Board Committees
The Board of Directors has five standing committees, each with a charter that outlines and guides the work of the committee. To view a charter, click the committee name.
Advancement
Committee Authority
In Accordance with the 2022 St. Catherine’s Montessori Board Bylaws, the Board shall have five (5) standing committees: Advancement, Buildings & Grounds (B&G), Committee on Directors (CoD), Finance, and Head of School Support & Evaluation (HSSE).
Membership
- Each standing committee shall consist of three (3) or more persons with at least one (1) Director.
- The Advancement Committee will be composed of the following members:
- One or more directors
- Advancement Committee Chair
- Advancement Director (serves at the discretion of the Head of School)
- Enrollment Management Director (serves at the discretion of the Head of School)
- Non-board members will be recruited and participate on the committee as is deemed appropriate by the Committee Chair.
- The Board may fill vacancies on the Committee. The Board may remove a committee member from the Committee at any time with or without cause.
Committee Purpose
The purpose of this committee is to provide support to the Board of Directors and Head of School in ensuring the effectiveness and sustainability of St. Catherine’s advancement programs, which shall be tied directly to the Strategic Plan. This committee will be responsible for helping develop and maintain a culture of giving and engagement.
Committee Responsibilities
- The Committee Chair is responsible for ensuring that all non-Board or staff committee members sign the annual confidentiality agreement.
- Provide input and feedback on the school’s case for giving.
- Participate in the identification, engagement, and solicitation of donors and prospects, as appropriate.
- Involve other directors and appropriate members of the community in the Committee’s work.
- Educate the Board about fundraising skills and practices.
NOTE: This committee is not responsible for the day-to-day operational decisions and considerations that are the purview of the Advancement Office.
Committee Operations
- The Advancement Committee will meet at least biannually or as often as is required for the work that needs to be done.
- The Chair of the Committee will preside over the committee meetings.
- A majority of Committee members will constitute a quorum.
- Committee approvals will require a vote of a majority of the Committee members present at a meeting at which a quorum is present.
- Any notes or minutes taken during a committee meeting should be uploaded to the Committee’s SharePoint folder after each meeting.
- The Committee will report its activities to the Board on a regular basis. The Board report will be uploaded to the “Working Folder” in SharePoint prior to the appropriate Board Meeting. Ideally all Board reports will also be placed in the Committee folder in SharePoint.
- The Committee may invite any non-Committee members to attend meetings or meet with Committee members if particular expertise is required.
- The Committee will annually review this charter and suggest any recommended changes to the CoD.
- The Board may amend this charter at any time.
Adoption of Charter
The Advancement Committee charter was approved and adopted by the St. Catherine’s Montessori Board of Directors on October 13, 2023.
Building & Grounds
Committee Authority
In Accordance with the 2022 St. Catherine’s Montessori Board Bylaws, the Board shall have five (5) standing committees: Advancement, Buildings & Grounds (B&G), Committee on Directors (CoD), Finance, and Head of School Support & Evaluation (HSSE).
Membership
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Each standing committee shall consist of three (3) or more persons with at least one (1) Director.
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The Committee will be composed of the following members:
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One or more directors
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Head of School
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Business Manager (serves at the discretion of the Head of School)
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Facilities Manager (serves at the discretion of the Head of School)
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Naturalist (serves at the discretion of the Head of School)
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Faculty Member(s) (serves at the discretion of the Head of School)
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Chair(s) of the PSO Friends of the Garden or another person selected by the PSO.
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The Board may fill vacancies on the Committee. The Board may remove a committee member from the Committee at any time with or without cause.
Committee Purpose
The purposed of this committee is to provide support to the Board Directors, Head of School and Facilities Manager in the long-term planning, development and maintenance of all St. Catherine’s Montessori properties.
Currently St. Catherine’s owns and maintains two parcels of property:
Main Campus
Built in 2007 and located at 9821 Timberside, this property currently houses the administration, all the classrooms (infant - high school) and the included gardens, an orchard, a retention pond, playgrounds and a sports field.
Japhet Creek Campus
The below properties were purchased for the creation of an outdoor learning environment that meets the needs of the AC & High School Programs and with the possibility of providing a place for expansion of our school as upper level programs develop and grow. There are many possibilities for development and use of the Japhet Creek property for all levels, not just the adolescent plane.
Japhet Creek Properties:
4510 Inman St acquired in 2019; started lease to own process in 2016.
203 Emile acquired in 2019.
0 Inman – 3 Acres acquired in 2019.
0 Inman – Small piece of property on the same side as the main house at 4510 Inman acquired in June 2020.
0 Inman – Strip of Land on the guest house side of the street acquired in June 2020.
4510 Inman St acquired in 2019; started lease to own process in 2016.
203 Emile acquired in 2019.
0 Inman – 3 Acres acquired in 2019.
0 Inman – Small piece of property on the same side as the main house at 4510 Inman acquired in June 2020.
0 Inman – Strip of Land on the guest house side of the street acquired in June 2020.
Committee Responsibilities
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The Committee Chair is responsible for ensuring that all non-Board or staff committee members sign the annual confidentiality agreement.
- Provides guidance to the Head of School and Facilities Manager as requested for any projects or facilities purchases below $100K.
- Makes recommendations to the Board regarding capital needs and priorities.
- Reviewing all project or facilities purchase(s) that cost between $100K - $250K.
- Review all project or facilities purchase(s) that is over $250K and make a recommendation to the Board for Board approval.
- Works with the Facilities Manager and Head of School in maintaining a Maintenance and Infrastructure plan that includes Annual, 1-5 year and 5-10 year goals that are in alignment with facilities needs and the strategic plan adopted by the Board of Directors.
- Oversees and aids the Head of School and Facilities Manager in the implementation of capital projects.
- Supports the execution of the Maintenance and Infrastructure plan when required.
- Reviews the annual budget section for maintenance and infrastructure as the annual budget for SCM is being prepared for the Finance Committee review and Board approval.
- Coordinate and facilitate master planning programming exercises that will be used to inform the Maintenance and Infrastructure plan.
- Make facilities recommendations for and over implementation of strategic planning goals that pertain to B&G.
NOTE: This committee is not responsible for the day-to-day maintenance and operations of SCM properties.
Committee Operations
- The Committee will meet as often as is required for the work that needs to be done.
- The Chair of the Committee will preside over the committee meetings.
- A majority of Committee members will constitute a quorum.
- Committee approvals will require a vote of a majority of the Committee members present at a meeting at which a quorum is present.
- Any notes or minutes taken during a Committee meeting should be uploaded to the Committee’s SharePoint folder after each meeting.
- The Committee will report its activities to the Board on a regular basis. The Board report will be uploaded to the “Working Folder” in SharePoint prior to the appropriate Board Meeting and to the Board Report folder in the Committee folder
- The Committee may invite any non-Committee members to attend meetings or meet with Committee members if particular expertise is required.
- The Committee will annually review this charter and suggest any recommended changes to the CoD.
- The Board may amend this charter at any time.
Adoption of Charter
The Building & Grounds Committee charter was approved and adopted by the St. Catherine’s Montessori Board of Directors on October 13, 2023.
Committee on Directors
Committee Authority
In Accordance with the 2022 St. Catherine’s Montessori Board Bylaws, the Board shall have five (5) standing committees: Advancement, Buildings & Grounds (B&G), Committee on Directors (CoD), Finance, and Head of School Support & Evaluation (HSSE).
Committee Membership
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This committee shall consist of three (3) directors.
- Only directors may serve on the Committee on Directors.
- The Board may fill vacancies on the Committee. The Board may remove a committee member from the Committee at any time with or without cause.
Committee Purpose
The purpose of the CoD committee is to aid the Board with self-perpetuation and ensure that the Board is operating according to best practices to create a leadership position of health and strength.
Committee Responsibilities
- Review the Board’s composition and identify, recruit, and recommend candidates for Board membership, in line with bylaws regarding composition and the nomination process adopted by the Board in November 2021.
- Recommend to the Board nominees for appointment to each Board committee and ad hoc committees, and of the chair of each committee if not specified by the bylaws or committee charter.
- Recommend to the Board nominees for the Board President and other officer positions.
- Oversee the on-boarding process for new members and education for directors.
- Lead the Board through reflection and evaluation processes.
- Review the structure, charters, processes and practices of the Board and Board committees.
- Review bylaws and other governance documents.
- Write, at the discretion of the Board President, the annual Welcome letter to the Community to be sent in September and the annual End of the Year letter to the Community in April/May to be included in the Annual Report. Both letters are posted to the Board website.
Committee Operations
- The Committee will meet as often as is required for the work that needs to be done.
- The Chair of the Committee will preside over the committee meetings.
- A majority of Committee members will constitute a quorum.
- Committee approvals will require a vote of a majority of the Committee members present at a meeting at which a quorum is present.
- The Committee will maintain a working calendar document that outlines the tasks of the Committee and its members throughout the year.
- The Committee will report its activities to the Board on a regular basis. The Board report will be uploaded to the “Working Folder” in SharePoint prior to the appropriate Board Meeting and to the Board Report folder in the Committee folder.
- The Committee may invite any non-Committee members to attend meetings or meet with Committee members if particular expertise is required.
- The Committee will annually review this charter and make any needed changes.
- The Board may amend this charter at any time.
Adoption of Charter
The Committee on Directors charter was approved and adopted by the St. Catherine’s Montessori Board of Directors on October 13, 2023.
Finance
Committee Authority
In Accordance with the 2022 St. Catherine’s Montessori Board Bylaws, the Board shall have five (5) standing committees: Advancement, Buildings & Grounds (B&G), Committee on Directors (CoD), Finance, and Head of School Support & Evaluation (HSSE).
Membership
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Each standing committee shall consist of three (3) or more persons with at least one (1) Director.
- The committees will be composed of the following members:
- One or more directors, including the Treasurer
- Head of School
- Business Manager (serves at the discretion of the Head of School)
- Previous Board Treasurer (when possible)
- Non-board members will be recruited and participate on the committee as is deemed appropriate by the Finance Committee.
- The Treasurer serves as the chairperson for the Finance Committee.
- The Board may fill vacancies on the Committee. The Board may remove a committee member from the Committee at any time with or without cause.
Committee Purpose
The purpose of this committee is to provide support to the Board of Directors and Head of School in the long-term financial sustainability of St. Catherine’s Montessori. This committee will be responsible for budgeting and financial planning, financial reporting, and the creation and monitoring of internal controls and accountability policies.
Committee Responsibilities
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The Committee Chair is responsible for ensuring that all non-Board or staff committee members sign the annual confidentiality agreement.
- Work with the Advancement Committee and the Strategic Planning Committee (in Strategic Planning years) to maintain a 5-year outlook of cash flow for nonoperating budget and funding needs.
- Review of interim financials throughout the school year.
- Maintain and ensure the effectiveness of the board level fiscal policies.
- Maintain a long-term financial strategy and financial risk profile.
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Set and review a financial contingency plan for high impact events like large loss of enrollment, natural disaster, etc.
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Ensure the quality of the annual audit process.
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Support the development of the annual operating budget.
NOTE: This committee is not responsible for the day-to-day management of the operating budget and execution of accounting practices.
Committee Operations
- The Committee shall meet at least four (4) times during the school year or as often as is required for the work that needs to be done. The following is a recommended schedule of meetings:
- August - current year adjusted budget if necessary, set yearly goals.
- October - update long-term cash flow based on updated Strategic Plan.
- December - final budget review prior to Board approval.
- February - Review financial strategy, investment policy, risk profile, contingency plan, and fiscal policies, conduct ratio review.
- April - meeting with Advancement Committee: review advancement goals and budget for upcoming school year.
- May - next year adjusted budget, approval of updated Strategic Financial Plan. *Yearly: during a scheduled meeting review the Audit report.
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The Chair of the Committee will preside over the committee meetings.
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A majority of Committee members will constitute a quorum.
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Committee approvals will require a vote of a majority of the Committee members present at a meeting at which a quorum is present.
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Any notes or minutes taken during a Committee meeting should be uploaded to the Committee’s SharePoint folder after each meeting.
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The Committee will report its activities to the Board on a regular basis. The Board report will be uploaded to the “Working Folder” in SharePoint prior to the appropriate Board Meeting and to the Board Report folder in the Committee folder.
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The Committee may invite any non-Committee members to attend meetings or meet with Committee members if particular expertise is required.
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The Committee will annually review this charter and suggest any recommended changes to the CoD.
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The Board may amend this charter at any time.
Adoption of Charter
The Finance Committee charter was approved and adopted by the St. Catherine’s Montessori Board of Directors on October 13, 2023.
Head of School Support and Evaluation
Committee Authority
In Accordance with the 2022 St. Catherine’s Montessori Board Bylaws, the Board shall have five (5) standing committees: Advancement, Buildings & Grounds (B&G), Committee on Directors (CoD), Finance, and Head of School Support & Evaluation (HSSE).
Membership
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This committee shall consist of three (3) directors.
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Only directors may serve on HSSE.
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The President serves as the Chairperson of HSSE.
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The Board may fill vacancies on the Committee. The Board may remove a committee member from the Committee at any time with or without cause.
Committee Purpose
The HSSE Committee assumes the primary responsibility for providing support to and evaluating the St. Catherine’s Montessori Head of School (HOS).
Committee Responsibilities
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Provide support to the HOS for any work that the HOS is doing for the school.
- Ensure HOS has annual goals and an annual professional development plan in place that supports the varied and diverse job responsibilities as well as any Board directives.
- Develop a timeline and facilitate the review of the goals and professional development plan so that they are submitted to the HSSE and approved by the Board of Directors in a timely manner.
- Request the HOS to complete a self-evaluation related to goals and overall performance.
- Annually gather data to inform the SCM board of the HOS overall performance.
- Prepare and present a report to the SCM Board annually that documents the HOS’s progress on the annual goals and professional development plan.
- Identify areas in which the HOS would benefit from professional development.
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Recommend HOS renewal when contract renewal comes up (three-year contracts).
Committee Operations
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The Committee will meet as often as is required for the work that needs to be done.
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The Chair of the Committee will preside over the committee meetings.
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A majority of Committee members will constitute a quorum.
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Committee approvals will require a vote of a majority of the Committee members present at a meeting at which a quorum is present.
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Any notes or minutes taken during a Committee meeting should be uploaded to the Committee’s SharePoint folder after each meeting.
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The Committee will report its activities to the Board on a regular basis. The Board report will be uploaded to the “Working Folder” in SharePoint prior to the appropriate Board Meeting. Ideally all Board reports will also be placed in the Committee folder in SharePoint.
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The Committee may invite any non-Committee members to attend meetings or meet with Committee members if particular expertise is required.
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The Committee will annually review this charter and suggest any recommended changes to the CoD.
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The Board may amend this charter at any time.
Adoption of Charter
The Head of School Support & Evaluation Committee charter was approved and adopted by the St. Catherine’s Montessori Board of Directors on October 13, 2023.