Not for profit management

Not for Profit
Organization
Management
Developed by Narelle Stoll Community Leadership Network

Modules
 Planning
 Meeting procedures
 Role of chairman and minute secretary
 Taking minutes
 Proposing motions and resolutions
 Presenting a Directors report and Project Proposal
 Starting a new organisation

Objectives
 Identify the purpose of planning
 Identify what needs to be covered in a planning day
 Identify what further actions are required by
Directors

Welcome to the board
 The purpose of this module is to introduce you to the
structure of a planning day
 Planning days should be held annually by a incoming board
normally 1-2 months after being elected
 Chaired by the incoming President

Benefits of Planning
 Defines the mission and objectives for the organisation
 Identifies strengths, weakness, objectives and threats
 Aligns the activities to the mission and objectives
 Enable performance measures to be established
 Enables Directors to develop plans that align with
organisation objectives
 Introduces and orientates new board members into the
structure and governance requirements of the organisation

What should be discussed
 Organisation objectives and values
 Threats
 Operational areas (e.g.)
 Marketing
 Membership
 Programs and Events
 Governance
 Financial
 Activities and performance indicators
 Following the day a draft plan is circulated to all board members
who then compile their yearly plan
 The plan is then reviewed and finalised a month after being
circulated

What should new board members do at a planning day?
 Prepare beforehand a list of ideas and activities for their
portfolio next year
 Turn up on time
 Contribute positively to discussion
 Support and positively contribute ideas to other portfolio
areas
 Listen and respect other ideas
 Take notes for what action needs to be completed afterwards

Board members yearly plan
 At the conclusion of the planning day a board member should
complete a yearly plan.
 This is a mini-version of the organization plan and contains
their objectives and activities for what they are to do for the
following year
 When completed this should be submitted to the President so
it can be finalised and incorporated in the final plan
 At every board meeting a board member should prepare and
present a monthly report. This should reflect progress of
agreed activities that have been documented in the yearly
plan

Exercise
 Download copy of draft Organisation plan
 Then watch the following video strategic
planning
 Then work through the plan as to what
activities you can do to meet these objectives
as a group

Objectives
 Identify the importance of meeting preparation
 Identify the roles of the Chairman and meeting Secretary
 Develop skills and techniques for taking minutes
 Identify the process for creating and implementing motions
and resolutions

Group Question
 Ask the group to think about the two questions
 Why do we have meetings?
 What do we want to achieve from meetings?
 What should we think about when we are planning meetings?

Why do we have meetings?
 To gather and communicate information
 To share ideas, views and opinions
 To meet governance and legal requirements
 Encourage participation of individuals
 To solve problems and make decisions

What outcomes do we like to achieve from our meetings
 Well planned
 Meet objectives
 Run on time
 People have the opportunity to raise issues of concern
 Good attendance
 Culture of respect and cooperation

What needs to be considered for a meeting
 Objectives
 Attendees
 Environment or location
 Date, time, frequency
 Technology or equipment to be used
 What needs to be sent or prepared beforehand
 Timeframes and deadlines for activities

Format for the agenda
 Date time location
 Chairman, Secretary
 Apologies
 Past minutes
 Correspondence
 Reports
 Motions on notice
 Other Business

Exercise
Please watch the following video and note down some
observations about the following meeting
 Did the meeting meet its objectives?
 What went wrong?
 Why do think it happened?

How well do you think you plan meetings
Please download the following meeting review checklist and
make note of the following
 What do you think you do well?
 What are some areas of improvement?
 What three actions do you think you will implement to make
your meetings more effective?

Useful resources
Running a meeting
Meeting procedures

Role of Chairman and
Secretary

Role of the Chairman and Secretary
Group Activity
 Why do we think these roles are important to a meeting?
 What skills do these people need to be effective in their role?

Skills of the Chairman and Meeting Secretary
 Goal oriented
 Clear thinking
 Calm
 Disciplined-committed to starting and finishing the meeting
on time
 Empathetic
 Impartial and unbiased
 Good listener
 Good understanding of meeting procedures
 Committed to ensuring meeting protocol is followed

10 Commandments for Effective Chairmanship
 Be prepared
 Be punctual ( start and finish things on time)
 Be prompt in response to discussion
 Be strict
 Be impartial
 Be honest
 Be rational
 Be friendly
 Be current
 Be knowledgeable
http://non-profit-governance.suite101.com/article.cfm/how_to_chair_meetings_effectively

Exercise
Watch the following video and make note of the following
behaviour of the chairman
 What skills did you observe him display?
 Were there any skills or behaviours you felt were lacking or
could be improved on?

Why are minutes important
 Record of actions taken for legal purposes
 Record of decisions made
 Record of who is responsible for actions
 Historical record for organisational memory
 Keeps people informed of decisions who could not attend the
meeting

Guide to minute note taking
 Use a scribble book
 Tune in to discussion focus on what has been agreed and who is to do it
 Give each new item a separate heading and number according to agenda item
 Use symbols and short hand
 if there is a long discussion summarise in point form
 Note just the key words and phrases
 Write down motions and resolutions in full
 Check spelling of technical words and peoples names and titles
 If in doubt seek help
 Also if there is a lot of discussion at once request through the chairman one
person speaks at once
Note if you wish to participate in discussion then give the task to someone else

Guide to writing minutes
 Record location, date, list of those in attendance
 Precise wording of motions with details of mover, seconder numbers for
and against
 Items numbered and headings consistent with agenda items
 Record discussion, action items and person responsible and time frame
 written succinctly
 Written objectively
 Typed in one font
 Page numbered
 Spelling and grammar correct
 Circulated within one week of meeting

Examples of what to write in difficult situations
 Arguments
“ Discussion occurred and the outcome was the issues remain unresolved”
 Person storming out of the meeting
“(Name of person) left the meeting at ...”
 Personal attack on a person by a committee member e.g Bill
Smith still owes us $500 and has been irresponsible
“It was reported by the (Director position title) that Bill Smith owed $500”
Everyone speaking at once
“ Mr/Madam chair I would like to request one person speaks at a time so I
can take an accurate record”

Exercises
How well did you listen
 Listen to the following speech and write down details as if
you were asked to record the speech
 Without looking at the answers answer the following
questions on the next slide

Questions
 What is Martin Luther’s dream for
 America
 All men
 His children
 State of Mississippi
 State of Alabama
 Name two activities that by faith he wanted everyone to do
together-
 Name three places where he stated freedom is to reign
 What are the final words

Answers
 What is Martin Luthers dream for
 Nation of America- Live by the creed
 All men – Created equal
 His children- not judged by the colour of skin but by the strength of their
character
 State of Mississippi- freedom and justice
 Black children in the State of Alabama- join hands with white boys and girls
 Name two activities that by faith he wanted everyone to do together-
Pray, work, go to jail, struggle for freedom
 Name two states in America where he stated freedom is to reign
Tennessee, Colorado, New York, California, Mississippi, Georgia, New Hampshire,
Pennsylvania
 What are his final words
Free at last, Free at last

Drafting motions
 All motions start with “That”
 Written in the active voice
 Written in one sentence
 Not ambiguous
 Not written in the first person
 Relevant to the business at hand
 Not offensive
 If a main motion circulated beforehand

Types of motions
Types of motion in order or precedence
Procedural- effect the running of the meeting
1. Privileged- requires immediate decision to the subject matter it relates
2. Incidental-used for consideration of business and accomplish certain parliamentary
process
Substantiative-motions for changing the organisation forever
1. Subsidiary- facilitates actions on a main motion
2. Main motions- to accomplish a part of the business of the group

Steps for putting forward a motion
1. Mover gains attention of chairman
2. Chairman requests mover of motion to speak
3. Mover of motion speaks “ Mr chairman I move that”
4. Chairman then reads out the motion and mover calls for a seconder
5. Either someone acknowledges they will second the motion. If no seconder
Chairman notes motion has died. (note for procedural motion no seconder is
required)
6. If there is a seconder the chairman determines if the seconder wants to speak after
the mover
7. The chairman then calls for Speaker against
8. If there is opposition debate proceeds
9. Once there has been sufficient debate chairman calls for mover right of reply
10. Motion is put to the vote by the chairman
11. Motion is either carried or lost by the majority of ayes or no or show of hands.

Amendment to the motion
1. During debate a new mover ( attracts the chairman attention)
2. Once recognised by the chair new mover then proceeds to describe the
amendment
3. Chairman then calls for new seconder (note original mover and seconder
cannot move and second amendment)
4. Chairman calls for opposition
5. Debate occurs
6. Chairman then occurs for motion to vote on the amendment (Note the
mover of the amendment does not have a right of reply)
7. Vote taken. If amendment lost debate continues on existing motion. If
passed amendment becomes motion and proceeds to final vote

Amendment to the motion
Note an amendment may be rejected if
It is he same as a previous amendment rejected
Reverses an amendment agreed earlier

Suggested exercise
Write down a motion and amendment to the following project
proposal
At the board meeting You are wanting your Organisation Club Anytown to
donate $1000 to the local children’s hospital ,Anytown Children’s
hospital from the Christmas fundraising activity.
You then want to make a amendment put forward by another board member
to change the amount raised from a raffle from the November networking
event that is donated to the Red Cross from $400 to $500.00

Suggested exercise answer
Motion wording
“I would like to move that Anytown Club donates $1000 from the Christmas
event to the Anytown Childrens hospital”
Amendment wording
“I would like to propose a change to the motion that the amount Anytown
Club donates from the raffle at the November dinner meeting to Red
Cross is changed from $400 to $500.

Delivering a report or
project proposal

Delivering a report
 Prepare what you are going to speak on
 Structure the report in the following format ( no more than 3 points under
each heading)
 What was/is the event about
 Progress to date
 Further action to be taken
 When called stand and address the chairman and the audience
 Speak clearly and stick to the points on the page
 Finish within the time allocated
 Conclude with the words “Mr/ Madam Chairman
I would like to table my report.”
Download Directors Report Template

Purpose of a Project Proposal
Document or plan that provides information on a new project or initiative on the
following
 Scope
 Objectives
 Relevance to the organisation
 Duration and time
 Location
 Cost
 Number of Participants
 Stakeholders
 Materials Required
 Resources required
 Risks and other issues

Why is a Project Proposal important
 Enables ideas to be thought through objectively
 Allows for good governance and decision making
 Structured approach to ensuring all issues associated with a
project are covered upfront
 Provide a good structure for seeking support in the form of
committee members or sponsorship
 Historical record
 Good training aid for teaching new members about the
project

Exercise writing a project proposal
Download a blank project proposal.
Write a project proposal for one of the following
activities
 Social event- Charity bowling day
 Charity event- Fundrasing ball

Starting a new organisation
 Chartering a new organisation can be a very exiting and
rewarding event
 On the downside it can also create a negative image of the
organisation if not managed well
 Three key ingredients to a successful charter is
 Understanding the environment
 Planning the event
 Supporting the new Club for at least the next 6 months

Understanding the market
 Prior research of the environment must be undertaken to
determine if it is a suitable environment for a new chapter
 Generally an area can be deemed a suitable environment
if
 Recognised location- large numbers of target group work
there or go to after work
 Accessible by public transport
 Supports population base at least 50,000

Who to approach to start a Organisation
 Some groups you can approach for new members are
 Known large organisations of 50+ employees
 Existing networking groups or organisations (look at for
possible partnerships)
 Other like minded online organisations
 Parent organisation of the club or organisation you want to
establish

What do you need to prepare beforehand
 Project plan with details of
 Location of new club or organisation
 Budget
 Details of resources required
 Marketing plan for sourcing new members
 Outline of launch and support plan for new Club
As a general rule starting an organisation will generally involve resources of at least
2-3 people outside the club who will be able to commit to support the new
Chapter over a 6 month period.
One member of the group needs to be a dedicated liaison person with the new
President as that position requires additional coaching and support.

How to get started
 Organise introduction night. Promote to selected networking groups
 Obtain contact details of those interested
 Arrange follow up meeting in one month time
 The ideal number of new core group members is around 5+
members. This is to enable people to fill the following key roles:
 President
 Secretary
 Treasurer
 Marketing/Events Person
 Membership

What needs to be discussed with the new group
 Mission vision and purpose of the organisation
 Types of activities and programs members would be expected to be
involved in
 Positions required to develop the following
 President
 Secretary/ Operations Manager (Meeting schedule, Internal Communication,
Yearly Plan, Location)
 Marketing (Branding, Social Networking, External Communications)
 Programs (Community Involvement-Local, Area, National)
 Membership and Member Development
 Treasurer/ Public Officer (Governance, Constitution, Incorporation)

Ongoing support
 Recommend a checklist is used to track and monitor progress of these
activities
 Minutes should be taken of meetings and progress report provided to the
board
 Scheduled meetings should be held monthly to maintain member
enthusiasm

Some tips
 While new members may be enthusiastic don’t overload them.
 Pace and share the workload
 Ensure people commit and action what they said they were to do
 Critique each new event on what went well and areas for improvement.
 Be positive even if the event was not successful. This will assist new
members remain focused if an event does not meet expectations
 If your role is to mentor the organisation ensure you are not the one doing
all the work in running the activities
 If a Club or organisation has failed to start within 6 months discontinue in
that area and focus on another area

Useful Resources
General resources for not for profit management
http://nfphub.wordpress.com/resources/
Planning
Meetings
Events
Projects

Training material
 http://www.slideshare.net/nstoll/planning-21992088
 http://www.slideshare.net/nstoll/project-management-
21998115
 http://www.slideshare.net/nstoll/meeting-procedures
 http://www.slideshare.net/nstoll/how-to-lobby
 http://www.slideshare.net/nstoll/event-management-
21992046

Videos
 Meetings
 http://www.flickr.com/photos/communityleasership/sets/72157633734167196/
 Lobbying
 Event Management
 Leadership
 Project Management

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