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23 @ 4 Series

BOARD TOOLS & RESOURCES

September 2010

Paul Clarke Nonprofit Resource Center

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Areas Covered Today… Policies Fund Raising Communications Bd Development

& Governance Hiring a CEO Projects

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Policies Ethics & Accountability

Conflict of Interest Statement Code of Ethics

Board & Board Members Agreements Job Descriptions

Finance and Investments

The Nonprofit Policy Sampler

by Barbara Lawrence & Outi Flynn

658.422L43N

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Fundraising

FEARLESS Fundraising

for Nonprofit Boardsby Dave Sternberg

361.70681 ST4F, 2008

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Organization XYZ’s Donations in Year 2010

70%

20%

3%

7%

IndividualsFoundationsBequestsCorporations

Example from Fearless Fundraising

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Gift Chart

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FR Aids:

Chart: Advantages & Disadvantages

Grid: Selecting Prospective Partners

Thermometer Chart for web page

Walk-a-thon Planner by DoJiggy

Event Master Planner

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CommunicationsTech-Savvy

Communications Toolkit

Tech Soup & NPower Seattle

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http://www.smartchart.org/

Online tool that can help

organizations make and

assess strategic

decisions.

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Board Development

Grid Application Agreement Recommitment Calendar

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Sample GridName Race/

EthnicityGender City Current

AgeAreas of expertise

Rosa Hispanic F FW 25-35 Business Leader

Community Volunteer

Education

Entrepreneur

Fundraising

Community Development

Legal

Investment / Finance

Marketing

http://www.nonprofitinclusiveness.org/print/200

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Nominating Processotessier.com/library/The%20Nominating%20Process%2006.pdf

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Sample Application

http://garberconsulting.com/board_application_form.htm

Name 

e-mailfaxphone 

Work (if applicable) Company & Address   

e-mail faxphone 

Home Address 

Summarize your experience with and/or interest in our organization.    financial management and control (budgeting,

accounting)

   recruiting, hiring and evaluating personnel

   program planning and evaluation

   board development (recruitment, training, evaluation)

   fundraising

   strategic planning

Little/or no experience

some experi-ence

very experi-enced

What skills and knowledge are you willing to bring to our board? Please indicate your experience in the following areas.

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Expectations…Purpose of this form.

This form provides you with basic information about what ____ requires from its Board members. If you have doubts about your ability to commit the required time, attend scheduled meetings, or comply with these requirements, please advise the recruitment committee before they submit your name for consideration.

Term of office: 2 years. Elected at Annual General Meeting. Directors may serve a maximum of 6 years. Directors may be appointed by the Board to fill vacancies until the next Annual General Meeting.

Fund Raising All board members are expected to make an annual donation to the organization that is personally meaningful to the director. In addition, directors are expected to attend fundraising events, and participate in annual and special campaign.

Nathan Garber & AssociatesTraining and Consulting for the

Nonprofit Sector

www.garberconsulting.com

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Agreement… Outlines board member’s

responsibilities to organization

Lists organization’s responsibilities to board member

http://www.boardnetusa.org/infocenter/vz/rc_content.asp?contentid=27

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Sample Operations Calendar

NOTE: Timing of activities relative to the fiscal year

http://www.managementhelp.org/

boards/brdclndr.htm

© Copyright Carter McNamara, MBA, PhD, Authenticity Consulting, LLC.

Regular Board Activity Approximate Date

Fiscal year begins January

Conduct Board Self-Evaluation

March-April (do shortly before evaluating chief executive)

Evaluate Chief Executive April-May (do shortly after completion of last fiscal

year) Review and update board policies

April-June (do concurrent to

board and chief evaluations) Conduct first board retreat

April

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Templates

Meetings Minutes Records

Nonprofit Meetings, Minutes & Records: How to Run Your Nonprofit Corporation So You Don’t Run Into Trouble

by Anthony Mancuso

658.456M31N,2008

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SAMPLEEMPLOYEE PERFORMANCE EVALUATION FORM

Employee name:__________________________ Employee title: ___________________________ Period covered: ___________________________ Date of evaluation:________________________         General comments on employee's performance:

Employee's goals for the coming year:

Reviewed by: __________ Signature: _____________

Lots of Samples…

http://www.mncn.org/info/template_hr.htm

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http://nonprofit.about.com/popular.htm

Sample of Thank You Letters

Samples and Templates

Even more…

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Document Retention

Type of DocumentMinimum Best Practice

Requirement

Accounts receivable & payable ledgers & schedules 7 years

Articles of Incorporation, charter, bylaws, minutes and other incorporation records

Permanently

Audit reports, Financial Statements (year end): general/private ledgers

Permanently

For Nonprofits by Management Help: http://www.managementhelp.org/.../Sample-Document-Retention-Destruction-Policy.pdf

Federal Records Retention: http://www.mgtdevspec.com/Record%20Retention.htm

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Hiring a CEO

Hiring the Chief Executive: A Practical Guide to the Search & Selection Process by Sheila Albert – 658.407AL1H, 2000

Initial Rating Sheet

Sample Candidate Questions

Reference Checking

Tally Sheet

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Governance Check-UpYES NO DON’T

KNOW DOES NOT APPLY

1. Our mission/vision/purpose statement clearly communicates what we want to achieve

       

2. Our values and beliefs are clearly stated and reflected in all our programs and activities

       

3. We have a strategic plan that guides our Board, staff and volunteers.

       

Nathan Garber & AssociatesTraining and Consulting for the Nonprofit Sector

http://garberconsulting.com/governance_checkup1.htm

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Mind Tools.com Time Management

To-do lists Information Skills

Mind-Maps Communication Skills

Using the correct charts & graphs Project Management

Gantt Charts

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Thank You!

Check the PCNRC Resource Page for links