals and proposes major transactions and programs to the Board.
ResponsibilitiesThe Finance Committee’s specific responsibilities include:
• Review Finance Committee charter annually and file and/or recommend changes to the Board by 30 days prior to last Board meeting
• Recommend finance related policies that maintain and improve the financial health and integrity of the organization, including fundraising
• Review and recommend an annual operating budget for the School• Review and recommend tuition for forthcoming school year• Review and recommend capital budget, including any capital projects and related financing• Review the financial aspects of major unbudgeted proposed transactions, and making
action recommendations to the Board• Monitor financial performance of the School as a whole against approved budgets, long-
term trends and industry benchmarks• Require and monitor corrective actions to bring the organization in to compliance with its
budget and other financial targets• Review and monitor the School’s administration and management of the 403(b) plan• Review and monitor the School’s cash investments
Charters: Finance Committee (cont)
Operational GuidelinesThe Finance Committee is a standing committee of the Board of Trustees and will meet at least 4 times per year, or when necessary at the call of the committee chair. Meeting dates and times are specified no later than July 1st for the year to follow.
The Finance Committee shall have no authority to bind the School, but shall be advisory to the Board.
Charters: Finance Committee (cont)
MembersThe Finance Committee shall consist of at least 10 but not more than 15 members, with a mix of both trustee and non-trustees and administrators. There shall be at least 3 more non-administrators than administrators. Membership will include:
• Committee Chair (appointed by the President)• Treasurer (appointed by the President, might be the same person as the Committee chair)• Chief Financial Officer (“CFO”)(or equivalent) • Head of School• Director of Advancement• Director of Facilities• Director of Admissions• Various Trustees• Other community members • And such other persons as may be designated by the President
The CFO will provide staff support to the committee.
Charters: Finance Committee (cont)
For purposes of voting on setting tuition and budget approval, staff will recuse themselves from the vote and not count towards a quorum.
The Finance Committee should seek members with experience in finance, accounting, banking, business, investment management, risk management, real estate management/development, nonprofit management and/or governance.
The Finance Committee will have two sub-committees: • Facilities Sub-committee• 403(b) Plan Sub-committee
Charters: Finance Committee (cont)
ReportsThe Finance Committee will monitor, review and discuss the following reports prepared by the business office/Chief Financial Officer:
• Detailed revenue & expenses report (statement of activities)• Assets and liabilities report (statement of financial position)• Report on status of capital spending on facilities(provided by Facilities Sub-committee) • Semi-annual report on cash investments• Investment reports (other than those managed by the Investment Committee)• Reserves report, including:
o Statement of Operating Reserveso Statement of Capital PPRRSM Reserves (”plant reserve”)o Allocation of “Surplus Funds”
• Debt report: evaluates and monitors long and short-term indebtedness• Report on the School’s 403(b) plan (employee retirement plan) provided by 403(b) Plan
Sub-committee• Report from Advancement Department on current fundraising
Charters: Finance Committee (cont)
Important documents and policies are available by clicking on the following links:
• 403(b) Plan Restatement 04-19-16• Draft Retirement Sub-Committee Charter 08-17• OES Operating Reserve Policy 04-21-15• OES Property Reserve Policy 04-21-15• Cash Management Investment Policy dated June 6, 2009
Charters: Finance Committee (cont)
● Great Board / Great Staff
● Work plan 2018-19, 2020
● Charters
● Finance Committee - Indicators, Long Term financial plan
Things that Work
Financial Indicators
Benchmarked Tuition Rates
OES Enrollment & Benchmarked # of Flexible Tuition Students
10-Year Financial Results and Projection
● Great Board / Great Staff
● Work plan 2018-19
● Charters
● Finance Committees, Indicators, Long Term financial plan
● Committee chairs
Things that Work
● Great Board / Great Staff
● Work plan 2018-19
● Charters
● Finance Committees, Indicators, Long Term financial plan
● Committee chairs
● Outside experts – Data and Consultants
Things that Work
● What are the things that are working for you?
● What are some tactics and/or processes that have been successful?
Group Work and Share Out
● Great Board / Great Staff
● Work plan 2018-19
● Charters
● Finance Committees, Indicators, Long Term financial plan
● Committee chairs
● Outside experts – Data and Consultants
Things that DON’T Work
CASH! A dead horse inherited
● Any really great anecdotes?
● What have you tried that didn’t work?
Group Work and Share Out
Stories from the Worm Hole
● Mo Copeland: copelandm@oes.edu
● Gretchen Reed: reedg@oes.edu
● Jon von Behren: vonbehrenj@oes.edu
Contact us!
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