Who is showing up to your non-profit board meetings?
Decision are Made by those who Show Up
By Dani Robbins
Re-published with permission from nonprofit evolution blog
My community had a paltry 10% of eligible voters turn out to vote on Election Day. My neighbor said that any vote that didn’t have at least 40% of the eligible voters voting should be thrown out. But, of course and for good reason, it doesn’t work like that. Elections – and most other things – are decided by those who show up.
Now you may be thinking: “That’s nice Dani, but this is a nonprofit blog. What’s this got to do with non profits?” Everything; it works the same way for agencies. Many states ban proxy voting and require email votes to be 100% unanimous. Assuming you have a quorum, the decisions made by the board will, primarily, all be made by those in the room.
That means it not only matters who you elect to serve as Board members, it matters which of them chose to show up to meetings. It’s hard enough to figure out how a large group of smart people are going to vote; it’s even harder if you don’t know who will be in the room. As such, you need to know who’s planning to attend every meeting.
“Good Execs do their homework before the meeting and usually know how people are going to vote before the meeting begins……which doesn’t ensure they will do so.” (Board Meetings Gone Wrong) Even when you do your homework, and think you know how they will vote, a parking lot conversation can change someone’s mind.
The foundation for ensuring you have the right people in the room starts long before a board meeting is scheduled. It starts and also ends with the Board Development Committee.
When you are recruiting new prospects, unless you are willing to change the meeting time, those who tell you they cannot come to the meetings should not be considered as board members. Most agencies already carry one or two board members who consistently miss meetings; don’t add to that count.
The agenda that is set should also reflect, to some degree, the behavior of those expected to be in the room. This is most applicable to consent agendas. When you consider if a consent agenda is right for your board, consider the board members who most often attend. Do they typically read materials in advance or in the room? If they read them in advance, consent agendas can allow more time for robust generative discussions. If they read them in the room, they may not have time to read all the materials and may be voting on things about which they are not entirely clear. If that is the case, consent agendas can create issues of liability for your agency.
If you don’t have enough board members show up, the ones that do will not have their votes counted if you do not have a quorum. Quorum issues are the best indicators of disengaged board. As mentioned in Engaging the Board “If you have consistent issues with having enough Board members in the room to make decisions, I recommend you take a look at how your board was built and how it is being developed.”
Finally, it behooves you to consider removing disruptive or disengaged Board members. For instructions on how, click here. It is a difficult option to consider, but each of our roles in nonprofit leadership requires us to do what’s best for the organization. If the work of the board becomes focused on defending or covering for an inappropriate board member, other more relevant work is not being accomplished.
We can’t always control who shows up, but we can control who is invited to serve. If we build the board intentionally and thoughtfully, it is far more likely that those who show up have the capacity, the wisdom and the experience to appropriately govern our organizations, and our organizations have the resources, impact and reach to change our world.
What’s been your experience? As always, I welcome your insight, feedback and experience. Please share your ideas or suggestions for blog topics and consider hitting the follow button to enter your email. A rising tide raises all boats.
Posted on February 26, 2014, in Board development, Board governance, nonprofit, volunteers and tagged board development, board governance, board of directors, nonprofit, volunteers. Bookmark the permalink. Leave a comment.