Finding/Retaining Board Members In this session: Recruiting An Effective Board Why Zoomers Volunteer – or do they? Keeping Board Members -- Orientation, Training, Supervise, Rewards, Reassignment and Recognition Using Committees & Job Descriptions “Hiring & Firing” Volunteers Making Board Meetings Work – Chairing The Meeting What Kind of Board Should You Have? All Boards Are Not Created Equal Who’d Want To Volunteer with CARP? Resources MRC Associates, Halifax Nova Scotia
Recruiting An Effective Board MRC Associates, Halifax Nova Scotia Best size for CARP Boards (12 – 15 with exceptions) CARP Chapters Can seek the top local leaders. Don’t accept “one trick ponies”. Ask busy, active involved leaders. Rotary, Kiwanis etc. Chamber of Commerce, Board of Trade Phone Co., Power, Insurance companies retired groups Retiree organizations: business/union/professional (e.g. teachers, civil servants, Air Canada) medical society’s retired group, and businesses whose clients are seniors (e.g. Dignity and other CARP sponsors). If individual can’t help, ask for advice on other retirees Seek out “Zoomerangs” (retirees who returned to work)
Using a Matrix MRC Associates, Halifax Nova Scotia Prog- ram Public Rela- tions Treas- urer Finan Advo- cacy Health Advo- cacy Enviro Advo- cacy Web Master Memb- ership Gover- nance Suex Tomx Jimx Kayx Alexx Maryx Carolx Gregx ???x x x
Why Zoomers Volunteer – or do they? MRC Associates, Halifax Nova Scotia Canadians who volunteer, by age group 45-54 35% 55-64 30% 65+ 23% 75% of the total number of volunteered hours come from less than 10% of all Canadians. (the old 80/20 rule) Why do seniors volunteer? Smaller vs. larger communities
What Motivates Older Volunteers? MRC Associates, Halifax Nova Scotia 45-54 years 55-64 years 65+ years belief in the cause 97 98 97 He/she was asked 89 96 82 to use skills/experience 76 75 71 personally affected 70 70 66 to explore own strengths 50 46 37 to fulfil religious obligations 32 40 49 friends volunteer 20 25 31 to improve job skills 12 9 3
Keeping Board Members MRC Associates, Halifax Nova Scotia Recruitment Orientation Training Supervision Rewards Reassignment Recognition (past and present)
What Kind of Board Should You Have? All Boards Are Not Created Equal Some Types of Boards: MRC Associates, Halifax Nova Scotia 1. Advisory Board Model 2. Patron Model 3. Policy/Coordinating Model 4. Co-operative Model 5. Fundraising board 6. Policy governance 7. Management Team Model CARP Chapter best choice is #3 Policy Board with active committees
Board Member Job Descriptions MRC Associates, Halifax Nova Scotia Written job descriptions for the chair, directors and committee chairs are essential. Everyone should be aware of individual responsibilities, and the lines between the various positions should be clearly drawn to avoid confusion and differing interpretations. The job descriptions should clarify key concerns, such as: the issues that concern and do not concern the board; the person who speaks for the board; and the person (or persons) who speak publicly for the organization on certain issues. Job descriptions should be reviewed annually. “Sometimes it’s like ‘pushing a string’; you have to be persuasive, you have to have a passion for what’s going on,and you have to try and transmit that to other people so that they’re willing to do their best.”(Dr. James Fleck)
MRC Associates, Halifax Nova Scotia Four Causes of Absenteeism Unclear expectations Compelling personal reasons Lack of satisfying and useful work A bad match Five Things You Can Do to Reduce Absenteeism 1. Update and clarify by-laws and policies on attendance 2. Make attendance as easy as possible 3. Carefully plan meeting agendas 4. Attend to board recruitment, orientation, training and evaluation 5. Pay attention to attendance
The Unpleasant Topic of Firing Volunteers What leads to volunteer dismissal? Performance problems Conduct problems Quality of work Quantity of work Timeliness of the work performed Volunteer’s attendance Dependability If you have to fire a volunteer with love and support and deep, deep regret. tantamount to saying the "gift" of him/herself is not sufficient. Schedule a meeting in private Be prepared (third person present) State the reasons Focus on performance (avoid personal issues or value comments) Discuss future volunteer work. Document Exercise damage control.
Making Board Meetings Work – Chairing The Meeting MRC Associates, Halifax Nova Scotia Carefully plan the meeting Agenda and keep to it. Set and enforce time limits (“timed agenda”) Think through the process for each meeting Have a “pre-meeting” 45 min. for informal discussion. Making everyone feel important Bust “highjackers” Facilitating a productive meeting process and decision- making Parking Lots (for new business and ideas that require further research or committee work) Learn and enforce “Rules of Order”
Resources MRC Associates, Halifax Nova Scotia Volunteer information: www.charityvillage.com/cvnet/volunteer.aspx www.volunteer.ca/files/boardadvocacymanual.pdf www.givingandvolunteering.ca 20 Questions Board Members Must ask: http://www.rogb.ca/npo/npo-directors-series/20-questions-series/item36444.aspx How to be a Great Chairperson - Nathan Garber http://garberconsulting.com/how_to_be_a_great_chairperson.htm Governance Models: What's Right for Your Board? garberconsulting.com/governance%20models%20what%27s%20right.htm
Who’d Want To Volunteer with CARP? MRC Associates, Halifax Nova Scotia CARP is the pre-eminent voice for seniors in Canada. CARP has a strong voice. We have quick access to top government leadership and decision makers at all gov’t levels. Our image is large/connected/powerful. We are a strong advocate & desirable advocate partner. Therefore, we can ask the most senior, active and experienced community leaders to help us. Leaders want to be a part of CARP because of our reputation. CARP - 3 different age groups of stakeholders. Include all. Appeal to retired professionals, business leaders, persons who work with or serve seniors, senior serving businesses.
Thank you Please contact me if you need more information MRC Associates, Halifax Nova Scotia Bill VanGorder President MRC Associates Halifax, Nova Scotia Bill@MRCassociates.ca 902-497-8073
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