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RECRUITMENT & DIVERSITY

Bill TaylorNortheast Area Community

Development Educator

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WHOSE RESPONSIBILITY?

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DISCUSSION: City advisory boards are appointed by the City Council, after an application process. What roles do current advisory Board members have in recruiting and filling Board vacancies?

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BOARD MEMBER ROLES

• Share Board’s mission, vision, strategic plan– Be prepared to give a 5 minute

description of goals & accomplishments

• Use or make opportunities to inform the public of upcoming openings

• Evaluate the Board’s and individual members’ performance to determine strengths & weaknesses

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BOARD MEMBER ROLES (cont.)

• Provide information on the types of skills needed to strengthen the Board

• Cultivate promising individuals• Encourage/help applicants

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TRAITS & SKILLS NEEDED?

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DISCUSSION:What character traits and skills should new Board members possess?

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TRAITS & SKILLS

• Team player• Adds to diversity• Visionary• Understands the community and its needs• Has a passion for the cause• Willing to commit to the Board’s meetings,

committees, planning sessions, activities• Listens well

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TRAITS & SKILLS (cont.)

• Interested & committed to planning & oversight

• Will speak up when sees an opportunity or threat

• Will leverage his or her resources to further the mission

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TRAITS & SKILLS (cont.)

• Determine what is needed to accomplish the board’s mission– Develop a job description w/ realistic

expectations• Skills & experience required• Accountability to whom? For what?• Attendance expected• Committee structure & membership

requirements• Give to candidates

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WHY DIVERSITY?

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DISCUSSION:What is board diversity? Why is it important? Who should be represented?

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DIVERSITY

• Diversity is to fully represent the community you serve – ethnicity, religion, age, vocation, income, gender, disability, etc.

• Need a variety of cultures, values, opinions, perspectives– Broadens view, generates alternatives,

enhances resources, strengthens board, increases validity to the community

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DIVERSITY (cont.)

• “Don’t look for people who are like yourself.”

• Look for a variety of skills and knowledge to address your strategic priorities

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RECRUITING & QUALIFYING

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DISCUSSION:What process should be used to recruit and qualify new membership?

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RECRUITING

• Finding candidates– Look for program users and those with a

passion for the cause– Ask present board members to make

suggestions• Maintain a list of possible candidates

–Make face-to-face appointments w/ individuals who will understand how different groups respond• Talk to them about being a Board member to

represent their group

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RECRUITING (cont.)

–Finding candidates (cont.)• At end of interview, ask for names of

2 more who might be interested• Invite the interviewee to the next

meeting• Don’t let possibility of “no” stop you

from asking

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RECRUITING (cont.)

• Establish your criteria for the position• Recruit a prospects pool for each

seat–Members propose names & why–Make it known you’re looking– Let the public know about board

positions whenever you’re speaking–Make announcements to groups– Regular advertising

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RECRUITING (cont.)

• Use personalized requests and messages, don’t rely on mass mailing or ads

• Be on the lookout all the time for prospects

• Link the organization’s mission, purpose, accomplishments with the prospect’s needs, desires, dreams, hopes, etc.–What’s in it for them?

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NEW MEMBER SUCCESS

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DISCUSSION:What role does the Board and staff have in helping new Board members be successful?

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FULL ORIENTATION

• Spend as much time orienting as in the search

• Cover:– Board manual–Mission, vision, values– History– Roles & responsibilities of Board & staff

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FULL ORIENTATION (CONT.)

• Cover (cont.)– Administrative calendar, major activities– Organizational chart, list of current &

planned committees– How are meetings conducted, including

relevant Roberts’ Rules of Order

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BOARD MEMBER HANDBOOK

• History• Mission/purpose/enabling statute or

resolution• Philosophy• Methodology (how the organization

works)• Programs• Services• Management structure

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BOARD MEMBER HANDBOOK (cont.)

• Staff & volunteer roles• Recent meeting minutes• Recent treasurer’s and financial

reports• Any pertinent legal documents• Annual calendar of events• Other information as needed

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OTHER WARM-UP ACTIVITIES

• Provide board training• Put them to work on a committee,

project, or activity• Hold annual team-building activity or

retreat• Ask the outgoing member to help

them get started• Assign a Board member “buddy”

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OTHER WARM-UP ACTIVITIES (cont.)

• Be sure they receive meeting agendas

• Invite them to upcoming events• Ask them to give a presentation• Provide them with early feedback

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PERFORMANCE EVALUATIONS

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DISCUSSION: What role might annual board performance evaluations play in determining recruitment needs? How would annual member evaluations strengthen the board? How can board and member evaluations be conducted and used?

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BOARD & MEMBER EVALUATION

• One of the most powerful tools to stay current & engaged, and encourage member and Board enhancement

• Don’t need evaluation & training?– Same as obese person saying (s)he

doesn’t need advice about eating, already an expert

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BOARD & MEMBER EVALUATION (cont.)

• Regular, short, practical–Minimum of 15 minutes/year by each

member to complete questionnaire & 30 minutes of discussion by Board can be transformational

– Best time - NOW

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BOARD & MEMBER EVALUATION (cont.)

• Ten uses of evaluations:– Assessing the ED– Fundraising: inspire potential donors– Recruiting: share successes &

challenges– Strategic planning: identify strengths,

weakness, opportunities, threats–Managing finances

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BOARD & MEMBER EVALUATION (cont.)

• Ten uses of evaluations (cont.):– Organizational assessment: are key

functions supporting program delivery?– Celebrating success– Business planning–Managing human resources:

professional development & performance reviews

– Collaborating w/ other organizations

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EVALUATIONS

• Sample evaluations at The Free Management Library \ Boards of Directors: http://managementhelp.org/boards/index.htm#anchor401144

• Evaluation example handouts

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REFERENCES

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• Materials from:– Numerous documents from The Free

Management Library: http://managementhelp.org/

– BoardSource: http://www.boardsource.org/