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Welcome! The Ohio CDC Association Presents 2004 Meeting Key Operating Standards and Preparing for the CHDO Competitive Operating Grant Program December 15 – 17, 2004

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Page 1: Internal Link

Welcome!

The Ohio CDC Association

Presents

2004 Meeting Key Operating Standards and Preparing for the CHDO Competitive

Operating Grant Program

December 15 – 17, 2004

Page 2: Internal Link

Training Team Members

Laura Junglas – A private consultant specializing in Asset management training, providing services in the areas of interim management, training, organizational development, and community revitalization.

David Maywhoor – A private consultant specializing in organizational development, strategic planning and Board governance and Board fund raising training and facilitation

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AGENDA DAY ONE

Page 4: Internal Link

AGENDA DAY TWO

Page 5: Internal Link

Nonprofit Board Members and Their Legal Duties

Ohio’s Attorney General has Identified the Following Duties:

• Duty of Care• Duty of Loyalty• Duty to Maintain

Accounts• Duty of Compliance

Page 6: Internal Link

CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET MANAGEMENT STANDARDS

1) Board Requirements - Bylaws

A. Does each Board member have a copy of the bylaws?

A good orientation will assure this.

B. Does the Board periodically review the by-laws?Use a Board Calendar

C. Is the Board holding meetings according to the frequency of meetings required in the by-laws? (Board must meet at least 4 times per year.) Attach a copy of the most recent minutes.

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Duty of Care: The Mission

• Regularly review and refine the mission of the organization

• Make sure you understand the Articles of Incorporation, the Bylaws, and the organizations policies and procedures

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Duty of Compliance: Governing Documents

• Be familiar and follow the articles of incorporation and the bylaws

• Read all other governing documents and make sure that you and your organization is following its own internal rules

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

1) Board Requirements – New MembersD. Does your organization maintain a committee that recruits

and screens for Board vacancies? Please attach a list of the committee members.

E. When new Board members joined your Board, did your organization provide each Board member with an initial orientation and Board manual?

F. Does your organization conduct at least one annual Board training and/or Board retreat?

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What does the AG say?•Board members should look for new ways to breath life into your organization

•Board members should be broadly representative of the community and bring diverse viewpoints to the table

•Board members should actively recruit individuals whose skills and commitment will enhance the NPO

•Institute term limits and rotation older members off the board in order to avoid tunnel vision, and the perception that the nonprofit is an insider’s club

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Importance of Board Development

• New members join and need to know

• Rules change• Opportunity for

discussion• The Scene changes…

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

1) Board Requirements – Housing Development Committee

G. Does your organization have a committee structure that provides oversight for housing development and management activity?

Let’s discuss the potential problems created when a Governing Board creates an oversight Committee.

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

2) Risk ManagementWhich of the following insurances does your organization

currently maintain: (Score 1 point for each type of insurance that applies.)

Business Liability

Theft

Hazard

Directors and Officers

Builders' Risk

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

3) Conflict of Interest

Does your organization have a conflict of interest policy that has been delivered

to board and staff? (Please attach a copy)

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Duty of Loyalty

The AG Says: Act in the best interest

of your nonprofit The interest of your

nonprofit takes precedence over self-interest.

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Duty of Loyalty: What you can do.

• Implement a written policy for dealing with conflict of interest.

• Let your fellow Board members know if a conflict is coming.

• Abstain from discussing and voting on personal interests.

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

4) Fiscal, personnel and other policies

Does the organization have written policies for purchasing, contracting, leave, etc, that address generally accepted legal issues for non-profits? If yes, please attach a copy of these policies.

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

5) Organizational Planninga) Does the board periodically review reports from staff on

program performance regarding housing development activities?

b) Does the board review and approve an organizational plan on an annual basis and provide regular oversight?

Discuss the differences between long and short term planning using Mission Development Worksheets.

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

6) Resources Management: Fundraising

a) Does the board review and approve fundraising activities?

b) Does the board set and approve annual goals for fundraising?

c) Does the organization have a plan for diversification of resources?

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Duty to Manage Accounts

The AG says:

Keep your nonprofit fiscally sound and make sure it operates in a fiscally responsible manner.

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Duty to Manage Accounts: Asset Management

Make informed decisions when you invest and reinvest assets of the organization.

Develop and institute an investment policy.

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Duty to Manage Accounts: Assist the Organization in Fundraising

• Develop fundraising goals and policies which reflect the mission

• Be honest and fair in making all appeals for support

• Honor the concept of donative intent – why did the donor give you her hard earned money?

• Monitor the performance of fund raising professionals

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

7) Accounting and Financial Management

a) Does the organization conduct an annual audit? (If yes please attach a copy.)

b) If yes to the above, were there any findings? If yes, briefly describe what they were and how they are being resolved.

c) If there were no findings, does the Board review and adopt a plan to deal with findings, should they occur?

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

7) Accounting and Financial Management – Continued

d) Is the budget reviewed and approved by the board prior to the beginning of the fiscal year and/or program year?

e) Does the organization define and review the budget by program?

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

8) Systems

a) Does the organization maintain a computerized financial accounting system?

b) Do the board and finance committee review the financial statements at least quarterly?

c) Does the board have a written financial procedures manual that establishes internal controls?

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

9) Reporting

a) Does the organization track restricted funds and overhead costs?

b) Was your organization's most recent IRS 990 return filed on time?

c) We have attached a copy of our IRS 990 return.

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

10) Human Resourcesa) Our organization has written policies on issues such as

attendance, benefits, and grievance procedures, etc.Good NEWS!: www-mapnp-org – a free resource

b) Our organization maintains job descriptions that include minimum qualifications and duties for all staff.

Let’s look at a process for developing job descriptions

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

10) Human Resources

c) Do staff review performance reviews annually?

d) Is there a policy in place that personnel records are kept personal and confidential?

e) Are independent contractors provided with formal written contracts?

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Five Rules To Get You Started

• Clarify What You Need

• Hire The Best• Orient, Monitor and

Manage• Provide Training• Be Fair and Helpful

During Transitions

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

11) Mission Statement, Goals and Strategies

a) Does the organization have a written statement that outlines its mission in the community?

b) Has the board adopted specific goals and strategies for program success that are consistent with its vision?

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Session one - Review of the Mission Statement

• Make sure everyone has a copy of the correct mission.• Have members take a section and read it.• Ask are there words which need to be clarified?• Assign each person to get feedback from an objective

observer

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Session Two Reality Check That Mission

• Ask members to report on the Mission feedback assignment

• Refine the Mission Exercise– Define the active words

– Do they hold meaning for today?

– Do the lead to an achievable future?

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Session ThreeAnalysis of Pre-planning Surveys

• Report back from Key Stakeholders

• Analysis of– SWOT– Values Survey– Focus Group Feedback– Easy/Hard Fix

• Key Stakeholder Assignments

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Session Four Key Issue Process

• Report back from Key Stakeholders

• Key Issue Process– Review SWOT, Focus

Group Feedback, Easy/Hard Fix

• Prioritize Key Issues• Identify Key Issue

Planning Groups• Key Stakeholder

Assignments

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Session FiveAction Planning

• Report back from Key Stakeholders

• Create Action Plans• Identify Internal

Champions• Define Timelines• Schedule Monitoring

Points• Key Stakeholder

Assignments

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

11) Mission Statement, Goals and StrategiesContinued

c) Does the organization have a broad range of partnerships within and outside the community for implementing its plans?

d) Does the organization have a planning process with broad resident and stakeholder involvement in planning affordable housing activities?

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Team Building

How big should the team be?

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Team Building

Who should be included?

• Paid and Non-paid Staff

• Board Members

• Funders

• Community Representatives

• Clients, Tenants/Residents

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Team Building

Make sure team members understand

their commitment• Time• Networks• Resources

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

12) Business Plan

Does the organization have an annual written plan of carrying out its mission?

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

13) Community Involvement

Does the organization produce an annual report and make it available to the community and stakeholders?

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CHDO SELF-ASSESSMENT SURVEY ONOPERATING, PRODUCTION AND ASSET

MANAGEMENT STANDARDS

14) Information Technology

a) Do staff have workstations that run appropriate word processing, spreadsheet and data base software?

b) Do staff have working knowledge of MS Word and Excel or equivalent programs?

c) Do workstations have appropriate internet and email?