Robert’s Rules of Order. Shared leadership. Rotating roles. Consent agendas. Mission moments. What are the best ways to run more democratic meetings? Spending your and your board’s time reporting out for hours and learning parliamentary procedures is no way to spend a rewarding and engaging meeting. Attend this session and learn about the tips, tricks, and tools for facilitating effective board meetings that will help board members actually look forward to attending!

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BETTER BOARD MEETINGS
Emily Davis, MNM
President, Emily Davis Consulting
Senior Governance Consultant, BoardSource
March 4, 2016

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TURN ON YOUR TECH
@CNEColorado
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#governance

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TODAY’S TOPICS
• Board roles
• Facilitating and
structure effective
meetings:
– Board meetings
– Strategic planning
retreats
– Committee meetings

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LET’S GET STARTED
QUESTION? CHALLENGE!

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BOARD ROLES & RESPONSIBILITIES

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SHARED LEADERSHIP
BOARD LEADS
SHARED
LEADERSHIP
ED LEADS
Strategic Plan
Fundraising
Plan/Strategies
Evaluation
Board Meeting
Prep
Policy Questions
Staff Hiring &
Oversight
Develops,
Implements, &
Oversees
Programs
Chief Fundraiser
Operations
Reporting
Create &
Review Policy
CEO Hiring &
Oversight
Connections to
Funding
Financial Due
Diligence
Board
Recruitment &
Retention

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MEETING TYPES
Board
Meetings
Strategic Planning
Retreats
Orientation
Other
Committees
Volunteers
Trainings
Stakeholder Gatherings
Social Events

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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

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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

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MEETING PREPARATION

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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?
*Governance as Leadership

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• Board assessment
• Executive Director
• Committees
• Meetings

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AGENDA ELEMENTS
• Strategic Priorities,
Mission Statement
• Call to Order,
Attendance
• Mission Moments
• Board Reports
Discussion
• ED Report
Discussion
• Voting
• Adjournment
• Next meeting

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OPEN OR CLOSED?

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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!

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AFTER THE MEETING

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COMMITTEES
• Types
• Purpose
• Members
• Meeting frequency
• Communication
with board

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COMMITTEE REPORTS

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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

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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

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STRATEGIC PLANNING RETREATS
Strategic Priorities
Goals
Objectives
Tactics

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WHAT IS STRATEGIC PLANNING?

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WHAT IS A PROCESS?
DISCOVERY
Document review
Organizational
assessment
Stakeholder input
Situational analysis
RETREAT
Board education
Priorities discussion
SWOT
Misc. activities
DOCUMENTATION
Plan narrative
Drafts revised
Implementation
dashboard
Appendices
IMPLEMENTATION
Plan highlights
Dashboard
Champions
Review quarterly,
reports
Update annually
Technical assistance

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WHO CONDUCTS PLANNING?
Objective perspective
Time to commit and compile info
Serve as “bad guy”
Expert
Keeps focus on priorities
Costs $
Board/staff resistance
Less money
Understand org best
Can get bogged down in
details
More subjective
Time accountability
Self-
Facilitated
Consultant

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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

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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

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Emily Davis, MNM
Emily Davis Consulting
(720) 515-0581
emily@emilydavisconsulting.com
emilydavisconsulting.com