The document discusses effective committees and provides best practices for developing successful committees. It defines what a committee is and their role in assisting the board. Key elements for effective committees include establishing clear charters and member roles and responsibilities, providing orientation for new members, recognizing member contributions, and involving members in planning. Regular communication, adherence to agendas, and surveys to collect feedback can also help ensure committee success. Reasons a committee may falter include unclear purpose and roles, lack of focus in discussions, and declining participation.
2. A COMMITTEE IS A GROUP OF PEOPLE APPOINTED
FOR A SPECIFIC FUNCTION, TYPICALLY CONSISTING
OF MEMBERS OF A LARGER GROUP.
WHAT IS A COMMITTEE? AND WHAT IS THEIR ROLE?
Committees can be the lifeblood of an Association and are critical to your Boards Success.
Committees are created by the Board, to assist the Board in tackling and addressing specific
tasks. The committee can be used in a variety of ways, one is to tackle problems or handle
operations within the Community, the other can be in an advisory role for the betterment of the
entire association.
Committee member involvement helps build the Community bonds and fosters relationships
between the entire Community and the Association. Aside from fulfilling a specific role in the
functioning of the Association and addressing an identified need; the committee's contributions
help the Board of Directors to fulfill its role more efficiently. The Board is able to hear input and
different viewpoints, not just from the members of the committee itself but also as a voice for
their friends and other Community members, who may not be actively involved, or feel
comfortable voicing out their concerns.
3. WHAT IS A COMMITTEE? AND WHAT IS THEIR ROLE?
Standing Committees are permanent, meet, and take action regularly. Typically seen Standing
Committees are Architectural Review Committees, Compliance Committees, Social Committees,
Parks and Recreation Committees and some may even deal with issues like finance,
communications, & maintenance and operations.
Ad-Hoc Committees are committees formed with the purpose of addressing a specific issue,
and is disbanded once its function is achieved. Typical Ad-Hoc Committees examples are an
election committee, budget committee, a event committee or a specific issue committee ("insert
issue name here" committee).
Committees also allow the Board to remain focused on their role of governance, rather than
becoming overwhelmed or too consumed by various projects, details and tasks. Most committees
are assigned projects or operational functions, which can include gathering information,
assessing specific issues or concerns and making recommendations to the Board. Committee
members are volunteers who own a home within the Association, who donate their time to the
issues the specific committee is tasked with resolving. Association committees can vary quite a bit
and there are two types, standing & ad-hoc.
4. COMMITTEE ROLES
& RESPONSIBILITIES
Establishing a well-defined committee charter and
committee code of conduct plays a critical role in the
committees success. This helps give a formal
description of what is expected from each committee to
guide the members. Equally important to this is
recognizing committee members duties and assuring
they understand their role thoroughly so they can be
effective.
Written Charters & Code of Conduct
Specific Committee Duties and Members Roles
Adequate introduction to committee responsibility
Ensure Chair understands role, process and can convey to
other members their role.
Communicate with members regularly regarding upcoming
projects.
If privacy laws allow, provide an agenda in advance to your
committee for review.
COMMITTEE ROLES & RESPONSIBILITIES
5. ADDITIONAL TOOLS FOR COMMITTEE SUCCESS
Prepare orientation for new committee members
Provide regular and appropriate recognition to
active committee members.
Involve committee members in developing an
annual committee plan of work and make sure that
the committee plans are in alignment with overall
association plans.
At every meeting have a committee meeting
feedback form.
Set an attendance requirement for the committee
Make evaluations a part of the charter or make
terms good for one year.
TOOLS TO BUILD
COMMITTEE SUCCESS
6. Is your committee flat lining?
Understanding that not all committees flourish right
away, the insight as to why, and what you can do about it,
becomes very important. Typical reasons include:
WHY A COMMITTEE FALLS APART
REASONS WHY A
COMMITTEE MAY
NOT SUCCEED.
Unclear or Ineffective Committee Description
Unclear standards of Committee Conduct
Discussions consist of off task unrelated small talk.
Agenda not properly followed
Vague & undefined motions (improper Roberts rules)
Monotony
No recognition or appreciation
Lack of experience by the Chairman can lead to poorly run
meetings.
Active participation is declining
Member aggression or conflict
8. SAMPLE Committee Name Feedback Survey
Rank 1-10
With 1 being the lowest score and 10 being the highest score, please rank each category accordingly.
The agenda is well prepared.
Focus is on necessary concerns.
The Committee meets frequently
enough to meet objectives.
Decisions are easily reached after
sufficient deliberation.
Members participate regularly.
We avoid getting into
unnecessary details.
Actions from last meeting are
reviewed and status noted.
The Chair guides discussions
but stays on agenda.
Opinions are welcome
Communication is open.
The meeting begins
and ends on time.
Next steps are identified
and responsibilities assigned.
We enjoy being
together and have fun!
Meeting Minutes are made
and easy to understand.
9. SAMPLE Committee Name Feedback Survey
Please complete this form before you leave
Excellent Good Fair Poor
Were the issues discussed substantive?
Were the materials provided helpful in
understanding/resolving the issues?
Was the discussion action oriented?
How can our next meeting be more productive?
Are there any ideas you have for the long term
vision of the committee?
What was the most valuable contribution to the committee made today to the long-term welfare of
the association, its members and the profession?
Please write any additional comments below:
4 3 2 1
4 3 2 1
4 3 2 1
10. Know the objective of the meeting
Prepare and stick to the agenda
Control interruptions
Keep audience engaged and attentive
Accomplish purpose presentation material
Summarize main points
Restate conclusions and assignments
Assure agreement
End on Time
CHECKLIST FOR EFFECTIVE MEETINGS
