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Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

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Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications
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Page 1: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Being anEffective Board

Presented by the Nonprofit Services Divisionof 3fold Communications

Page 2: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

The Law Your 4 Duties, as defined by the IRS and others you

should fear

The Work Fiscal Steward Brand Ambassador

The Culture Role of the Board Chair and Staff Cultivation of Prospective Board Members Role of Committees

Today’s Discussion:

Page 3: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Duty of ObedienceObedience to your organization’s central purposes must guide all decisions. The Board must ensure that your organization operates within the law (IRS, State of CA) and in compliance with its Bylaws and policies.

The Law - #1 Duty

Page 4: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Ensure audited or professionally reviewed financials. Ensure federal and state tax returns are filed accurately and on time.

Develop policies to support professional handling of funds; maintain standard accounting principles.

Examples of Duty of Obedience:

Page 5: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Duty of CareBoard members must exercise care in all dealings with the organization and its interests. This includes financial oversight; reading of meeting minutes and all other material provided by staff or board members about the organization; and paying attention to issues that are of concern or interest to the organization.

The Law - #2 Duty

Page 6: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Prepared for Board meetings. Demonstrate a working knowledge of the organization. Demonstrate prudent and fiscally responsible oversight. Ensure that meeting minutes are accurately taken and stored in an easily retrievable manner.

Examples of Duty of Care:

Page 7: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Duty of LoyaltyBoard members must avoid any conflicts of interest, as well as the appearance of conflicts of interest. This includes personal conflicts of interest as well as conflicts with other organizations to which a Board member is connected.

The Law - #3 Duty

Page 8: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Sign a duty statement and a conflict of interest statement. Disclose all other nonprofit affiliations and be clear what allegiance to this organization means.

Articulate how loyalty is demonstrated specifically in terms of fundraising, especially if they serve on more than one board.

Examples of Duty of Loyalty:

Page 9: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Duty of TransparencyIt is the Board’s obligation to ensure that the organization is appropriately transparent in its operations. At minimum, this means the timely filing of IRS Form 990 and other appropriate informational and tax returns that are required to be made public.

The Law - #4 Duty

Page 10: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

In addition to returns filed appropriately, make financial and policy records available for members of the public to review.

Make it easy for grantors to find your financial data, either online or upon request (e.g., ensure that your most recent 990 is posted to GuideStar, CA Cultural Data Project, on your organizational website).

Produce an annual report, or make available the type of information normally included in an annual report.

Examples of Duty of Transparency:

Page 11: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Media Policy – who in the organization is charged with talking to media on behalf of the organization? Are staff trained on how to answer media inquiries via phone or visit to office?

Crisis Communications Policy – what is the plan for how “bad news” is communicated to staff, funders, stakeholders? How is your media policy incorporated into a crisis communications plan? What about collaborative projects?

Social Media Policies – the new frontier…

Other Policies from the Board:

Page 12: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Creating policies so that social media works

Page 13: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

More social media realities

Page 14: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Work with staff to create policy statements that advance the mission and protect the organization, such as:  Branding & Communications Style Guide Privacy (from client specific to use of mailing lists) Audit Compliance-related Policies (as identified by auditor) Sponsor and other funder recognition protocol Fundraising

Some other policies to consider:

Page 15: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Your purpose:

To ensure the sustainability of your organization; and to ensure the relevancy of the organization to the community it serves.

2 main ways you do this – by serving as: Fiscal Steward Brand Ambassador

The Work

Page 16: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Fiscal Steward

Ensure adequate resources (“give, get”)

Hire, support and evaluate the Executive Director

Ensure the 4 duties are adhered to, and maintain accountability

The Work

Page 17: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Fundraising Development committee Open doors / make introductions Accompany staff on cultivation visits Donate money Ask others to donate money

Budget Development, Analysis, Management Finance committee Understand financials Policies that support the ED’s management of resources

Ensuring adequate resources:

Page 18: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Board Dues Budget line item for marketing expenses Supports the Board’s brand ambassadorship activities

The 1,000-Point Board Scorecard Quantifying value of Board activities Structured framework for Board leadership

3-Year Staggered Board Terms One-third cycling off per year

Emerging Best Practices:

Page 19: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Old adage: “Eyes on, hands off unless invited”

Know the difference between your role and that of the ED.

For instance:

You don’t supervise any other staff(think ex parte communications)

It’s not your job to micro manage in any way(the color of the napkins is not your concern)

Supporting the Executive Director:

Page 20: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Timely reports in advance of Board meetings

Sharing good news fast, and bad news even faster (ED)

Being responsive to Board member requests

Being even more responsive to donor, sponsor, funder requests

Respect of the volunteer role of Board members

What’s fair to expect from staff:

Page 21: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Brand Ambassador

Advance the mission of the organization in the community

Enhance the organization’s public image

Recruit, orient and support new Board members pursuant to your Bylaws and other polices

The Work

Page 22: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Brand Ambassador – Tools to do your job:

Carry with you at all times, and make available to contacts: Business cards Organizational information What else?

The Work

Page 23: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

A brief introductory statement about the organization (your 30-second elevator speech).

How many people you serve, where, and how.

A recent success story you can use to illustrate the relevance of your organization.

How the person you’re talking to can support the organization.

The Work – you should know:

Page 24: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Participate on a Committee of the Board

Attend Board meetings regularly

Be accountable

Doing good work for the organization looks like:

Page 25: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Talk about the organization

Identify people who should / could support the organization

Doing good work for the organization looks like:

Page 26: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

 What Needs to be Determined: Board Meeting Protocol – formal or informal (e.g., RRO, Consent Calendar); pre- and post-meeting documentation and follow-up Board Meeting Schedule – frequency of meetings / exact day, date, time Expectations of Staff – in the preparation of meetings, follow-up

The Culture

Page 27: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

#1 – Be in compliance with your Bylaws, or change them to be in compliance with reality.

#2 – Understand the difference between standing and ad hoc committees / non-board member involvement.

#3 – What’s the conventional wisdom of committees? Strong leadership = more successful committees Only have enough committees to be efficient Start by filling your board

Board Committees – to be or not to be?

Page 28: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Executive Committee – positions, responsibilities

Terms of Office – and how they affect board leadership

Annual Board Retreats

Recognition of Board Members

Nominations process – strategic considerations

Filling the Board – Be Strategic!

Page 29: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

Duty Statements for Board Members Job Description, Membership Agreement, Fact Sheet

Other Forms Financial Commitment Confidentiality Conflict of Interest

Prospective Board Members: Questions, Board Commitment

Board Orientation Checklist, Board Manual

Committee Structure, Board and Staff Responsibilities

Your Board Binder Should Include:

Page 30: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

The role of the Board of Directors as a body is to oversee and protect the interests of the public, which provides funds for the organization’s activities.

The role of individual Board members is to support the mission of the organization and the staff’s efforts to carry out the mission.

Important Distinction:

Page 31: Being an Effective Board Presented by the Nonprofit Services Division of 3fold Communications.

The long term success of the organization relies on strong board leadership. Staff executes on the mission. The Board sets the strategic vision, and ensures the resources to pursue it.

Make the organization your primary charitable effort while you serve on its Board.

If you remember nothing else…


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