Feature Article
Taking a Good Look at Ourselves:
Board Evaluations
By Doreen Pendgracs, Author of "Before You Say Yes: A Guide to the Pleasures and Pitfalls of Volunteer Boards."
We can never be too good at anything, so something to consider as a new director of any given board is whether your performance will be formally assessed or evaluated. If so, welcome the challenge and opportunity for improvement, as it will help you continue to grow in your role — and as a person.
On one board I served on, we evaluated every aspect of board relations. This included:
. self-assessment (you evaluate your own participation and understanding of board matters);
. peer assessment (directors anonymously evaluate one another);
. leader assessment (directors evaluate the board’s chair(s); and
. board interaction with key staff (such as the executive director).
The results of these assessments should be carefully tabulated and compared (i.e. your assessment of your own performance should be compared to how others on the board assessed you).
As a director trying to do the best job I could, I found this information to be quite valuable as it helped me focus on areas that could use some improvement. It also made me realize that I was doing a pretty darn good job. It also provided the organization with a formal mechanism by which directors not fulfilling their roles or responsibilities could be coached, further encouraged, and, if necessary, asked to leave the board or informed that they should not seek re-election.
Board evaluations are likely to get more buy-in and cooperation from all parties if they are not perceived as punitive — meaning not intended to punish, create embarrassment, or be of a finger pointing nature. But it is also important for all parties concerned to believe that the evaluations are meaningful and will be acted upon if results warrant that some form of corrective action be taken.
An organization with which I am intimately familiar once had trouble with a director who didn’t attend meetings, and when he did, was always leaving the room for smoke breaks. He also reportedly drank too much and was not an effective contributor to the board. Some said he was taking up space, and not providing enough value by way of his service in return. This director was asked to resign from the board but would not do so willingly before his term was up. If that organization had a board evaluation system in place, there would have been a mechanism by which that director’s performance would have been evaluated and the director possibly forced to resign if corrective action wasn’t taken when his shortcomings were addressed.
I have also been on a board where more than one director did not attend meetings regularly. This was not fair to the directors who did attend regularly as they ended up having to take on more work than they bargained for when they took on a director’s position. In my opinion, being subject to board evaluations is a good thing, as it increases the accountability of each and every director, and of the board as a whole.
Now let’s look at it from an organization’s point of view. As executive director of Access Copyright, Maureen Cavan’s constituents are governments, educational institutions, and other users of copyrighted materials, as well as the publishers and creators who have produced that material. She reports to an eighteen-member board comprised of various members of these communities.
"I believe board evaluation is a necessary and valuable tool to ensure board members fully understand their individual responsibilities to the organization and to each other," says Cavan. "How each board goes about doing this is very dependent on the size and make-up of the board itself. It is more difficult to do peer assessments on a large board where members see each other only occasionally and may not work together on committees. The most valuable tools, in my opinion, are those that measure overall board functioning and self-assessment as a board participant."
Cavan believes that self-assessment forces each director to take personal stock of his or her contribution to the responsibilities held by the board of directors and that sharing this self assessment with the chair of the board also allows for performance evaluation — an important part of any role that carries responsibility. Since her organization has introduced a formal board evaluation system, Cavan has seen less effective board members decide not to stand for re-election when their terms were up, resulting in a more effective board comprised of individuals who may be more passionate about the issues and have sufficient time to embrace them. She says, "I think a board that practices self-assessment becomes more conscious of the important role held by each member individually. This, in turn, leads to an increased effort to become and remain more aware of the issues and challenges faced by the organization they are charged with leading."
Points you might be evaluated on in your role as director:
. Attendance and promptness at meetings.
. Effectively contributing to discussions at meetings.
. Being prepared for meetings (reading/doing your homework).
. Willingness to take on roles and duties.
. Willingness to help others (mentoring).
. Interacting well with fellow directors and staff.
. Ability to think independently and without bias.
. Demonstrating sound judgment.
. Being consultative or a team player in nature.
. Being knowledgeable of the organization’s issues.
Excerpted from Before You Say Yes by Doreen Pendgracs:
Doreen Pendgracs is a freelance writer and author based in Matlock, MB. She is the author of Before You Say Yes... a guide to help nonprofit board directors be more effective in their volunteer roles. The book is available online and in bookstores across the province, as well as at the Volunteer Manitoba Resource Centre. Doreen will be facilitating a workshop in Gimli on February 8th, and several in Winnipeg this Spring.
Visit our workshops and events page for more details.
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Did You Know?
Volunteer Manitoba's Community Feedback Survey
We are committed to providing innovative and quality services to the not-for-profit community and want to ensure that we are meeting the needs of our stakeholders. Therefore, we are collecting feedback about the effectiveness of our programs and services through a quick online survey. This survey should not take longer than five minutes. Data from this survey will be used in strategic planning, program planning and a communications strategy.
You can complete the survey here: http://www.surveymonkey.com/s/CBJDKKQ
Thank you for your participation! We appreciate any feedback you have.
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Related Resources
Non-Profit Resources for Smaller, Rural Communities
Rural and Community Resources Available Through or Resource Centre
Best practices in volunteer management : an action planning guide for small and rural nonprofit organizations
By Jennifer Ellis ; the Yukon Volunteer Bureau. Toronto, ON : Volunteer Canada, 2005. 121 p. Call no. CVI 361.37 ELL 2005
Also available online.
Retrieved January 12, 2011
An action planning guide that has been developed to help people in small and rural nonprofit organizations take practical steps to strengthen their group’s volunteer management practices.
Community-based volunteer management : a quick reference guide for rural community and economic development leaders.
Prepared by Thom Anderson. Macomb, IL : Illinois Institute for Rural Affairs, 2004. 58 p.
Call no. 361.37 AND
Also available online.
Retrieved January 12, 2011
This handbook provides concise, step-by-step instructions that will help lay the groundwork for an effective volunteer program.
Expanding volunteerism in rural schools in Nova Scotia : promising practices: school volunteer manual.
By Dr. Jane Baskwill. Toronto, ON : Imagine Canada, 2006. 38 p.
Call no. CVI 371.1 BAS 2006
Also available online.
Retrieved January 12, 2011
The purpose of this research was to identify best practices related to expanding the diversity of opportunities for school volunteers in rural Nova Scotia.
It’s a noble choice they’ve made : sport volunteerism in small communities in the Northwest Territories : a research report.
Prepared by Richard Daitch … [et. al.]. Toronto, ON : Imagine Canada, 2005.
Call no. CVI 361.7 DAI 2005
Also available online.
Retrieved January 13, 2011
This study aims to have readers gain a better understanding of sport volunteerism in small communities in the NWT, to examine the barriers that prevent participation in sport volunteering, including personal, social, economic and cultural barriers; and, to develop a set of recommendations that might assist in increasing volunteerism in sport in small communities.
Safe steps volunteer screening workbook : a reflection of the new age of volunteering in rural Ontario : rural supplement.
By Elinor Humphries. Ottawa, ON : Volunteer Canada, 2001. 20 p.
Call no. 658.3 HUM 2001
Also available online.
Retrieved January 12, 2011
This supplement has been developed to serve the needs of the individual who is introducing screening into his or her organization; the manager/coordinator of volunteers; and, the trainer (volunteer or staff).
Valuing the rural volunteer : toolkit.
The Ontario Rural Council. Toronto, ON : The Ontario Rural Council ; The Ontario Trillium Foundation, 2002. 69 p.
Call no. MVSI 09.21ON ONT 2002
An initiative of the Ontario Rural Council, this toolkit is aimed at building knowledge, tools and support for rural volunteers and the rural voluntary sector.
Volunteerism in Aboriginal communities : volunteer – who me? Report.
By Brandy Mowatt and Jacqueline Young. Toronto, ON : Imagine Canada, 2006. 23 p.
Call no. CVI 361.3 MOW 2006
Also available online.
Retrieved January 13, 2011
The goal of the authors in producing this handbook was to encourage and help Canada’s charitable and nonprofit organizations to engage Aboriginal women as volunteers
Volunteer Manitoba’s Resource Centre has all of the information you need on the non-profit sector. Please call the Resource Centre Coordinator at 477-5180, ext. 223 or email for more information.
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Special Events
Special Events Happening at Volunteer Manitoba this Fall
Special Events Happening at Volunteer Manitoba this Winter/Spring
Volunteer Manitoba is pleased to announce an exciting lineup of new topics and special events this Winter/Spring.
Volunteer Manitoba is pleased to host:
An Introduction to Program and Evaluation Principles and Methods Wednesday, February 23rd, 9am - 4pm.
Click here for more details or to register.
Making the News
Wednesday, March 23rd, 9am - 4pm.
Join verteran communicator John Longhurst as he helps you learn how to get the media's attention. Registration is $125.
Click here to register.
One of Volunteer Manitoba's most popular workshops, our Executive Director Leadership Group, will run this April and May. This program is great professional development for Executive Directors, and offers excellent networking opportunities. For more information and to register click here.
Understanding Human Dynamics
February 11th, 10am - 5pm
Doreen Pendgracs will be hosting a workshop on dealing with difficult people on . Doreen has sat on various boards for the past 25 years. During that time, she has gleaned valuable information that makes her a wealth of knowledge on subjects such as this. She has also used this experience to write her book, "Before You Say Yes: A Guide to the Pleasures and Pitfalls of Volunteer Boards".
Email to be put on a wait list.
For a full listing of all of Volunteer Manitoba's special events, click here.
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Announcements
Before You Say Yes: A Guide to the Pleasures and Pitfalls of Volunteer Boards
A new and invaluable resource to help anyone in the not-for-profit sector has recently hit the shelves. Before You Say Yes: A Guide to the Pleasures and Pitfalls of Volunteer Boards by Doreen Pendgracs of Matlock, Manitoba
is an easy to read, practical, and insightful look into so many issues relevant to not-for-profit boards. The book contains innumerable practical resources, and delves into issues as diverse as directors and officers insurance, disaster planning, fiduciary responsibilities, ethical decision making, individual compatibility with boards, financial obligations and compensation, and dealing with difficult people, as well as many other issues.
For more information on the book, or to order, click here!
To visit Doreen's website, click here.
How to Prepare for an Audit
United Way of Winnipeg is very pleased to partner with KPMG to pilot a seminar on ‘How to Prepare for an Audit’ on Thursday, February 3rd from 9:00 a.m. to 11:30 a.m. at 580 Main Street. In addition to tips on how to prepare for your annual audit (which can help save your organization money on audit costs), the seminar will also provide updates on new accounting standards and on revised charitable return regulations. Click to register for this new learning opportunity.
MAFRI and Volunteer Manitoba to Host Rural Workshops
Volunteer Manitoba and Manitoba Agriculture, Food and Rural Initiatives are excited to once again offer workshops throughout rural Manitoba during the winter of 2010-2011. Workshops to be offered are: Bookkeeping Basics for Non-Profits, Effective Communication, Effective Community Fundraising, Encouraging Community Involvement, Roles and Responsibilities of the Board, Successful Project Planning and Strategic Board Governance. These workshops are designed for a variety of community volunteers and staff to address the challenges facing rural communities. Funds will potentially be available to lower costs for participants and the organizing agency. Please contact Lavonne Kroeker or your local Rural Leadership Specialist for more information
Bishop Grandin Greenway Seeks Treasurer
Bishop Grandin Greenway, a not-for-profit registered charity that works to create, enhance, and conserve an accessible network of nature areas and public pathways along Bishop Grandin boulevard between the Seine and Red Rivers in St. Vital, is seeking a volunteer Treasurer for their Board of Directors. Apart from board meetings, the time commitment would be 2-3 hours per month. Duties would include banking, deposits and cheque writing, bank reconciliation, attending board meetings and providing financial reports, annual charitable tax returns, issuing donation receipts, and providing general financial guidance. If you are interested in this position, or other volunteer opportunities with BGG, email or contact Murray Gibson at 784-703.
Call for Facilitators!
Volunteer Manitoba is looking to add to it's list of facilitators and consultants that it uses for providing workshops. If you are someone anywhere in Manitoba who is passionate and has experience in the not-for-profit world, and are interested in becoming a faclitator, or if you already consider yourself a facilitator or consultant please contact Erik Butenschon at 204-477-5180 or email.
Regional Update
Join Volunteer Manitoba for upcoming workshops in Gimli and Beausejour.
Gimli Workshop: Roles and Responsibilities of the Board, Tuesday, February 8th, 9:30am - 4:30pm, Lakeview Resort. For more information or to register click here.
Beausejour Workshop: Effective Proposal Writing: Tipping the Scales for Successful Applications. Wednesday, February 16th, 9:00am - 4:00pm, Sun Gro Centre. For more information or to register click here.
MAVA News
(Manitoba Association for Volunteer Administration)
January 2011
Speed Networking (Mentoring)
“Building relationships is one of the strongest skills related to leadership effectiveness. Managers with more experience building relationships are seen as more effective."
- Centre for Creative Leadership researcher Jean Leslie
This quote is further highlighted on Canadian Administrators of Volunteer Resources ‘Employer’s Resources’ that focuses on the importance of competencies in leadership, relationship building and networking both internal and external to our organizations. We know that networking takes time and energy and therefore, does not always get to the top of our priority list!
The Winnipeg Free Press recently printed an article that discusses the impact of online networking. Despite the fact that many of us incorporate LinkedIn, Facebook and Twitter into our work schedule, one of the benefits of membership in a professional organization is the opportunity to make a face-to-face connection with others in the profession, as well as have access to new information and resources.
The article went on to cite to a more structured, facilitated in-person approach called ‘Speed Networking’, and we want to kick off the New Year by bringing this opportunity to MAVA members and anyone who manages volunteers.
Modeled after “speed dating”, this fast paced event provides you with potential solutions to career challenges in a controlled, time-sensitive environment. It is a WIN/WIN situation as everyone can benefit from the wisdom of experience from long-time members, or, gain a fresh perspective from someone new to the profession. Not to mention, the added benefit of practicing our active listening skills!
In preparation for the event, here is what we need you to do:
- Register for the event and prioritize 2 topics that interest you
- Make some notes related to the topic and bring them with you on January 26th. This could include:
Information you are looking for - specific job related questions, feedback about a new initiative you are considering, research or resources, possible collaborators (e.g. If recruitment and marketing is your choice you could ask the question: “How are you currently incorporating social media?”)
Something you can share with others - website links, new resources or something you are excited about, a recent insight into a current trend (e.g. if creative recognition is your choice, you could bring a newsletter article of your recent successful recognition event.)
- Bring your business cards (including one for a door prize)
Click here to download the registration form.
We have invited Volunteer Manitoba and CAVR to promote their 2011 initiatives so plan to arrive at 11:30 to have time to check the displays!
Volunteer Manitoba's Facebook and Twitter Pages
Volunteer Manitoba's Facebook page now has over 300 community minded people on board! If you are interested in a convenient place to network, share ideas or information on the not-for-profit sector, or stay tuned to special events and workshops, sign up by clicking the links!
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