C O M M U N I T YC O N S U L T I N G

HERO of Washtenaw Board Development ProjectCommunity Consulting Club

December 7, 2001Zach Browder

Matt Collett

David Lowy

Kristin Schleicher

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Agenda

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HERO today: Strengths and Challenges

ChallengesCommunity AwarenessDonor developmentVolunteersBoard involvementBuilding a foundation

StrengthsStrong programCommitted and energetic managementAggressive goals for growth

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Building a Board to Support HERO’s Goals

Vision for HEROStrengthen Board to position HERO for future success and growth Promote HERO to build credibility, public recognition, and enthusiasmRecruit mentors to strengthen the partnership program and increase value to communityIncrease number of homeless individuals reached through Pathfinder Program

HERO needs to build a new board to:Inject new leadership in organization and strengthen HEROPursue Growth StrategyBuild Community ConnectionsUtilize members with specific skills

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Current Board Profile

C u r re n t H E R O B o a rd

S te ve F re n e tte , P .E .Vice President

D ir o f Ca p P ro j (NP -E d)

M e ga n S ch a tzSecretary/Treasurer

E v a lua tio n T oo lsG rad S tu de n t - S o c ia l W o rk

K a tie O 'R ou rkeC o nsu lta n t - E d

C ath e r ine H i ltzC a s e W orke r - NP

D a v e W e in w e r thP re s /C E O - T ech Co

T a ra M cK e nz iePresidentA ttorn ey

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Targeted Board Profile

At least two board members should have nonprofit board experience High Priorities are finance, fundraising, volunteer recruitment, and PR

Finance ProfessionalFinance & Dvlpmt.Committee Chair

Public RelationsCommunity Relations

Committee Chair

Nonprofit LeaderHuman Resources Committee Chair

Homeless VoiceProgram

Committee Chair

Volunteer Recruiting

AccountantOr have an accountanton finance committee

Marketing Fundraising Legal Detroit Connection

PresidentOne of the below

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Board AttributesAffluence: public recognition and respectInfluence: political and community connections, bridge to constituenciesLeadershipCompetenceCommitmentPassion: a sincere interest in HERO’s missionDiversity: of age, gender, race, skills, and viewpointsResponsivenessOpen-mindednessShared goals

Commitment and Passion are critical if board members are to have an impact.

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Reality versus Desired

HERO should focus on obtaining board members who possess:

timedependability energy required to attend meetings and serve the organization.

HERO will be more attractive to prestigious board members once they gain momentum Potential candidates must also work well with other board members

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Advisory BoardHERO should utilize an advisory board to take

advantage of these benefits:Specific skills needed on occasion, e.g. accounting expertiseCommunity connectionsFor use on special projects and committeesPool of potential board members, donors, or volunteers

Recommendations:HERO should retain current members on advisory board. Potential board members who are approached but decline board membership should be asked to join advisory boardA new board member can lead advisory board

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Growth Committee

The HERO board should create a Growth Committee to help execute the organization’s growth plan.

This should include creation of a Growth Committee Chair position on board of directors.

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Other Board Recommendations

A strong board president is needed to ensure the effectiveness of new board members.

Responsibilities of President:Establishing clearly defined roles and responsibilitiesSetting detailed performance expectationsThorough orientation of new board membersRegular self-monitoring

Current board members need to be active as well to ensure smooth transition of new board into HERO

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Candidate Selection

A quantifiable selection process for board members:

- Eliminates biases- Optimizes work sorting through profiles- Reveals strengths of candidates- Better matched candidates to HERO

But don’t forget about the qualitative factors!

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Selecting Candidates From NEW

Quantify importance of qualifications– Interest in HERO Mission (32%)

– Interest in HERO Size and Stage (26%)

– Non-Profit Experience (22%)

– Time (10%)

– Expressed Specific Interest in HERO (5%)

– NEW Match (5%)

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Selecting Candidates From NEW

Rank each candidate from 0 to 5 in each qualification.

Importance x Rank = Qualification Score

Sum of all Qualification Scores = Total Score

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Selecting Candidates From NEW

Example: Candidate 106A

– Expressed Interest 0 Q. Score 0.00– New Match 0 0.00– Time 3 0.66– Experience 5 0.50– Mission 4 1.28– Organization 4 1.04

TOTAL 3.48

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Top 5 NEW Candidates

Rank Candidate Professional Skills Score

1 14L General Management 4.03

2 95A Education, Strategic Planning

3.66

3 121K Strategic Planning 3.52

3 115A General Management 3.52

5 106A Education 3.48

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Top NEW Candidates

Sort by Professional Skills to fill needs.Example: Fundraising

1. 23P – Score 3.082. 133K – Score 2.92

Example: Marketing1. 116L – Score 3.292. 133K – Score 2.923. 123J – Score 2.92

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Preferred Candidate List

Handout

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Part Two

Attracting and Retaining Board Members

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What are board members looking for?

Why do individuals join Nonprofit Boards?Become involved in your community Build valuable experience Improve your leadership and teamwork skills Network buildingResume building

Why Join HERO’s Board of Directors?Strong programs that empower peopleGreater opportunity to make an impact and share your expertise

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Expanding Community Reach

The aggressive promotion of HERO will build credibility, public recognition, and enthusiasm for HERO’s work thus enabling HERO to increase its base of Board members, donors, and volunteers.

Ways to reach community:Attend community events, for example, Rotary Club, United Way, etc.Contact community relations representatives at local businessesContinue to build networks among complimentary agenciesHost a community benefitLeverage Louie!

Note: Compile Excel database of contacts for use in future recruiting and networking efforts

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Attracting Board Members: Fact Sheet

Topics include:

Mission

Program descriptions

Statistics about HERO and homelessness

Testimonials from homeless client, mentor, and board member

Why join the HERO board of directors

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Steps to Attract Potential Board Members

1. Meet prospective board members over breakfast, lunch, coffee, or other social setting.

2. Explain why they were selected, what capacity they will serve, and what skills and viewpoints you want them to contribute.

3. Share the involvement and activities required. 4. Allow them ample time to make a decision.

Well informed board members will likely be more effective board members.

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Specific Strategies for Attaining Board Member Contacts

Form a “One-Meeting Nominating Committee”1. Call and invite 20 people who you would like on your board

but who you suspect wouldn’t join to a meeting over lunch2. Tell them at lunch they’ll learn more about HERO and what

you’re looking for in a board3. At the end of lunch ask for the name of one person they think

would be a good board member4. Call up each nominee the next daySuggest a “Board Member Exchange”

1. Pick 4 local organizations where you don’t know anyone, but would like to

2. Have each officer to call one of the organizations and ask the board president or executive director to coffee

3. Over coffee suggest that the two organizations “retire” board members to each other as a way of establishing organizational links and strengthening ties among communities

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Board Manual Expectations and Commitments

Each board member has the following commitments:Attendance: not to exceed one unexcused absence per year. Board members are expected to come to board meetings well prepared, and regularly attend fundraisers and other special events.Fundraising: assist in raising money or contribute financially $500-1000 each year.Determine objectives and benchmarks for board success and evaluate performance. Take action when performance does not meet commitments.Chair at least one committee and participate in at least one other committee.

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Board Manual Expectations and Commitments

Mentor another board member with less board experience to provide training.Time commitment: Board members should be expected to contribute 8 hours per month carrying out these activities.Add value to HERO by contributing ideas and subject expertise.Set organizational vision and mission.External relations: impact positive working partnerships with key stakeholders, greater public knowledge and understanding of HERO’s vision and mission, stronger public support for HERO’s mission, and a more diverse revenue base. Each board member should speak on behalf of HERO in appropriate forums at least annually.Ensure effective organizational planning and assist with the annual strategic plan and balanced budget.

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Board Manual Expectations and Commitments

Determine objectives and benchmarks for organizational success and evaluate performance. Take action when performance does not meet commitments.Support the Director of HERO and assess his or her performance. Select the Director.Recruit other board members, volunteers, committee members, and staff members for HERO.Determine, monitor, and strengthen HERO’s programs and services.Ensure legal and ethical integrity.

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Retaining Board Members: Mentoring Program

HERO should implement a formal mentoring program that assigns every new board member to a mentor who is responsible for helping the new member learn the ropes during the first year.

This can serve as training in the absence of a formal board training program.

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Retaining Board Members: Retreat

Key flaws that can lead to failure: Unclear idea of what is to be accomplished or how Inadequate board leadership and ownershipAbsence of follow-through

To avoid retreat failure:Board members should be involved in fashioning a detailed retreat design and should be put in strong leadership roles in the retreat. Select a comfortable off-site location, allocate adequate time, and use a professional facilitatorBoard committee can create the retreat design specifying: objectives, structure, participants, agenda and details like timing and location Objectives should be outcomes-oriented and specific Use break-out groups

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Summary

HERO’s short-term challenges require commitment, time, and specific skill sets.

Strengthening the organization will enable HERO to recruit affluent and influential board members.

Network! Network! Network!