DEVELOPING BOARD EFFECTIVENESS How we began….. Ad-hoc Committee: Kay Menzel, Nancy Stuart, Tom Joyce, Neil Harvey, Jack Plimmer, and Ara Rogers OLLI- University of South Florida April 8, 2011

Build a Foundation Determining the Role of the board 2

Step 1: What are the Board’s Responsibilities ? The Ad-hoc Committee began work on a mission statement in the following way: – a brainstorming session – by dividing the board into 3 small groups to get their input on What should the Board of Advisors’ primary role and mission be? How does the Board’s mission relate to OLLI’s organizational mission? 3

What should a Board Mission Statement Look Like? a formal, short, written statement of the board’s purpose. guide our actions, spell out our overall goals, provide a sense of direction and guide decision making. answer the basic question of why the board exists. help the board stay true to its primary purpose. 4

And More…. provide direction when the organization needs to adapt to new demands. serve as a touchstone for decision making during times of conflict. 5

The OLLI Board of Advisors’ mission is to ensure the effectiveness and continuity of OLLI-USF by guiding decision making, enabling program excellence, responding to the membership, and promoting member participation. Sharing leadership with the OLLI staff, the board is future oriented, continually striving to improve while addressing present challenges and opportunities. Mission Statement 6

Board Approved! Yea!!!!!

Step 2: Develop an Operational Plan Start with a brainstorming session with the board – 3 small discussion groups. Discuss point by point everything we have included in our Mission Statement. 8

The How-tos How do we go about doing what we have said is the Board’s mission? What actions are needed to carry out each element of its mission? The Specifics………. 9

Ensuring Effectiveness & Continuity means.. 10 Making sure that things are working well so that the organization will continue to thrive into the future – Maintaining a continuous dialogue – Variety of Classes Creating annual short-term Board goals with specific measurables. Assuring all committees have mission statements and measurable goals.

Guiding Decision Making Involves putting the following steps in place to enable the board to have both a broad and an in-depth view of how structural elements are working for the organization. – Goal Setting and Review Process with timelines and responsibilities – Annual Reviews – Bylaws; Policy & Procedures Manual; Annual Calendar; Committee’s Progress reports; Reflection on the past experiences 11

Enabling Excellence defined as the best that we can be, means giving attention to: -- classes are meeting the needs of the membership and more……………. 12

Faculty are committed and performing up to the expectations of the membership Social activities provide valuable interactions that attract current and prospective members Registration process works well Continuity of program offerings is considered Faculty with diversity of backgrounds and subject areas are being added 13

New board and committee members are informed about their roles Special interest groups are supported and developed Communications are appropriate and working as intended Facilities are meeting the needs of our faculty and membership Fundraising efforts are meeting current and future needs 14

Responding to the Membership & Promoting Member Participation Board Member’s role includes: Hosts at OLLI activities Board member or staff greet all new classes Visitation in classes for a first-hand look Review of membership surveys Review of class evaluations 15

Being Future Oriented Keep track of changing demographics Monitor other OLLIs to identify elements that we may implement or aspire to Develop a Board succession plan Create long term Board goals Make sure that OLLI is visible and understood by USF 16

Continually Striving to Improve Participation in OLLI conferences and regional meetings of Lifelong Learning Institutes Learn from our mistakes, build on our successes 17

Collecting Data/enabling evaluation Why classes fail/succeed Characteristics of members who join, drop their membership, participate long-term How many volunteers are added/dropped and why 18

What open house elements successfully attract new members What venues for classes successfully attract attendees and why How effective varied OLLI communication methods are 19

Final Step/ The Annual Planning Retreat Discussion of year’s performance with analysis & review Prioritize – greatest needs Set short term and Long term goals 20