BLC 2019 2019-11-02 INTRODUCTIONS – WHO IS HERE? Raise your hand if you answer yes: • Who is a board member? Staff members? • Board chair or president? • Vice Chair? Secretary? Treasurer? • New Executive member? • New to the board? Benefits of Committees COMMITTEES & EXECUTIVE • Have been a board member for more than Types of Committees Where Committees fit in your ROLES Governance Framework 5 years? Executive Committee – Purpose, Positions and Leadership • Serve on more than one board? 2 BOARD BENEFITS OF COMMITTEES Preparatory work leading up to board decisions, such as developing policy options and recommendations for consideration by the board Carry out tasks on behalf of the board Work with the staff to implement certain operations and activities* Serve as a training ground for future board members - Relationship to Board COMMITTEES Increase Board’s ability to be more nimble and - Types of Committees responsive to emerging issues - Terms of Reference 1
BLC 2019 2019-11-02 TYPES OF COMMITTEES COMMITTEE LEVELS OF AUTHORITY Standing Committee Ad-hoc/Task Force Advisory Committee Committees receive authority from the board: Set up on a permanent Established for specific, Established to investigate, Limited Advisor : The committee investigates and reports; basis and deal with immediate or temporary report, and make the board makes decisions. matters that are tasks. Upon completion recommendations. consistently in play. of the project or task, the Committee members Active Advisor : The committee investigates, reports, and committee is dissolved. usually provide a unique suggests action. The board will probably follow the Examples include: perspective that creates • Executive Committee committee suggestion. Examples include: a broader picture and • Finance Committee • Building committee leads to more meaningful Limited Agent : The committee can take some action as • Program Committee • Special event decisions. delegated by the board through the terms of reference. committee They provide a direct link Still reports to board. Sub Committee to the community or Established by standing membership. Active Agent : The committee takes action. The board committees for specific Examples include: seniors can, if it wishes, ratify the action later. (Caution) focus within the standing or youth advisory committee’s purview. committees, regional focus groups. ACTIVITY – DELEGATING AUTHORITY ACTIVITY – DELEGATING AUTHORITY EX.1 Purpose of committee: Plan a large fundraising I will put up a brief description of a purpose, event for the organization. goal, and/or outcomes that a board wants to delegate to a committee to work on. Should this be: In pairs discuss what type of committee you 1) Standing Committee, Limited Agent think it should be and what level of authority you think they should have. 2) Ad Hoc Committee, Active Agent We will then discuss briefly as a large group. 3) Advisory Committee, Active Advisor 2
BLC 2019 2019-11-02 ACTIVITY – DELEGATING AUTHORITY ACTIVITY – DELEGATING AUTHORITY EX.2 EX.3 Purpose of committee: Find out what others in Purpose of committee: Review bylaws and a similar field or with a similar purpose do. suggest updates and changes. Should this be: Should this be: 1) Ad Hoc Committee, Active Advisor 1) Ad Hoc Committee, Active Advisor 2) Standing Committee, Limited Agent 2) Advisory Committee, Active Agent 3) Advisory Committee, Limited Advisor 3) Standing Committee, Limited Agent ENSURING EFFECTIVE BOARD OVERSIGHT TERMS OF APPOINTMENT “ Committees and task forces only do work that legitimately is the responsibility or prerogative Recommended practice of the board, and care must be taken to ensure that these structures complement rather than - Fixed terms of office (e.g. of 2-3 years) interfere with the staff operations of the organization and the general oversight should be - Rules on the number of consecutive terms provided by the full board.” a member can serve Source: Renz, p. 149 “ Committees should each have terms of reference , even if it is functioning only in an Source: Seel, p. 95 advisory capacity .” Source: Bourgeois, p. 164 3
BLC 2019 2019-11-02 TERMS OF REFERENCE EFFECTIVE TERMS OF REFERENCE Describe the purpose, structure and Terms of reference “outline the operating rules way in which a group of Define the responsibilities and people agree to work together accountabilities of the group to accomplish common goals.” Are easy to understand Source: Adapted from Health Quality Ontario – Creating and sustaining patient and family advisory councils: Guides for common challenges, p. 7 Source: Adapted from Health Quality Ontario – Creating and sustaining patient and family advisory councils: Guides for common challenges, p. 7 THINGS TO TALK ABOUT… Individual Executive roles Meetings – time & agenda People / group management and leadership Leadership: Advocacy & planning Roles of Executive Committee Leadership between meetings - Executive Positions EXECUTIVE COMMITTEE - Executive Committee Organizational structure and accountability - Leadership 16 4
BLC 2019 2019-11-02 INDIVIDUAL POSITIONS OF THE BOARD LEADERSHIP CAPACITIES EXECUTIVE MEMBERS (OFFICERS) • Ability to share a compelling vision • Modeling and ensuring accountability Chair • Commitment & knowledge of board Vice Chair development and improvement Secretary • Support and participate in evaluating board, self and any senior staff Treasurer • Approve/ monitor budget & fiduciary duties • Develop & maintain positive relationships • Help facilitate effective meetings 17 18 FOR THE BOARD CHAIR… CHAIR POSITION DESCRIPTION SAMPLE • Help the Board make the wisest decisions possible Provides leadership to board & organization, • High standards of excellence and preparation Attends and leads all board & executive meetings • Positive, productive relationships with board Knowledge of the organization & commitment to members, volunteers and staff its mission, goals & objectives • Clear level of decision making or delegation Serves ex officio to committees - Is the decision made by the board or by others? • Agenda and meeting facilitation / host Acts as one of the signing officers • Done with support from others? Evaluates board decision making & effectiveness • Consider policy revision and succession planning Ensures mission focus and accountability 19 20 5
BLC 2019 2019-11-02 CHAIR RESPONSIBILITIES – OUTSIDE MEETINGS CHAIRING A MEETING • People - Leadership & Mentoring What are we going to resolve or accomplish at this meeting? (purpose & Purpose) • Orient & build the team • Build relationships – committees & staff Meeting management • Ensure accountability & performance - Manage Time measures • Share your passion & knowledge - (and - Manage Agenda know your group, foundations, bylaws, - Manage People policies etc.) • Communication & Advocacy What are some ways to do these well? • Organization & Succession Planning 21 22 PURPOSE ABOUT AGENDAS (THE WRITTEN KIND) WHAT IS THE PURPOSE OF OUR MEETING? PUPOSE What are we trying Ensure the following (work with others): What do we need Is this meeting to achieve by to accomplish that essential? • Send out agenda before the meeting so having a meeting? requires us to come together? members can be prepared • Clearly state group norms or ground rules How will our meeting link to our • Put times on the agenda organization’s purpose or goals? • Identify outcomes or what needs to be done for each meeting / agenda • Link items to strategic plan and goals – include Who needs to be in the room? mission and vision • Agenda should be decisions and discussion focused (not passive listening) 23 24 6
BLC 2019 2019-11-02 AGENDA WHY HAVE AN AGENDA? SOME IDEAS… • Set reasonable timeframes and structure Acts as a meeting guide • Start and end on time Important to democratic process • Discuss mission-driven questions Connects meeting to purpose/ outcomes • Facilitate meetings so each perspective is heard respectfully and on topic Encourages focus • Build in generative governance conversations Documents key group / team activities • Anticipate ‘difficult’ participants 25 26 WHAT IS THE FOCUS OF OUR AGENDA ITEMS? AGENDA SUMMARY: GOVERNANCE AS LEADERSHIP environment Governance as Leadership 14 Generative Shifting perspective enablers Source: Adapted Governance as Leadership; Reframing the Work of Nonprofit Boards by Chait, Ryan and Taylor. 2005 . 27 28 7
BLC 2019 2019-11-02 ACTIVITY – TOOLS AND TECHNIQUES FOR THE CHAIR - We will go through a series of images - For each image you can either think to yourself or talk to your neighbour for 30sec about how the board chair could use this item to make board meetings more successful. - After you’ve had some time to think I will call out for some of your ideas . 8
BLC 2019 2019-11-02 INFORMAL LEADERSHIP LEADERSHIP STRUCTURE All participants have a leadership role to play Use meetings to create broader leadership and ownership within your team Share facilitation Help keep the focus on purpose, topic, and timing Rotate time-keeper, note-taker, vibe-watcher. Ask questions, give feedback, admit mistakes Other ideas? 36 9
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