Community Foundation of the OzarksDecember 1st, 2009 Webinar

Professionalizing Board Development

Brad Toft – Ozarks Regional YMCA

Who is on the call?

I am not an expert!!!

Worked for YMCA for 20 years

CEO for 14 at 3 different YMCA’s

Ozarks Regional YMCA has 8 different Governance Boards

Agenda for Presentation

• Why Board Development?• ROI Model• Fixing the Structure• Nominating vs. Board Development Committee• Assessing the Board• Identifying Prospects• Recruitment• Orientation

Why Board Development?

To develop a great board that will guarantee future success!

Why Board Development?

Challenges:

• Trouble attaining organization goals (Strategic Plan)

• Diluted focus of Board

• Members lack clear understanding of responsibilities

• No process that identifies board prospects

• Meetings do not feel right

• Staff doing most of the work

Why Board Development?

To create a systematic and deliberate process to increase the efficiency and effectiveness of

the Board over time.

The ROI Board Development Model

Return on Investment &

Recruit, Orientate, and Involve Board Members

Based on a model developed by BoardSource

Adapted for YMCA’s by YMCA of the USA

YMCA of USA offers online classes for CEO’s and board members in leadership positions

ROI Model leads to great boards who;

Establishes a quality standing board development committee that…

• Annually assesses board • Recruits new members and leadership• Conducts an orientation for new members• Involves and recognizes all members

Fixing the Structure First

CEO Role is to identify how you need your board to function. Ask yourself…

What does the structure look like?

Is it working?

Do you have succession plan for board leaders?

Does the board focus on today and not broadly?

Do staff know the importance?

 Exhibit your professionalism. Be prepared and reaffirm the YMCA profession to the volunteers. Work the plan! If the group does not have one- make one. Communicate agenda items with the chair well before the meeting. Be ready for the meeting. Both physically and mentally. Show leadership to your staff and provide them opportunities for participation. Work a week in advance.

Do staff know the importance?

 Support one another. NEVER ask a question of another staff member at a meeting. Do not ask for clarification. Only comment when asked and be supportive of staff agenda. Ask your questions in private and away from volunteers. (Do not feel like you have to speak to make yourself look good) You are the liaison for the total association. Support the whole. Be extremely careful when and how you draw the line in the sand. If you are the main staff responsible for getting another staff member to come to a meeting to report this does not complete your obligation. “Just showing up” for volunteer meetings will affect job performance.

Board Development Committee

Vs

Nominating Committee

Nominating Committee Board Development Committee

Typical Cutting Edge

By-Law Driven Needs Driven

Short Term Year Round

Staff Driven Board Driven

Single Nominating Process Multidimensional

Developing Committee Commission/Chart of Work (Plan)

Submit for discussion and approval of full board prior to implementation

Ozarks Regional YMCA Corporate Board of Directors Committee Commission

Board Development Committee

Authorization and Basic Function The Board Development Committee will work to improve the overall effectiveness of the board members and the Board of Directors. The work will take into account the nature of Board Development as an on-going function that will not only transcend a variety of CVO’s but also lay the foundation that will work well into the future of board leadership. The work of the Board Development Committee will require that the Committee meet on an ongoing basis with a minimum of six meetings per year. Composition The members of the Board Development Committee are appointed annually by the CVO. The Committee shall be composed of not less than three and no more than eight members. The term of office for the Chair will be one year. The CEO is the staff person assigned to this committee. Responsibilities

1. Use an Assessment process/tool to identify the strengths/weaknesses of the Board members and the Board yearly.

2. Based on the Assessment, provide a major thrust each year that supports and facilitates Board leadership, development and training based on the Assessment.

3. Realizes that the process of Board Recruitment is a year round function and develops an annual leadership recruitment/nominating plan that identifies needs of the Board. Manage the entire Nominating process as outlined in the bylaws.

4. Provide a Board Orientation program for all new members of the Board of Directors. This meeting shall be conducted prior to the new members first Board meeting. The prime objective of Board Orientation shall be to give the new members as much information as possible so that at the first Board meeting they will be able to participate fully.

5. Review the Board Expectations list each year and make changes where appropriate. All proposed changes must be brought before the Board for acceptance. Use the Board Expectation list in the recruitment of new Board members and insure that each fully understands the expectations they will have to meet.

6. Manage the process of attendance at Board meetings and chart it. Set a goal for Board attendance and apprise the Board of the results.

7. Assist the CVO with recommendations of potential committee chairs and committee assignments based on the overall recruitment plan of new Board members.

8. Oversee a governance volunteer recognition process. 9. Monitor association wide governance structure and recommend corrective

action.

Ozarks Regional YMCA Board Development Committee

Chart of Work

1. Review basic responsibilities of board members. Job Descriptions,

expectations, committee commissions etc.

2. Develop and review annually an outline for board development.

3. Develop an annual schedule for committee activities.

4. Review annually the overall association governance structure.

5. Assess current board annually. Including key focus areas.

6. Assemble a confidential, cumulative, list of prospective board members. On-going.

7. Cultivate and recruit new board members. On-going.

8. Annually present names and backgrounds of candidates to board for

confirmation.

9. Orient and involve new board members. As needed.

10. Develop and conduct a recognition program for governance volunteers. Annually or as needed.

Board Member Expectations

Different than a Job Description

Document that sets what is specifically expected from the board member

Board discussion and acceptance of the expectations

Expectations

Membership on the Ozarks Regional YMCA’s Board of Directors is a privilege and honor. Members shall understand the importance of their positions and of the impact the YMCA makes on our community. The strength of the YMCA is tied directly to the strength of our Board. Attendance: The expected attendance of YMCA Board and Committee Meetings, for its members, is the national YMCA average of 70%. This rate ensures members are informed and aware of what is going on at the Y. Members shall come prepared for the day’s agenda. Any meeting with insufficient discussion items will be cancelled. Committee Involvement: Each Board Member is to serve on one corporate committee and/or a Board of Managers. The real work of the organization occurs at committee level. Expected attendance rate for committees is 70%. Participating in Giving: All members are expected to give to the annual Strong Kids Campaign and Capital Development efforts. It is vital that 100% of our Board participates. Giving should be at your individual leadership level. That level can be defined as one of your main giv ing priorities as it relates to your entire community giving. Working on Campaigns: All Board Members, 100% of the membership, is expected to work in the Strong Kids and Capital Campaigns. Advocacy: Each Board Member will be an advocate for the YMCA. This advocacy includes public and private venues. Each Board Member wil l be supportive of actions and decisions made by the association. Special Events: Each Board Member is expected to attend the Annual Benefit Auction. In addition, members are expected to attend association wide events such as grand openings, open houses etc. All members are encouraged to attend Branch events, such as golf outings, runs, 3 on 3 Basketball events, etc. Officers of the YMCA will be expected to represent our association at National YMCA Events. Events include the Key Leaders Conference, Advocacy Days, National and Regional Assemblies. Areas of Expertise/Skill: Members are expected to be accessible to the Board and staff to share personal areas of expertise. Membership: As required by our association by-laws, all Board Members must be registered members of the YMCA. Importance of Work: The strength of the YMCA Board of Directors is the single biggest indicator of success or failure in fulfilling the YMCA miss ion. Board Members shall hold their positions in high esteem and recognize the importance of their responsibilities. Each board position is vital and the work of the YMCA compels legitimate participation. A board position may automatically be lost for the followi ng:

1. Two consecutive unexcused absences of required events/meetings. 2. Lack of participation in giving and/or working campaigns. 3. Failure to communicate a supportive voice of the YMCA board.

Assessing the Board

Exercise conducted by Board Development Committee

Based on needs for the future (Strategic Plan)

Identifies gaps in current board that are the basis for recruitment

Identify 3 or 4 points from your strategic plan or future needs

Ozarks Regional YMCA

STRATEGIC DIRECTION 2010

Key Board Development Points from Strategic Plan

1. Fund Raising: We hope to add or renovate facilities in Hollister, Monett, Camp

and an addition at the Jones YMCA. In addition, we hope to raise $400,000 in financial assistance annually, and retire current debt.

Total Capital Funds needed: Estimated $18 million Strong Kids Campaign: $400,000 annually

2. Membership and Program improvement focusing on our Activate America

philosophy. We expect to broaden the number served. Operation needs to respond to community needs in non-traditional ways. Families and teens is a large focus.

3. Our regional operation will become stronger and be leveraged appropriately. Our

business structure must maximize our resources effectively.

Identify Key Areas of Need of Board Member Attributes – Rank 1 - 10

Committee Discuss and Agree of Importance

Each ranking is independent(each can be a 10)

Present to Board

DESCRIPTION OF MAJOR FACTORS 1) ATTENDANCE / PARTICIPATION (10) Board attendance and meaningful participation in YMCA events, campaigns and committees. 2) YMCA EXPERTISE (3)

Degree to which the Board member understands the YMCA’s mission, purpose, goals, objectives and ways of functioning. Necessary for intelligent Board member participation and effective policy formulation.

3) MANAGEMENT EXPERTISE (9)

Degree to which the Board member serves in top level management position in his/her own organization and is able to constantly strengthen the agency’s functioning on the basis of management principles to which the agency subscribes. Important for organizational review and to effect changes needed to keep the agency functioning efficiently.

4) COMMUNITY INVOLVEMENT (8)

Quality, number and diversity of the Board member’s other community interests and involvements. Provides linkage to other community organizations and thereby assists Board in identifying priorities that relate to the social needs of the community. Beneficial in meeting community needs and effecting collaboration with other agencies.

5) IMAGE / RECOGNITION (8)

Degree to which the Board member is well known and whose participation on the Board has a positive impact on the community’s awareness of the agency. Helpful in developing favorable community image for the agency.

6) FINANCIAL IMPACT (9)

Amount of influence of the Board member in generating financial support for the agency in the community. Personal wealth of the Board member makes a sizable contribution possible, but even more importantly; it provides a basis for influencing other support. Important for the agency’s financial growth and development.

7) AGENCY COMMITMENT (10)

Degree of involvement (leadership, financial support, participation) of the Board member and/or family members in the agency’s programs, activities or circumstances. Attendance at Board meetings is one measure of commitment. This factor involves the Board member having a personal stake in the agency. Important for contribution, continuity and decision outcomes.

8) COMMUNITY REPRESENTATION (5)

Degree to which the Board and its members accurately depict the interests and needs of relevant groups or classes of people in the community. Need may be for either formal representation (delegated authority) or informal representation (membership or communications). Beneficial in adequately obtaining input from relevant community groups or components.

9) SPECIFIC YMCA SERVICE (2) Degree to which the Board member provides extra or specialized agency services and contacts that are helpful to the agency’s well being. “SAS” includes such items as donation of skilled time, special legal or accounting services, preferential purchasing status, and funding contacts with corporations, foundations or public sources. Helpful in increasing agency efficiency and effectiveness.

Assess Current Board Members Against the Criteria

Use the same numerical value as priority ranking (1- 10)

Corporate Board Assessment ChartMay, 2009

Importance Weight 10 3 9 8 8 9 10 5 2 Weighted

Attend- Y M C A M anagement C ommunity Image/ Financial Agency C ommunity Specifi c Y Total

Last Name First ance Experience Experience Involvement Recognition Impact C ommitment Representation Service Score

9 90 7 21 6 54 5 40 6 48 6 54 9 90 4 20 3 6 4230 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 06 60 9 27 6 54 5 40 5 40 7 63 9 90 3 15 4 8 3977 70 7 21 7 63 8 64 7 56 6 54 6 60 8 40 8 16 4448 80 8 24 10 90 9 72 8 64 7 63 9 90 9 45 8 16 5448 80 7 21 8 72 9 72 9 72 6 54 10 100 7 35 9 18 5246 60 7 21 10 90 7 56 10 80 7 63 6 60 8 40 3 6 4760 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 06 60 6 18 6 54 5 40 6 48 6 54 7 70 5 25 5 10 3798 80 5 15 7 63 8 64 7 56 3 27 7 70 8 40 3 6 4210 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 03 30 5 15 5 45 7 56 8 64 3 27 5 50 6 30 3 6 3238 80 8 24 7 63 8 64 8 64 6 54 8 80 6 30 6 12 4717 70 9 27 10 90 10 80 10 80 8 72 8 80 10 50 8 16 5650 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 04 40 4 12 8 72 6 48 7 56 7 63 5 50 3 15 4 8 3640 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

10 100 8 24 8 72 8 64 8 64 6 54 10 100 8 40 3 6 5240 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

10 100 8 24 6 54 8 64 8 64 8 72 10 100 7 35 4 8 5210 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 00 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0

Number Rated 14 14 14 14 14 14 14 14 14 14Average Rating 71 21 67 59 61 55 78 33 10 455Overall/Weight 7.1 7.0 7.4 7.4 7.6 6.1 7.8 6.6 5.1

Committee Members (Not Rated)New Board Members (Not Rated)

Graph Results Showing

Actual Ranking Versus

Targeted Ranking

Identifying Board Prospects

Using results of assessment

Identify gaps

Work to fill those gaps

Closing the gaps drives our recruitment process

Committee members have bought in and refer to the gaps when discussion

board prospects

Recruitment

• Identify prospects based on filling gaps

• Committee discusses best person to ask

• Much like identifying solicitors for fund raising

• In MAJORITY of cases it should be volunteer

• Prepare personalized cultivation materials

• Volunteer arranges for meeting including the CEO

• Prepare who will cover what information at meeting

1. INFORMATION ABOUT YOUR FACILITIES, PROGRAM, AND STAFF . Information portfolio about your YMCA . Fact sheet . Brochure . Annual highlights [if not in some other information] . Annual report . Newsletter . Program of events or activities . List of contributors [if not in some other information] . Selected newspaper or magazine articles . Biography of Executive Director . Names and functions of chief staff people with whom the board members might interact . Staff organizational chart . Information on the YMCA national movement . Other: 2. INFORMATION ABOUT YOUR BOARD . List of current board members’ names, titles, and affiliations and, if you wish a brief biographical data on each . Board Job Description . Board Member Expectations . Board Manual [only to show at this time] . Board Manual Table of Contents [Tool K] . Board organization chart and committees . Other: 3. AFTER A PROSPECT HAS ACCEPTED SERVICE ON YOUR BOARD . Letter to new board members [Tool K] . Board Member Information Form [Tool M] to fill in and return

AGENDA FOR AN INDIVIDUAL MEETING WITH A PROSPECT

If you have participated in such a visit before, it may be helpful to rehearse a possible scenario. You may also wish to mentally divide the meeting into several parts or to role-play this meeting beforehand with an experienced board member. Introduction [Two or three minutes]:

Thank the person for meeting with you. Say that you would like to have him or her consider having his or her name placed in nomination

to be a board member of your YMCA, but acknowledge that the board makes the final decision.

Central part of meeting [Twenty minutes, but be prepared to extend this part of the meeting if the prospect has questions]:

Explain your connection with the YMCA. [Briefly] Explain the mission, history and programs of the YMCA. [Briefly]

Ask if the prospect has questions. Listen to and remember the questions and the comments the

person may make. [Take a few notes if necessary]

Respond to the questions, if you can, or say you will seek an answer and let the prospect know.

Explain why you are interested in presenting the person’s name as a prospective board member.

Explain that there is a board orientation for new board members involving the board chair, the Executive and other leaders of the YMCA, which will give greater detail and more written information.

Explain that there are generally ____ board meetings a year. If the date is predetermined, such as

the third Thursday of the month indicate that also. Mention that each new member is will serve on ______ committee(s) as well. Dates of the committee meetings vary according to need.

Explain the Board Member Job Description. [Briefly]

Explain the Board Member Expectations.

Ask whether the person has more questions.

Closing the meeting [Five minutes]

Thank the person again for meeting with you and, if appropriate, reiterate interest in having the person serve on the board.

If the person declines to serve as a board member at this time, ask whether he or she would like to

participate in other ways: serve on a committee, work in the annual giving campaign, provide in-kind goods or service, or volunteer in the future.

Invite the person to attend a meeting or an event to meet other board members, or to see some

program in action.

Ask whether you may place the person’s name in nomination. Reiterate that the final decision is the board’s and is based on perceived needs of the YMCA at that time.

Leave an information packet of material about your YMCA and about the board.

• In some cases in may take more than one meeting

• Success is sometimes a no!

• You may decide the individual is not right

• Some may not be able to commit today but in the future would be a better time

• All prospects appreciate the professional approach

• Process takes about 5 years – Be Patient

Orientation

Goal of Orientation…

To allow the person to participate at the first meeting

Orientation should be led by your volunteers

Staff is support!

Most successful orientations have included full board and social time for relationship

development

Ozarks Regional YMCA Corporate Board of Directors

New Member Orientation May 12th, 2009

Agenda

Review Materials in Binder YUSA Local Strategic Plan Activate America Measurements Board Structure Roster Job Description Expectations Organizational Chart Branch/Corporate Consent Agenda Staff/Board Roles Corporate Committees Fund Raising Capital Strong Kids United Way YMCA Overview/Issues Capital Development - Consultant Ozark Mountain – Hollister Monett Jones Camp New YMCA Satellites/Branches Reports Financial Miscellaneous Reports Contact Information

Question and Answer

Thank You