@thevantagepoint
Dos and Don’ts of Starting a Non-Profit

Dos and Don’ts of Starting a Non-Profit

by | May 11, 2023 | Blog, Education and Consulting

Enjoy this blog post? Sign up for our newsletter and enjoy similar free content.

May 11, 2023

Dos and Don'ts of Starting a Non-Profit

Intro by Maria Turnbull, Associate ED; Resource by Law for Non-Profits

Our team regularly receives requests for information about the legal ins-and-outs of starting a non-profit organization. From our vantage point, it’s important to first ask whether the vision you have and the mission you will seek to achieve is truly unique and relevant to creating a new non-profit, rather than collaborating with an existing non-profit to give lift to the desired impact.  

If you’ve been through a thoughtful analysis and have identified a clear and compelling purpose, that complements existing community change efforts, the pathway to incorporation as a Society and establishing your first set of governance polices, including bylaws, requires relevant and accessible legal support.  

This year, we have deepened our collaboration with Pacific Legal Education and Outreach and Law for Non-Profits to support access to this type of legal expertise, including the upcoming (hybrid – yes, please consider joining us in the office!) Dos and Don’ts of starting a non-profit with PLEO. This workshop may also be helpful to new or fledgling non-profits that are wondering what to do next.   

As a sneak preview, enjoy PLEO’s related resource re-posted here covering top legal tips for starting a non-profit in BC! 

This resource was created for Law for Non-Profits by Sheldon Falk, Articling Student and reviewed for accuracy by lawyer Martha Rans, PLEO’s Legal Director. 

1. The process of incorporation is not as difficult or complicated as you might expect

In fact, it is as simple or complex as you decide to make it. The hardest part is finding the information to get started. At the most basic level, you really only need to make a BCeID account if you don’t already have one, pick a name and have it approved, write out a purpose or two for your constitution, adopt the Schedule 1 bylaws as your own, and select your applying directors. While I would always recommend adapting the bylaws to fit your purposes, it really is that simple. Incorporation will result in more accountability, but the benefits far outweigh the costs: access to funding and donors, the ability to open a bank account, some protections from personal liability, a formal role for your supporters (as members), and a reduction of the likelihood personal burnout will spell the end of your group’s work in the community. 

2. If you use Schedule 1 bylaws or another successful / similar non-profit’s bylaws, make an effort to adapt them to your own purposes

Just because the bylaws work well for another non-profit does not mean they will work best for you. Think about your bylaws in terms of how they will help or impede your purposes, planned activities, and the goals or desires of your members. Not every non-profit requires a lot of members to get off the ground. Members will have expectations, so take care. 

3. Your bylaws don’t need to be perfect, but they should allow growth (and comply with the Societies Act)

Your bylaws are a living document that are meant to change as the non-profit changes. It would be a mistake to build your bylaws around what is working right now without putting any thought to the growth of your organisation over the next 5-15 years. If you are to put a lot of thought into one area, I think it’s best to focus on ensuring you have clear and simple procedures for your basics (e.g. election of directors). While legally you must follow your bylaws (and you certainly should as there are legal consequences if you don’t) we all know that in reality some board members don’t care and can’t even be bothered to read the bylaws, let alone follow them to a T. Thus, for new and fledgling non-profits, rather than creating elaborate bylaws for every possible situation, your efforts are best spent ensuring they are simple and straightforward, thus increasing the chance of awareness and compliance by your board. 

4. Not everything needs to be in a bylaw

There are plenty of tools available to ensure good behaviour and proper procedure on the board. For example, many of these goals can be accomplished through policy, which is more flexible and easier to develop in smaller chunks (rather than a complete bylaw overhaul). Board policy allows you to quickly implement standards and adapt them as needed. Then, if you have a policy that is working really well and is conducive to being made into a bylaw (for reasons such as offering it some protection against board repeal) you can craft it into a bylaw and have your members pass the amendments at a general meeting. However, many policies are best left as policies, and may never need to be added to the bylaws (such as a privacy policy). 

5. Ensure your board has the necessary skills to effectively manage the non-profit’s affairs

Does anyone on your board know how to prepare financial statements? Chair meetings? Take minutes? Ensure you recruit people to your board with abilities to perform key functions, especially if you don’t have the money to bring in outside help. But, don’t forget about important “soft” skills either; a sense of humour, willingness to learn, and a cool head are also very desirable traits in a director. 

6. Director positions with specific roles and responsibilities can be beneficial or detrimental

Some boards are made up of several equal directors who select from among themselves a chair, secretary, treasurer etc. The advantage here is that the board decides who will be the secretary and responsible for taking minutes rather than it being imposed on someone who is ill-equipped to take minutes. Other boards have a title and responsibilities for each role on the board that the members directly elect. The benefits of having roles decided in advance include that every director has a job to do and they know what they are expected to bring to the table (some directors felt left out if they didn’t have a “portfolio”). However, directly electing directors to roles might reduce the flexibility of the organisation to adapt to new circumstances or a new desired direction or activities. Alternatively, you may consider that the same work could more flexibly be shared and completed through the use of (standing) committees. 

7. Clear, proactive policy is the best antidote to infighting and personality clashes

Conflict is inevitable and it is a natural result of human interaction. Therefore, ensure you have policy in place to deal with disputes and misconduct before you ever need to use it. Hopefully, you will never have to use these policies, and just having them on the books can act as a deterrent to poor behaviour (especially when it comes to setting the expectations and standards of good behaviour). Few things are more difficult and complex than trying to implement a policy after the conduct has occurred without making it seem like a retaliation or targeting the director who acted inappropriately. Save yourself a nightmare and a headache, and ensure you have policies on topics like appropriate media interactions, privacy, sexual harassment, discriminatory comments or behaviour, financial access and safeguards, and acting within board approval. 

8. You can never make everyone happy

As you transition from an informal group to an incorporated non-profit society, inevitably there will be disagreement about any number of things, such as your constitution, bylaws, and procedures. This is particularly true for grassroots organisations with very ad hoc, informal origins. And yes, there is such a thing as being too collaborative; do what you can to address concerns, but don’t let minor disagreements completely derail your progress. 

9. You will make mistakes

Life is unpredictable. Learn from your mistakes and if appropriate set policy in place to prevent the same mistakes from happening again. On a personal level, I made the mistake of allowing too much informality around board decisions, which led to directors and non-director committee members becoming confused about which body was the decision-making authority and whether an official vote versus a discussion had occurred. It was a mess, but we learned to be very clear about what was a board meeting and what wasn’t. 

10. Hope for the best and plan for the worst

When it comes to designing your bylaws and policies, hope for the best and plan for the worst. Hostile or renegade members or directors, AGM hijacking, and director misconduct are just a few examples of what can go wrong. 

Latest Posts

Find our free downloadable resources

Find our free downloadable resources

Townhall with Parliamentary Secretary Megan Dykeman – A Recap

Townhall with Parliamentary Secretary Megan Dykeman – A Recap

by | Apr 26, 2023 | BC Non-Profit Network, Blog, Government Relations

Enjoy this blog post? Sign up for our newsletter and enjoy similar free content.

Apr 26, 2023

Townhall with Parliamentary Secretary Megan Dykeman – A Recap

By Jenessa Ellis, Sector Development Coordinator at Vantage Point

On Wednesday, April 12, Vantage Point hosted a town hall with the Parliamentary Secretary (PS) for Community Development and Non-Profits, Megan Dykeman. Over the hour-long event, PS Dykeman shared details about the 2023 BC Budget, the provincial government’s priorities for the year ahead, and what the non-profit sector can expect from her as she advocates for the sector.  

Many of you may remember that the position of Parliamentary Secretary for Community Development and Non-Profits was created in 2020 after advocacy from the non-profit sector to create a home in government for our issues. Similar advocacy is taking place in other provinces and at the federal level. 

In BC, the PS works with the Minister of Social Development and Poverty Reduction to advance social impact initiatives, and PS Dykeman’s mandate letter can be viewed here. 

A sincere thank you to thank Parliamentary Secretary Megan Dykeman and her team for joining us for this event. Vantage Point hosts town hall events to convene the sector, provide a platform to hear from and ask questions to elected officials and other people of influence, and give organizations an introduction to key decision-makers that impact our work. Vantage Point looks forward to hosting more opportunities to connect with elected officials and other influential sector leaders. 

Fifty organizations joined to hear PS Dykeman share about her mandate, the 2023 BC Budget, and how the government is working to support non-profits in BC. Registration information was shared with Vantage Point members in advance, then opened on a first-come, first-serve basis. A few of the highlights from PS Dykeman’s message:  

  • Non-profits are partners in creating a more inclusive, sustainable, and innovative economy that works for all people in the province.
  • In BC, the unemployment rate is near historic lows (5.1% in February) but is leading to high job vacancies in some sectors. Inflation has started to ease (6.2% in February) but affordability challenges remain, while interest rates are high.
  • Budget 2023 is focused on making smart investments to tackle today’s biggest challenges and help individuals, families, businesses, and communities today build a stronger more secure future.
    • Government initiatives support health, affordability, reconciliation, climate, and emergency preparedness, and provide infrastructure supports for all communities across BC.
    • BC Budget highlights include permanent increases to the Climate Action Tax Credit, a Renter’s Tax Credit, enhancements to the BC Family Benefit, and free prescription contraception. The full BC Budget can be found here.

Participants – from the BC Association of Farmers Markets, Small Business BC, BC Community Response Networks, and more – asked questions and raised important topics at the event. Questions ranged from asking about core funding and trust-based granting to inquiring about the progress the government is making on adapting the Lobbyist Transparency Act to better support non-profits, to asking about plans for supporting non-profits and charities in BC. During the question period, PS Dykeman shared:  

  • She is aware of the challenges caused by short-term funding. As an advocate and ally to the sector, she is committed to working with colleagues to address these issues.  
  • PS Dykeman and her team are looking to the Recovery and Resiliency fund to learn more about the potential benefits of trust-based funding and the new distribution model it represents. Recipients of funding from the Recovery and Resiliency Fund will be announced this spring and Parliamentary Secretary Dykeman will continue the advocacy started by her predecessor Niki Sharma on this new model that distributes funding through Foundations closer to communities, instead of through decisions made solely in government. 
  • The Lobbying Transparency Act remains a priority for Minister Sharma in her new role as Attorney General. Working with the Minister and others, the PS will continue to advocate for changes to reduce the administrative burden on non-profits and welcomes suggestions from the sector.
    • The Office of the Registrar recently revised documents for non-profits, available here.
  • Parliamentary Secretary Dykeman is actively interested in hearing about the on-the-ground challenges non-profits face. She will continue to participate in town halls, roundtables, and one-on-one meetings with organizations to hear from and understand the needs of the sector.

Have a suggestion of whom we should invite to speak at a future town hall event? Reach out to us at info@thevantagepoint.ca to share your recommendations!  

Latest Posts

Find our free downloadable resources

Find our free downloadable resources

Expanding the Scope of Volunteerism

Expanding the Scope of Volunteerism

by | Apr 19, 2023 | Blog

Enjoy this blog post? Sign up for our newsletter and enjoy similar free content.

Apr 19, 2023

Expanding the Scope of Volunteerism

By Alina Emery, Volunteer Engagement Coordinator at Vantage Point

At Vantage Point, Knowledge Philanthropist (KP) is how we refer to our skilled volunteers. It is a term that spotlights the experience and value our KPs have to offer Vantage Point and its networking community. Our Knowledge Philanthropists share their lived experiences, expertise, and passions through a multitude of opportunities including facilitation, content creation and program enhancement, blog writing and sharing their knowledge as guests on our podcast, “From our Vantage Point”.  

Being the new Volunteer Engagement Coordinator for Vantage Point, I knew that the role would come with the great responsibility of not only getting to know our existing KPs and onboarding new ones, but really taking the time to get to know who they are as individuals: people with talent, passion, and the drive to give back. As a founder of a volunteer recruitment non-profit When I Becomes We, I understand the significance and value that volunteers bring to an organization. I hope to create deeper connections with Vantage Point KPs through our Knowledge Philanthropy model and really bring the focus back to them through collaboration, personalization and, at the forefront of it all, educating each other for the benefit of strengthening our non-profit sector.  

Our Knowledge Philanthropist model offers our experienced volunteers a unique opportunity to share their skills through facilitating trainings for non-profit leaders seeking to strengthen their organizations. These opportunities allow our KP Facilitators to dive deep with individuals and organizations teams to see where they are at now, and discover how they might improve or expand. The learning is not only a gratifying experience for our participants but our KPs too.  

The Knowledge Philanthropist model extends even further and offers our valued Digital Hosts the opportunity to support our facilitators by providing technical support and coordination for sessions. At the same time, these KPs are learning, networking, and supporting the session participants. They have an opportunity to learn from others, meet leaders in the sector, and put their tech skills to use. In a post-pandemic world, it is of incredible value to have our KP Digital Hosts fully support the tech portion of sessions so our KP Facilitators can deliver comfortably and confidently. 

As we have looked at the ways KPs can engage and participate with Vantage Point, a part of our mission is to collaborate with our Knowledge Philanthropists to find new and exciting opportunities for them to expand their involvement, and also brainstorm “out-of-the-box” ideas as to how volunteerism at Vantage Point can evolve. Our staff is committed to asking themselves when starting new projects, “how might a KP help support the success of this project?” to ensure that we prioritize a range of opportunities and offer our KPs, one of our most valuable stakeholders, the chance to get involved in internal projects. 

In addition to expanding the ways we engage our Knowledge Philanthropists, we hope that through the results of our BC Non-Profit Network Feasibility Study, we will be able to further extend our geographical reach and connect with more Knowledge Philanthropists outside of the lower mainland. This would include opportunities for session facilitation, digital hosting, speaking engagements and more. Follow our socials and newsletters to keep up to date with our progress and next steps from the study! 

This volunteer week, we hold gratitude for all our Knowledge Philanthropists that have contributed to Vantage Point’s 80 years in the sector. Should this be your first time encountering Vantage Point’s Knowledge Philanthropy model (or a nice reminder if you’re already involved), I’m always happy to set up a meeting to check in, brainstorm or talk through ideas our KPs have and to expand our thinking about volunteerism in non-profits. I’m just an email away!  

Happy Volunteer Week!  

Alina Emery
Volunteer Engagement Coordinator
aemery@thevantagepoint.ca

Latest Posts

Find our free downloadable resources

Find our free downloadable resources

Digital Transformation: Using Data to Make a Difference

Digital Transformation: Using Data to Make a Difference

by | Apr 2, 2023 | Blog

Enjoy this blog post? Sign up for our newsletter and enjoy similar free content.

Apr 2, 2023

Digital Transformation:
Using Data to Make a Difference

By Michael Ip MSocSc, RSW, Non-profit Strategist

It was a recent story from a non-profit community service center. The team in charge of education programs for married couples noticed that the program participants were mostly middle-aged couples and wanted to extend their reach to younger couples. They landed on Instagram as the main promotional channel to use. They thought this made perfect sense since Instagram users are typically younger.

Now, this is where it gets interesting. For the past few years, the teams have been using online forms for program enrollment, which means they have gathered a ton of user data in digital format. I spent some time sorting out the data and ran a simple Excel calculation to see if I could learn anything. What I found was surprising. The team serving parents, in fact, had previously reached out to several younger couples. My question was, why did they not then attend the programs? I raised this question to the two teams and together we came up with a conclusion that young couples with kids, who joined the parenting programs, were full-time mothers who could attend during the day while their kids were in school. However, they could not attend the marriage enrichment program with their spouses at night as they had no childcare resources to relieve them. The discussion shed light on the issue for the team and shifted their mindset. The promotional effort could reach out to young couples with kids, but they would not be able to attend the couple's program anyway. They needed to redefine their target audience for the couple's programs to people who were married without kids or those with access to childcare support. For those unable to afford childcare service, the team may have to work out alternatives for them to include them.

This story is not just about rethinking our target audience. It is about three important concepts of organizational change: digitization, digitalization, and digital transformation.

Digitization means converting our data into digital format.

Digitalization refers to using digital tools and platforms to make our operation more efficient.

As the team in my story above previously adopted online registration; they had already received users' profile in digital format. Then they could more easily use the data for the digital process of program registration and follow-up communication.

Digitalization enhances our filing systems and makes our work more efficient as users' data can be stored and retrieved in a breeze. However, that data remains underutilized until we dive in and use it to gain a better understanding of our work. We still rely on our personal impressions and assumptions until we take advantage of the data for a holistic profile.

Lacking a deeper understanding of their users through the data, the team had jumped to a premature conclusion deciding quickly to shift their resources to a new strategy.

Digital transformation can help organizations gain a better understanding of their users and adapt their programs to better serve their needs. Digital transformation is a mindset change in which we intentionally make use of data analysis as a significant input in ourdecision-making, strategic planning, and monitoring. Digital data is not only for making our filing system more efficient. It should be used to provide insight into our target communities, and the process and outcomes of their engagement journey.

By utilizing data analysis and adopting a digital mindset, we can make better decisions and provide more effective services to the non-profit communities we serve.

Latest Posts

Find our free downloadable resources

Find our free downloadable resources

Digital Transformation Series: Unlocking New Opportunities for Impact and Capacity Building

Digital Transformation Series: Unlocking New Opportunities for Impact and Capacity Building

by | Mar 6, 2023 | Blog

Enjoy this blog post? Sign up for our newsletter and enjoy similar free content.

Mar 6, 2023

Digital Transformation Series: Unlocking New Opportunities for Impact and Capacity Building

By Bryna Dilman, Fundraising Kit

Technology has revolutionized the way we live, work, and communicate, and the non-profit sector is no exception. Technology has the power to transform the way organizations operate and achieve their missions. By harnessing the power of technology and staying on top of technology trends, non-profits can increase their reach, streamline their operations, and grow their impact. 

In our latest podcast episode, Strengthening the Non-Profit Sector through Fund Development, with Bryna Dilman from Keela, she talked with our CEO, Zahra Esmail about how data-driven technology, and inclusive fundraising practices can help inform and transform the capacity building opportunities for non-profits. Their conversation explored the depths of how non-profits work, how they can come together, and where the responsibility for the sector lies.

Bryna is passionate about helping mission-focused organizations make a lasting difference in the world. She continues to pursue her vision of a more equitable and impactful non-profit sector, driven by data and tech. 

In this blog, Bryna shares more about her vision and passion for strengthening our sector through the power of technology:

Can Technology Transform the Non-profit Sector? 

Technology has already transformed the way non-profit organizations operate. Every area of a non-profit is impacted by technology, but adopting tech doesn’t mean that your organization needs to undergo a full digital transformation. It is equally important for non-profits to keep in mind that technology is intended to enhance the work being done by non-profits, not replace them. Human interaction will always play a critical role and technology should act as a sidekick, not the main star. The goal of tech options should be to relieve some of the administrative burdens that may be taking staff away from more important tasks such as strengthening relationships. With the right tools and strategies, technology can help non-profit organizations achieve greater impact and reach more people.

The COVID-19 pandemic only furthered the need for digital transformation and tech will play a huge role in the future success of non-profit organizations that are seeking to build their capacity, such as:

  1. Streamlining operations: Tech tools and platforms can help automate administrative tasks, freeing up staff time to focus on more important tasks.
  2. Improving communication: Technology allows non-profits to communicate more effectively with their supporters, volunteers, and staff, through social media, email, and messaging platforms.
  3. Enhancing fundraising potential: Online fundraising platforms and donation pages have made it easier than ever for non-profit organizations to raise money and reach new donors.
  4. Measuring impact: Reporting is a longstanding challenge within the non-profit sector, however there are tools available that can analyze data to generate quick, digestible reports that accurately track progress and measure impact. 

How Can Non-Profits Use Technology?

Non-profits can best use technology by focusing on the specific needs and goals of their organization, supporters and volunteers. 

When considering tech options, it's important to choose tools and platforms that address the unique needs of non-profit organizations. For example, non-profit software solutions like Keela offer a range of features designed to help manage operations more effectively, including donor management, fundraising tools, volunteer management, and CRM functionality. 

One of the most important pieces of technology for a non-profit organization is a CRM (customer relationship management) tool that will safely store and manage all people data. According to a survey conducted by the Non-profit Technology Network, non-profits that use a CRM have seen a 29% increase in their donations, and yet only 53% of non-profits are currently using a CRM. A proper CRM is the most important piece of technology for a non-profit as the data collected provides critical insights allowing non-profits to make important decisions. 

Technology has become increasingly important for non-profit capacity building in recent years and is a key component of day-to-day operations. With the right technology tools and strategies, non-profits can streamline operations and engage with their supporters more effectively. 

As the non-profit sector continues to evolve, technology will play an increasingly critical role, providing non-profits with the resources they need to succeed. By embracing technology and adopting the right tools and strategies, non-profits can achieve greater efficiency, effectiveness, and impact, and continue to drive positive social change.

--

This blog is brought to you by Fundraising KIT.

Fundraising KIT was built by a nonprofit leader to support the nonprofit community. Fundraising KIT’s data-driven toolkit helps nonprofits raise more for their cause. Integrating with leading nonprofit databases, KIT identifies supporters ready to give, segments donors for targeted communications, and tracks fundraising progress, all while saving time and resources in the quest to increase revenue.

Latest Posts

Looking for a resource?

Related Posts