Board Orientation Session Thursday, September 15, 2017 Jane Grosser, Arlene McDonald, Cherita Gentilucci USA Swimming LSC Governance Consultants

Board Orientation The Hope The Reality Poll: Rate your own BOD orientation from 1-10 BOD manual is the recipe Board Orientation is the oven. It’s the thing that makes it all work.

Board Orientation Check! Questions? Great! Let’s start the meeting Welcome, here are the last 2 years of Board Minutes Read through them-you’ll catch on! Great??? Thanks for nothing! What? Poll: Rate your own BOD orientation from 1-10 BOD manual is the recipe Board Orientation is the oven. It’s the thing that makes it all work. Check!

Why hold a Board Orientation? Board Orientation benefits: The incoming Board members The Board that is in place The Board as a whole Orientation: benefits the board as a whole by providing an official launch for new partnerships and relationships. For incoming Board members: orientation is an initiation to board service; an introduction to the organization, its mission, and programs; clarification of future time and financial demands; an opportunity to get to know other board members; and a chance to form an educated foundation for the coming years of service on the board. For the Board that is in place: orientation is a chance to speed up the learning curve of new members and get them quickly engaged in the board’s activities. It ensures that every member is functioning within the same framework and with the same instructions. agenda Agenda

Board Culture Every board has a culture Every new board member needs an introduction to that culture with a thorough Board Orientation Every board has a culture that is defined by its customs, traditions, and practices. Every new board member needs an introduction to that culture — not just the ability to meet the general expectations placed on individual board members. Concentrate less on the organizational details and more on how to be a good board member.

A Board Manual is part of the Board Orientation Allows new board members to become better acquainted with the organization. Familiarizes new board members with their duties and responsibilities. Provides an important resource available to all board members.

Board Manual A good Board Manual allows new Board members to become better acquainted with the organization. Familiarizes new (and existing) Board Members with their duties and responsibilities as members and the Board overall Provides an important resource available to the entire Board

Board manual Table of Contents: Brief history of the organization Mission, Vision, and Values Board member job descriptions Roster of current board members which includes a brief bio Legal documents: Articles of Incorporation, Bylaws Board Rules & Regulations, Policies and Procedures Budget, financial statements, latest audit report Current strategic plan Overview of programs and staff information Committee information, assignments Past Board minutes Annual calendar Board Manual

Questions?

Board of Directors Orientation Session Sample Board Orientation presentation template Board of Directors Orientation Session Your LSC name here Date: Time: Location:

Add Date: Time: Location Welcome to the Board! Add Date: Time: Location Your LSC Logo Here

Board of Directors list Include: Name, Title, Voting rights, year elected/ term expiration Title Name Year elected Term Voting member E-mail Must have X members at a meeting for a quorum

XYZ Swimming LSC's, or Local Swimming Committees, are the 59 local governing bodies, responsible for organizing, supporting and governing USA Swimming's 3,000-plus swim clubs in their individual regions. XYZ Swimming includes the following geographic areas:_ XYZ Swimming is a member of Eastern/Central/Southern/Western Zone There are X LSC’s in Eastern/Central/Southern/Western Zone Add other pertinent LSC info here Use this slide to explain the logistics of the LSC

XYZ Swimming Mission: add the LSC Mission Statement here Vision: add the LSC Vision Statement here Core Values: add the LSC core values here

Meeting Schedule Board of Directors: Date, Time, Location House of Delegates Fall Meeting: Date, Time, Location Spring Meeting: Date, Time, Location The annual list of meetings should be included here along with times and locations if known. Also indicate if meetings are in person or teleconference This is also a good place to fill in annual calendar topics for each meeting if known

Meetings All BOD members (voting and non-voting) are expected to attend the BOD meetings. Complete meeting schedule available, notify General Chair if you unable to attend Reminder notices with reports due date sent at minimum 10 days prior to meeting. All final documents sent at minimum 1 week prior to meeting All Officers/Chairs must submit reports for the meeting Meetings are either in person or via conference call Review material, be prepared mute calls—still stay engaged……we are a team Consent agenda-component of the meeting agenda that enables board to group routine items under one umbrella. Issues do not need any discussion before a vote—unless a board member requests removal of report ahead time learned minutes can be added Robert’s Rules-provide for an orderly discussion and offer an opportunity for all to be heard. When adding to discussion, please keep it to the point and add to discussion-avoid being repetitive mute calls be on time written reports submitted by all chairs/coordinators review the material

Consent Agenda Meetings operate under consent agenda format. Add specific LSC info here as well as a link to a sample consent agenda Robert’s Rules of Order add electronic link to this standard document (should be on your website) Review material, be prepared mute calls—still stay engaged……we are a team Consent agenda-component of the meeting agenda that enables board to group routine items under one umbrella. Issues do not need any discussion before a vote—unless a board member requests removal of report ahead time learned minutes can be added Robert’s Rules-provide for an orderly discussion and offer an opportunity for all to be heard. When adding to discussion, please keep it to the point and add to discussion-avoid being repetitive mute calls be on time written reports submitted by all chairs/coordinators review the material

Legal Ethical Duties According to non-profit corporation law, a board member MUST meet certain standards of conduct and attention to his or her responsibilities to the organization. These are referred to as the Duty of Care, the Duty of Loyalty, the Duty of Obedience, and the Duty of Transparency. Duty of Care Use your best judgment and exercise reasonable caution in making decisions. Duty of Loyalty Put your personal and professional interests aside for the good of the organization. Duty of Obedience Be true to the XYZ mission and vision and follow all the laws and regulations that may apply to non-profits. Duty of Transparency Establish a system of operation that allows outsiders to see how the organization operates, makes decisions, and uses resources; an important aspect to ensure the public trust in an organization

Conflict of Interest Policy & Whistleblower Policy XYZ Swimming requires that all members of the Board of Directors and House of Delegates review and sign the Conflict of Interest Policy Annually. Policy is annually provided at the first board meeting in September and the fall HOD Meeting. Whistle Blower Protection Policy USA Swimming forbids any form of retaliation against individuals for providing truthful information to a law enforcement official relating to actual or potential unlawful conduct. Such actions can result in immediate termination. The audit committee will establish procedures for handling complaints, including anonymous ones, about accounting and financial matters.

Senior Athlete Representative Board Divisions Add your specific divisions and duties for each in this chart ADMINISTRATON Administrative Vice-Chair AGE-GROUP Age Group SENIOR Senior FINANCE Finance ATHLETES Senior Athlete Representative COACHES Coach Representative Cite where specific duties can be found in your By-laws /R&R, P&P) Add your specific BOD Division information below Awards Bylaws/Legis./Rules Club Development Compute Elections Equipment Insurance Legal Membership/Reg. SWIMS Personnel Public Relations Publications/Newltr Policies/Procedures Records/Top 10 Tab Safe Sport Guide/Parents Manual Secretary Special Events Age Group Camps/Clinics Disability Swimming Open Water Program Development Technical Planning Time Standards All Star/Zone Teams Diversity Meet Evaluation Meet Management Meet Sanctions Meet Sponsorship Officials Safety Senior Audit Budget Finance Marketing/Sponsors Swim-a-Thon Tax Treasurer Athlete Representatives Athletes Committee Coach Representative Coaches Committee

STANDING COMMITTEES Add your specific Committee structure below. (cite where specific duties can be found in your By-laws /R&R, P&P) Add your specific Committee structure below. Athletes Committee: Members are All Athlete Representatives, the athlete at-large board members and the athlete at-large House of Delegates members. The Senior Athlete Representative is the chair. Audit Committee: Members are the Finance Vice-Chair who is the chair, the Administrative Vice-Chair and the Coach Representative. Budget Committee: Members are the General Chair, Finance Vice-Chair who is the chair, the Treasurer, the Admin. Vice- Chair, Senior Athlete Representative, the Coach Representative, the Age-Group Vice-Chair and the Senior Vice-Chair. Coaches Committee: Members are the Coach Representative and such additional Coach Members as may be determined by the Coach Representative. The Coach Representative is the chair. Finance Committee: Members are the Finance Vice-Chair who is the chair, General Chair, Administrative Vice-Chair and Treasurer. Officials Committee: Members are Officials Chair who is the chair and at least two other MWS certified officials.

Coordinators Add your specific Committee structure below. (cite where specific duties can be found in your By-laws /R&R, P&P) Add your specific Committee structure below. Personnel Committee: Members are the General Chair who is the chair, the Administrative Vice-Chair and the Finance Chair. Safe Sport Committee: Members are the Safe Sport Committee Chair who is the chair and at least 4 additional members at least one shall be a Coach member, at least 2 shall be at-large non-athlete members and at least one shall be an athlete member. Program Development Committee: Members are the Age-Group Vice Chair who is the chair, General Chair, Senior Vice-Chair, Technical Planning Chair, Coach Representative and the Senior Athlete Representative. Safety Committee: Members are the Safety Chair who is the chair, and five additional members; one MWS certified official, one Coach Member, one Athlete Member and two club safety chairs. Technical Planning Committee: Members are Technical Planning Chair who is the chair, an athlete member and at least six additional members of who at least fifty-percent shall be Coach Members. The athlete member and the additional members are appointed by the General Chair with the advice and consent of the Board of Directors. Meet Scheduling/Sanction Committee: Members are the General Chair, Senior Vice-Chair, Age Group Vice-Chair, additional technical advisor(s) as appointed by the General Chair and the Executive Secretary ex-officio.

Elected Committees Governance/Nomination Committee: The Governance/Nominating Committee shall be comprised of the Immediate Past General Chair and not fewer than four (4) Individual Members. The Nominating Committee shall be elected annually by the House of Delegates. If the House of Delegates does not act in a timely fashion, the Board of Directors shall elect a nominating committee to serve until their successors are elected. A number greater than four may be designated from time to time by either the House of Delegates or the Nominating Committee. Each Nominating Committee member shall be a member of the House of Delegates and no more than two (two‐fifths if there are more than five (5) members of the Nominating Committee) shall be Board Members. Administrative Review Board: The House of Delegates biennially in odd numbered years elect regular and alternate members of the Administrative Review Board. The term of office shall be two (2) years. Each member and alternate member shall assume office in September following the election and shall serve until a successor takes office. Each regular and alternate member of the Administrative Review Board shall be an Individual Member of MWS and USA Swimming. In no case shall the elected members of the Board of Directors serve on the Administrative Review Board. DUTIES OF GOVERNANCE/NOMINATING COMMITTEE ‐ ADD INFO HERE DUTIES OF THE ADMINISTRATIVE REVIEW BOARD-ADD INFO HERE

Strategic Planning Framework Add your Specific Strategic Plan here PARTNERSHIPS Develop and maintain relationship with Multi-Sport Complex in Omaha Prepare for 2016 Olympics Trials Improve partnerships with Clubs in our LSC VOLUNTEERISM Recruit board members Create a culture of volunteerism in MWS Recruit officials Create a volunteer recognition program PERFORMANCE Establish MWS Coaches’ Association Other ideas: IMX Recognition, Athlete- Scholar Recognition, Camps/Clinics EDUCATION Develop Coach Education Programming Develop Parent Education Programming Develop Athlete Education Programming Develop Club Education Programming Volunteers needed to execute the strategic plan Also a great opportunity to engage new BOD members in some of the projects/items of the strategic plan

LSC Evaluation & Achievement Program (LEAP) LEAP assessment tool provides a roadmap to LSC effectiveness and success in four key areas: Business and Organizational Success  • Volunteer Development  Club and Coach Development  • Athlete Development  LEAP is divided into three levels with LEAP Level 1 required of all LSC’s once per quad.  The intent of LEAP Level 1 is to help self-evaluate, be sure LSC is in compliance with USA Swimming Rules and Regulations and the legal requirements of non-profit governance and ensure continuity in LSC governance even as leadership changes. Fill in your recertification date here LEAP 2 and 3 are voluntary. Fill in your completion fate targets here

Board Resources Provide links to your LSC website LSC Board/Governance section LSC Bylaws/Rules/Policies www.BoardSource.org is widely recognized as the leading organization promoting exceptional nonprofit governance and board service. Membership is provided by USA Swimming. www.usaswimming.org

Additional resources: www.usaswimming.org website www.boardsource.org website Add your additional LSC resources here

Questions? You can find this template here: https://www.dropbox.com/s/snu9otzi8inc03d/Board%20Orientation%20power%20point.pptx?dl=0