In my interactions with fellow nonprofit Executive Directors, there's always a moment of surprise when I mention our board meetings average a mere 27 minutes. Many wonder how an organization can be effectively steered in such a short timeframe. However, the key to our efficiency lies not in the brevity of our board meetings, but in the strength of our committee structure.
The Committee Structure Unveiled
Many nonprofit organizations utilize a basic committee structure, often comprising a finance and personnel committee. The primary role of these committees is to deliberate on specific topics and forward recommendations to the full board for approval. This approach ensures that discussions at the board level are streamlined, preventing meetings from becoming mired in excessive detail.
At our organization, we've taken the committee structure a step further. Each committee is governed by a clear set of responsibilities, detailed in a document we refer to as the 'Committee Charter'. This Charter specifies the committee's name, meeting frequency, members, and their core responsibilities.
Our Committee Framework
Below is an overview of our committees, their members, and their respective duties:
Development Committee:
Leadership: Chaired by the Board Treasurer, joined by two board members.
Responsibilities: Overseeing the development of planned giving programs, strategizing donor engagement, and determining the organization's long-term financial requirements.
Executive Committee:
Leadership: Led by the Board Chairman, with the Vice-Chairman and Treasurer as members.
Responsibilities: Monitoring the strategic plan's progress, reviewing stakeholder surveys quarterly, and offering managerial guidance to the Executive Director.
Finance Committee:
Leadership: Chaired by the Board Treasurer, accompanied by two board members.
Responsibilities: Guiding the annual budget development, reviewing financial reports, and advising the Executive Director on financial reporting metrics and objectives.
Governance Committee:
Leadership: Led by the Board Chairman, joined by two board members.
Responsibilities: Conducting an annual board effectiveness assessment, guiding board member recruitment, and overseeing board member continuous education.
Personnel Committee:
Leadership: Chaired by the Board Chairman, with two board members.
Responsibilities: Reviewing the Executive Director's annual performance, developing salary scales, and overseeing organizational personnel policies.
Missions and Ministry Committee:
Leadership: Led by the Board Vice-Chairman, with two board members.
Responsibilities: Offering guidance on the organization's missions and ministries, recommending new initiatives, and evaluating client satisfaction reports.
Most of the difficult and meaty discussions occur around the conference table, not the board table. It helps since these are smaller groups, the atmosphere is more relaxed and there is more desire to work to get things done in a timely fashion.
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Why?
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Ready to Learn Something New?
One of the prettiest cities in the Midwest is Indianapolis and travelling there can open a perfect opportunity to sharpen your skills and meet new professionals in the field. I would encourage you to look at some of the offerings of The Fund Raising School at the Lilly School of Philanthropy at Indiana University’s campus in Indianapolis. The professional development school has great programming both on-line and in-person both in Indianapolis and at other sites across the country. Take a look at their course offerings here!
Online Learning Options from Texas A&M Announced
If travelling for professional development isn’t in the cards (or the budget), the Center for Nonprofits at Texas A&M University has some great offerings! I recently enrolled in one of their certificate programs and really enjoyed the online format and the online discussions that were developed. It was time and money well spent and I would highly recommend this program, especially for early or mid-career professionals. The next session begins in early February and you can learn more here!
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In conclusion, the strength of an organization's governance doesn't lie in the duration of its board meetings, but in the effectiveness of its structures. The committee system has proven invaluable to our organization, allowing for thorough deliberation and efficient decision-making.