BRIGHT BOARDS, GOOD GOVERNANCE

WINTER PARK CITY SERIES PRESENTED BY:THE PARK CITY FOUNDATION &

UTAH NONPROFITS ASSOCIATION

Wednesdays (March 7, March 21, April 4)from 8:30-10:30 am

Blind Dog Restaurant1251 Kearns Blvd. Park City, UT 84060

OVERVIEW

Does an effective organization require an effective board?

Does sustainability rely on strong governance?

This series helps you keep your eye on the big picture – meeting your organization’s mission and creating sustained success through good governance. From the A, B, C’s to the X, Y, Z’s – good governance is essential.

BOARD MEMBER BOOT CAMPWednesday, March 7th

What: Fiduciary, legal and ethical responsibilities; role of board member vs. executive director and staff; fundamentals of nonprofit organizations (versus businesses and government); financial reporting, IRS reporting, etc.

Facilitator: Pat Bair

Panel: CPA – Chris Arthur, Arthur & Associates Attorney – Bruce Olson, Ray Quinney & Nebeker Experienced Board Member – Steve Tyler, Past-

Chair New Jersey Community Foundation, Board Member The Park City Foundation

BUILDING A BOARD THAT ROCKSWednesday, March 21

What: How do you build and retain a Board made of active, engaged members who are mission focused, understand their roles and fulfill their responsibilities.

Topics How to Nominate & Recruit & Retain. Board Member expectations and evaluations. Education & Equipment: Giving board members the skills to

succeed. Recognition is important.

Facilitator: Pat Bair

Panel: Bill Mullen, past-Chair KPCW Syd Reed, past-Chair Park City Museum, Board Member, The

Park City Foundation Insa Reipen, Executive Director Recycle Utah Peter Wright, Jr. Board Member, Recycle Utah

POLICY-PALOOZAWednesday, April 4

What: What is governance? This session will specifically address a handful of governance approaches. Organizations need a simple roadmap for what good governance is, how duties are divided and examples of how this works, practically.

Topics: Definitions of governance Board Policy Manuals Policy Board Model Popular structures and theories Examples of real life board transformations (or shifts)

Facilitator: Pat Bair

Panel: The Park City Foundation: Trisha Worthington, Executive Director

and Liz Lockette, Governance & Education Chair People’s Health Clinic: Nann Worel, Executive Director and Dr.

David Teasley, Board Member

Building A Board That ROCKS!!!!!

WEALTH, WISDOM, WORK, & WALLOP!

If you don’t know where you’re going . . .

you won’t know when you get there!

WHAT’S THE MOTIVATION?

Why are you on the Board?

What do you have to offer the organization?

When/how often will you provide that?

Step #1: Organizational decision to prioritize board development

• Positive Visions…• WEALTH: Financial - Board that raises $$$$$’s• WISDOM:

• Advice – From professional and experiential background• Expertise – Willing to perform work in area of expertise

• WORK: • Service – Provides time and involvement• Action - High performance people make things happen

NOW• WALLOP:

• Power – Circle of Influence• Growth – The “band wagon” effect

• The Board HAS TO WANT IT!• BUT! I DON’T WANT TO CREATE A

MONSTER, EITHER!

Who’s responsible for what? (Grant of Authority)Board of Trustees• Sets Policies and Procedures for

administration of the organization, ensuring fiscal integrity and legality of operations.

• Ensures funding of organization with emphasis and responsibility on donations and fundraising.

• Signs grants and contracts as the legal body binding the organization.

• Approves Annual Budget with periodic reviews to ensure budget is within specified limitations, making changes periodically as determined by funding and activities.

• Annual Retreat and Strategic Plan formulation and implementation through committees and Executive Director.

• Hire/dismiss, supervise, evaluate, counsel and advise Executive Director, making staff responsible to Executive Director and refraining from administrative details.

• Support and hold Executive Director accountable in carrying out duties and Board decisions.

• Consult with Executive Director regarding all matters the Board is considering; share all communications with Executive Director.

• Review and approve Annual Report.• Enhances the organization’s public standing as

representatives in the community.

Executive Director•Recommends Policies and Procedures and ensures they are implemented and followed, operating within ethical and legal boundaries.•Responsible for government, foundation, and private grants including writing requests for funding, budget prep, etc.•Grant administration and oversight including program and fiscal accountability to grantors and Board.•Prepares Annual Budget in coordination with Board and ensures expenditures are within the bounds of the budget and in accordance with grants/funding guidelines. •Input to Strategic Plan; implementation of Plan.•Hire/dismiss, supervise, evaluate, counsel, and advise staff; overall responsibility for administrative operations.•Carry out duties and decisions from the Board in a timely manner.•Consult with Board regarding all fiscal and personnel matters the Executive Director is considering; communicate activities in a timely manner.•Prepare Annual Report.•Represent the organization in the community and within government entities in the community.

Step #2: Board Development Committee

• Year-round process• Not just a recruitment effort• Requires the best people• Identifies, recruits, motivates, trains,

evaluates & recognizes

Step #3 Develop Board Performance Criteria

• Specific expectations• Reasonable/challenging• Attendance/fund raising/advocacy• Quantitative & measurable• Minimum Expectations -- (Sample)

• Commitment Contract –

(Sample)

• Can be a difficult step

Step #4: Current members accept/reject

criteria

• Must have “buy in”• Universal acceptance will not

happen• That’s OK! – It cleans house!

Step #5: Analysis of a Rockin’ Board

• Clearly define the organization’s needs• Strategic direction; critical issues; tactical plan

• Match the needs with talents/skills needed

• Determine the Gaps

Exercise…Rockin’ Board Profile:

Rockin’ Board ProfileAttribute Now Ideal Needed

WEALTH(Personal wealth or connects organization with wealthy circle of influence.)

WISDOM(Willing to share expertise to strengthen organization.)

WORK(A“workhorse” who gets a lot done and willing to take the time to do it!)

WALLOP(Always knows who to call; knows everyone.)

Step #6: Fill the Gaps

• Develop specific needs list

Who ya’ gonna call?

Step #7: Recruitment effort

• Planned process• Recruitment Class vs. Random Individual• Identify prospects/Board Agreement –

(Nomination form)• Recruitment Packets – (Overview;

Heart & Head; Application form)• Candidate/New Board Member

Orientation

Step #8: Education of Board Members

• More than just a “one-time” meeting• On-going process• Education of board members…how is it done?

• Executive Director is the primary “educator” for board members

• Orientation for new members then ongoing• Board meetings should have an “educational” component

(Agenda; List)• Board member visits at least annually• Key mailings from ED ” What Board Members Need to

Know”• E-blasts weekly from ED• Annual Retreat• Other ideas?

Step #9: Recognizing Board Members

• Make Them Appreciated & Valued (Need a “clipper”; assign this as responsibility of the committee to do every meeting)

• Local & national programs• Local examples• President’s Volunteer Service Award

Step #10: Evaluating Board Members

• Annual process• Based on the Functions &

Expectations• Executive Director maintains data• Board Development Committee does

the evaluation• Methods to address “low” scores

Keeping a Record Board of Trustees Meeting Attendance/Fundraising/Pledge FY 2008 - 2009

MEMBER  * July Aug Sept Oct Nov Dec Jan Feb Mar April May June Pledge

Banking/Insurance * E P P E E P P E P P P P $500

Retired Founder * P P P E E P P E E P E P $50,000

County Commish * Joined Board effective 2/2009 E E E A P $500

CPA * P P P P E P E P P P P P $1,500

Community Advocate * P P P E P P P P P P E P $10,000

Micro Manager * P E E A P E E E E Resigned 4/2009 $1,200

University Rep  * P P P A P P P P P P P P $500

Old Money  * P P P E P E E P E E E P $15,000

No Time  * E E E Resigned as of October, 2008 $100

School District Rep * E E P P P P P E E P E P $250

Too Busy to Attend * A E E A P P E P P Resigned 4/2009 $100

Our Pet Shark * P P P P E P P P P P P P $2,500

Worker Bee * P P P P P P P E E P E P $1,000

Facilities R Us * P P P P P P E P P P P P $1,000

Construction Corp.  * P P P P E P P P P P P P $10,000

City Councilman *  E P P P A P P P E E P P $100

Law Enforcement  * E P E P P P E P E P P P $100

High Board Performance

• Organization Priority

• Board Development Committee

• Performance Criteria

• Ideal Board Profile

• Fill the GAPS• Education Process• Recognition • Evaluation

“Greatness is not a function of circumstance.

“Greatness, it turns out, is largely a matter of conscious choice and discipline.”

Jim Collins: Good to Great

PANEL DISCUSSION

Bill Mullen, past-Chair KPCW Syd Reed, past-Chair Park City Museum, Board Member, The Park City Foundation

Insa Reipen, Executive Director Recycle Utah

Peter Wright, Jr. Board Member, Recycle Utah

RESOURCES

Electronic copies of today’s presentation and handouts can be downloaded from:

BairConsulting.com

Look for the article entitled:Winter Park City Series:

Building A Board That Rocks

THANK YOU

We hope to see you at the next and last session:

POLICY-PALOOZAWednesday, April 4

Bair ConsultingPatricia A. Bair

P.O. Box 568Eden, UT 84310(801) 745-4923

BairConsulting@gmail.comwww.BairConsulting.com