The Executive Committee shall be a standing committee and consist of the Founder, Chair of the Organization, 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 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.
The Executive Committee will also serve as the Audit Committee when the year-end audit report is reviewed by the outside Auditors. (All Board members are invited to attend the Audit Review). The Treasurer will review the financial records and investments and report to the HCEF Board of Trustees on a regular basis. The Treasurer will also oversee and monitor the filing of the appropriate tax documents and registering with the Bureau of Charitable Organizations and the updating of all insurance coverage.
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 fund raising, the committee works closely with the Executive Committee in designing and coordinating efforts to increase public support of HCEF. The committee will provide oversight of the Champions for Children Benefit, Sponsorship Campaign, other fund raising events, and the Annual Fund Drive.
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.
Endowment (Mini-Grant) Distribution Committee
The Endowment (Mini-Grant) Distribution Committee reviews the growth and distribution of the Mini-Grants for Educational Innovation programs, including Educational Field Trips when funding is available.
Annually, the Committee will recommend an amount from the Endowment Fund to be made available to the shelters in the form of a Mini-Grant to advance educational innovations and opportunities for the children and youth residing in the shelters and transitional living facilities.
The Endowment (Mini-Grant) Distribution Committee is delegated the authority and responsibility to develop, implement, and monitor the Mini-Grants distribution process and report periodically in writing to the Executive Committee and Board
In addition, the committee oversees the educational program development and coordination of the Learning Center initiative, including the budget, related finances, marketing, consulting services, and the quality of the Menu of Educational Opportunities.
The committee reports to the Board the number of vacancies to be filled at the next annual meeting in order to meet the needs of the organization. It develops, with Board and staff input, a list of potential nominees for membership on the Board and for officer positions in the organization. It meets with potential nominees to discuss their interest in serving on the Board and the financial, time, and/or expertise commitment expected of them if elected. Board development, governance, and personnel are also in the purview of this committee.
The Investment Committee will be selected by the Chair and approved by th Board. It oversees the activity of the designated HCEF investment management firm. The main focus is to ensure that the Investment Management firm is staying in compliance with the HCEF Investment Policy approved by the Board of Trustees. The committee will review the HCEF Investment Policy on an annual basis and recommend changes if necessary.
The Committee will meet twice each calendar year in January and July. Additional meetings may be called if deemed necessary by the Committee Chair or Executive Director.
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-Vent 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 (NAECHY), which is directly involved in the reauthorization of McKinney-Vento and related legislation in Washington D.C. The primary focus is on S 2800 and H 5285. The HCEF Government Relations Committee will enhance and expand our effort to support NAECHY and gain greater clarity to educate homeless children.
At the state level, HCEF initiated SB 157 and HB 606 legislation, which is aimed at establishing a statewide taskforce to assess the effectiveness of the Pennsylvania State Department of Education in implementing the McKinney-Vento Act and related procedures at the school district level. 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 HEN and periodically report progress to the HCEF Board. The Committee will invite members of the HCEF Board, staff, and HEN community partners to engage in appropriate action when input and support are necessary.
The Board of Directors of the Homeless Children's Education Fund established for two-year terms an Audit Committee and its 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 organizations board who have no financial ties or obligation to the organization. No staff members of the organization will be eligible to serve on the Audit Committee.
Qualifications of members of the Audit Committee should include but not be limited to:
- A clear understanding of the role of the Homeless Children's Eduction 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 organizations' 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 addressing 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 considering 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.