Anjala Kulasegaram Agenda Introductions & agenda Good governance and principled leadership The Core Management standards Seven ways to support Good Governance Workshop evaluation 2 2 CHF Canada Workshop 1
What is governance? Governance is the guidance and safekeeping of the housing co-op by the board of directors. Governance is how the directors and the members who elect them, set and control the overall direction of the co-op to ensure its success as a viable business and a caring cooperative community. 3 3 What is leadership? Leadership is about the directors & managers themselves, and the qualities they need to do a good job on the board. Leaders must demonstrate values that put the interests of the co-op and its members first. 4 4 CHF Canada Workshop 2
What is good governance? The role of the board is to: Set the overall long term direction Provide guidance to managers Keep a careful eye on results Key governance activities include: Identifying goals, setting priorities and planning Establishing rules and policies Selecting, supervising and evaluating management Evaluating outcomes 5 5 What is good governance? (cont d) Governance is about the ends where you want to go. Management takes care of the means how to get there. The Board decides what gets done and defines the framework and limitations in policy Staff decide within the bounds of established policy how it gets done 6 6 CHF Canada Workshop 3
What is management? Management is concerned with how the day-to-day business of the co-op is carried out to achieve the goals set by the members and the directors 7 7 Core Management Standards 1. Managing the Finances 2. Keeping the co-op in good repair 3. Keeping the co-op full 4. Meeting legal responsibilities 5. 8 8 CHF Canada Workshop 4
Governance or Management? prepare the budget organize volunteers for a work party prepare monthly financial statements review monthly financial statements observe conflict of interest guidelines prepare replacement reserve plan develop a procedure for pet policy organize a games night verify incomes of new applicants order new fridges pay invoices recognize volunteers recruit new directors appoint the auditor collect arrears approve the budget hire co-op manager get snow plowing quotes set annual goals for the co-op decide on an internal move 9 9 Good Governance Needs Good Management Good management supports good governance by: achieving goals set by Board working within their delegated authority and honouring the deal using resources efficiently providing reliable advice to directors implementing Board decisions promptly supporting objective, results-based evaluations 10 10 CHF Canada Workshop 5
Seven ways to support good governance 1. Annual board orientation and training 2. Board meetings 3. Board information 4. Annual planning session 5. Communication between members and board 6. Members meetings 7. Advice 11 11 1. Annual board orientation and training Orientation scheduled to follow elections Board orientation package delivered in advance Co-op vision/mission statement Co-op by-law manual Board member job descriptions Co-op organizational chart Ethical conduct agreement Rules for board conduct and debate Sample board meeting package 12 12 CHF Canada Workshop 6
1. Annual board orientation and training Make it a nice event with coffee, lunch, etc. Review and discuss contents of package Identify issues for follow up as you go Show Getting Governance Right DVD Sign ethical conduct agreements Manager assists with the election of officers of the Board Assign any liaison or other positions Review co-op s big picture especially financial situation and building condition Confirm annual board meeting schedule Hand out additional resources 13 13 2. Board meetings Regular meeting schedule is established each year By-law regarding board member attendance in place Agenda is prepared to help organize the meeting Board information packages are circulated two or more days (depending on by-laws) before the board meeting Recording secretary is appointed Regular and in camera minutes are recorded and stored separately 14 14 CHF Canada Workshop 7
3. Board information Managers report: Financial (see next slide) Asset management Legal Member appearances Human resources Member correspondence Sector correspondence Board and manager training opportunities 15 15 3. Board information (continued) Standard financial reports for the Board: Balance sheet Operating or income statement compared to budget Arrears report Vacancy report Cash disbursements journal Replacement reserve report Investment report (quarterly) 16 16 CHF Canada Workshop 8
Exercise preparing the agenda Work with the person sitting on the other side of you. Using the Board Agenda exercise sheet, re-write the agenda to reflect what you have learned about good governance and meeting planning. 17 17 4. Annual planning session Consider a location away from the co-op, and hiring an outside facilitator In advance of the session List Strategic issues and provide background Circulate to Board and ask to rank (1 10) At the session Environmental scan (what environment we are in?) Mission and principles (why is the co-op here?) Review ranked issues (what is important to us?) Review current approach to each issue (where are we?) Goal setting (what to keep, remove or add, new approaches?) Task setting, work plan (who does what to achieve goals?) 18 18 CHF Canada Workshop 9
5. Board and member communication Why Communicate? Communication tools General membership meetings and forums Newsletters Flyers Common area postings Office update Email group Co-op web page Co-op Facebook page 19 19 6. General members meetings Regular meeting schedule is published each year Information packages circulated ten days before the meeting Experienced chair prepare notes Recording secretary is appointed Conduct and debate rules are established Add a report or speaker (colourful) Add fun or volunteer recognition event Provide child care Provide hospitality or dinner before 20 20 CHF Canada Workshop 10
7. Advice about governance What are the messages? Governance The role of the board The role of the members Meetings 21 21 7. Advice about governance (continued) How to communicate the message? Start at board orientation Getting it right publications and governance DVD Board basics workshop Bring non-board members to education events Use general members meetings Education events, including CHF Canada AGM Speakers from other non-profit boards or sectors 22 22 CHF Canada Workshop 11
A final word about governance and staff Its their job to ask questions. Its your job to answer questions. Don t be threatened by questions. If you don t know the answer, say so, then find out the answer. 23 23 Workshop resources CHF Canada Website: www.chfcanada.coop 24 24 CHF Canada Workshop 12
CHF Canada Website: Resources www.chfcanada.coop/workshopmaterials Getting Workshop Materials AGM Website: Events https://annualmeeting.chfcanada.coop AGM Conference App https://eventmobi.com/2018agm 25 CHF Canada Workshop 13
C O - O P E R A T I V E H O U S I N G F E D E R A T I O N O F C A N A D A Selling a Budget to your Members Explain the co-op s prior year financial history and current position. Explain revenue required to manage subsidy decreases and increase in expenses Spend time talking about capital reserve funds and capital replacement costs over the short and long term. Are there enough funds? Prepare at 5 year plan to present the members for capital items Indicate when members concerns of replacement items can be addressed Ensure the members meeting is well planned: Choose an experience Chairperson for the meeting Decide in advance who is most comfortable presenting and answering questions about the budgets Invite a representative if you believe the members might have technical questions that would be answered by an expert Consider a visual presentation so everyone is looking at the same thing at the same time Ensure the budget is set out in a clear, easy to read format: Put it on one page Use supporting schedules for maintenance, administrative and utility expenses Use minimal columns Last years' audit actuals Current year end projected actuals Proposed budget for fiscal year CHF Canada workshop
C O - O P E R A T I V E H O U S I N G F E D E R A T I O N O F C A N A D A Give lots of background information on the Resolution Form: Advise what the new housing charges will be Point out any large increases or decreases to expenses with and explanation of why the co-op should expect it Point out any substantial change to revenues and why the co-op should expect it Advice of any other background information that was considered by the Board when they decide to propose this budget Notes: CHF Canada workshop
C O - O P E R A T I V E H O U S I N G F E D E R A T I O N O F C A N A D A Be very organized at the meeting: confirms reports, materials, by-laws, & guests proper notice o o o The Manager s Role at Board Meetings regular board meeting special board meeting emergency board meeting ensure quorum in advance proper minutes Board meetings are: where decision-makers make decisions legal proceedings Manager s reports show you are doing a good job: plain language and clear design thorough timely recommendations professional A good agenda is a key to a good meeting: Model good meeting behaviour for the board: the manager should help set the agenda realistic timing focus on governance no side conversations don t interrupt don t gossip don t add to any chaos Your role is different at different types of meetings! Organization takes time! CHF Canada workshop
Working with a New Board Annual Board Orientation: Co-op vision statement Role of the Board Officer s Job Descriptions Organizational Chart Ethical Conduct Agreement Board Room Conduct & Debate Rules Sample Board Package Agenda Previous Meeting Minutes Financial Statements Manager s Report Retiring Board Report Planning Annual Calendars Board Maintenance Finance Short-term goals Strategic Plan BCA & Reserve Fund Study Board and Management Team: Recognizes each as a key stakeholder Identifies who does what Names a go-to person for guidance between meetings Makes both feel comfortable sharing ideas Tools for Board and Management Team: Job Description for Management Role of the Board (By-laws) Management Evaluation Tools Board Evaluation (Good Governance Quiz) CHF Canada workshop