Managing expectations of non-profit boards

1. Nonprofit Toolbox Mini-Conference
March 22, 2011
Managing Expectations:
How to Get More from Your Board
Presented by: Susan C. Hammond
102 Franklin Street
Duxbury, MA 02332
781.837.1999 • cell 617.842.2158
susan@schammond.com • www.schammond.com

2.
Nonprofit Toolbox Mini-Conference
Managing Expectations: How to Get More from Your Board
March 22, 2011
I. What do you already have?
II. What do you need?
III. What do you expect each board member to do?
IV. What do you expect board members to contribute?
V. What are the board logistics?
VI. What are the board dynamics?
VII. Questions
VIII. Announcements
©2011, SCHammond

3. Nonprofit Toolbox Mini-Conference
Managing Expectations: How to Get More from Your Board
March 22, 2011
What do you need?
What do you already have?
Managing
Expectations
What do you expect each board member to do? What do you expect board members to contribute?
What are the board dynamics? What are the board logistics?
Copyright 2011, SCHammond

4. Nonprofit Toolbox Mini-Conference
Managing Expectations: How to Get More from Your Board
March 22, 2011
Staff Skills & Talents
What do you need?
What do you already have?
Board Skills & Talents
Paid Consultants' Skills & Talents
Managing
Expectations
What do you expect each board member to do? What do you expect board members to contribute?
What are the board dynamics? What are the board logistics?
Copyright 2011, SCHammond

5. SWOT Analysis
Strengths Weaknesses
(present oriented those things internal to us as individuals or organizations;for example, a strength (present oriented; those things internal to us as individuals or organizations; weaknesses
maybe communication skills, ability to focus amidst chaos or being a team player) may include: organizational skills or interpersonal skills)
Opportunities Threats
(future oriented, external to individuals and organizations; threats include when getting credit
(future oriented, external to individuals and organizations; opportunities are new business
is difficult, when donors stop or reduce what they have historically done around event)
contacts, legislative changes, or new certifications)
©2011, SCHammond, SWOT Analysis V3.doc

6. Nonprofit Toolbox Mini-Conference
Managing Expectations: How to Get More from Your Board
March 22, 2011
Skills
Staff Skills & Talents What do you need?
What do you already have? Talents
Board Skills & Talents
Contacts
Paid Consultants' Skills & Talents
Funds
Managing
Expectations
What do you expect each board member to do? What do you expect board members to contribute?
What are the board dynamics? What are the board logistics?
Copyright 2011, SCHammond

7. SAMPLE Board Matrix
Devon Cerrone
Char Delgado
Mary Smith
Board Member
Name
Years on Board
Relationships Access: Community leaders and groups
Access: Grassroots leaders and groups
Access: People with money
Area of Expertise Public Relations
Identify areas of expertise Financial Management
needed to provide proper Fundraising
oversight for the type of Human Resources
work you do Legal
Planning
Sector Business
Faith-Based
Public Sector
Education
Philanthropic
Neighborhood/geographic location
Ethnic Diversity Caucasian
Diversity is important to Native American
bring various points of view African American
and insights. It is also Latino / Latina
important to have a board Asian or Pacific Islander
representative of your Other
constituents. Over 65
51–65
Age 36–50
20–35
Sex Female
Male

8. Sample Nonprofit Board Member Profile
The Organization
Our Daily Bread is a food and nutrition program providing services throughout Massachusetts to individuals
and families living with critical and chronic illnesses. It provides clients, their dependent families, and
caregivers appealing, nutritious meals, and sends the message to those in greatest need that someone cares.
The Vision or Strategic Objectives
Its goals are to help clients maintain their health and dignity and preserve the integrity of their families through
free, culturally appropriate, home-delivered meals, nutrition education, and other community programs. Over
1500 individuals are served per year in eastern Massachusetts; 90% live below the poverty level, 65% come
from communities of color.
The Qualifications:
Board members serve as ambassadors for the organization, extending its reach into the community. As an
entrepreneurial nonprofit with a focus on innovation, Our Daily Bread often attracts entrepreneurs and CEO's
to its board, as well as senior corporate executives who are interested in its mission, creative fundraising, and
exciting new programs.
The Need:
Our Daily Bread is looking for board members in the fields of law, marketing, fundraising or sales to become
part of the spring 2011 class of new board members. The Board is an active network of dynamic people who
share values around good food, nutrition and service.
The Logistics:
 The Board is comprised of 15 members currently and can increase to 20.
 The Board meets quarterly (March, June, September & December) on the third Thursday of the month.
 Meetings are from 6-9 PM and include a light dinner.
 Members may participate by conference line but in-person attendance is strongly encouraged.
 Board materials to be reviewed are made available on a secure section of the website a week before
each meeting.
 There are 5 committees of the Board (Finance, Audit, Outreach, Development, & Governance) and
several task forces depending on what short-term projects are underway. Each board member is
expected to serve on at least one committee.
 All board members are expected to attend at least 2 of the 3 main fundraising events.
For more information, please contact Shelia McNally, Chair-Governance Committee at 898-335-1234 or
smcnally@topmail.com.
©2011, SCHammond, Sample NP Director Profile V1.doc

9. Nonprofit Toolbox Mini-Conference
Managing Expectations: How to Get More from Your Board
March 22, 2011
Skills
Staff Skills & Talents What do you need?
What do you already have? Talents
Board Skills & Talents
Contacts
Paid Consultants' Skills & Talents
Funds
Managing
Expectations
Roles
What do you expect each board member to do? What do you expect board members to contribute?
Responsibilities
What are the board dynamics? What are the board logistics?
Copyright 2011, SCHammond

10. SAMPLE BOARD MEMBER AGREEMENT
By Jan Masaoka
I, _________understand that as a member of the Board of Directors of ______________, I have a legal and
moral responsibility to ensure that the organization does the best work possible in pursuit of its goals. I believe
in the purpose and the mission of the organization, and I will act responsibly and prudently as its steward.
As part of my responsibilities as a board member:
1. I will interpret the organization's work and values to the community, represent the organization, and
act as a spokesperson.
2. I will attend at least 75% of board meetings, committee meetings, and special events.
3. I will make a personal financial contribution at a level that is meaningful to me.
4. I will actively participate in one or more fundraising activities.
5. I will act in the best interests of the organization, and excuse myself from discussions and votes where
I have a conflict of interest.
6. I will stay informed about what's going on in the organization. I will ask questions and request
information. I will participate in and take responsibility for making decisions on issues, policies and
other board matters.
7. I will work in good faith with staff and other board members as partners towards achievement of our
goals.
8. If I don't fulfill these commitments to the organization, I will expect the board president to call me and
discuss my responsibilities with me.
In turn, the organization will be responsible to me in several ways:
1. I will be sent, without request, quarterly financial reports and an update of organizational activities that
allow me to meet the "prudent person" section of the law.
2. Opportunities will be offered to me to discuss with the executive director and the board president the
organization's programs, goals, activities, and status; additionally, I can request such opportunities.
3. The organization will help me perform my duties by keeping me informed about issues in the industry
and field in which we are working, and by offering me opportunities for professional development as a
board member.
4. Board members and staff will respond in a straightforward fashion to questions I have that I feel are
necessary to carry out my fiscal, legal and moral responsibilities to this organization. Board members
and staff will work in good faith with me towards achievement of our goals.
5. If the organization does not fulfill its commitments to me, I can call on the board president and
executive director to discuss these responsibilities.
Signed:
___________________________________ Date: ___________________
Member, Board of Directors
___________________________________ Date: ___________________
President, Board of Directors
Have the Board President sign two copies of this Agreement, and ask new board members to sign them, return one copy
to the Board President, and keep the other for reference.
Source: Board Café, March 2001

11. Nonprofit Toolbox Mini-Conference
Managing Expectations: How to Get More from Your Board
March 22, 2011
Skills
Staff Skills & Talents What do you need?
What do you already have? Talents
Board Skills & Talents
Contacts
Paid Consultants' Skills & Talents
Funds
Managing
Expectations
Roles Time
What do you expect each board member to do? What do you expect board members to contribute?
Talent
Responsibilities
Treasure
What are the board dynamics? What are the board logistics?
Copyright 2011, SCHammond

12. Nonprofit Toolbox Mini-Conference
Managing Expectations: How to Get More from Your Board
March 22, 2011
Skills
Staff Skills & Talents What do you need?
What do you already have? Talents
Board Skills & Talents
Contacts
Paid Consultants' Skills & Talents
Funds
Managing
Expectations
Roles Time
What do you expect each board member to do? What do you expect board members to contribute?
Talent
Responsibilities
Treasure
Meeting times
What are the board dynamics? What are the board logistics?
Frequency
Committees
Copyright 2011, SCHammond

13. Nonprofit Toolbox Mini-Conference
Managing Expectations: How to Get More from Your Board
March 22, 2011
Skills
Staff Skills & Talents
What do you need?
What do you already have? Talents
Board Skills & Talents
Contacts
Paid Consultants' Skills & Talents
Funds
Managing
Expectations
Roles Time
What do you expect each board member to do? What do you expect board members to contribute?
Talent
Responsibilities
Treasure
Meeting times
Chair/ED Relationship
What are the board dynamics? What are the board logistics?
Frequency
Chair/Board Member Relationship
Committees
Copyright 2011, SCHammond