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Task Forces/Committees within Nonprofit Organizations

By: Juliana Albano, Adrianne Galarita, Blake Westhoff, Kira Bogdanoff, Ratheany Doschin, Karlisue

Lafferty, Amanda Squires

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Definitions

• Task Force: A type of Ad Hoc committee with members appointed from various departments of an organization and usually charged with investigating a broad issue.• Committee: A small group of people given an assigned task or responsibility [fundraising] by a larger group (parent organization) or person with authority.

Board of Directors

Amanda Squires & Juliana Albano

Definition of Group• A board of directors is a diverse body of elected or

appointed members who jointly oversee the activities of an organization.

• Momentum is an important responsibility of the board of directors because they are the support structure upon which the organization is laid. It is the responsibility of the board of directors to identify organizational goals and to ensure that the projects are moving forward.

• Program development, manage finances, organizing fundraisers, delegating duties, establishing committees, promoting the nonprofit, governing the organization by establishing broad policies and objectives; selecting, appointing, supporting and reviewing the performance of the chief executive; ensuring the availability of adequate financial resources; approving annual budgets; accounting to the stakeholders for the organization's performance; setting the salaries and compensation of company management.

Typical Dynamics• The board of directors that oversees a nonprofit

organization has a specific purpose that should not be mixed with the purpose of the staff and volunteers. When this happens, there is no solid structure through which the organization can operate, and everything has the potential to fall apart.

• This group of people ideally come from a diverse range of views, ethnicities, gender, age and profession.

• Individual board members are bound by their legal obligations: the duties of care, loyalty, and obedience.

• Within the board of directors include the Executive Committee: President, Vice President, Treasurer, Secretary. (Plus other general board members)

Typical Dynamics• What is the job description of a board president?

•Oversees board and executive committee meetings•Works in partnership with the chief executive to make sure board resolutions are carried out•Calls special meetings if necessary•Appoints all committee chairs and with the chief executive, recommend who will serve on committees•Assists chief executive in preparing agenda for board meetings•Assists chief executive in conducting new board member orientation•Oversees searches for a new chief executive•Coordinates chief executive's annual performance evaluation•Works with the governance committee to recruit new board members•Acts as an alternate spokesperson for the organization•Periodically consults with board members on their roles and help them assess their performance

• What is the job description of a board vice president?

•Attend all board meetings•Serve on the executive committee if one exists•Carry out special assignments as requested by the board chair•Understand the responsibilities of the board chair and be able to perform these duties in the chair's absence•Participate as a vital part of the board leadership

Typical Dynamics• What is the job description of a board secretary?

• Attend all board meetings

• Serve on the executive committee if one exists

• Ensure the safety and accuracy of all board records

• Review board minutes

• Assume responsibilities of the chair in the absence of the board chair, chair-elect, and vice chair

• Provide notice of meetings of the board and/or of a committee when such notice is required

• What is the job description of a board treasurer?

• Attend all board meetings

• Maintain knowledge of the organization and personal commitment to its goals and objectives

• Understand financial accounting for nonprofit organizations

• Serve as the chair of the finance committee

• Manage, with the finance committee, the board's review of and action related to the board's financial responsibilities

• Work with the chief executive and the chief financial officer to ensure that appropriate financial reports are made available to the board on a timely basis

• Present the annual budget to the board for approval

• Review the annual audit and answer board members' questions about the audit

Expected Outcomes

• 1. Determine the Organization’s Mission and Purpose

• 2. Select the Executive Director

• 3. Support the Executive and Review His/Her Performance

• 4. Ensure Effective Organizational Planning

• 5. Ensure Adequate Resources

• 6. Manage Resources Effectively

• 7. Determine and Monitor the Organization’s Programs and Services

• 8. Enhance the Organization’s Public Image

• 9. Serve as a Court of Appeal (to the executive director)

• 10. Assess its Own Performance

Type of setting where use is appropriate• In all nonprofit organizations should have a board of

directors

• There are legal, ethical, and practical reasons to build a board when a nonprofit is created. These reasons shape the foundation for good governance.

• A corporation, whether for-profit or nonprofit, is required to have a governing Board of Directors. However, the laws governing corporations require that a corporation ultimately is accountable to its owners (the public). That accountability is accomplished by requiring that each corporation has a Board of Directors that represents the public.

Field Interview• Interview with Cheri Kilty Executive Director of the YWCA Bellingham and Board Member for the Bellingham Rotary Club

• What do you think makes a good/bad board member?

-I think that a good board member is someone who is passionate about the organization or cause. Someone who can dedicate time to the activities, because involvement takes time, and someone who can make connections and build relationships in the community.

• What are the biggest differences between the two positions?

- At the YWCA I’m more of a front line leader, where as in the rotary I’m a smaller member of a larger group with many more people involved.

• What do you think makes a board work together most effectively?• Cooperation & open mindedness. You have to be able to communicate and work well

with others, hearing different points of view. Also a willingness to make decisions for the good of the whole, not just based on your own opinion.

• Is it hard to make sure that everyone’s voice is heard?• Yes. It’s important, particularly in a meeting to call on people who haven’t spoken

up or made a comment and ask them their thoughts.

• What are 3 qualities that you think most define good leadership?• A good leader is a servant leader, they need to be able to discern when to lead and

when to follow and create an environment where everyone gets an opportunity to lead. In order to do that you need to be flexible, open minded, good listener and non judgmental. A good leader doesn’t have to be controlling.

Fundraising Committee

Adrianne Galarita & Kira Bogdanoff

Definitions• Fundraising: The act or process of raising funds, as for nonprofit organizations or for political cause.• Committee: A small group of people given an assigned task or responsibility [fundraising] by a larger group (parent organization) or person with authority.• Standing Committee: A group given an area of responsibility that includes many tasks [fundraising] and continues indefinitely.

Typical Dynamics

• These responsibilities are recurring due to the fact that this is a standing committee, therefore the group will get to know each other well and have a plan they follow to accomplish long term jobs.

How/Why it is used in HSP

• Fundraising Committees are used to gain funds for the organization as well as ensure the organization will have enough funds to keep it running.• They identify how much money will come in from all the different resources and identify potential sources of funds (individuals, government, grants, etc.).

Typical Dynamics

• These responsibilities are recurring due to the fact that this is a standing committee, therefore the group will get to know each other well and have a plan they follow to accomplish long term jobs.

Expected Outcomes

• The committee will produce planned, strategic fundraising that is approved by the Board of Directors.• They will have developed an action plan that includes all the ways in which every committee member will act, along with how the Board members need to act in order to raise funds.

Type of Setting

• Fundraising Committees can work in a wide variety of organizations from non-profit to for profit.

Fundraising committee meeting

• Agenda made about various events occurring in the near future• Each topic was discussed• Made plans about various events–Supplies needed–Volunteer recruitment–Entertainment –Soliciting donations

• Observations/ outcomes

Interview with Patty Clifton

•Patty has been on the Fundraising Committee for 4 years•The committee is responsible for fundraising for BSAC events•The economy has affected how the committee works

http://wccoa.org/index.php/BellinghamSeniorActivityCenter/gallery/

• Less people want to volunteer their time and it is harder to get solicitations from big donors and everybody in general.

Fundraising committee conflict

• For more than 5 years, there have been monthly pancake breakfasts at the BSAC.

• However since 2009 the amount of people who have been attending has been cut in half. •The BSAC has had to decide whether to keep the breakfasts the same, change various aspects of the breakfast, or stop doing some or all of the breakfasts.

Meeting

• There were about 5 or 6 people at the meeting–We needed a small amount of people to decide what to do about the breakfasts

• We went through the key points of the breakfast and the problems that have been occurring

Outcome

• During the meeting there were a lot of ideas on the table for what to do about the breakfast–Decided to keep the breakfast at the same time every month–Decided to change up the menu and prices

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Volunteer Groups

Ratheany Doschin & Karlisue Lafferty

Definition

Within small task groups of a non-profit organization, volunteers are those who devote their time and efforts without

pay.Definitions of volunteering range from the straightforward “doing unpaid activities as part of a group or an organization” to more complex classification schemes with four commonly agreed upon dimensions: free choice, remuneration, structure, and intended

beneficiaries.Structure can be either formal or informal

It is possible to be paid, yet still be considered a volunteer – stipends and reimbursements do not equal the real value of their

services

How/why it is used in Human Services

Clark & Wilson (1961) listed three basic reasons as to why people join and maintain involvement in voluntary association:

Material (tangible gifts)

Solidarity (send of belonging)

Purposive (greater purpose)

Parker (1997) classifies volunteer motives as being:

Altruistic (unselfish)

Market based (expectation of future rewards)

Cause serving (the advancement of political, religious, moral cause

Leisure based (meeting leisure needs)

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Helps build organizational strength (volunteers gain ownership from becoming visible advocates for that ogranization

Peer – to –peer communication, personal choice rather than a mandatory job. Brings new experiences and opinions aside from Human Services professionals

Tasks are completed with extra hands.

Typical Dynamics

• To have effective volunteers, an organization should:– Form voluntary boards and committees– Develop job descriptions – Create evaluation measures– Require training– Orientation sessions

-match the jobs/tasks to the volunteer’s skills and interests-clearly define expectations-assure follow up-thank and recognize volunteers

Dynamics cont.

• How to recruit volunteers:–Publicity (websites, newsletter, etc)–Surveys (match volunteers with interests)–New members (welcome telephone call)–Talent scouts (encourage current volunteers to recruit colleagues and friends)–Volunteer job fair (question and answer, sign ups)

Dynamics cont.

Effective volunteer groups:• Willingness to serve – commitment• Ability to serve – time, company support• Value to contribute – knowledge and skill• Professional reputation – ethical and cooperative

• Reliability – will assume necessary responsibilities

• Leadership and communication skills

Expected Outcomes

• Through volunteering, one can gain:–Sense of giving back–Expression of values through meaningful activities–Increase knowledge and learn new skills through networking and interacting with peers–Learn more about the organization you are working with, and feeling like you are a valuable member of a small group/team–Enhance your career and build important relationships

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Overview

• The foundation of a successful nonprofit organization will include a board of directors, volunteers, fundraising committees and staff.

• Each of these small groups has specific roles within nonprofit organizations. Through consistent interactions and effective communication the tasks completed by small groups contribute toward the larger system as a whole.

References• Barnes, M. L., & Sharpe, E. K. (2009). Looking Beyond Traditional Volunteer Management: A Case Study of an Alternative Approach to Volunteer Engagement in Parks and Recreation. Voluntas: International Journal Of Voluntary & Nonprofit Organizations, 20(2), 169-187. doi:10.1007/s11266-009-9080-5

• http://www.ieca.org/chapter/CLRC/volunteer_management/RoleOfVolunteers.pdf

References

•Judith L. Miller-Millesen Understanding the Behavior of Nonprofit Boards of Directors: A Theory-Based Approach. Nonprofit and Voluntary Sector Quarterly December 2003 32: 521-547, doi:10.1177/0899764003257463

•Knowledge center: Q&As. (2012). Retrieved from http://www.boardsource.org/

•McNamara , C. (n.d.). All about boards of directors (for-profit and nonprofit) . Retrieved from http://managementhelp.org/boards/index.htm

References

• McNamara, Carter. "Role of the nonprofit board fundraising committee | boards of directors.” Free management library (SM). N.p., n.d. Web. 22 July 2012. <http://managementhelp.org/blogs/boards-of-directors/2011/01/19/role-of-the-nonprofit-board-fundraising-committee/>.