Board Committee Descriptions

Overview Board Members Meeting Schedule & Minutes Board Committees

The following four committees meet independently around specialized concerns and report back to the larger Board of Trustees. See below for more detailed information about the purpose and responsibilties of each committee.


The Governance and Board Sustainability Committee

A Standing Committee of the Board of Trustees of the Hilltown Cooperative Charter Public School

Committee Description Revised July 2016

Purpose: The purpose of the Governance and Board Sustainability Committee (GABS) is to ensure that the governance of the Hilltown Cooperative Charter Public School is functioning smoothly and in compliance with state law and to ensure the sustainability of the board through recruitment and succession planning for officers and committee chairs.

Responsibilities and Goals:

  1. Recruit Board of Trustees members and assist with recruitment of board committee members.
  2. Provide orientation and training to board members.
  3. Ensure adherence to and assess any need for and propose changes to the by-laws.
  4. Ensure that the Board of Trustees Resource Notebook is maintained both digitally and on paper.
  5. Monitor the progress of the implementation of the Long Range Plan.
  6. Make sure the members of the Board of Trustees and their committees are known to the school community and that their roles and responsibilities are clear.
  7. Maintain records of GABS meetings and provide monthly reports to the Board of Trustees.

The Finance Committee

A Standing Committee of the Board of Trustees of the Hilltown Cooperative Charter Public School

Committee Description Revised March 2016

Purpose: The purpose of the finance committee is to make recommendations to the Board of Trustees on any school matters of financial substance and to review and recommend action to the Board of Trustees on any loans.

Responsibilities and goals:

Budgeting:

  1. Review Budget Projections
  2. Review Financial Statements
  3. Approve quarterly budgets, review revisions
  4. Recommend any changes or modifications to drafts of budgets for Board of Trustees approval
  5. Approve budgets for fiscal viability and recommend to the Board of Trustees for action
  6. Appoint a member to review bank statements and other documents periodically in order to provide some check on the administrator’s financial management

Annual Audit:

  1. Participate in the Acceptance process of audited financial statements
  2. Recommend board action on annual fiscal audit
  3. Oversee implementation of audit recommendations from auditor
  4. Assure compliance with any changes to reporting regulatory or accounting standards

Record-keeping:

  1. Maintain minutes of proceedings so that a record is available concerning the decision-making process

The Personnel Committee

A Standing Committee of the Board of Trustees of the Hilltown Cooperative Charter Public School

Committee Description Revised February 2016


Purpose: The purpose of the personnel committee is to develop and apply policies related to hiring staff and managing the conditions of employment in ways that fit with the school’s charter and mission.

Responsibilities and goals:

  1. Research relevant issues and make recommendations to the Board on possible resolution
  2. Investigate ways to improve the working conditions of staff to encourage good morale and limit staff turnover, within the practical constraints that exist
  3. Create standards for handling personnel matters that can be clearly and fairly applied to individual situations
  4. Ensure that relevant labor law and regulatory guidelines are honored
  5. Maintain committee membership such that non-parent input is available for balance and objectivity
  6. Maintain minutes of proceedings so that a record is available concerning the decision-making process


The On-Site Committee

A Standing Committee of the Board of Trustees of the Hilltown Cooperative Charter Public School

Committee Description Revised September 2014

Purpose: Assist School administrators in the maintenance and improvement of the school building and grounds. Pursue ancillary goals, such as securing adequate playing fields and improving access to area resources, such as the bike trail, public bus stops, and Arcadia. Work with the School administration to make the operations of the school property as efficient and cost effective as possible. Explore long-term site control options.

Responsibilities and Goals: The Committee shall advise on repairs and capital improvements or renovations to the school’s building and grounds. The Committee may, with BOT approval, contract with professionals to perform necessary design or construction work. The Committee may also organize volunteers within the school community to help make the necessary improvements to the school site. Necessary improvements are those needed in order for the school to have a safe, healthy environment and for the site to meet the school’s programmatic and curricular needs.

The preferred size of this Committee is 6-8 members. Some of the specialized skills and experience which can contribute to the resources of the On-Site Committee include construction experience, project management, financial expertise, public project oversight and development, architectural or engineering skills, landscaping and landscape design, interior and lighting design, as well as the ability to devote the necessary time to help with the Committee’s work.

The On-Site Committee typically meets once a month on a mutually agreed upon day and time. The Committee is chaired by a member of the Board of Trustees. Committee meeting times are posted and meeting minutes are submitted to the Board of Trustees.
At the beginning of each school year, the BOT and Committee will agree upon a work plan for the coming year, which may be amended, as needed, by mutual consent during the year.