The non-profit sector is defined by the community involvement and ownership that comes from governance through a board of directors. With changing relationships with government, the end of operating agreements, and an increasing need for non-profit housing providers to be self-sustaining, adaptable, and strategic, boards are truly the backbone of the non-profit housing sector and will lead the way in affordable housing provision in Manitoba.
This Board Toolkit has been designed for non-profit housing boards in Manitoba. It summarizes ten functions of the board, along with tools developed and shared by MNPHA Members for the benefit of their colleagues in the sector.
In the first half (1-5) you will find tools for Board Operations, such as policy templates and planning checklists, to get the board well-organized. Topics include: knowing the board’s role; developing policies to govern its behaviour; evaluating its progress and effectiveness; and recruiting, training, evaluating individual board members.
The second half (6-10) you will find tools for Board Governance, which are intended for the board to provide better governance to the organization. Topics include: establishing the organization’s strategic goals; guiding the ED or manager; ensuring financial health; and advocating for the mission.
This is an ever-growing toolkit on Board Governance for non-profit housing providers. If you have a good resource such as a board or operational policy template, or you’d like to suggest one, please contact us.
Some resources are password protected. Due to costs involved in creating them, they are available for MNPHA members only. If you are a member and need a password, contact us.
Summary: Board Duties and Liabilities
Summary: Board Key Responsibilities
Extended Reading: Fiduciary duties
This checklist lays out essential topics that we recommend going over with new board members.
Sample: Index for a Board Manual
This sample can serve as a checklist for the board to organize all of the important documents in one place and ensure all members have access to them. You can pick the ones that are relevant to your organization and add to it based on your needs. There are samples of some of the items in the index later on in this toolkit.
Workbook: Understanding Your Corporate Documents (The Muttart Foundation) - (pdf)
Workbook: Organize Your Corporate Documents (The Muttart Foundation) - (pdf)
By-Laws
Many non-profit housing By-Laws were created at the time the organization was created and first signed an operating agreement, and have not been updated since. It may be time for an update! As a governing legal document, include the most important practices you are committed to into the document so the “logistics” of running your organization are clearly articulated, well-organized, and simplified. Other practices that will likely change from time-to-time can be part of board policy, rather than by-laws. There are two versions of sample by-laws for your reference – one is minimalistic and should be paired with policies; the other is quite detailed covering many regulations for housing providers but requiring regular review to ensure accuracy. Note that these samples are for a general non-profit corporation, and not relevant for all legal structures (co-ops or life leases).
(A number of selective documents are exclusive to MNPHA members. Please request a password at [email protected])
Sample: By-Laws (Minimalistic with Simplified Membership Structure)(member-only)
Summary: Rationale for Using Simplified Membership Structure (member-only)
This document is compatible with the simplistic By-Law template, and outlines the rationale for some non-profit corporations to change their membership structure to only include members of the board.
The By-Laws contain crucial legal information but can be dry reading. It is common to ask new board members to “jump onto the wagon” and learn as they go, without reading these documents. A Key Facts page highlighting important numbers and dates can be a good tool for quick reference.
Here is a list of Recommended Board Policies.
You may also find the following templates useful:
- Sample: Code of Conduct and Confidentiality
- Sample: Conflict of Interest Policy
- Sample: Board Expenses and Travel Policy
- Sample: Board Personal Information and Privacy
- Sample: Electronic Meeting Policy
- Sample: Executive Director Limitations
- Sample: Hiring Principles and Procedures Policy
- Sample: In Camera Sessions Policy
- Template: Respectful Workplace Policy (password protected)
(A number of selective documents are exclusive to MNPHA members. Please request a password at [email protected])
As the boardroom is the formal place where the board acts on its authority, a focused, well planned, and effectively executed meeting is the crux of decision making.
Tips: Successful Board Meeting
Checklist: Board Meeting (for ED/Management Company)
Template: Agenda
Template: Meeting Minutes
While serving on a board is an important responsibility, board members should not consider their role a chore. Time spent on the board should be a rewarding and satisfying experience. Self-evaluations should uncover the health of the board member's attitude toward the role.
Depending on your board's preference, here are three sample surveys:
Survey-Board Self-Evaluation (v1)
Residential Tenancy Branch
- Resource: What MB landlords need to know
- Regulation: MB Residential Tenancy Act (2016)
- Regulation: MB Residential Rent Regulations (2016)
Articles
- National Housing Strategy Review (MNPHA 2019 AGM)
- Paper: the changing nature of social housing in Manitoba
The Manitoba Collaborative Data Portal
The MbCDP portal provides a knowledge base on Housing and Homelessness for Winnipeg and Manitoba in order to engage and educate the public, and to inform policies and programs.
Tips: Creating and Posting a Board Job Description
Sample: Board Job Description
The Ontario Non-Profit Housing Association has summarized eight unique initiatives in Ontario that have helped diverse low- and moderate-income people find and keep a home that meets their needs. Take a look at their business model and the innovations. In each profile, there are also relevant template and tools.
ED Evaluation
Mental Heath and Safety in the Workplace - National Standard of Canada
500,000 Canadians in any given week, are unable to work due to mental health problems. The National Standard of Canada for Psychological Health and Safety in the Workplace (the Standard) is a set of voluntary guidelines, tools and resources intended to guide organizations in promoting mental health and preventing psychological harm at work. A well-developed psychological health and safety management system can help organizations identify potential hazards that could impact the psychological health of their workers. It is a preventive approach that assesses a workplace’s practices and identifies those areas of concern so that preventive measures can be undertaken to address them.
Adopting the Standard can help organizations with:
- Productivity
- Financial Performance
- Risk Management
- Organizational Recruitment
- Employee Retention
Here is an expanding list of recommended housing policies:
- Introduction and Overview of New Cannabis Legislation (password protected)
- Sample: Bed Bug Policy
- Sample: Pest Management Policy
If you would like to request a sample policy of a certain topic, please contact Christina at [email protected]
This document lists a series of questions that the board members, particularly the treasurer, should understand about their organization.
Financial Statements Review Questions - key things to ask in financial Statements
A Guide to Financial Statements of Not-For-Profit Organizations (CPA)
Guide: Building Effective Partnerships (BCNPHA)
Sample MOU: Partnership between New Journey Housing and Downtown Commons