Better Board Meetings

@CNEColorado

#NPD2016

#governance/emilydavisconsulting /AskEmilyD

BETTER BOARD MEETINGS

Emily Davis, MNMPresident, Emily Davis Consulting

Senior Governance Consultant, BoardSourceMarch 4, 2016

@CNEColorado

#NPD2016


TURN ON YOUR TECH

@CNEColorado@AskEmilyD#governance

@CNEColorado

#NPD2016


@CNEColorado

#NPD2016


TODAY’S TOPICS

• Board roles• Facilitating and

structure effective meetings:– Board meetings– Strategic planning

retreats– Committee meetings

@CNEColorado

#NPD2016


LET’S GET STARTED

QUESTION? CHALLENGE!

@CNEColorado

#NPD2016


BOARD ROLES & RESPONSIBILITIES

@CNEColorado

#NPD2016


SHARED LEADERSHIP

BOARD LEADS

SHARED LEADERSHIP

ED LEADS

StrategicPlan FundraisingPlan/Strategies

Evaluation BoardMeetingPrep

PolicyQuestions StaffHiring&Oversight

Develops,Implements,&

OverseesPrograms

ChiefFundraiser

OperationsReporting

Create&ReviewPolicy

CEOHiring&Oversight

ConnectionstoFunding

FinancialDueDiligence

BoardRecruitment&Retention

@CNEColorado

#NPD2016


@CNEColorado

#NPD2016


@CNEColorado

#NPD2016


@CNEColorado

#NPD2016


MEETING TYPES

BoardMeetings

Strategic Planning

Retreats

Orientation

OtherCommittees

Volunteers

Trainings

Stakeholder Gatherings

Social Events

@CNEColorado

#NPD2016


BOARD MEETING TIPS

Governance

• Board reports• Strategic

priorities/goals• Mission moments• Ask questions• Avoid

micromanagement

Facilitation

• Consent agendas• Shared

responsibilities• Giving

accountability• Follow up

Participants

• Guests, Staff• ED• Board members• Honor time

@CNEColorado

#NPD2016


BOARD MEETINGS

AGENDA

• Frequency• Keep under 2 hours• Focus on governance• Strategic plan

priorities, goals• Mission moments• Recognition• Consent agendas

FACILITATION

• Quorum• Attendees • Roberta’s Rules of

Order• Avoid

micromanagement• Accountability• Virtual vs. in person

@CNEColorado

#NPD2016


MEETING PREPARATION

@CNEColorado

#NPD2016


STRATEGIC QUESTIONS*

What is our capacity? What does success look like?What matters the most to us?

How does this serve our mission? How does it fit our strategic goals? How might this be a challenge for us?

Why is this important right now? Why should we consider other options?Why is this relevant to our stakeholders?

*GovernanceasLeadership

@CNEColorado

#NPD2016


• Board assessment

• Executive Director

• Committees

• Meetings

@CNEColorado

#NPD2016


AGENDA ELEMENTS

• Strategic Priorities, Mission Statement

• Call to Order, Attendance

• Mission Moments

• Board Reports Discussion

• ED Report Discussion

• Voting

• Adjournment• Next meeting

@CNEColorado

#NPD2016


OPEN OR CLOSED?

@CNEColorado

#NPD2016


IT’S NOT ABOUT YOU

How does this serve the mission?Does it fit our strategic goals?

What’s our capacity?What does success look like?

Keep it high level!

@CNEColorado

#NPD2016


AFTER THE MEETING

@CNEColorado

#NPD2016


COMMITTEES

• Types

• Purpose

• Members

• Meeting frequency

• Communication

with board

@CNEColorado

#NPD2016


@CNEColorado

#NPD2016


COMMITTEE REPORTS

@CNEColorado

#NPD2016


EXAMPLE: FINANCE COMMITTEE

Board asks strategic questions

Monthly, quarterly ED/Finance Committee reports on budget

Board participates in fundraising efforts to meet financial goals

Board reviews, asks strategic questions, amends, approves budget

ED/Finance Committee researches drafts budget for approval

Board requests annual budget

@CNEColorado

#NPD2016


MINUTES & NOTES

MINUTES

• Secretary role• Organizational history• Legal for audit• Call to order &

adjournment• In attendance,

excused, missing

NOTES

• Chair or committee member

• Non-legal• Use for reports• Attendees• Action items &

timeline• Connect to work plan

@CNEColorado

#NPD2016


@CNEColorado

#NPD2016


STRATEGIC PLANNING RETREATS

Strategic Priorities

Goals

Objectives

Tactics

@CNEColorado

#NPD2016


WHAT IS STRATEGIC PLANNING?

@CNEColorado

#NPD2016


WHAT IS A PROCESS?

DISCOVERY

Document reviewOrganizational assessmentStakeholder inputSituational analysis

RETREAT

Board educationPriorities discussionSWOTMisc. activities

DOCUMENTATION

Plan narrativeDrafts revisedImplementation dashboardAppendices

IMPLEMENTATION

Plan highlightsDashboardChampionsReview quarterly, reportsUpdate annuallyTechnical assistance

@CNEColorado

#NPD2016


WHO CONDUCTS PLANNING?

Objective perspectiveTime to commit and compile infoServe as “bad guy”ExpertKeeps focus on prioritiesCosts $Board/staff resistance

Less moneyUnderstand org bestCan get bogged down in detailsMore subjectiveTime accountability

Self-Facilitated

Consultant

@CNEColorado

#NPD2016


COMMUNICATION

“Change happens by listening and then starting a dialogue, with the people who are doing

something you don’t believe is right.” - Dr. Jane Goodall

@CNEColorado

#NPD2016


@CNEColorado

#NPD2016


RESOURCES

• BoardSource• 4Good• Roberta’s Rules of

Order• Boardroom Chemistry:

Getting Your Board to Govern as a Team

• Creating Caring and Capable Boards

• Meeting and Exceeding Expectations: A Guide to Successful Nonprofit Board Meetings

• Nonprofit Board Answer Book

• 10 Basic Responsibilities of Nonprofit Boards

@CNEColorado

#NPD2016


Emily Davis, MNMEmily Davis Consulting

(720) [email protected]

emilydavisconsulting.com

Better Board Meetings

Government & Nonprofit