Committee Work Plans Dec2013

Giddens School Board of Trustees 2013 - 2014 Work Plan 

Introduction

The board's workload this year consists primarily of efforts to implement the NWAIS recommendations to complete our re-accreditation next summer and efforts to search for the next Head of School. We will be reviewing and, as needed, updating our strategic plan, which will guide our school for the near term to allow for a sustained long term. We will develop a 3 - 5 year financial plan, including an investment policy, to ensure adequate stewardship of the resources entrusted with us. We will create and execute an effective fundraising and development plan so that we can continue to live up to our vision and values of inclusiveness and, at the same time, be thankful for the generosity of so many in our community who give so selflessly to our cause. We will evaluate our facilities needs and make recommendations that are consistent with our strategic plan and our vision for the future. We will develop and implement a sound succession plan for school leadership positions, realizing that all great leaders want to see the organization they have cherished and shepherded continue to thrive under effective leadership long after they are gone. We will assemble a search committee to lead the efforts to find the next Head of School. And, we will implement improved processes for identifying, on boarding, and evaluating the effectiveness of the Giddens School board of trustees. While this is not an exhaustive list of initiatives the board will undertake this year, these are our priorities.

This work plan provides some specificity on how each committee will work to accomplish these overall board objectives. The board's current standing committees include Finance, Development, Governance, and Facilities. We have two ancillary committees that are not currently chaired by board members: Diversity and Information Technology. Lastly, in November the board approved a Search Committee, which is charged with managing the process for finding the next Giddens Head of School. 

1

Annual Work Plan: Governance Committee

Task/Goals

September

October

Membership (To secure members for committee)

Secure committee members and set meeting schedule

Re-evaluate membership as needed

Continue

Continue

Continue

Continue

Continue

Document 14-15 membership needs and approaches

Board Reports

Report committee activities to board

Continue

Continue

Continue

Continue

Continue

Continue

Provide packet with all board reports

Annual Work Plan Calendar

Create annual work plan calendar

Make corrections as needed

Make corrections as needed

Make corrections as needed

Make corrections as needed

Make corrections as needed

Make corrections as needed

Draft 14-15 calendar and work plan

Board Evaluation

Survey Board members regarding efficacy of Board Retreat

Review surveys and propose changes for the following year’s retreat

Develop board Conduct mid point and committee board and evaluations committee evaluations

Plan and execute committee evaluation based on committee work plan

Plan and execute board evaluation based on all committee work plans

Board orientation and continued education

Conduct trustee orientation with chair, head, and other trustees

Consider what training board members need

Develop a plan to educate board members

Board ByLaws

November/ December

January

February

March

April

May

Plan Fall Board Retreat and New Board Member Orientation Review school By-Laws

2

Draft any changes

Get approval for changes

List any ByLaws changes

Annual Work Plan: Facilities Committee

Task/Goals

September

October

Membership (To secure members for committee)

Secure Committee members and set meeting schedule

Re-evaluate membership as needed

Continue

Continue

Continue

Continue

Continue

Document 2014-15 membership needs and suggested approaches

Board Reports

Report committee activities to Board

Continue

Continue

Continue

Continue

Continue

Continue

Report to Board with annual summary

Annual Work Plan Calendar

Create annual Work Plan Calendar

Manage to Calendar, make course corrections

Continue

Continue

Continue

Continue

Continue

Draft 2014-15 Calendar based on 2013-14 learnings

Establish Facilities Committee Authority

Develop At board level, resolution for seek passage Board approval of resolution. to remain at current site and pursue other space options.

Facilities Options

Determine board questions regarding resolution.

At committee level, begin thorough investigation of various options to meet space needs.

November/ December

January

February

March

April

Present to Board the facilities committee recommended approach.

Continue investigation of various options for space.

At committee level, presentation of the various options.

3

Discuss with Finance and Development the various options' feasibility.

Vote within committee on approach.

May

Annual Work Plan: Development Committee September

October

Membership (To secure members for committee)

Secure Committee members and set meeting schedule

Re-evaluate membership as needed

Continue

Continue

Continue

Continue

Continue

Document 2014-15 membership needs

Board Reports

Report committee activities to Board

Continue

Continue

Continue

Continue

Continue

Continue

Report to Board with annual summary

Annual Work Plan and Major Events

Create and monitor Annual Calendar

Grandparents/ Identify Other Leaders for Life Special Events, Efforts Breakfast Friends Day and Activities

Annual Fund

Annual Fund

Support process to hire new Director

Support process to onboard new Director

Task/Goals

New Director

Team with new Director on creation of Annual Plan

November/ December

Continue

January

Continue

Team with new Director on creation of Five Year Development Plan Ensure completion of Annual Plan

4

February

March

April

May

Identify Other Auction Events, Efforts and Activities

Identify Other Draft 2014-15 Events, Efforts and Calendar based on Activities 2013-14 learnings

Continue

Continue

Continue

Ensure completion of 5 Year Plan

Continue

Task/Goals Additional Source of Funds


Gift Appreciation Policy Other Policy Reviews

September

October

November/ December

Facilitate generative Board discussion on topic

Discuss options in more detail at Committee level and with new Director

Make Support Continue recommendations processes to to Board cultivate new sources (may include research and feasibility assessments)

Continue

Capture learnings and recommend for 2014-15

Discuss with new Director, then take to Board

Support policy

Continue

Continue

Continue

Continue

Discuss policy review approach with new Director

Review policies Continue as needed and make recommendations as appropriate


Continue

Continue

Continue

Support current Review policy policy

January

5

February

March

April

May

Annual Work Plan: Finance Committee

Task/Goals

September

October

November/ December

January

February

March

April

May

Membership (To secure members for committee)

Secure Committee membership and set meeting schedule (typically first Thursday of each month)

Re-evaluate membership as needed

Continue

Continue

Continue

Continue

Continue

Review and document 2014-15 membership needs and suggested approaches

Board Reports

Report committee activities to Board (monthly)

Continue

Continue

Continue

Continue

Continue

Continue

Report to Board with annual Work Plan summary

Annual Work Plan Calendar

Create annual Work Plan and Calendar

Manage to Calendar, make course corrections

Continue

Continue

Continue

Continue

Continue

Draft 2014-15 Work Plan and Calendar based on 2013-14 results

Budget

2013-2014 Final Budget Recommendati on to Board

Finalize and formally approve school budget for 2013-2014

Review draft of 2014-15 budget

Recommend 2014-2015 Working Budget to board

Review as needed

Continue

Continue

6

Task/Goals Policy

September Begin Investment Policy Discussion

October Investment Policy: Review of Proposals, Recommend to Board

Tuition

Financial Review

Financial Review YTD in brief

Multi year Strategic Financial Plan Audit

Review of PreAudit Financial Report for 2012-13

Discussion of Draft Policy for Collections Process

November/ December

January

Recommend Investment Policy for Reserve Funds

February

March

April

May

Approve Accounts Receivable Collection Policy

Begin tuition discussion for 2013-14

Present tuition recommend to Board

Detailed Q1 Financial Review

Financial Review in brief

Begin discussion in committee 2012-13 Audit Discussion with Accounting Firm

Detailed Q2 Financial Review

Financial Review in brief

Financial Review in brief

Discuss in committee

Discuss in committee

Review draft plan

Review final plan and recommend to Board

Approve annual audit of school 2012-13 financial statements

Internal Controls Review

7

Detailed Q3 Financial Review

Annual Work Plan: Search Committee

Task/Goals Initial Steps

September

October

November/ December

Head Announced Intent to Retire to Board Chair and Executive Committee

Announce Retirement to Board, Faculty and Staff, Community, NWAIS and Press

Recruit proposed interim leadership of committee

Recruit and Vote on Committee Membership

January Topics for decision: Committee leadership and other roles Criteria, skills and experience for HOS Role of search consultant

February Review and negotiate consultant offers Select search firm

March Begin formal search process

April/May Continue Search Process (initial candidate list, formal recruitment, initial screening, etc.)

Finalize Search Committee Work Plan

Executive Committee met to develop initial communicatio n and messaging strategies.

Monthly committee meeting(s)

Meet with faculty and staff periodically.

Meet with Community.

Meet with Community.

Meet with faculty and staff periodically.

8

Meet with faculty and staff periodically.

Meet with Community.

Finalize detailed interview and selection process Committee recommends/ Board votes on selection Integration and onboarding of new HOS

Evaluate potential compensation Meeting Schedule

Summer and Fall

Meet with Meet with faculty faculty and and staff staff periodically. periodically.

Meet with Meet with Community.

Community.

Meet with faculty and staff periodically.

Meet with Community.