Charles Village Community Benefits District Management Authority

Standing Board Committees and Descriptions

List of Committees:

Executive Committee, Program Committee, Governance Committee, Finance/Fundraising Committee

General Practices of Board Committees

· Committees recommend policies, goals, and priorities.

· Committee members communicate and solicit input from other members, staff, and other stakeholders.

· All Board members are asked to serve on at least one committee.

· All committees are chaired by a Board member.

· Membership of each committee is determined by the Board. A committee consists of one or more Board members and other stakeholders.

· All committees shall comply with the Open Meetings Act. When addressing executive functions, such as personnel, committee meetings may be closed.

· All committees shall construct a work plan each year that includes goals and expected accomplishments for the coming year. The plan should reflect the goals and priorities in the Strategic Plan.

· Committees may make recommendations to the Board, but they do not set policy or act on behalf of the Board.

· All committees keep minutes of their meetings and make them available.

· Committees should meet monthly or as needed.

· Any ad hoc committee, that is, one that is needed on a short-term basis or to accomplish a specific task, will be appointed and charged by the Board.

Committee Descriptions:

Executive Committee:

The Executive Committee is a Standing Committee whose purpose is to generally coordinate and oversee the functions of the Board and Board Committees. The committee is comprised of the President, Vice President, Secretary and Treasurer and shall include the Executive Director as a non-voting member. In addition, the Board of Directors shall select an additional “at large” member from the Board to serve on the Executive Committee. This additional member shall be chosen at the annual meeting of the Board and shall serve for a renewable one-year term commencing on January 1 and ending on December 31 of the same year. Duties include:

General Executive Committee Functions:

· Coordinate the activities of the Board and Committees;

· Ensure sufficient resources are available to realize the short and long term goals stated in Work Plans and Strategic Plan;

· Set the agenda for Board meetings with input from the Board;

· Ensure the Management Authority is in compliance with its contractual obligations, policies, and legislative mandates

· Monitor programs and organization to ensure accomplishment of – and celebrate accomplishments of - stated goals;

· Make emergency decisions when needed (then notify the Board);

· Perform the annual evaluation of Executive Director and makes recommendation to the Board. A written Management Letter regarding the Executive Director’s performance shall be written by President to Executive Director, and is available for review of the Board.

· Be the liaison between the CVCBDMA and the Charles Village Community Foundation (CVCF);

· Review recommendations from Board Committees;

· Ensure strategies, development, and implementation of programs and opportunities follow intent of Strategic Plan and fulfill mission;

Personnel and Human Resources functions including:

· Set policy concerning the overall management and oversight of personnel,

· General oversight regarding hiring and termination of employees;

· Assist Executive Director on personnel matters and management issues as needed (such as design of evaluations, decisions, etc);

· Assist where appropriate, in the resolution of grievances;

· Ensure personnel manuals comply with federal, state and local laws relating to hiring, termination, and benefits issues; and ensure these policies are adhered to;

· Review job descriptions;

· Ensure health insurance, liability and general insurance are sound and effective;

· Operate following the General Practices of Board Committees.

Governance Committee:

The Governance Committee is a standing committee whose purpose is to ensure the Board runs effectively and efficiently by educating all members of the are aware of their respective roles and responsibilities and policies. The Committee periodically reviews and recommends changes when needed in Board operations and policies. The Committee can designate Sub-Committees to perform the following functions relative to its purpose:

Board Stewardship function:

· Coordinate and provide Board Training and new Board Member Orientation as needed but at least annually;

· Present information on Board responsibilities and policies;

· Prepare Board Manual annually updating material as needed;

· Present items for amendment to operating procedures and other items in order to help the Board operate efficiently and effectively;

· Ensure annual review of the implementation status of the Strategic Plan, and coordinate Planning committee when needed;

· Review and propose changes to bylaws as needed;

· Develop Work Plan each year that identifies, prioritizes, and outlines goals, strategies, timeline and accountability for Committee and staff that is compliant with the mandate, Strategic Plan, and includes the input of groups and residents in the District;

· Monitor program to ensure accomplishment of – and celebrate accomplishments of - stated goals;

Board development function:

· Work with Executive Committee to recruit and qualify interested persons for the positions on the Board that are not elected by the constituents directly (i.e., representatives from local non-profits, etc) so that a slate of nominees and officers to the Board can be presented on October 31 of each year in preparation for approval in January at the Annual Meeting

· Coordinate October Quad Elections in the same timeframe listed above;

· Work with Board members to recruit and present nominees for vacant posts, subject to the approval of the entire Board.

· Develop Work Plan each year that identifies, prioritizes, and outlines goals, strategies, timeline and accountability for Committee and staff that is compliant with the mandate, Strategic Plan, and includes the input of groups and residents in the District;

· Monitor program to ensure accomplishment of – and celebrate accomplishments of - stated goals;

· Operate following the General Practices of Board Committees.

Finance Committee:

The Finance Committee is a standing committee whose purpose is to oversee, implement, and review activities and initiatives related to the financial condition, operations, and status of the Management Authority to ensure good fiscal health. This Committee will be chaired by the Treasurer. The Committee can designate Sub-Committees to perform the following functions relative to its purpose:

Fiscal oversight functions, including:

· Review financial statements quarterly in order to monitor the ’s fiscal performance, operations, and overall condition;

· Report quarterly to the Board on current spending relative to Budget;

· Ensure an independent audit of the CVCBDMA’s finances will be conducted at least on an annual basis and that such audited annual financial statements are presented to the Board for approval;

Budget review and development oversight function, including:

· Review and oversee development of annual budget for the CVCBDMA, the initial draft and explanation of such budget is performed by Executive Director;

· Present and take input on a draft of the Budget from the Community during the required Public Meeting in the spring

· Present and explain budget to Board for approval, challenging Board to think about fiscal alternatives if needed;

· Ensure budget is sound, balanced, and reflects policies as designated in the Strategic Plan.

Fundraising function includes:

· Oversee the development of a sound Fundraising Plan that includes long and short term funding strategies that supplement the Surtax in order to support mandated programs in accordance with the mission, mandate, and Strategic Plan;

· Fundraising Plan should include fundraising goals and timeline, and show resources being developed from a diversified funding base which includes private, nonprofit, and governmental sources;

· Present the Fundraising Plan to the Board during Budget approval time;

· Ensure fundraising goals and information is shared with the overall Finance Committee;

· Assist in implementation by helping Executive Director write grants, liaison with funders, prospect for funding sources, etc.

· Ensure grants applied for fit with the Plan, are approved by Committee

· Operate following the General Practices of Board Committees.

Program Committee:

The Program Committee is a standing committee whose purpose is to ensure that the programs operated by the CVCBDMA are coordinated and effective. (Effective February 2009, the Program Committee replaced three former committees: Safety & Sanitation, Outreach & Communication, and Housing & Economic Revitalization.) The Committee’s duties include:

· Develop Work Plan each year that identifies, prioritizes, and outlines goals, strategies, timeline and accountability for Committee and staff that is compliant with the mandate, Strategic Plan, and includes the input of groups and residents in the District;

· Develop strategies for sending information to members of the community;

· Develop strategies for engaging involvement in Charles Village from members of the community;

· Devise the media plan by assisting in development of message, media strategies, and relations, and implements this plan;

· Assist with design and content of marketing and communications material, including website, newsletter, flyers, etc, when needed;

· Monitor program to ensure accomplishment of – and celebrate accomplishments of - stated goals;

· Participate in efforts to promote Charles Village and the activities of the both within and beyond the area;

Sanitation, safety and outreach and communications Program functions:

· Solicit input and ideas about sanitation, safety, and communications and outreach within the District;

· Monitor program to ensure accomplishment of – and celebrate accomplishments of - stated goals;

· Assist in providing sanitation and safety information and outreach to community residents;

· Review crime stats, trends, and resident input in order to target sanitation and crime fighting strategies;

· Ensure baseline service agreement with City is in compliance;

· Advocate for strong sanitation and safety efforts in the District;

· Ensure residents and stakeholders in the District are aware of sanitation and safety issues;

· Ensure strategies are coordinated with other Committees;

· Operate following the General Practices of Board Committees.