Charges to the Committees

NAIS Charges	Hilltop Charges
NAIS Charges to the Buildings and Grounds Committee The purpose of the buildings and grounds committee (including the head and business manager, both ex officio) is to: Review plant and grounds operations, maintenance schedules, general budget, and preventive maintenance programs. Review and recommend all major capital items not included in annual operating budget, replacements and renewals budget and timetables, the scheduling for systematic replacement of all capitalized and depreciable property, and the expenditure of any funds from the building reserve and equipment replacement funds. Develop a master plan for the campus, advising the board on the selection of architects, onsite managers, and general contractors when in the building mode.	Hilltop Charge to the Buildings and Grounds Committee The purpose of the buildings and grounds committee (including the head and business manager, both ex officio) is to: Review plant and grounds operations, maintenance schedules, general budget, and preventive maintenance programs. Review and recommend all major capital items not included in annual operating budget, replacements and renewals budget and timetables, the scheduling for systematic replacement of all capitalized and depreciable property, and the expenditure of any funds from the building reserve and equipment replacement funds. Develop a master plan for the campus, advising the board on the selection of architects, onsite managers, and general contractors when in the building mode.
NAIS Charge to the Development Committee The purpose of the development committee (including the head and director of development, both ex officio) is to: Set the annual goals for school fund raising, orchestrate the trustees' leadership and participation in the fund-raising program, and oversee all fund-raising activities by the school (including coordinating fund raising by the Parents Association). Develop, coordinate, monitor, and establish leadership for the periodic capital campaigns of the school. Plan and coordinate the ongoing planned-giving programs of the school. Assure appropriate parent, past parent, and alumni communications and programs to facilitate continuing cultivation of the friends and patrons of the school. Ensure that accurate and secure giving records are maintained by the development office of the school and that appropriate acknowledgment and recognition for gifts are offered.	Hilltop Charge to the Development Committee The Development Committee is responsible for overseeing and advising on the school’s overall fundraising activities. Its main responsibilities are to work with the staff and the Board to: Set development policies, priorities and goals for each fiscal year which are in accord with Hilltop’s budgetary needs and strategic plan goals. Ensure that all development activities uphold Hilltop’s mission and core values. Establish cyclical and long-range development plans to meet Hilltop’s development goals that incorporate a series of appropriate vehicles (such as special events, fundraising appeals, capital campaign and planned giving) and are mapped on to long-range, biennial and annual timelines. Set goals, strategies and timelines for each major fundraising event or campaign, and recruit key volunteer leadership to lead each campaign. Increase the rate of participation in fundraising efforts across core constituencies (parents, grandparents, alum, staff and Board). Help identify and cultivate prospective donors and donor groups. Help identify, research and evaluate potential revenue streams. Coordinate with staff and Board efforts to improve Hilltop’s profile in the community. Monitor the ongoing performance of each campaign, and review campaign achievement versus its objectives. Monitor all fundraising efforts to be sure that ethical practices are in place, that donors are acknowledged appropriately, and that fundraising efforts are cost-effective. Ensure that accurate records of volunteer support and monetary contributions are maintained throughout the year and recognized in the annual report.
NAIS Charge to the Directorship Committee (Nominating Committee, Committee on Trustees) The purpose of the directorship committee (the board's most important committee, comprised exclusively of board members, and often led by the board's past chair and including the present board chair, vice-chair/heir apparent, and head, exofficio) is to: Review the distribution and expertise needs of the board in anticipation of future vacancies and work to enhance the diversity of the board. Solicit nominations for anticipated vacancies, share with potential nominees expectations (financial and otherwise) of trustees, and maintain a file of potential board members. Prepare an annual slate of new officers and directors for approval and election by the board. Evaluate annually the effectiveness of the board, board chair, and individual trustees. Plan board retreats/board education activities to develop the board and clarify its functions. Assist in the orientation of new directors and officers, conveying to them expectations of the office they may be asked to fill and determining availability of candidates for service if elected. (N.B. - the ISACS Primer for Trustees, the "Trustees Contract," and the NAIS Principles of Good Practice for Trustees are all available on the NAIS website.)	NAIS Charge to the Committee on Trustees The purpose of the Committee on Trustees (comprised exclusively of board members and the Head of School, ex officio) is to: Create a Committee on Trustees board calendar for nominating new officers and board members. Review the terms of current board members and evaluate the distribution and expertise needs of the board in anticipation of future vacancies and work to enhance the diversity of the board. In conjunction with the full board, facilitate the process for electing new officers and board members: soliciting nominations for anticipated vacancies, sharing with potential nominees expectations of trustees, and maintaining a file of potential board members. Assist in the orientation of new directors and officers, conveying to them the expectations of the office they may be asked to fill. Develop and coordinate an annual evaluation process of the board, board chair, and individual trustees. In conjunction with the Executive Committee, plan board retreats/board education activities to develop the board and to clarify its functions. Annually review the HMS Board handbook/binder.
NAIS Charge to the Executive Committee The purpose of the executive committee (comprised exclusively of board members, typically the officers of the board and committee chairs -- sometimes one and the same -- and the head, ex officio) is to: Operate in the place of the board of directors during those times when the board does not or cannot meet, reporting to the full board any actions taken. Assist the head of school as sounding board and counsel. Set the policy agenda, coordinating committee agenda, and the agenda for the full board. Develop the means for evaluation of and goal setting for the head of school. Function as a confidant and counsel in the area of personnel issues (in the absence of a personnel committee, oversee general hiring policies, personnel policies, and professional development policies for faculty and staff; develop the school's compensation philosophy and plan; review with the head in advance for counsel and support any looming nonrenewal or firing decisions). Operate as a planning entity in the area of long-range planning (in the absence of a strategic planning committee, oversee a strategic planning processes; develop a strategic plan and implementation schedule; orchestrate an annual review and goal-setting process related to the strategic plan). Oversee the work of the board secretary in the compilation and approval of board and committee minutes, the maintaining of the by-laws, the advance notice of meetings, and the updating of the board policy book. Review and recommend the head's compensation and benefit package to the board, as well as review the compensation recommendations by the head for the major administrators of the school. Plan social occasions and events to show support to the school's faculty and staff. Form ad hoc committees on an as-needed basis (e.g., Technology Task Force, Centennial Celebration Committee, etc.)	Hilltop Charge to the Executive Committee
NAIS Charge to the Finance Committee The purpose of the finance committee (comprised, among others, of the board treasurer and the school business manager and head, the latter two exofficio) is to: Review, analyze, and recommend the annual audit and the annual budget (typically twice each year, the next year's preliminary budget in the winter and the final budget in the fall), as well as the quarterly operating fund statements and balance sheets, advising the board of significant deviations from the approved budget, and, where possible, consideration of requests from the staff for non-budgeted expenditures. Review of investment policies, practices, objectives, and performance (in the absence of an investment committee). Review budget requests, analyze projections and initial budget drafts prepared by the staff, approve the proposed budget (after committee refinement) prior to presentation to the full board, and recommend priorities for future expenditures for the annual budget and for the capital budget. Review periodically employee benefit plans, school insurance coverage, and office procedures as they relate to finances. Advise the staff on the frequency, format, and content of reports to the board and to the school community on the financial status of the school. Review government support programs, their applicability to the school, and the wisdom of participation by the school (remembering that those who eat at the public trough inevitably are sullied). Consider possibilities for full utilization of campus (e.g., summer and extended-day programs) as sources for additional school revenues.	Hilltop Charge to the Finance Committee The Finance Committee will be made-up of the Board Treasurer, (committee chair) one additional board member, the head of school and the school business manager at a minimum. The purpose of the Finance Committee is to: Review, analyze, and recommend to the Board the annual audit and annual budget. Review quarterly operating statements and balance sheet for deviations from the budgeted bottom line. Review and recommend to the Board all new and eliminated staff positions. Review investment policies, practices, objectives and performance. Review and recommend future expenditures to the annual budget and capital budget after assessing their impact on the strategic plan. Review periodically employee benefit plans, school insurance coverage, and office procedures as they relate to finances. Review government support programs, their applicability to the school, and the wisdom of participation by the school. Review possibilities for full utilization of the school campus as a source of additional revenue.

NAIS Charges

Hilltop Charges

NAIS Charges to the Buildings and Grounds Committee

The purpose of the buildings and grounds committee (including the head and business manager, both ex officio) is to:

Review plant and grounds operations, maintenance schedules, general budget, and preventive maintenance programs.
Review and recommend all major capital items not included in annual operating budget, replacements and renewals budget and timetables, the scheduling for systematic replacement of all capitalized and depreciable property, and the expenditure of any funds from the building reserve and equipment replacement funds.
Develop a master plan for the campus, advising the board on the selection of architects, onsite managers, and general contractors when in the building mode.

Hilltop Charge to the Buildings and Grounds Committee

The purpose of the buildings and grounds committee (including the head and business manager, both ex officio) is to:

Review plant and grounds operations, maintenance schedules, general budget, and preventive maintenance programs.
Review and recommend all major capital items not included in annual operating budget, replacements and renewals budget and timetables, the scheduling for systematic replacement of all capitalized and depreciable property, and the expenditure of any funds from the building reserve and equipment replacement funds.
Develop a master plan for the campus, advising the board on the selection of architects, onsite managers, and general contractors when in the building mode.

NAIS Charge to the Development Committee

The purpose of the development committee (including the head and director of development, both ex officio) is to:

Set the annual goals for school fund raising, orchestrate the trustees' leadership and participation in the fund-raising program, and oversee all fund-raising activities by the school (including coordinating fund raising by the Parents Association).
Develop, coordinate, monitor, and establish leadership for the periodic capital campaigns of the school.
Plan and coordinate the ongoing planned-giving programs of the school.
Assure appropriate parent, past parent, and alumni communications and programs to facilitate continuing cultivation of the friends and patrons of the school.
Ensure that accurate and secure giving records are maintained by the development office of the school and that appropriate acknowledgment and recognition for gifts are offered.

Hilltop Charge to the Development Committee

The Development Committee is responsible for overseeing and advising on the school’s overall fundraising activities. Its main responsibilities are to work with the staff and the Board to:

Set development policies, priorities and goals for each fiscal year which are in accord with Hilltop’s budgetary needs and strategic plan goals.
Ensure that all development activities uphold Hilltop’s mission and core values.
Establish cyclical and long-range development plans to meet Hilltop’s development goals that incorporate a series of appropriate vehicles (such as special events, fundraising appeals, capital campaign and planned giving) and are mapped on to long-range, biennial and annual timelines.
Set goals, strategies and timelines for each major fundraising event or campaign, and recruit key volunteer leadership to lead each campaign.
Increase the rate of participation in fundraising efforts across core constituencies (parents, grandparents, alum, staff and Board).
Help identify and cultivate prospective donors and donor groups.
Help identify, research and evaluate potential revenue streams.
Coordinate with staff and Board efforts to improve Hilltop’s profile in the community.
Monitor the ongoing performance of each campaign, and review campaign achievement versus its objectives.
Monitor all fundraising efforts to be sure that ethical practices are in place, that donors are acknowledged appropriately, and that fundraising efforts are cost-effective.
Ensure that accurate records of volunteer support and monetary contributions are maintained throughout the year and recognized in the annual report.

NAIS Charge to the Directorship Committee (Nominating Committee, Committee on Trustees)

The purpose of the directorship committee (the board's most important committee, comprised exclusively of board members, and often led by the board's past chair and including the present board chair, vice-chair/heir apparent, and head, exofficio) is to:

Review the distribution and expertise needs of the board in anticipation of future vacancies and work to enhance the diversity of the board.
Solicit nominations for anticipated vacancies, share with potential nominees expectations (financial and otherwise) of trustees, and maintain a file of potential board members.
Prepare an annual slate of new officers and directors for approval and election by the board.
Evaluate annually the effectiveness of the board, board chair, and individual trustees.
Plan board retreats/board education activities to develop the board and clarify its functions.
Assist in the orientation of new directors and officers, conveying to them expectations of the office they may be asked to fill and determining availability of candidates for service if elected. (N.B. - the ISACS Primer for Trustees, the "Trustees Contract," and the NAIS Principles of Good Practice for Trustees are all available on the NAIS website.)

NAIS Charge to the Committee on Trustees

The purpose of the Committee on Trustees (comprised exclusively of board members and the Head of School, ex officio) is to:

Create a Committee on Trustees board calendar for nominating new officers and board members.
Review the terms of current board members and evaluate the distribution and expertise needs of the board in anticipation of future vacancies and work to enhance the diversity of the board.
In conjunction with the full board, facilitate the process for electing new officers and board members: soliciting nominations for anticipated vacancies, sharing with potential nominees expectations of trustees, and maintaining a file of potential board members.
Assist in the orientation of new directors and officers, conveying to them the expectations of the office they may be asked to fill.
Develop and coordinate an annual evaluation process of the board, board chair, and individual trustees.
In conjunction with the Executive Committee, plan board retreats/board education activities to develop the board and to clarify its functions.
Annually review the HMS Board handbook/binder.

NAIS Charge to the Executive Committee

The purpose of the executive committee (comprised exclusively of board members, typically the officers of the board and committee chairs -- sometimes one and the same -- and the head, ex officio) is to:

Operate in the place of the board of directors during those times when the board does not or cannot meet, reporting to the full board any actions taken.
Assist the head of school as sounding board and counsel.
Set the policy agenda, coordinating committee agenda, and the agenda for the full board.
Develop the means for evaluation of and goal setting for the head of school.
Function as a confidant and counsel in the area of personnel issues (in the absence of a personnel committee, oversee general hiring policies, personnel policies, and professional development policies for faculty and staff; develop the school's compensation philosophy and plan; review with the head in advance for counsel and support any looming nonrenewal or firing decisions).
Operate as a planning entity in the area of long-range planning (in the absence of a strategic planning committee, oversee a strategic planning processes; develop a strategic plan and implementation schedule; orchestrate an annual review and goal-setting process related to the strategic plan).
Oversee the work of the board secretary in the compilation and approval of board and committee minutes, the maintaining of the by-laws, the advance notice of meetings, and the updating of the board policy book.
Review and recommend the head's compensation and benefit package to the board, as well as review the compensation recommendations by the head for the major administrators of the school.
Plan social occasions and events to show support to the school's faculty and staff.
Form ad hoc committees on an as-needed basis (e.g., Technology Task Force, Centennial Celebration Committee, etc.)

Hilltop Charge to the Executive Committee

NAIS Charge to the Finance Committee

The purpose of the finance committee (comprised, among others, of the board treasurer and the school business manager and head, the latter two exofficio) is to:

Review, analyze, and recommend the annual audit and the annual budget (typically twice each year, the next year's preliminary budget in the winter and the final budget in the fall), as well as the quarterly operating fund statements and balance sheets, advising the board of significant deviations from the approved budget, and, where possible, consideration of requests from the staff for non-budgeted expenditures.
Review of investment policies, practices, objectives, and performance (in the absence of an investment committee).
Review budget requests, analyze projections and initial budget drafts prepared by the staff, approve the proposed budget (after committee refinement) prior to presentation to the full board, and recommend priorities for future expenditures for the annual budget and for the capital budget.
Review periodically employee benefit plans, school insurance coverage, and office procedures as they relate to finances.
Advise the staff on the frequency, format, and content of reports to the board and to the school community on the financial status of the school.
Review government support programs, their applicability to the school, and the wisdom of participation by the school (remembering that those who eat at the public trough inevitably are sullied).
Consider possibilities for full utilization of campus (e.g., summer and extended-day programs) as sources for additional school revenues.

Hilltop Charge to the Finance Committee

The Finance Committee will be made-up of the Board Treasurer, (committee chair) one additional board member, the head of school and the school business manager at a minimum.

The purpose of the Finance Committee is to:

Review, analyze, and recommend to the Board the annual audit and annual budget. Review quarterly operating statements and balance sheet for deviations from the budgeted bottom line.
Review and recommend to the Board all new and eliminated staff positions.
Review investment policies, practices, objectives and performance.
Review and recommend future expenditures to the annual budget and capital budget after assessing their impact on the strategic plan.
Review periodically employee benefit plans, school insurance coverage, and office procedures as they relate to finances.
Review government support programs, their applicability to the school, and the wisdom of participation by the school.
Review possibilities for full utilization of the school campus as a source of additional revenue.

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