Committee Guidelines

Our committees are the essential, functional units of our organization.  In order for them to fulfill this role effectively, each committee, its chair, and its members do the following:

Each committee has:

A specific function, clearly defined and understood by all members.

• An effective chair, who starts and ends meetings on time, keeps to the agenda, sets the tone and pace of meetings, makes sure that all members participate and none dominate, summarizes conclusions and actions to be taken by whom before the next meeting.  An effective logistics person, who prepares agendas, provides needed data, reports or other material necessary to clarify issues and who prepares minutes or committee actions.

• An agenda specifying what is to be accomplished at each meeting, what decisions are needed and what items need discussion.

• Members who attend all meetings, read advance material provided and participate actively in discussions.

Committee chairs are expected to:

• In advance of meetings decide on an  agenda, develop and review background material and ensure both are mailed several days before meeting.
  
• Start and end meetings on time.
  
• Keep the group on the subject and control discussion so that all items receive sufficient time.
  
• Encourage participation and ensure equal access to group time by involving usually silent members and controlling members who tend to dominate.
  Committee members are expected to:

• Attend all meetings, arrive on time and plan to spend the time required to stay to the end.
  
• Do necessary 'homework', read advance material, review agenda and consider items to be discussed in advance of meeting.
  
• Ask questions if something isn't fully understood:  the only 'dumb' question is the one that isn't asked.
  
• Share responsibility with the chair and other members for getting the work done, accomplishing objectives and ensuring good use of everyone's time.

During the next year, this committee will be expected to:

• Develop its own work plan to implement its area of responsibility, allocating work equitably among all committee members.
  
• Produce written summaries on a regular basis to update other members on the activities of the committee.