gettingtrustee committees out of the weeds and into strategic … · 2019-03-08 · gettingtrustee...

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


Things that Work

● Work plan 2018-19

Board Work Plan: 2018-19

Board Work Plan: 2018-19 (cont)



● 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.


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.


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


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


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



● 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



● Charters

● Finance Committees, Indicators, Long Term financial plan

● Committee chairs

Things that Work



● Charters



● 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



● Charters



● 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: [email protected]

● Gretchen Reed: [email protected]

● Jon von Behren: [email protected]

Contact us!

gettingtrustee committees out of the weeds and into strategic … · 2019-03-08 · gettingtrustee...

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