Covering Your Governance Bases (CCDEA)
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Whether you are a staff member or a board member, understanding the foundational roles and responsibilities of board services is essential for governance success. Join in a discussion on governance best practices that will help you better: − Grasp governing roles and responsibilities of board and staff. − Understand the different hats board members wear. − Clarify expectations and commitments in board leadership. − Ask questions to serve the mission and govern effectively. − Build ambassadors for the organizational mission. Matching the passion for a mission with governance essentials will serve you, the nonprofit, and create a more engaged board of directors.
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Covering Your Governance Bases (CCDEA)
- 1. /emilydavisconsulting /AskEmilyD JOINING THE TEAM: COVERING YOUR GOVERNANCE BASES Emily Davis, MNM, CGT Emily Davis Consulting May 6, 2014 Colorado Conservation District Employees Association #governance #leadership
- 2. /emilydavisconsulting /AskEmilyD #governance #leadership TURN ON YOUR TECH Follow the conversation… @AskEmilyD #governance #leadership
- 3. /emilydavisconsulting /AskEmilyD #governance #leadership WHO AM I? • Nonprofit professional • Founder • Board member • AFP Author • MNM • 21/64 Consultant • BoardSource CGT • Donor • Translator
- 4. /emilydavisconsulting /AskEmilyD #governance #leadership 30 SECOND CHALLENGE • Name • Organization & role • 1 thing you are hoping to get from today AGENDA • Board roles & responsibilities • Shared leadership • Examples
- 6. /emilydavisconsulting /AskEmilyD #governance #leadership 10 BASIC BOARD RESPONSIBILITIES 1. Determine mission & purpose 2. Select the chief executive 3. Support & evaluate the chief executive 4. Ensure effective planning 5. Monitor & strengthen programs & services 6. Ensure adequate financial resources 7. Protect assets & provide financial oversight 8. Build a competent board 9. Ensure legal & ethical integrity 10. Enhance the organization’s public standing
- 7. /emilydavisconsulting /AskEmilyD ACTIVITY How does the board as a whole perform the 10 responsibilities listed? Rate the board as a whole on a scale from 1 – 4. 4 = Outstanding 3 = Good 2 = Fair 1 = Poor #governance #leadership
- 8. /emilydavisconsulting /AskEmilyD #governance #leadership BOARD ROLES & RESPONSIBILITIES 1. Set Organizational Direction 2. Provide Oversight 3. Ensure Necessary Resources ü Long-term planning (strategic plan) ü Philosophical direction ü Not tactical ü What does the board NOT do?
- 9. /emilydavisconsulting /AskEmilyD #governance #leadership BOARD ROLES & RESPONSIBILITIES 1. Set Organizational Direction 2. Provide Oversight 3. Ensure Necessary Resources ü Program ü Financial ü Risk management ü Legal & moral oversight ü ED evaluation
- 10. /emilydavisconsulting /AskEmilyD #governance #leadership BOARD ROLES & RESPONSIBILITIES 1. Set Organizational Direction 2. Provide Oversight 3. Ensure Necessary Resources ü Identify resources needed ü Establish how resources are acquired ü Determine how committee will actively participate in resource development ü Financially – contribute, access &, org stability
- 11. /emilydavisconsulting /AskEmilyD WHY 100% BOARD GIVING?? • Demonstrate personal commitment • Gives confidence to ask others • Encourages foundations to give • Creates board “ownership” • Board is ultimately responsible for financial stability of organization #governance #leadership
- 12. /emilydavisconsulting /AskEmilyD THE DIFFERENT HATS WE WEAR… #governance #leadership Legal Hat Ambassador Hat Volunteer Hat #governance #leadership
- 13. /emilydavisconsulting /AskEmilyD #governance #leadership BOARD RESPONSIBILITIES: LEGAL HAT Duty of Care: • Use best judgment • Pay attention • Ask pertinent questions
- 14. /emilydavisconsulting /AskEmilyD #governance #leadership BOARD RESPONSIBILITIES: LEGAL HAT Duty of Loyalty: • Mission first • Avoid conflicts of interest • Put aside personal & professional interests
- 15. /emilydavisconsulting /AskEmilyD #governance #leadership BOARD RESPONSIBILITIES: LEGAL HAT Duty of Obedience: • Staying true to the mission • Obey the law (public & organizational)
- 16. /emilydavisconsulting /AskEmilyD #governance #leadership BOARD RESPONSIBILITIES: AMBASSADOR HAT • Be an advocate • Share info with org • Separate personal & organizational opinions • ED is the spokesperson
- 17. /emilydavisconsulting /AskEmilyD #governance #leadership BOARD RESPONSIBILITIES: VOLUNTEER HAT Board member (staff accountable to board) vs. volunteer (accountable to staff)
- 18. /emilydavisconsulting /AskEmilyD #governance #leadership BOARD/ED PARTNERSHIP • Inherent tension – Both govern – Intersection of governance & management – Board oversees ED’s work – Calls for clarity of mutual expectations • Requires respect for… – Differences in roles – Differing responsibilities – Personal styles • Needs regular communication • Benefits from board and ED assessments
- 19. /emilydavisconsulting /AskEmilyD #governance #leadership ENSURE BOARD & ED ENGAGEMENT* ED is displacing board GOVERNANCE AS OBSERVATION ED is in constructive partnership with board GOVERNANCE AS LEADERSHIP ED is going thru the motions with the board GOVERNANCE AS ATTENDANCE ED is displaced by board GOVERNANCE AS MICROMANAGEMENT E D E N G A G E M E N T BOARD ENGAGEMENT * Source: Richard Chair et. al. “Governance as Leadership”
- 20. /emilydavisconsulting /AskEmilyD SHARED LEADERSHIP Board Leads Shares values thru policies that put mission into action Hires, supports, assesses ED Opens funding resources in community Oversees financial due diligence Recruits & retains new board members ED Leads Develops/ Proposes policy questions Hires, supervises, motivates staff Develops & implements programs Shared Leadership Strategic plan Fundraising plan & strategies Evaluations Prep board meetings #governance #leadership
- 21. /emilydavisconsulting /AskEmilyD ACTIVITY TIME Write “board” in the space provided if you think it is a board responsibility. Write “staff” if you think it is a responsibility carried out by the staff. Write “both” if you think it is a responsibility shared by staff and board. #governance #leadership
- 22. /emilydavisconsulting /AskEmilyD #governance #leadership WHAT MAKES ‘EM TICK* *Abigail Harmon • Always YES • Wants to help everyone & everything • Caution! OVER-COMMITTED • Need lots to stay engaged • Don’t let them sit around BUSY, BUSY, BUSY • Verbal & print • Use titles & acknowledg ment LIKES RECOGNITION • Stays focused & on track • Great for events • May get discouraged by others lack of support ORGANIZER • Lots of ideas for improvement • Pair with an Organizer to keep things moving CREATIVE
- 23. /emilydavisconsulting /AskEmilyD CONFLICT MANAGEMENT • Don’t be afraid of conflict! • What is the process for conflict resolution? • Don’t take it personally • What is best for the mission? • How will you demonstrate excellent leadership? #governance #leadership
- 24. /emilydavisconsulting /AskEmilyD EVALUATION • Individual board performance • Board performance: meetings, decision-making, etc. • Chair performance • Committee performance • Executive Director performance • Organizational performance #governance #leadership
- 26. /emilydavisconsulting /AskEmilyD #governance #leadership BOARD RECRUITMENT & RETENTION THAT ROCKS!
- 28. /emilydavisconsulting /AskEmilyD #governance #leadership • Unclear expectations • Lack of commitment • Low engagement • Work load issues • Under valued • Under utilized WHAT ARE THE CHALLENGES?
- 29. /emilydavisconsulting /AskEmilyD #governance #leadership • Commit adequate resources • Adopt a mutually- beneficial mindset • Conduct assessments • Provide regular and appropriate recognition SUCCESS FACTORS
- 30. /emilydavisconsulting /AskEmilyD #governance #leadership • How would someone new experience your board culture? • What do you want your board culture to be? • How can you model great leadership? • Do others inside and outside of the organization see great leadership? BOARD CULTURE
- 31. /emilydavisconsulting /AskEmilyD #governance #leadership RECRUITMENT PLAN Preparation • Job descriptions • Letter of commitment • Board assessment • Prospect lists • Language (application, invitations) • Point person • Outreach efforts Application • Prep application • Deadlines • Call to action • Notification • Meeting invite • Board buddies • Decision making
- 32. /emilydavisconsulting /AskEmilyD #governance #leadership • Skills & expertise • Demographics – age, ethnicity, gender • Networks • Wealth & access to wealth • Relationship to mission BOARD ASSESSMENTS
- 33. /emilydavisconsulting /AskEmilyD #governance #leadership • Contact info • Professional role(s) • Education • Nonprofit experiences • Skills, background, expertise • Interest in the org • Leadership role(s) • Committee interests • Board leadership knowledge • Motivation(s) for joining APPLICATION ELEMENTS
- 34. /emilydavisconsulting /AskEmilyD #governance #leadership • Current & past board members’ networks • Staff • Volunteers • Donors • Individual, corporate, & private donors • Government officials • Community foundation(s) REACH OUT
- 35. /emilydavisconsulting /AskEmilyD #governance #leadership • Prepare consistent questions • Interview in teams of two • Education about organization • Dialogue to determine fit • Identify any conflicts of interest • Answer candidates’ questions • Follow up on application • Confirm commitment (time, treasure, talent) • Explain next steps INTERVIEWS
- 36. /emilydavisconsulting /AskEmilyD #governance #leadership • Match candidate with assessment • Discuss with board development committee / entire board • Learn about work ethic, past work • Trust your gut! • Invite final candidate(s) to a board meeting • Seek complete board approval CANDIDATE DUE DILIGENCE
- 37. /emilydavisconsulting /AskEmilyD #governance #leadership • What language will you use for notification? • How will you notify declined candidates? • How will you notify recommended candidates? • Explain next steps NOTIFICATION
- 38. /emilydavisconsulting /AskEmilyD #governance #leadership EVALUATION • Feedback from board candidates • Debrief among entire board • Debrief in board development committee • Make necessary revisions / improvements
- 40. /emilydavisconsulting /AskEmilyD #governance #leadership • Overview & History • Philosophy & Values • Programs & Resources • Fundraising Overview • Board Structure & Resources o Description & Expectations o Communications o Board manual • Letter of commitment • Committees • Board Buddies GREAT RETENTION = GREAT ORIENTATION
- 41. /emilydavisconsulting /AskEmilyD #governance #leadership • Time to socialize – have fun! • Mission moments • Board reports & consent agendas • Rotating responsibilities • Financial & volunteer accountability • Follow up action plans • Minutes distributed within one week • Remote meetings (with guidelines) • Always snacks, food! EFFECTIVE MEETINGS
- 42. /emilydavisconsulting /AskEmilyD #governance #leadership BOARD REPORTS • Committee name & month • Necessary votes, board discussion items • Goal progress related to strategic plan • Summary of meeting discussion • Timeline & important dates • Next meeting • Keep focus on governance • Save meeting time • Share planning responsibilities • Committee & project reports one week in advance
- 43. /emilydavisconsulting /AskEmilyD #governance #leadership • Roberta’s Rules • Mission moment • Facilitation, time keeper • Minutes • Devil’s advocate • Other? SHARED RESPONSIBILITIES
- 44. /emilydavisconsulting /AskEmilyD #governance #leadership • Critical for success • In-services or required professional development • Hire outside facilitator • Examples: o Financial management o Communications o Fundraising o Leadership PROFESSIONAL DEVELOPMENT
- 45. /emilydavisconsulting /AskEmilyD #governance #leadership • Improve the overall quality of board service & experience • Recruitment process • Professional development • Manage strategic planning • Organize social activities • Evaluate GOVERNANCE COMMITTEE
- 46. /emilydavisconsulting /AskEmilyD #governance #leadership • Share successes • Connect successes to board efforts • Highlight individual board member accomplishments • Proper recognition at term’s end • Stay connected RECOGNITION
- 48. /emilydavisconsulting /AskEmilyD #governance #leadership RESOURCES • BoardSource • 4Good • The Policy Governance Model (Carver) • Council of Nonprofits • Roberta’s Rules of Order • A Fundraising Guide for Nonprofit Board Members • Nonprofit Board Answer Book • Creating Caring and Capable Boards • 10 Basic Responsibilities of Nonprofit Boards • The Board Building Cycle • The Nonprofit Policy Sampler
- 49. /emilydavisconsulting /AskEmilyD #governance #leadership Emily Davis, MNM Emily Davis Consulting (720) 515-0581 emily@emilydavisconsulting.com emilydavisconsulting.com emilydavisconsulting.com/blog