MOOSE JAW — A room full of executive directors, board members, and non-profit staff gathered at the Temple Gardens Centre to learn how to better govern their organizations and protect them from financial risks during the “NPO Coffee Break” workshop hosted by Virtus Group LLP.
The free afternoon session, held May 23, provided attendees with expert guidance on board governance and internal financial controls — two critical areas often overlooked by volunteers and first-time board members in the nonprofit sector.
“Board members are volunteers coming to look out for the best interests of the organization,” said Deneeca Ludwar, a representative with Regina-based Virtus Group. “The resources aren’t always available in order to get the information they need to train board members adequately. So, we’re just trying to provide some general information to our clients… and also provide education.”
The event featured two back-to-back presentations by Ludwar and her colleague Tennille Wild, who emphasized the legal responsibilities and potential liabilities that board members assume — often unknowingly — when they accept a governance role.
“One thing that is sometimes a shock to people when they join a board is that they could be liable if they didn’t do their due diligence,” Ludwar said. “You (have to) protect yourself… so that if anything does come up, you’re protected, and the organization is protected.”
The session opened with an engaging discussion on the foundational responsibilities of non-profit boards. Topics ranged from conflict-of-interest policies, including the importance of documenting when board members recuse themselves from a vote to strategic planning and effective reporting mechanisms.
As Ludwar explained during her portion of the presentation, even the appearance of a conflict of interest needs to be carefully managed: “We sometimes call it the ‘smell test.’ If the situation was reported in the news and members got wind of it, would there be an issue?”
This principle of proactive transparency was repeated throughout, especially during discussions on internal controls, budgeting, and fraud prevention.
The workshop also highlighted practical ways to improve communication between boards and management, such as determining the right level of financial reporting and asking clarifying questions. As Ludwar noted, your question is likely one that others have as well.
Attendees were encouraged to ask their organizations for monthly income statements, year-to-date financial snapshots, key performance indicators (KPIs), and variance analyses. These tools, presenters stressed, help ensure boards are not just ceremonial but active, informed stewards.
Also emphasized was the value of strategic planning, with a focus on setting SMART goals — Specific, Measurable, Achievable, Realistic, and Time-bound — and ensuring all actions align with the organization’s mission.
Risk management was another major theme. Presenters walked participants through the basics of identifying threats, from grant funding losses to aging infrastructure or outdated databases, and crafting responses.
“Strategic planning is your offence, and risk management is your defence,” said one presenter. “What can go wrong? That’s what we’re asking.”
The session concluded with advice on evaluating CEO performance, conducting board self-assessments, and engaging external advisors when expertise is lacking.
For those involved with any local nonprofit, from fundraisers to program leads, the session offered a clear message: governance is more than good intentions. It’s about asking questions, documenting decisions, and ensuring you’re fulfilling your responsibilities both legally and ethically.
“If you’re confused when reading your board package, bring it up and ask,” Ludwar said. “Even if it’s not highly advertised or publicized, it’s important to know what is expected of you.”
The presentation was part of Virtus Group’s broader effort to support Saskatchewan’s nonprofit community. With offices in Regina and Saskatoon, the firm offers professional accounting and advisory services with a focus on the non-profit and charitable sector.
To learn more, visit VirtusGroup.ca.
