Youth for Christ Board of Trustees Training Full Day Training (December 2010)

Introduction  Strong Boards are the foundation for a strong YFC ministry  Some Boards are ineffective even through they are comprised of competent individuals  This training will explain YFC’s philosophy on how a YFC Board should function  YFC uses a “Governance” model of board leadership Refer to Board Manual Page #1

Purpose of a Board  1. Represents Stake Holders  God  YFC movement  Young people, civic groups churches donors Refer to Board Manual Page #2

Purpose of a Board  2. Leadership  Establishes purposes and objectives  Selects National Director  Fiduciary responsibility  Ensures that the organization and staff are well managed Refer to Board Manual Page #2

Purpose of a Board  3. Individual Contributions  Time  Talent  Treasure Refer to Board Manual Page #3

Discussion Questions  To what extent does our board represent the wide variety of stake holders in our context?  In which areas of leadership is our Board strong?  What is one area of leadership in which our Board could improve?  Are our Board members making appropriate contributions of time, talent and treasure? Refer to Board Manual Pages #1-3

Governance and Management are Different  1. Separation of Governance and Management Functions is Essential  Boards govern, staff manage  When boards manage, they can’t govern  Staff get confused and stifled when boards try to manage Refer to Board Manual Page #3

Governance and Management are Different  2. Governance is Directive  Boards provide overall direction for the organization  Boards establish the boundaries within which management will function Refer to Board Manual Page #3

Governance and Management are Different  3. Management is Specific  Boards give direction; management executes those directives  The National Director and staff “flesh out” the directives in terms of day to day operations  Board members may volunteer in specific management function roles. Refer to Board Manual Page #3

Discussion Questions  How well does our Board do in providing direction?  Does our Board sometimes slip into the area of management that should be done by the National Director and staff? Give examples.  How can we insure that our Board fulfills it’s governance responsibilities and stays out of management decisions ? Refer to Board Manual Page #3

Six Critical Roles for the YFC Board  1. Guard Your Identity.  Key Question: Who are we?  The things that define us:  The Word of God  YFC’s Unifying Essentials  YFC’s Vision and Mission  Core Values  History and stories Refer to Board Manual Page #4

Six Critical Roles for the YFC Board  2. Commitment to Accomplishment  Key Question: How are we doing?  The way we know:  YFC’s National Self-Review Tool  Annual ministry report that compares accomplishments to our goals  Staff reports  On-site visits to ministry programs  Member involvement as volunteers  Discernment Refer to Board Manual Page #4

Six Critical Roles for the YFC Board  3. Focus on Your Future  Key Question: Where are we going?  Elements to our future plan  A multi-year plan  Board set the “ends”  Staff determine the “means”  Strategic initiatives Refer to Board Manual Page #4

Six Critical Roles for the YFC Board  4. Define Your Staff-Board Relationship  Key Question; How do we work together?  Ingredients to a sound working relationship:  Only the National Director reports directly to the board.  All other staff report to the National Director  National Director has a written job description  The working relationship is defined in terms of executive boundaries and accountability Refer to Board Manual Page #5

Six Critical Roles for the YFC Board  4. Define Your Staff-Board Relationship  Ingredients to a sound working relationship: (continued)  Board does an annual review of the National Director  Board provides spiritual nurture and spiritual accountability for the National Director  Thought is gives to leadership succession  National Director and staff compensation must be established Refer to Board Manual Page #5

Six Critical Roles for the YFC Board  5. Operate with Governing Policies  Key Question: What boundaries should define the work of the staff?  Governing policies expressed in executive boundaries written in the negative “ The National Director shall not…” (Expressing executive boundaries in the negative allows the National Director maximum freedom and creativity. Anything not prohibited is allowed.)  Funding policies  Financial policies  Personnel policies  Program policies Refer to Board Manual Page #5

Six Critical Roles for the YFC Board  6. Develop Board Strength  Key question: Is our board strong?  Elements needed for good Board development:  New members regularly added to maintain board size reflected in the By-Laws  New members oriented, and all members receive training periodically  Board represented at Regional, Area and General Assembly conferences  Occasional meeting for fellowship and prayer Refer to Board Manual Pages #5-6

Six Critical Roles for the YFC Board  6. Develop Board Strength  Elements needed for good Board development: (continued)  A board retreat at least every other year.  Retreat should include a time when the Board evaluates its own effectiveness using the National Board Self- Evaluation Tool. (See appendix 7, pages in the Board Manual) Refer to Board Manual Page #6

Six Critical Roles for the YFC Board  6. Develop Board Strength  The following items will assist in Board Development: (Suggestions for each of these is included in the Board of Trustees Standing Policy Manual. See appendix 1)  Board governing philosophy and style  Board role and job description  Board membership criteria  Board member expectations  Board officer roles  Committees  Code of conduct for Board Members Refer to Board Manual Page #6

Discussion Questions  What means does our Board use to insure that YFC is accomplishing its mission in our country?  Does our Board have a clear picture of what YFC should look like in 3, 5 and 10 years?  To what extent do we have governing policies that provide boundaries for the work of the staff?”  Is our board strong? How could it be stronger? Refer to Board Manual Pages #4-6

Boards and Board Members are Different  The foundational principle is that board members function as individuals, while Boards function as a singular governing body.  Boards:  Agree to disagree in Board meetings  Only formal decisions made by the whole board are binding on the National Director  Board members leave the meeting in support of the decisions made by the board. Refer to Board Manual Page #6

Boards and Board Members are Different  Board Members:  Act as “volunteers” when carrying out their individual responsibilities - they do not carry board authority as individuals.  Acts of support and encouragement  Involvement in fundraising efforts  Service on committees  Representing YFC to the community  Using talents to contribute to the work of YFC Refer to Board Manual Pages #6-7

Discussion Questions  Why is it important that only the board as a group can give direction to the National Director?  What are some potential problems that would occur if individual board members tried to with “board authority”?  What are some appropriate ways our Board Members are making significant contributions to the YFC Ministry as individual Board Members? Refer to Board Manual Pages #6-7

The YFC Board and Fundraising  Boards don’t raise funds --Boards govern  Board members as a body may make a commitment to raise funds - as volunteers  Serve as a volunteer unit for a fundraising project  Board can take on a goal in a fundraising campaign Refer to Board Manual Page #7

The YFC Board and Fundraising - Board Members raise money  Board Members must first of all be donors  If board members don’t give, they cannot ask others to give  If board members don’t give it weakens managements ability to ask people to give  If board Members don’t give it they weaken organizational morale Refer to Board Manual Page #7

The YFC Board and Fundraising - Board Members raise money  Board members raise money through events  Serve as volunteers in organizing fundraising events: banquets, golf tournaments, etc.  Recruit people to attend fundraising events Refer to Board Manual Page #8

The YFC Board and Fundraising - Board Members raise money  Board members raise money through annual and capital campaigns  Serve on committees, offering time and reputations  Serve on teams that ask prospective donors to join them in support specific projects Refer to Board Manual Page #8

The YFC Board and Fundraising - Board Members raise money  Board members should utilize their connections to friends, business associates to offer others an opportunity to give  Board members may make referrals to staff  Board members may go with staff members on fundraising calls  Board members may by themselves to make fundraising calls Refer to Board Manual Page #8

The YFC Board and Fundraising  Every YFC Nation is different in terms of fundraising expectations of Board Members  Any fundraising expectations should be listed in board member job descriptions  Individual board members have different levels of skill and comfort in fundraising - don’t treat all of them the same. Refer to Board Manual Page #8-9

Discussion Questions  Does our Board make a commitment as a unit to take on specific fundraising projects? Should we?  Are there ways we Board Members could better use our contacts and influence to help YFC staff raise funds for the ministry? List some ways. Refer to Board Manual Page #7-9

Board Composition  It is important to have a good balance of people of the board. Factors to look for in potential Board Members include:  Respected Christian leaders  People capable of sharing their time, talent and treasure with YFC  People who are compatible with each other  A racial and ethnic mix that reflects the nation Refer to Board Manual Page #10

Board Composition  Factors to look for in potential Board Members include: (continued)  Broad church and denominational representation  Well rounded geographical representation  People of different ages  A representation of various professions and businesses  People who run organizations or businesses Refer to Board Manual Page #10

Discussion Questions  To what extent does our board reflect the racial/ethnic, denominational, and geographical make up of our nation?  What professional or business expertise could we use on our Board.  Does our board have a variety of ages represented? Refer to Board Manual Page #10

Qualifications of a Board Member  Quality of board members is more important than the size of the board  Minimum qualifications for Board membership include:  Personal relationship with Jesus Christ  Evidence of a Spirit-controlled life  Agreement with YFC’s Statement of Faith  Mature spiritually, mentally and emotionally  Home life in order Refer to Board Manual Page #10

Qualifications of a Board Member  Minimum qualifications for Board membership include: (continued)  Active in a local church  Respected in the community  A heart for reaching lost teenagers  Current YFC donor  Able to make YFC a priority in time commitments  Willing and able to attend board meetings  Have a good measure of control of their time Refer to Board Manual Page #10

Qualifications of a Board Member  Minimum qualifications for Board membership include: (continued)  Committed to praying for YFC  Willing to use talents, gifts and opportunities for the benefit of YFC  Must see the mission and ministry of YFC as their primary responsibility, taking priority over their personal relationship with the National Director Refer to Board Manual Page #11

Board Member Job Description  For the Board to be effective, Board members must know what it is that they are to do. The following sample Job Description can assist you in establishing a Board member Job Description for your National Program. (see page 11 of the Board Manual for complete Job Description) Refer to Board Manual Page #11

Board Member Job Description  Lives a Christian life with spiritual fruit  Active in a local church  Attends Board meetings  Gives financially to YFC  Signs YFC Statement of Faith  Participates in various aspects of YFC ministry Refer to Board Manual Page #11

Board Member Job Description (continued)  Participates with other Board members in carrying out Board responsibilities  Accepts appointments to Board committees  Performs study and homework prerequisite for Board meetings and committee meetings  Acquires a broad knowledge of YFC  Provides counsel to management, but refrains from personal involvement in management  Makes known to National Director special competencies or contacts that may benefit YFC Refer to Board Manual Page #11

Time Commitment for Board Service  Board members should expect to make a significant time commitment to YFC  Amount of time required will vary significantly from one board to another Refer to Board Manual Page #11

Length of Term for a Board Member  Term should be defined by by-laws  YFC Recommends a 3 year term  Stagger “classes” so that 1/3 of the Board members terms expire each year  YFC recommends allowing Board members to serve multiple consecutive terms  Use Board Member Self-Evaluation (see Appendix 2, page 47 of manual) before agreeing to stay on for another term Refer to Board Manual Pages #11-12

Board Members Must Feel Productive  They must know what is expected of them  They must do what is expected  The must be recognized for what they have done Refer to Board Manual Page #12

Procedure For Bringing On New Board Members  Process for electing/selection board members is defined in the National YFC constitution and by- Laws, and must conform to any civil laws.  In countries where the current Board selects new members the following procedure is recommended Refer to Board Manual Page #12

Procedure For Bringing On New Board Members (continued)  Prospective member is recommended by a current Trustee or National Director  National Director and Board Chairperson talks to the prospect about qualifications and expectations for Board members  Chairperson or National Director presents the prospect to the Board for election Refer to Board Manual Pages #12-13

Procedure For Bringing On New Board Members (continued)  Have a formal installation of the Board member at his /her first meeting  Have an orientation session for new Board members (see Appendix 3, Page 48 in the Manual for an Orientation Checklist) Refer to Board Manual Page #13

Discussion Questions  To what extent does our National Board meet the qualifications recommended?  Would the sample Job Description match the reality of our Board members involvement? Why or why not?  How do we feel about our length of term and Board member rotation process?  How can we strengthen our process for bringing on new Board members? Refer to Board Manual Page #10-13

Board Structure  The importance of By-Laws  Constitution and By-Laws may need to be filed with the government  By-Laws determine the legal leadership structure of your YFC Program  Need occasional review and changes  Appendix 5 (page in Manual) gives sample By-Laws for a YFC program Refer to Board Manual Page #15

Board Structure  Size of the Board  YFCI Charter requires minimum of 7 members  By-Laws will state the size parameters of the Board  YFC recommends 12 to 15 members for optimum Board effectiveness  This size allows for a committee structure to spread the work load of the board Refer to Board Manual Page #15

Board Structure  Board Officers  By-Laws call for specifically-elected officers  Typically the officers are:  Chairperson - Leads Board meetings and oversees the work of the Board  Vice-Chairperson - Performs chair duties when chair is absent  Secretary - Keeps accurate records of Board meetings  Treasurer - Sees that all monies are handled with accuracy and integrity Refer to Board Manual Page #15

Board Structure  The role of Committees  Committees and Task Forces receive delegated responsibilities from the whole Board  This allows the board responsibilities to be divided and shared  Board committees help the board do its work - they do not help the staff do its work  Decisions must be made by the whole Board.  Committees do research and bring recommendations to the whole Board for approval Refer to Board Manual Pages #15-16

Board Structure  Potential Board Committees  Executive Committee - particularly important in larger programs  Comprised of the Board officers  Chief functions of Executive committee  Plan the work of the board  Help plan the Board meeting agenda  Provide guidance in making some decisions  By-Laws should state details about the role and authority of the Executive Committee Refer to Board Manual Page #16

Board Structure  Potential Board Committees (Continued)  Finance Committee  Formulate an annual budget in cooperation with the National Director  Recommend accounting firm that will do year-end report  Raise funds for YFC - This committee leads the full board in raising funds that the board as a unit has committed to raise for the ministry Refer to Board Manual Page #16

Board Structure  Potential Board Committees (Continued)  Human Resource Committee  See that there is an annual review of the National Director  Minister the the National Director as their partner in Christ  Provide opportunities for board and staff fellowship  Help board in Recruiting and selecting new Board members  Orientate and train Board members Refer to Board Manual Page #17

Board Structure  Potential Board Committees (Continued)  Ministry Committee  Promote board participation in YFC International and Area programs  Be educated in YFC ministry program designs  Cooperate with the National Director in developing the YFC program’s overall ministry strategy  Visit and observe ministry programs Refer to Board Manual Page #17

Board Structure  Staff members may serve on Committees  Staff can serve as resource people on committees  This partnership often improves the work of the board and improves board-staff relations  Task Forces  Are Ad hoc committees designed for a specific purpose  They have a beginning and an end  They work well with a combination of Board members and non- Board members  Can be a good place to groom prospective board members Refer to Board Manual Page #17

Discussion Questions  How recently has our board reviewed our By-Laws? Is it time?  Do we have the “right” size board?  Why or why not?  What Committees do we have?  How well are they working?  Should we consider adding committees? Refer to Board Manual Pages #15-17

Board Leadership  Primary Leaders of a YFC Program  Board Chairperson and National Director are the primary leaders  Chairperson and National Director must work well as a team for effective ministry to happen  It is critical that both have a solid understanding of relative roles and responsibilities and effective team work. Refer to Board Manual Page #18

Board Leadership  Role of the Board Chairperson  Leader of the Board and working partner with the National Director  Prepares Board agenda with National Director  Chairs board meetings  Is ex-officio member of all committees  Leads board in setting goals and seeing that they are completed Refer to Board Manual Page #18

Board Leadership  Role of the Board Chairperson (Continued)  Keeps Board focused on YFC’s mission and accomplishment of long-term strategies  Is a liaison between the Board and YFC International personnel  Is Key person in the Board’s relationship with the National Director  Stays in contact with the National Director to understand the major issues facing the YFC program Refer to Board Manual Page #18

Board Leadership  Role of the Board Chairperson (Continued)  Has fellowship with and encourages the National Director  Leads the annual evaluation of the National director’s performance Refer to Board Manual Page #18

Board Leadership  Qualifications of a Chairperson  Emotional and spiritual maturity  Proven leadership ability  Both spiritual and organizational  Ability to facilitate rather than dominate the group  Experience as a YFC Board member  Knowledge of YFC Refer to Board Manual Page #18

Board Leadership  Qualifications of a Chairperson (continued)  Personal compatibility with National Director  Willing to invest significant time and energy in YFC  Respected by other Board members and the Church Refer to Board Manual Pages #18-19

Board Leadership  Role of the National Director  Responsible for seeing that all aspects of the ministry and organization are administered. Reports to the Board  Ensures the development and maintenance of an effective ministry of youth evangelism and discipleship  Is responsible for developing and executing the “means” for accomplishing the “ends” established by the board  Delegates responsibilities to staff and volunteers Refer to Board Manual Page #19

Board Leadership  Role of the National Director (Continued)  It is important that a detailed Job Description be agreed upon by the Board and National Director at the time of hiring  National Director Job Description must be reviewed and adjusted annually  Appendix 6 (page in the manual) is a Profile of the National Director. This document can help you in setting the National Director’s Job Description Refer to Board Manual Page #19

Board Leadership  Relationship between the Board and National Director:  Structurally, the National Director works for the Board  YFC is a spiritual organism as well as an organization  The National Director as minister and the Board as elders work together in a spirit of cooperation  A true sense of partnership must exist for effective ministry to take place Refer to Board Manual Page #19

Board Leadership  Accountability of Board Members  Board Chairperson should speak kindly, but directly to any Board members who are not fulfilling their responsibility as a Board member  Perhaps more orientation or training is needed  The Chairperson should discover the nature of the problem leading to the poor performance and bring resolution  If the Board member’s interest in YFC has diminished, they should look for other avenues of service. Refer to Board Manual Page #19

Board Leadership  Continuing Good Board Leadership  We should always be grooming one or two board members who might serve as the chairperson in the future  This is particularly important if your By-Laws limit the terms of service of Board Officers. Refer to Board Manual Page #19

Discussion Questions  To what extent does our board have a good understanding of the role of the Chairperson?  Any misconceptions to correct?  What can we do to strengthen the relationship between the Board and the National Director  How effectively does our Board hold Board members accountable for fulfilling their responsibilities? Refer to Board Manual Page #18-19

Board Meetings  How Often Should The Board Meet?  YFCI Chartering requires at least 2 meetings per year  YFC recommends at least quarterly meetings  Some boards meet monthly  New start-up YFC programs will require more frequent Board meetings  Executive Committee can meet between Board meetings Refer to Board Manual Page #20

Board Meetings  Designate one meeting as the “Annual Meeting” of the board  This should be before the start of your fiscal year and would include the following:  Annual organizational report  Election of officers  Approval of integrated ministry plans and budget for the coming year Refer to Board Manual Page #20

Board Meetings  Length of the meeting  Monthly meetings should be 2 to 3 hours  Quarterly meetings may be one to two days in length, including fellowship time  It is important to announce in advance when the meeting will begin, and when it will end Refer to Board Manual Page #20

Board Meetings  Quorum  By-laws should call for a specific quorum (51% majority is recommended)  Without a quorum of members, discussions are permitted but no official action can be taken Refer to Board Manual Page #20

Board Meetings  Developing an agenda  National Director and Board chairperson works together to develop the agenda  Agenda should be completed and sent to members 2 weeks prior to the meeting  Agenda items to include:  Opening time  Prayer time  Minutes of last meeting  National Director’s Report  Financial Report Refer to Board Manual Page #20

Board Meetings  Agenda items to include: (Continued)  Old business (Items carried over from previous meeting)  Committee reports and recommendations  New Business (not included in committee work)  Announcements (Next meeting, committee meetings, etc.)  Prayer time  Closing Refer to Board Manual Page #20-21

Board Meetings  Agenda Options  Have a staff member give a report  Have a young person give a report or be interviewed  Include 20 to 30 minutes of Board training  Have a board member share their Christian testimony Refer to Board Manual Page #21

Board Meetings  Role of the Chairperson in the meeting  Help prepare the agenda  Lead the meeting  Summarize the action taken on each item - state any follow-up required and who will do it. Refer to Board Manual Page #22

Board Meetings  Rules of Order  Meetings must have some acceptable rules of order  “Roberts Rules of Order” provide some general rules for keeping the meeting moving.  Most boards do not insist on following the precise procedures in “Robert's rules of Order”, since procedural victories are not necessarily a biblical basis for decision- making.  (See Board Manual pages for more information on using General Rules of Order) Refer to Board Manual Page #22

Board Meetings  Taking Minutes  YFCI asks that Minutes or actions of a Board me taken and kept on file.  Minutes should include:  Meeting date  List of attendees  State whether there was a quorum  Record specific actions taken  Back-up data (copy of budget, etc.) becomes part of the Minutes  Minutes do not need to record details of reports or discussion, but must be specific about actions Refer to Board Manual Page #23

Board Meetings  Praying Together  Board prayer should consist or more than quick opening and closing prayers.  Consider these possibilities:  Prayer time at the beginning  Prayer time at the end  Stop and pray when considering important issues  Have a special prayer-only board meeting, or a special day of prayer for the board  Pray for for staff, for ministry and for individual board member needs Refer to Board Manual Page #23

Board Meetings  Preparing for a Board meeting  Send written materials 2 weeks in advance  Agenda  Minutes of last meeting  Financial reports  Ministry reports  Board members should read all advance materials before coming to the Board meeting Refer to Board Manual Page #23

Board Meetings  Committees will make a difference  Good committee works allows for fewer and shorter board meetings  This enables the the Board to accomplish more in making YFC effective  Key to committee effectiveness is for the whole board to trust the committee and not repeat their work in the Board meeting  The Board may not always accept recommendations of a committee, but they usually will. Refer to Board Manual Page #24

Board Meetings  Board Meeting Frustration Points to Avoid:  Digressing from the agenda to low-priority items  Not doing the necessary homework  Failing to adequately plan the agenda  Interfering with staff operations  Unqualified Board members who lack vision and motivation  Focusing most of the meting on money  Making decisions without seeing the big picture  Not having a record of previous decisions available  Poor Chairmanship Refer to Board Manual Page #24

Discussion Questions  Discuss whether your Board has the right frequency and length of Board meetings for your context.  How could we improve the quality and quantity of the time the Board spends in prayer?  To what extent do our meeting agendas help the Board fulfill its role on YFC.  What changes in our board meeting structure could help us be more effective as a board? Refer to Board Manual Pages #20-24

Board Building  Board Building is Never Finished  It is an ongoing process  People need to be responsible for board development  National Director  Board Chairman  Board Development Committee Refer to Board Manual Page #25

Board Building  Board Members Must be Knowledgeable About YFC  National Notebook  Board member Orientation and Training  Reporting  Involvement  Meeting with National Director  (See Board Manual Pages for more details about National Notebook, orientation, training, reports, etc.) Refer to Board Manual Page #25

Board Building  The Board is a Fellowship  Board retreat  Social interaction with staff  Spouse involvement Refer to Board Manual Page #27

Discussion Questions  Take the “Board Building Test” on page 28 of the Board Manual and discuss your results  What two steps could your Board take that would must improve its Board building effectiveness? Refer to Board Manual Pages #25-27