1. Committees The Advisory Group’s Workshop Vital to effective, efficient, productive, organized action in a democratic society

2. com·mit·tee : k&-'mi-tE, sense 1 also "kä- mi-'tE noun 1 : a body of persons delegated to consider, investigate, take action on, or report on some matter; com·mit·tee : k&-'mi-tE, sense 1 also "kä- mi-'tE noun 1 : a meeting where they keep minutes and waste hours Committee Definitions

3. Why Do People Join These Groups to help others to give back to the community to meet new people to fill a personal void because it is a tradition to learn new skills the ability to influence others Volunteer Management 101 John Lipp

4. Important Contributions of Committees Able to do a lot of work with efficiency Individuals can be engaged in areas where they are most interested and skilled Individuals can enhance leadership skills Individual efforts are multiplied by others Wider participation of members and non- members Committees as a whole have wider contacts as opposed to one or two individuals

5. Advantages of Working with Committees Over a General Group Smaller numbers enhance participation Informality can be increased Individual interest can be channeled Delicate subjects can be handled better Scheduling can be more flexible Involving just the optimum number can enhance efficiency and effectiveness

6. Types of Committees Standing Committees Special Committees Extension Program Committees

7. Standing Committees Handle a specific part of the regular on-going work of the organization Usually denoted in the organizational by-laws Examples—Executive, Nominating, Membership (Council/Board Development), Budget/Finance, Public Relations, etc.

8. Special Committees Ad Hoc, temporary Functions until its specific assigned task is accomplished– one meeting to even years

9. Extension Program Committees MAP Task forces Educational activities

10. Requirements for Good Committees Key Characteristics Small group Complementary skills Clear common purpose Mutual accountability Trust and strong relationships Open communication Flexibility Recognition and Appreciation

11. Useful Criteria for Structuring Committees Size Staffing Membership Duration Purpose--mission, charge, task Chairs

12. Committee Chair Job Description Facilitates Committee Work -plans and leads meetings -assigns tasks to committee members -monitors progress and communicates with staff and council chair -resolves conflicts among committee -arranges for evaluation (periodic and final) Communicates with the General Group -liaison with group chair, staff, and full board -committee reports

13. Questions to Ask about Each Committee How does this relate to the organization's mission, strategy, and priorities? Purpose? How will this benefit the overall group/council? Who will this group report to? How? Who is going to act on and implement its decision? Could just one or two persons do this better? Is it the job for advisory members or staff? Is this an ongoing concern? When will it be dissolved? What will be their measures of success?

14. Why Committees Stumble Imbalance or concentration of power Lack of accountability Unclear definition and understanding of roles Lack of focus on the critical issues “Before we begin, let us take a moment to reflect upon our hidden agenda.”

15. Committee Do’s & Don’ts Do’s Be careful choosing members Be sure the purpose and expected outcomes are clear to all Distribute committee assignments evenly across the general group/council Get general group approval for appointments Write meaningful committee minutes Recognize achievements of all

16. Committee Do’s & Don’ts Don’t Duplicate work of general group or other committees Create committees that are too large to be effective Treat non-council members as outsiders Hold committee meetings right before the council meeting Extend the life of the committee beyond its usefulness

17. Credits -BoardSource (formerly National Center for Nonprofit Boards, www.boardsource.org)www.boardsource.org -Nonprofit Leadership Initiative at the University of Kentucky, www.kynonprofits.org, danielle.clore@uky.edu, (859) 257-2542www.kynonprofits.org danielle.clore@uky.edu -Kentucky Advisory Council System web site, http://ces.ca.uky.edu/advisorycouncil/, Ralph Prince, (270) 365-7541 Ext. 220, ralph.prince@uky.edu http://ces.ca.uky.edu/advisorycouncil/