Microboard for lifelong advocacy

Microboard for lifelong advocacy

 

The most important question that families doing special needs planning want to answer is what happens to my loved one when we are no longer here. The microboard is an effective tool to make sure that this question can be answered. 

What is a microboard? 

• Circle of support providing ongoing advocacy to an individual with a disability. 
• Registered, legal entity established through articles of incorporation and administered by a board of directors who follow an agreed upon set of bylaws. 
• Board of directors are like-minded people who care about the individual and commit to understanding and advocating for them. 

Who is on the board?

Just like a board of directors serving on behalf of a non-profit organization, the microboard similarly works together to support an individual with a disability. As with the non-profits, 

• Volunteers who care about that person and are willing to work together for their benefit.
• Friends, neighbors, family members, former teachers and therapists, or anyone who may have a connection to the individual with a disability. 
• People who can’t or wouldn’t be able to help on their own because of time, distance, or knowledge constraints, but could help as part of a larger team. 

Details of the board

• Often microboard has a certain size, such as up to 9 members, with some serving in official capacities. 
• Leadership positions: President, Vice President, Secretary.
• Meeting minutes are taken and recorded.
• All officers and members will need training to develop a depth knowledge on the individual with a disability, their strengths, needs, preferences, routines, and services. 

How is the board created?

• In Virginia, we register microboards as non-stock corporations through the SCC (State Corporation Commission). 
• Initial fee for this registration and an annual fee to keep the board registered. 
• Name a Director of your microboard, which is often the founding member, and establish an official address where you can receive mailings and notifications as needed. 
• Articles of Incorporation establish the microboard name, Director, and address of the organization.  
• Recent regulation requires new organizations to fulfill requirements set forth by the Corporate Transparency Act in which a BOI (Beneficial Ownership Information) Report must be filed within 90 days of establishing the microboard and then annually. If you don’t file this BOI, it is a fee of $591/day through FINCEN until it is filed. 

How do you set up the bylaws?

• Bylaws describe how the microboard is run. 
• Answers the questions of:
  •  Who? 
  • How many?
  • Qualifications?
  • How often do they meet?
  • How are changes handled?
  • Board term

Bylaws can also highlight key support areas for the individual such as having a running agenda that helps the board to discuss and address important topics such as housing, funding, and medical supports. Similar to a letter of intent, it can also contain the parents’ wishes for their child and help guide the board as to how they make decisions about their advocacy efforts. 

For example, if one of the support needs of the individual is housing and the board is discussing whether one of several residential services might be a fit to pursue on behalf of the individual, they may want to take a vote as to which service provider to explore further, as a way of helping each member have a way to weigh in on the issue. Or, the microboard may be trying to decide whether to add a new member while helping an elder member step down. The bylaws would prescribe a way to do this that includes the process, timeline, and who needs to be notified. 

What is the process?

1. The Director sets up the microboard by registering it with the SCC, establishing the articles of incorporation as well as the bylaws. Then the Director recruits members and sets the first meeting. 
2. The first meeting serves as an orientation, diving into the needs of the individual with a disability. It helps to share the individual’s Care Plan (overview of their support needs including services and important contacts) as well as discussing their strengths and advocacy needs. At this meeting, you can select the officers and take time to review and practice those roles. It also helps to take time in this meeting to establish the running agenda. 
3. The second meeting is a chance to practice roles, run through the agenda, and fine tune as needed. These first few meetings help the team to orient and practice the process. 
4. At the fourth meeting, take time to dive into areas of need and practice addressing an advocacy issue. 

Here is an example: Sam’s Microboard

Sam’s microboard was established by his mom when he was 30 years old. As an older single parent herself, she felt it important to create a team of supporters to help her as she plans for his future as well as for a time when she will no longer be here. 

She identified her neighbor, her long-time friend, his cousin, and his cousin’s wife to serve as the preliminary board members. Since the bylaws of Sam’s microboard allows up to 9  members, this gives her the wiggle room to get started with a small number and then add more members over time. 

At the first meeting, the board voted on officers and a running agenda. She and Sam’s cousin decided to serve as Co-Presidents, her friend as Vice President, and her neighbor as Secretary. Their running agenda focused on 1) Residential Supports, 2) Day Services, 3) Funding, 4) Medical Supports, and 5) Other Business. 

At the second meeting, She and Sam’s cousin ran through the agenda and discussed his current residential services, his need for more engagement at his day services program, an update on his special needs trust funding, and a change to his neurologist. In addition, Sam’s mom shared his detailed Care Plan which described his daily routine, services, and the contact information for all of his providers and medical specialists. 

At the third meeting, Sam’s mom shared that there was an issue at his group home and team agreed to set up a meeting with group home to discuss the issue. Mom and the cousin attended the group home meeting and shared a summary of it with the microboard. It was great for mom to have someone joining her at the group home meeting to meet the team and learn more about these services as well as knowing that her microboard is more informed and becoming more capable to support her son. 

 

At All Needs Planning, we see the microboard as the lynch pin in a comprehensive special needs plan. Our mission is to provide special needs planning to all families that need it. If you would like more information on this topic or about special needs planning in general, please reach out to us at 804-223-1511 or kathy@allneedsplanning.com.