Building Strong and Engaged Boards Karen Kegg Amy Dameron Phipps February 26, 2013

Board Profile Recruiting Orientation Expectations Functioning Committees/Work Ongoing Education Evaluation Removal/ Release Life Cycle of A Board Communication

Telling Your Board Story Activity Share the profile of your Board with a colleague. What does your Board look like now? Characteristics, ages, professions, level of involvement, spheres of influence, passion for the work…

Board Profile What is the current profile of your Board? Does it mirror your community? Your clients or constituents? Which spheres of influence does it represent? Does it have: – Expertise » Legal, Accounting, Marketing, HR, Fundraising, Construction, Planning, Investments, Program Development, etc. – Influence – Affluence

Recruiting Not “I have a friend who might do it…” Board Matrix – art & science Conduct analysis of board requirements

Recruiting GENDER Female Male AGE Under Over 65 PART OF TOWN Downtown Alamo Heights Inside Loop 410 Between 410 and 1604 Outside 1604 Fair Oaks/Boerne RACE / ETHNIC BACKGROUND African American Caucasian Native American Hispanic/Latino Asian-American Other

Recruiting AREA OF EXPERIENCE Business/Corporate Personnel/HR Arts Management Artist Public Relations Special Events Planning Strategic Planning Political Knowledge Religious Military Law Construction/Project management Educational Investments Fund Raising Government Banking / Loans and Trusts Accounting Real Estate Knowledge Medical Marketing Physical Plant (architect, engineer) Nonprofit Sector Grant Writing SPHERES OF INFLUENCE RELIGIOUS AFFILIATION FOUNDATION BOARDS CORPORATE BOARDS NONPROFIT BOARDS/ASSNS

Recruiting Who does the recruiting? Active Nominating Committee Where do you find the right people? “Dating” potential Board Members…

Dating… from new member’s perspective How do you research a potential nonprofit? – Who’s on the Board? – Guidestar, Form 990’s – Copy of Annual Report – Copy of Financials – Copy of Strategic Plan – Copy of Bylaws – Conflict of Interest Policy

Dating…from new member’s perspective Time Commitment Committee Assignments Organizational Challenges Level of Personal Commitment

Dating, continued… – Meet other board members – Meet the staff – Take a tour

Orientation Planned Session led by the Board Tours Board Manual Previous agendas, minutes Useful contact information Budgets, by-laws Important dates Conflict of Interest policy Board Buddy System

Expectations Clear and concise One-page job description Ask for a signature Financial participation Meeting participation Role in fundraising What else?

Sample Expectations Sheet I, _________, understand that as a member of the Board of Directors of ______________, I have a responsibility to help the organization fulfill its mission. I believe in the purpose and the mission of the organization, and I agree to act responsibly and prudently as its steward. I will be an ambassador for the organization's work and values to the community, represent the organization in a positive manner, and act as a spokesperson only when such authority has been delegated to me by the board. AS APPLICABLE: I will attend at least [XYZ number or %] of board meetings, committee meetings, and special events. AS APPLICABLE: I will make a personal financial contribution [at a level that is meaningful to me.] I will actively participate in one or more fundraising activities with the organization. I will act and make decisions that are in the best interests of the organization, and disclose any conflicts of interest and not vote on matters where my interests may conflict with those of the organization. I will stay informed about the organization. I will ask questions and request information as needed. I will participate in discussions and take responsibility for making a decision by voting. After a vote has been taken, I will support the action taken, even if I did not vote in favor of the action taken by the majority of the board. I will work in good faith with staff and other board members as partners towards achievement of our goals. If I don't fulfill these commitments to the organization, I will expect the board chair to call me and discuss my responsibilities with me, and if I cannot fulfill these commitments for any reason I will offer my resignation to the board chair. Signed:____________________________Date: _______ SOURCE: National Council of Nonprofits

Functioning Committees/Work Traditional Standing Committees – Executive – Finance – Fundraising – Governance/Nominations Traditional Ad Hoc Committees – Events – Evaluation of Personnel – Audit

Work At Board Meetings If it’s longer than 1.5 hours… Consent Agenda Decision/Advice/Information More discussion than reporting Dialogue about an issue (small groups) Stories/Testimonials at every meeting – “mission moment”

Communication Poll your Board (frequency?) Phone Mail Online Tools

Ongoing Education for Board “How to read financials” training Programmatic training Topical training – How to run a committee meeting – How to ask for money – Board roles & responsibilities – Messaging Board Retreat – when needed

Evaluation of the Board – Annually – Self-evaluation vs. staff evaluation – Evaluating our work as individuals and as a whole – Evaluating our satisfaction

Removal/Release Depend on your bylaws (term limits) Easily done at “end of term” Advisory Board role? Challenge: Necessary to remove now – Board Chair must take the lead – Follow your bylaws – Often a conversation resolves the issue Succession Plan

Board Profile Recruiting Orientation Expectations Functioning Committees/Work Ongoing Education Evaluation Removal/ Release Life Cycle of A Board Communication

Resources you can use

Questions?