Training Module 5: Part B The Board of Directors – Recruitment, Training & Effectiveness Presented by the Southern Early Childhood Association

Topics to be Presented… The recruitment process Orientation for new Board members Training the Board of Directors The importance of teamwork Evaluating the Board of Directors and its members Holding effective meetings Strengthening the Board of Directors

The Recruitment Process This process should emphasize two seemingly contradictory characteristics: 1)Diversity 2)Commonality

Diversity in Recruitment a)Diversity in member demographics b)Diversity in member linkages to different communities and groups c)Diversity in member expertise

Commonality in Recruitment a.Commonality in Board members’ belief in the association’s mission and essential values b.Commonality in Board members’ commitment to give time to the organization

Prospective Board Members Should Ask Questions about the… 1.organization’s programs and strategic direction 2.organization’s financial status 3.organization’s clients or constituencies 4.structure of the Board of Directors 5.individual Board members’ responsibilities 6.Board’s relationship to the association’s staff 7.personal interest in serving on the Board

* DISCUSSION * Describe the process by which your association recruits members for its Board of Directors. Are diversity and commonality, as discussed in the presentation, emphasized in your association’s procedures? What steps could be taken to improve your recruitment process?

Orientation Orientation for new members of the Board of Directors has two intertwining objectives: 1)To inform new Board members about the organization and its programs 2)To integrate new members into the Board as quickly as possible

Topics to be Covered in Orientation Standard procedures and rules of order used in Board meetings Articles of Incorporation and bylaws Contents of the Board manual Committee training Service area and program training

* DISCUSSION * Does your association schedule orientation seminars for its new Board members? –If so, what is the structure of these orientation sessions, and how is the content selected? How could your association improve upon its orientation agenda? –If not, design a sample agenda for an orientation seminar now.

Training the Board of Directors Timing of the Training Session Annually Shortly after new members are elected to the Board Participation in Planning the Session At least the Executive Director and Chair Ideally, a Board development committee Everyone should preview a sample agenda

Training the Board of Directors Selecting Topics and Materials Base agenda on past Board self-evaluations Review contents of the Board manual Distribute Board packets (containing the Board manual, latest organizational materials, and association strategic plan) prior to the training seminar

Training the Board of Directors Sample Agenda, Including Item, Leader & Time Welcome and review of agenda (by Board Chair) Introduction of participants (by each person) Overview of organization (by Executive Director) Orientation to Board manual (by Board Chair) Roles and responsibilities and overview of Board structure (by Board Chair) Overview of Board operations (by Board Chair) Review of strategic plan (by Board Chair) Administrative activities (by Executive Director and Chair) Next steps and meeting evaluation (by Board Chair)

Additional Training Tips Provide quality and variety Emphasize continuing education Create a context for development Clearly state objectives with measurable outcomes Supply pre-training assignments

* DISCUSSION * How often does your association hold training sessions for its Board of Directors, and who participates in these sessions? What content is included in the training agenda? What could your association do to more effectively and efficiently train its Board of Directors?

Aim to Become a “Learning Organization” Attend training seminars and conferences. Provide alternative sources for learning. Debrief every project and initiative. Put each person directly into contact with those who are served by the organization. Promote field trips to other organizations. Foster an environment of collegiality.

* DISCUSSION * Would you describe your association as a “learning organization,” based on the criteria presented here? If yes, what qualities characterize your association as a learning organization? If not, what is missing from the culture of your association that would qualify it as a learning organization?

Successful Teamwork Requires… Clear expectations Context Commitment Competence Control Collaboration Communication Creative Innovation Consequences Coordination

* DISCUSSION * How effectively does your association’s Board of Directors work as a team? Provide examples of both successful and unsuccessful teamwork. What could be done to improve the way your Board works as a team, both as an entire Board and in its various committees?

Tips for Dealing with Underachieving Board Members Use the regular nominating process to ensure turnover Take advantage of opportunities for Board renewal Energize with new projects and assignments

Improving the Effectiveness of the Board of Directors To Promote Efficient Board and Committee Work: Prepare written job descriptions Develop an annual schedule Circulate clear and thorough materials Maintain clear and accurate meeting minutes Keep meetings brief and well-focused Ask each member to serve on one committee Acknowledge member accomplishments

Improving the Effectiveness of the Board of Directors To Encourage Smooth-functioning Committees: Prepare written statements of responsibilities, guidelines and goals Assign work based on member expertise Distribute tasks evenly Create a system of checks and balances If possible, assign a staff member to assist each committee

Improving the Effectiveness of the Board of Directors To Ensure Committees Help the Board Do Its Work: Assess current committee structure, and adjust to need Draft a job description for each committee Choose committed committee members Set meeting schedules in advance Set term limits for committee members Regularly assess committee effectiveness

* DISCUSSION * How effective is your association’s Board of Directors in the following areas? Board efficiency Committee functioning Cooperation between the Board and its committees What could be done to make your Board more effective and efficient in each of these areas?

Holding Effective Meetings: Use a Checklist to Measure Effectiveness Sample Questions (Reply Yes/No, with comments): Is an annotated agenda provided? Are agenda items appropriate, with adequate time allocated for each item? Do participants come prepared? Is the decision-making process defined and understood by all members? Is “sidetracking” avoided?

Board of Directors Self-Evaluation Very effective tool for improving the Board of Directors Complete evaluation annually, prior to a Board meeting Distribute assessment to Board for discussion at Board meeting Specificity and suggestions are welcome

Board of Directors Self-Evaluation Sample Questions (Rate 1 to 5, 1=Poor, 5=Great) Board has full understanding of responsibilities Board members understand organization mission Board regularly monitors and evaluates progress toward strategic goals Board effectively guides operational activities of staff Board receives financial reports regularly Board effectively represents the organization in the community

* DISCUSSION * How often does your Board evaluate and assess the effectiveness of its meetings and activities, as well as perform a Board self- assessment? How helpful are these tools in improving your Board’s performance? What could be done to make them more helpful? If your organization does not currently perform these assessments, design sample evaluation forms now.

Resources consulted for this presentation: Earl Anthes. “Board Recruitment and Orientation.” The Nonprofit Board Book: Strategies for Organizational Success. Revised edition. Independent Community Consultants, www.BoardSource.org Jeffrey Bodimer”Using Training and Development to Motivate Your Staff.” “Effective Meeting Checklist.” Association Works, “Evaluating Who Stays or Goes.” The NPT Weekly, Susan Heathfield, “Make Learning Matter: Become a Learning Organization,” “Ten Tips to Make Training and Development Work,” and “Twelve Tips for Team Building,” Your Guide to Human Resources http://humanresources.about.com Carter McNamara. “Basic Guidelines and Sample Agenda for Board Training Session,” and “Board of Directors Self-Evaluation.” Authenticity Consulting, LLC,

Any final thoughts or questions?