Board Governance October, 2018 Shelley Brown, shelleycbrown@aol.com Kevin Gardner, gardnerkevin@gmail.com

Topics Board Roles & Responsibilities Common Shortcomings The Board vs Individual Board Members Roles of Members & Officers Orientation & Onboarding Committees Better Board Meetings Managing & Motivating Board Members Board Online Library Board Self-Assessments The Board’s Role in Fundraising Board Resources

Board Roles & Responsibilities Mission, purpose & goals Hiring & support the ED (includes performance reviews, management) Provide financial oversight Ensure adequate resources (fundraising) Ensure legal & ethical integrity and maintain accountability Ensure effective organizational planning Recruit & orient new board members (includes board assessment) Enhance the organization's public standing Determine, monitor & strengthen the organization's programs and services

Common Board Shortcomings 1. Veering off the mission 2. Complacency 3. Misguided motivations 4. Multiple voices 5. Micromanaging 6. Limitless terms 7. Lawless governance 8. No self-assessment 9. Lack of self-improvement 10. Knotted purse strings

The Board vs Individual Board Members Board of Directors Individual Board Members Governance Support Authority comes from the Board as a body Board members act as Individuals The Board is the ED’s boss Individual board members act with and often under the direction of staff The Board represents your community’s interests to CASA Individual board members represent CASA’s interests to the community Big decisions: mission, merging Legal & CASA compliance Financial oversight Selecting the ED Planning & budgeting Advice Supporting the revenue strategy, fundraising, etc. Ambassadors Volunteering

Roles of Board Members & Officers Individual Board Members Attendance (board, committee, events) Participation (voice, skills, influence) Fiduciary responsibilities Fundraising (including a personal financial contribution) Education Other (Nomination of Board Members, Agency Ambassador & Steward) Board Chair Runs meetings (prepares agenda with ED & Executive Committee) Oversees ED management Consults/Meets with board members on their performance, satisfaction, etc. Vice Chair Secretary Treasurer/CFO Executive Committee

Orientation & Onboarding ELECTION Orientation (overview, bylaws, plans, financials, policies, mtgs/cmte, calendar) Volunteer Recruiting session Court Visit Board Mentor Committee Assignment Expectations & Commitment Vickie

Committees Executive Finance Governance Fund Development Event Committee Audit Marketing Human Resources Strategic Planning Outreach & Volunteer Recruiting

Better Board Meetings Balance reports with generative discussions Involve Everyone Include exciting speakers Start every meeting with an inspiring story Remember stay on task and stick to times Ask a board member to review the meeting Agenda should identify items as Information, Action, Discussion Consent Agenda Email packet Be prepared Avoid overly procedural mtgs Hold an executive session at every meeting

Managing & Motivating Ask current board member’s feedback Call a board member who missed a meeting Don’t forget to thank or recognize your board Honor your board members Use nametags, detailed roster Conduct board orientations and assign board buddies Schedule ongoing training Set up social activities for the board Conduct an annual Review Acronym chart Distribute News between mtgs No Committee reports on agenda

Online Board Library Introduction: Mission & Vision, Organization Description, Candidate Info Packet, Board Orientation (PPT) Responsibilities: Board Job Description, Expectations Agreement, Meeting Schedule, Committees, Board Mentor Description People: Board Roster, Board & Staff Bios, Board Demographics, Agency Org Chart, Board Member Terms, Meeting Attendance Legal: Annual Tax Return 990, Bylaws, Annual Financial Audit, 2015 Rules of Court 5.655, Standards for Local CASA/GAL Programs, Insurance (D&O, General Liability, Property, Professional Liability) Policies & Procedures: Financial Controls, Employee Handbook, Reimbursement Form, Conflict of Interest Form, Whistleblower Policy, Board Nominating Policy

Board Assessment & Evaluation Gives individual board members an opportunity to reflect on their individual & collective responsibilities Identifies different perceptions and opinions among board members Points to questions/areas that need board attention Serves as a springboard for board improvements Increases the level of board teamwork Provides an opportunity for clarifying mutual board and staff expectations Demonstrate to the staff & others that accountability is an organizational value Provide credibility with funders and other external audiences Self-assessment is the best way to identify challenges and find lasting solutions to make your board better.

FUNDRAISING: Total Giving in 2017 Individuals, $286.65 billion, 5.2% increase over 2016 Foundations, $66.90 billion, 6.0% increase over 2016 Bequests, $35.70 billion, 2.3% increase over 2016 Corporations, $20.77 billion, 3.9% increase over 2016 Source: GivingUSA 2018 Total giving: $410 billion Talking Points: This pie chart shows the sources of all charitable gifts in the United States in 2006. As you can see, 71 percent of the money donated came from individuals, and 16 percent came from foundations. These numbers change little from year to year.

FUNDRAISING: The Board’s Responsibilities Define or clarify the mission Support organizational sustainability Approve adequate budgets Plan for the future of the organization Be familiar with the overall fundraising plan Participate in the fundraising process Talking Points: In addition to working to fulfill the responsibilities of the board, each individual board member can be assigned fundraising duties as well. All board members should give a personal contribution to the organization. In addition to giving, board members can get involved by identifying, evaluating, and cultivating prospects; writing appeal letters to prospects; accompanying staff members on solicitations; writing annual appeal letters; organizing or attending special events; and thanking donors and keeping them connected to the organization. While the board establishes policies and goals related to fundraising, members of the board are responsible for helping to implement these policies by participating in fundraising efforts. Source: BoardSource

FUNDRAISING Individual Board Member Responsibilities Make personal contributions Identify, evaluate, and cultivate prospects Attend face-to-face solicitations Write appeal letters Organize and attend special events Thank donors Talking Points: In addition to working to fulfill the responsibilities of the board, each individual board member can be assigned fundraising duties as well. All board members should give a personal contribution to the organization. In addition to giving, board members can get involved by identifying, evaluating, and cultivating prospects; writing appeal letters to prospects; accompanying staff members on solicitations; writing annual appeal letters; organizing or attending special events; and thanking donors and keeping them connected to the organization. While the board establishes policies and goals related to fundraising, members of the board are responsible for helping to implement these policies by participating in fundraising efforts. Source: BoardSource

FUNDRAISING: Stage One -- Cultivation Identifying potential donors (prospects) Building relationships with prospects Generating interest in the organization Showing prospects what the organization is all about – history, programs, finances, etc. Show prospects the facilities Make personal contact with prospects Share the history of the organization Share their enthusiasm for the mission of the organization Talking Points: The first stage of fundraising is cultivation. This is the time to introduce the organization to prospects and generate interest in giving. Source: BoardSource

FUNDRAISING: Stage Two -- Solicitation Presenting the organization’s case statement Participating in one-on-one solicitation Sending direct mail pieces with personalized notes Making telephone solicitations Notify the prospect you are coming Bring a staff member to answer specific questions Research the donor’s giving history to determine the right ASK amount Be enthusiastic and know the prospect’s interests in advance Talking Points: Solicitation is asking the prospect for a donation. Solicitation can be as formal as a one-on-one meeting or as informal as a form letter. Remember that larger donations generally require more personalized solicitation approaches. Source: BoardSource

FUNDRAISING: Stage Three -- Stewardship Thanking donors and letting them know their gift made a difference Maintaining donor relationships Thank you letters Donor recognition activities Invitations to special events Updates from the organization Talking Points: An organization’s fundraising responsibilities are not over once it has received a donation from a donor. The final stage of fundraising is stewardship — thanking the donor and maintaining a relationship that keeps the donor connected to the organization. Let the donor know the gift was appreciated and that it made a difference to the organization. Keep major donors involved with the organization through invitations to special events or periodic updates from board members or senior staff members. By maintaining a relationship with previous donors, the organization increases its chance of receiving future gifts from these donors. Source: BoardSource

Resources NCASA: www.CASAforChildren.org. Look under Member Network Board Resources BoardSource (www.BoardSource.org) has many helpful publications & training materials Center for Excellence in Non-Profits (www.CEN.org) for training & consulting Compasspoint (www.CompassPoint.org) for non-profit leaders & boards of directors Look for non-profit journals (often free subscriptions): Such as www.blueavocado.org Look for other web sites: www.Independentsector.org, www.druckerinstitute.org Best of the Board Café: Hands-On Solutions for Nonprofit Boards by Jan Masaoka. Available from www.Amazon.com, $35.95. Ten Quick Ways to Invigorate Board Meetings, www.blueavocado.org/content/ten-quick-ways- invigorate-board-meetings Developing a Board Recruitment Plan, www.createthefuture.com/developing.htm Recruiting a Stronger Board: A BoardSource Toolkit, $30. From www.BoardSource.org