“Why are we in need of committees? Our Board members have enough to do without going to extra meetings.”
That’s a common complaint I hear while consulting various clients. The answer is simple, committees are the work horses of the board.
Committees are where the board finds solutions to problems and challenges that represent the consensus of the board with the expert advice from the best minds available. This relieves the board of long discussions on specific issues so it can focus on the mission and vision of the agency.
With this in mind here are some tips to make them work better:
1. Charge:
Committees should have a clear Charge set by the Board. This should be stated in measurable and objective terms with a timeline for completion.
2. Makeup:
Committees should contain at least one or two Board members along with outside experts who bring in fresh perspectives. It may be that over time these “experts” may want to join the Board if they are infused by the agency’s mission.
3. First meeting:
a. This should be a face-to-face meeting so that people can get to meet other committee members and hear their background
b. As in all meetings, some time at beginning should be taken for introductions. (These should be more than “my name is” but include some topic that will allow the committee members to know each other better and encourage people to talk.)
c. The Charge from the Board should be reviewed and clarified if needed.
d. Brainstorming can take place as to how the problem/challenge can be approached.
e. Once tasks are agreed upon, assignments can be made and deadlines set.
f. A discussion should take place as to whether work can get done electronically or when additional meetings need to take place.
g. Chair should be clear as to when reports are needed so that he/she can keep the Board appraised on a timely basis.
4. Sub-Committees:
If the task is complicated it may be necessary to break the committee into sub-committees. Sub-committee chairs should be appointed.
5. Role of chair:
Committees fail unless the chair serves as quarterback, task-master, cheer-leader and facilitator. This requires using facilitative leadership techniques at meetings and checking up by contact on regular basis. If the work of one sub-committee is not being accomplished as agreed upon, it affects the entire committee.
6. Resources:
The committee or its sub-committees reports should contain needed resources and recommendations on these resources if possible. (Don’t just come back to the Board with a plan of action without suggesting how the Charge can be implemented within budgetary limits. This is where the outside experts can be helpful in reaching out to the community for in-kind resources.)
7. Report to Board:
Most Boards require a written progress report before each Board meeting. If there are issues that need the Board’s attention or further input, the Chair should ask the Board President to have a time on the agenda. The purpose of this agenda item should be clear: asking for approval, getting further input, resolving dispute. Most Boards require that budget items, unless pre-approved, are brought to the Board for approval.
8. Thanks and celebration:
Always remember these are volunteers who are giving of their time and skills to help the agency, usually pro-bono. The Chair should be generous in his praise and provide the Committee to celebrate successes. This is the pay volunteers get for the work they do.
Tags: Barrie, Committees