K-State Research and Extension Community Board Leadership Series You are serving on a board-now what? K-State Research and Extension Community Development Program Focus Team Trudy RiceLaurie ChandlerNadine SigleJennifer Wilson

Board Leadership Series High Tech/High Touch 360 minutes of interactive training Delivered by a panel of experts Hosted across the State of Kansas Facilitated by local Extension Agents Skill based training program

Potential Audiences Appointed Boards Fair Boards Church Boards Planning Commissions Hospital Boards Community Foundations Not for Profit Boards Elected Boards Township Boards School Boards Cooperative Assns. County Commissioners City Council Members Neighborhood Assns. Extension Boards

Board Leadership Series Board Members Roles and Responsibilities Understanding Fellow Board Members Financial/Legal/Ethics Strategic Planning

Board Leadership Series Roles and Responsibilities of Board Members / Holding Effective Meetings 12/12/2015

Board Member Roles and Responsibilities Effective Meetings Duties and Responsibilities of Board Members A Job Description for Board Members Financial Management, Audits and Manuals Effective Meeting Skills Agendas, Basic Parliamentary Procedure and the Meeting Environment

Effective Meetings Best Meeting I Ever Attended Activity Materials needed-Activity sheet handout, pencils and paper Expectations of Participants- Recall and think about a meeting you have attended in the past that you think went well and answer the questions to evaluate your meeting experience. 5 minutes

12/12/2015

Top Ten Meeting Problems 1.Getting off subject, rambling and repetition 2.Inconclusive-no results or follow up 3.No purpose, goals or agenda 4.Meetings are too long 5.Disorganized leadership with lack of control 6.Starts late, people are tardy, time wasted 7.Poor preparation by leaders and participants 8.Information overload-unfocused, irrelevant 9.Individuals monopolize discussion 10.Interruptions

Board Leadership Series Understanding Fellow Board Members /Conflict Management

Understanding Fellow Board Members Conflict Management Behavioral Styles Generations: Adapting to Volunteers of Different Ages Managing Conflict

What’s Your Generational Profile? 60% of management and 70% of boards of nonprofit organizations are age 55 or older.

Meet the Generations

Activity: Board Member Recruitment Materials Needed: Recruitment Worksheet, Pencil/Pen Understanding Fellow Board Members / Conflict Management

How Do You Respond to Conflict?

Conflict Management Skills Listen Actively Keep Emotions in Check Separate People from the Problem Focus on Interests, Not Positions Reframe

Board Leadership Series Financial Responsibilities, Fundraising, Legalities, and Ethics

Opening Activity Review the sample budget and financial report in your packet. – What is the beginning balance? – What months does the report cover? – What were the expenses for the period? – What was the income for the period? – What is the balance? – What budgeted items were paid out? – Were there any nonbudgeted expenses? How were nonbudgeted expenses met?

Financial Issues for Boards Is the financial plan consistent with the organization’s strategic plan? Are cash-flow projections reasonable? Are reserves sufficient? Is the budget adequate and reasonable? How do we insure against risks?

What about fundraising?

Legal and Ethical Issues for Boards Personnel – Federal and state employment laws Open Meetings Act for public boards IRS and state fiduciary responsibilities Conflict of interest issues

Board Leadership Series Strategic Planning

Focus – Collect Data – Analyze - Interpret - Report

It’s important to be headed in the same direction Point North Activity

Designing a Strategic Planning Strategy Organize a Strategic Planning Oversight team. This team should identify an outside facilitator for the process and consult with them about the planning process. Where are we now? Planning team Supported by historical trends data Where do we want to be? Vision, Mission, Objectives Share with organization

Designing a Strategic Planning Strategy How will we get there? Board and Management initiate, with open opportunity for involvement, innovation, and feedback Who must do what? Organizational Goals = formal leadership. Individual goals = staff and volunteers How are we doing? Shared measurement and tracking AND SUCCESS!

Participant Overview 24 locations 42 host sites 800+ participants to date

It Works! Board Basics Understanding Your Fellow Board Members Fiscal and Ethics Strategic Planning Pre 3 to Post 4 Pre 2.5 to Post 3.5 Pre 3 to Post 3.5 Pre 3.5 to Post 4 On average more than 90 % of the participants indicated an increase in knowledge from the Pre to Post test

Participants Comments………………… “I am now more confident in asking questions related to the monthly financial statements” “Our board is now functioning at a much higher level of involvement and we are also much more efficient with our time” “After attending this training I was much more confident in my ability to serve on community boards as a contributing member and now am serving on 3”

Participants Comments…….. “After attending this training our board had a major discussion related to the need for strategic planning and we now have scheduled a special meeting to begin that process” “I now have a better understanding of why some board members act the way they do!”

Lessons Learned participants per site is optimal Less than 6 participants not effective Technology is great when it works and you know how to use it Record sessions for absent participants Difficult to present and host at same time Local discussion of great value

K-State Research and Extension Community Board Leadership Series You are serving on a board-now what? K-State Research and Extension Community Development Program Focus Team Trudy RiceLaurie ChandlerNadine SigleJennifer Wilson