Session 2: Board-Staff Relations Margaret Prest Santa Barbara Student Housing Cooperative NASCO Staff and Managers Conference San Francisco, CA February 23-24, 2009

Overview: Agenda Course outline and overview Role of the membership/board Role of the staff Challenges that may arise Possible solutions to those challenges Basic reasons for challenges Things to think about when dealing with these challenges

Role of the membership/board Members of a co-operative are responsible for: Actively participating in the co-op, Voting for the board of directors who in turn set the long-term strategic plan and policies for the co-op, Making appropriate and viable decisions for the co-op when sitting on the board or any other decision-making body, Setting goals and direction for organization and staff. Members offer a cooperative: New ideas, energy and enthusiasm

Role of the staff Staff in a co-operative are responsible for: Conducting the day-to-day operations, Implementing and enforcing policies, as set by the board of directors, Ensuring that both short- and long-term plans are implemented and achieved Educating and informing the board about the operations of the co-op. Staff offer a cooperative: Continuity and historical memory of the co-op, Specific skills, technical and professional knowledge.

Challenges that may arise Members sometimes expect staff to solve every problem that exists. Direction of work for staff can change dramatically when the board of directors turns over. Because members are the co-op's owners, sometimes members feel they can direct the staff in how to do their jobs.

Challenges continued: Frequent member turnover leads to continual education by staff regarding policies and procedures which can become redundant for long-serving staff. Members don't know their course of action when a staff member steps out of line. Members question why staff are needed in the first place – can't members do the work themselves?

Tackling the issues – Do you have a board/staff problem right now that you would like to share? Would you share a past problem and the solution that was used? What solutions can you provide?

Possible solutions: Member and staff education regarding the role of members and the role staff possibly with an outside educator. Board education regarding the role of the board as employers. Dialogue with staff about the important role they play in the member education process.

Possible Solutions Continued: Establishing clear procedures for communication processes. Establishing and documenting a grievance policy, for both members and staff. Providing clear guidelines for members and staff about review processes. Clear job contracts and job descriptions.

Basic Reasons for Challenges Differences in objectives and values between Board members and staff Inadequate definition of Board and staff roles Inadequate training and indoctrination of new board members Tendency of some directors to attempt to manage operations

Things to think about when dealing with these challenges Diplomacy in communication. Understanding differences in perspective (e.g., member living in a co-op house vs. staff working for a co-op).

Thanks: To Cary Hubbard for many ideas and the basis for this Powerpoint.