Standing Committees
Executive Committee
The Executive Committee shall be a standing committee and consist of the Founder, Chair of the Organization, Past Chair, Treasurer, Vice Chair(s), Secretary, and other Trustees as may be appointed to the Executive Committee from time-to-time by the Board or the Chair of the Board. Such other Trustees may be removed from the Executive Committee at any time by the Board or the Chair. Meetings of the Executive Committee shall be held on such dates and at such times and places determined by the person(s) calling the meeting. A majority of the members of the Committee shall constitute a quorum at any such meeting. All votes taken may be passed by a majority of those Committee members present. The Chair of the organization shall make a regular report of the Executive Committee’s activities or decisions at the regular Board meetings. Members of the Executive Committee who chair committees shall report to their respective committees on the affairs of the Executive Committee.
The Executive Committee shall focus a minimum of one of its meetings annually on the organization’s investment policies and activities. For this meeting, the Chair shall invite those members of the board deemed to be knowledgeable about investments and finance, as well as the organization’s investment advisors. The Executive Committee will carefully review any recommended actions by the Governance Committee with regard to the election of trustees, specifically considering the minimum (15) and maximum (26) number of elected trustees defined in the bylaws and the target goal (21) of elected trustees in the Governance Committee charter. The committee membership and actions are to be ratified by the Board. The Board delegates power to the Executive Committee to act on behalf of the Board in emergency circumstances. The HCEF bylaws contain specific responsibilities of the Executive Committee.
Development and Marketing Committee
The Development and Marketing Committee plans, oversees, and engages the Board in fundraising for the organization to support the mission. Because of the important role that public visibility plays in successful fundraising, the committee works closely with the Executive Committee in designing and coordinating efforts to increase public support of HCEF. The committee will provide oversight for all of the organization’s fundraising events and campaigns. The committee is also responsible for promoting HCEF’s mission, achievements, its partnership with the shelters in serving the educational needs of children living therein, and fundraising events. The Committee is selected by the Chair and approved by the Board.
Educational Resources and Programming Committee
The Educational Resources and Programming * Committee (ERPC) is delegated the authority and responsibility to assist the HCEF staff in developing, implementing and monitoring the HCEF’s Menu of Educational Opportunities. The spectrum of educational programming within the Menu of Educational Opportunities includes, but is not limited to, mini-grant programs, educational field trips, enrichment activities, and student support associated with the learning needs of youth utilizing Allegheny County based homeless services and/or HCEF supported Learning Centers.
The purview of this committee also includes vetting programs, creating processes, and monitoring outcomes, for the allocation and distribution of educational resources. The ERPC will annually recommend, to the HCEF Trustees, a budget to support educational activities. Resources will not be made available for agency program overhead, particularly staff development and compensation.
The ERPC encourages the engagement and nurturing of professional relationships with eligible agencies within Allegheny County and championing best practices when addressing the educational needs of children and youth experiencing homelessness.
ERPC members are expected to attend all meetings of the ERPC, participate in site visits to monitor the usage and implementation of educational resources, and be engaged in program kick off meetings.
Periodic reports of the ERPC are provided to the HCEF Executive Committee and Trustees.
* The source of funding for these educational programs generally comes from individual donors or contributors. As per the policy of HCEF, all money collected from individual contributors is invested in a separate fund expressively to be used for educational programming for children and youth. Since its inception, more than $300,000 has been generated by personal contributions.
Governance Committee
The The Governance Committee will be selected by the Chair and approved by the Board. The Governance Committee is responsible for ongoing review and recommendations to enhance the quality and future viability of the Board of Trustees in meeting its fiduciary responsibilities. The Board will have a minimum of 15 and a maximum of 26 elected trustees. The Governance Committee will strive to reach a goal of 21 elected trustees by the elected class of 2017. The Governance Committee will develop a three-year plan to accomplish that goal.
The work of the committee revolves around the following five major areas:
Board Role & Responsibilities
- Leads the board in regularly reviewing and updating the board’s statement of its roles and areas of responsibility, and what is expected of individual board members
- Assists the board in periodically updating and clarifying the primary areas of focus, shaping the board’s focus based on the organization’s strategic plan
- Assess the organization’s performance against the strategic plan. After considering feedback from HCEF leadership, present the plan as necessary to the Executive Committee.
Board Composition
- Leads in assessing current and anticipated needs related to board composition, determining the knowledge, attributes, skills, abilities, influence, and access to resources the board will need to consider in order to accomplish its future work
- Develops a profile of the board as it should evolve over time
- Identifies potential board member candidates (including advisory board members) and explores their interest and availability
- Nominates individuals to be elected as members of the board
- In cooperation with the board chair, contacts each board member to assess their continuing interest in board membership and works with each board member to identify the appropriate role they might assume on behalf of the organization
- Provides consultation as needed to, and receives periodic updates from, the Executive Director with regard to the organization’s Advisory Board and approves changes to the Advisory Board on an ongoing basis
Board Knowledge
- Designs and oversees a process of board orientation
- Designs and implements an ongoing program of board information and education
- Board Effectiveness
- Initiates period assessment of the board’s performance and proposes, as appropriate, changes in board structure and operations
- Provides ongoing counsel to the board chair and other board leaders on steps to enhance board effectiveness
- Reviews board practices regarding member participation, conflict of interest, etc., and suggests improvements as needed
- Periodically reviews and updates the board’s policy guidelines and practices
- Conducts a comprehensive evaluation of each trustee at the end of their first three-year term to determine if there is sufficient interest and engagement for them to continue for a second three-year term
Board Leadership
- Takes the lead in succession planning, taking steps to recruit and prepare future board members
- Nominates board members for election as board officers
Government Relations Committee
The purpose of the HCEF Government Relations Committee is to foster the development of legislation and policies that will positively impact the education of homeless children as defined by the McKinney-Vento Homeless Assistance Act in federal law. The McKinney-Vento Act outlines the educational rights for “homeless children and youth,” defined as children and youth who lack fixed and adequate nighttime residence.(The McKinney-Vento Act created the Education for Homeless Children and Youth Program, EHCYP, which provides federal funds to all states to ensure that children and youth experiencing homelessness receive a free, appropriate public education.)
The Government Relations Committee will be selected by the Chair and approved by the Board. HCEF is currently engaged in activities associated with the State Task Force on Homeless Education and the National Association for the Education of Homeless Children and Youth (NAECHY), which is directly involved in the reauthorization of McKinney-Vento and related legislation in Washington D.C. The HCEF Government Relations Committee will enhance and expand the effort to support NAECHY and gain greater clarity to educate homeless children.
Locally, the Government Relations Committee will collaborate with Homeless Education Network (HEN) partners, including Allegheny County’s Department of Human Services Office of Children Development of Pittsburgh and local school districts in an effort to appropriately clarify and implement the McKinney-Vento Act and Title I of the Elementary and Secondary Education Act (ESEA) of the federal government.
The Government Relations Committee will serve as a resource to the HEN, and periodically report progress to the HCEF Board. The Committee will invite members of the HCEF Board, staff, and appropriate HEN community partners to engage in appropriate action when input and support are necessary.
Audit Committee
The Board of Directors of the Homeless Children’s Education Fund established for two-year term an Audit Committee and membership in accordance with the guidelines described below.
The Audit Committee shall meet at least twice annually, more often if necessary or desired, in order to perform its duties and responsibilities. Meetings may be held by telephone or teleconference. Unless specifically authorized by the Board, the Audit Committee shall have no power to act on behalf of the Board, but shall present its recommendations to the Board for action. Members of the Audit Committee shall be persons serving on the organization’s board who have no financial ties or obligations to the organization. No staff members of the organization will be eligible to serve on the Audit Committee.
Members of the Audit Committee qualifications should include but not be limited to:
- A clear understanding of the role of the Homeless Children’s Education Fund and its services.
- Financial literacy/expertise (at a minimum, the ability to read and understand financial statements).
- A commitment to safeguard the organization and its assets.
- A commitment to the staff (employees and volunteers) of the organization.
- A commitment that the organization will report fairly, accurately, and regularly on its activities and condition.
The Audit Committee’s responsibilities shall include:
- Recommending to the board the audit firm to conduct an independent audit of the organization’s financial statements.
- Reviewing and approving any proposed involvement of the audit firm in activities other than the annual audit.
- Providing oversight of management’s performance with respect to required and recommended financial responsibilities and disclosure.
- Reviewing, with management and auditors, the adequacy of the organization’s risk management methodology and internal controls.
- Providing oversight of the organization’s conflict of interest policy and keeping the board apprised of any changes required in the policy or its implementation.
- Reviewing and address the management letter and auditor’s comments.
- Reviewing and addressing any serious difficulties or disputes with management encountered during the course of the audits.
- Reviewing published documents containing the organization’s financial statements and consider whether the information contained therein is consistent with the information contained in the financial statements.
- Making any recommendations to the board based on the committee’s review activities.
Periodically reminding the Board of its fiduciary responsibilities and the need to be alert to the federal Sarbanes-Oxley amendment of transparency.
(updated 01.30.2014)
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