by Mike Cooper & Darlene Fraser

LawNow August / September 2001

Voluntarism at its Best

The Board Development Program (BDP) has been described as "the best kept secret in the province of Alberta!" It is also considered to be one of the best leadership development opportunities for skilled volunteers in the province. What is it, and what makes it so special?

Program History

The Board Development Program was established in 1982 in response to an identified need for a program that could assist arts boards to more effectively govern their organizations. In the past twenty years, it has grown by leaps and bounds. Now located within the Volunteer Services Branch of Alberta Community Development, the BDP has successfully partnered with the Muttart Foundation, Grant MacEwan College, and the Wild Rose Foundation to expand its services to just about any organization that is registered under the Societies or Libraries Acts in Alberta. Two factors combine to make this an excellent service:

• A detailed core curriculum that can be adapted to meet the specific needs of individual boards; and,

• The peer-to-peer relationship that develops between the board members attending the training sessions and the volunteer instructors who deliver the training.

Program Focus

From the outset, the BDP has focused on the importance of basic principles of governance in working with not-for-profit boards. The BDP does not promote one particular structure for boards, insisting that most boards have the capacity to decide for themselves which structure is most comfortable. The BDP works with not-for-profit boards on the following issues related to improving board governance:

• the legal and ethical responsibilities of being a board member

• the importance of clarity of roles in an organization (making the distinction between governance, management, and implementation)

• developing policy for not-for-profit boards

• using committees as the work units of the board

• building better boards (how to recruit, orient, train and evaluate board members)

• the importance of the board and senior staff relationship

Most of the BDP activity is organized around the delivery of workshops that are tailored to meet the particular needs of individual boards. These workshops are free of charge, available across the province, and typically last for ten hours (Friday evening and all day Saturday), to accommodate the schedules of both the board members and the volunteer instructors who actually deliver the workshops. The BDP also works with local partners to deliver more general workshops that are open to members of a variety of boards in a community and occasionally will deliver 'train the trainer' style workshops for specialized audiences.

The Volunteers

How does the volunteer component of the BDP operate? Early each fall, the BDP advertises for new volunteers who have experience as board members or as senior staff in the not-for-profit sector. The response to the ads results in approximately 250 inquiries, 100 formal applications, and 30 to 40 equally formal interviews. Only 20 to 25 individuals are invited to training each fall.

The process seems very competitive at the outset, but once the volunteers are selected for training, the atmosphere is very supportive. The training process is designed to provide instructors with an opportunity to combine their experience in the not-for-profit world with training in the areas of adult education and governance issues. Training consists of two single days of training, two "retreat" weekends, and at least one evening session spread over a three-month period. Volunteers must attend all of the sessions (no exceptions are allowed). The highly interactive training sessions conclude with a peer leading session that simulates the delivery of workshop material in a co-facilitating situation. Volunteers who successfully complete the BDP training sessions are offered contracts based on detailed job descriptions. These volunteers are considered to be the unpaid staff of the BDP.

A Unique Volunteer Experience

In a recent survey done for the BDP (Darlene Fraser, Fall 2000), volunteers with the program stated that the BDP provided a "…unique volunteer experience". Results of this research confirmed the success that the BDP has in recruiting and supporting volunteers. Some of the characteristics of this unique opportunity are as follows:

The BDP provides a consistent, structured way for volunteer instructors to make a significant impact in the not-for-profit sector. BDP volunteers realize from their own experience that a well-governed board is the foundation of a successful organization. A decision to participate in a BDP workshop may be one of the most important decisions that a board can make. Board members understand that the people facilitating their workshop have also been board members and have experienced some of the same challenges that they are facing. This peer-to-peer volunteer relationship helps to set board members at ease. BDP volunteers also value the opportunity to be part of a process that has far-reaching effects. The research showed that volunteers want to put their energy, skills, and passion into an opportunity that is meaningful to them.

The BDP models best practices of volunteer management. From recruitment through to completion of the contract, all aspects of training, support, and recognition are implemented with professionalism and attention to detail by the BDP staff. The words excellence and quality are repeatedly used to describe the BDP's volunteer management practices.

Volunteers are selected to a rigorous standard and from the outset the volunteers are very aware of the contract obligations between the BDP and the volunteer. Volunteers feel supported with their assignments by working in partnership with other volunteers and with the BDP staff. Recognition of BDP volunteers goes beyond mugs, chocolates, and T-shirts. Volunteers are acknowledged with abundant thanks from staff and workshop participants alike. In reference to the BDP volunteers, workshop participants have stated: "This is an excellent program…I am extremely impressed with the calibre of presenters and sensitivity to our specific needs for growth. Thanks!!"

Volunteers also recognized that there were personal benefits to volunteering with BDP. The training provided by BDP is practical, extensive (60 hours), and complementary to volunteer's knowledge and experience base. The training in board governance, and workshop planning and facilitation provides a transferable skill useful in career development and for personal growth.

BDP volunteers have the opportunity to meet people of diverse backgrounds and to interact with a variety or organizations. They can also explore Alberta with all expenses paid.

The research also highlighted what the volunteer brings to the BDP. Most of the BDP volunteers have post secondary education and many have degrees or diplomas in education, sociology, or community development. In addition, most BDP volunteers have also been associated in a variety of roles (as service volunteers, board volunteers, or staff) with a full range of not-for-profit organizations: social services, community development, arts and culture, health care, sports, and recreation.

These volunteers consider the commitment carefully before agreeing to the contract. Several volunteers were interested in the BDP two years previous to signing on but wanted to be sure that they had the time and energy to commit before undertaking the significant responsibility. Because volunteers want to make the best use of the time that they have with a board, workshops preparations are carefully refined, and they are conducted with efficient use of resources and people.

The combination of exceptional, highly skilled volunteers, along with receptive clientele and a professionally administered program contributes to a strengthened not-for profit sector.

If you are interested in the best kept secret in Alberta as either a volunteer leader or as a workshop participant please contact the Board Development Program at (780) 427-2001 or BDP@gov.ab.ca".

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