Get Them Organizing & Functioning: Committees!

-Working on a committee can be deeply rewarding experience, both to the person and the organization. Committees can be one of the most important working forces of the church. The contribution they can make and are mad to feel that it is an honor and a privilege to be called to serve. They can make these contributions: (1) They can do most of the work of the organization. Committees, properly selected and oriented, can relieve busy officers of a lot of details of carrying on the activities. (2) They can provide an opportunity for each person to do the kind of work they are especially suited for. This statement says that some thought will be given to the selection of members rather that being randomly picked be anyone at hand. Committees that are handpicked can provide members with and opportunity to give great service. The members, in turn, are more likely to develop a feeling of worth and personal satisfaction as they contribute to the organization. (3) An important contribution of committees, one that is frequently overlooked, is their potential for providing an excellent training for new leaders. The placing of inexperienced members in the committees with experienced leaders gives a valuable apprenticeship for greater leadership responsibilities in the future. (4) The use of the committee members is very wise; it helps to capitalize on the training and experience of a bigger representation of the church’s membership. (5) Committees permit wider participation of members. Therefore the program of the organization is mere likely to be definitely grounded in the needs and desires of the people the serve. There is a greater sense of commitment, a maximum achievement of individuals as well as organizational goals, and there is a greater attendance at the church meetings. Opportunities to participate meaningfully have increased. (6) Committee members have wider contacts and can provide greater access to various facilities to accomplish the goals of the church.

-A committee has a number of advantages over a general group meeting. (1) There are more opportunities for each member to take part with just a small number of people. Committees can work more effectively on may tasks. For this reason, it is better to keep committees relatively small. Of course, the size of the committee is determined by the type of task and the type of representation needed on the committee. It is often more effective to divide the total task among subcommittees. (2) In a committee the whole atmosphere can be more informal. There is less need for strict, formal rules. Individuals are more likely to discuss more freely and to make a greater contribution. (3)If members are handpicked for the job, committees are more likely to have them interested in the task at hand. Larger groups are often disappointed in their progress because they are more likely to include individuals who are not really interested. (4) Delicate, embarrassing, or controversial can be handled more easily.

-Standing committees are those which handle a specific part of the regular, on going work of the organization. In this regard, they are familiar to the officers of the church. In fact, they are usually provided for in the bylaws of the organization, if the organization has a constitution. The term of office is usually for the various committee members. With this procedure the terms for the old members and the terms for the new members overlap to give continuity to the work of the committee. Only a few standing committees are needed. Most committees are: membership committee, public information committee, and finance committee.

-Special committees should take great care not to select committees unnecessarily. The officers of such an organization might well ask themselves: if each person were being paid by the hour, how much would it cost us for their time? When the job is finished the committee is discharged.

-The members: (1) Which individuals have an interest in the kinds of activity in which the committee will be engaged (2) Who has the knowledge and skill, or access to information needed by the committee? Someone with very good training or a special aptitude for the task should be given special consideration and attention. (3) What person could benefit most by working with members who have had more experience? The opportunity to provide the experience of learning by doing should not be overlooked. As indicated above, committees offer a real opportunity to train potential leaders- and you should let them know every member is a potential leader. (4) Are there individuals who might develop a greater sense of belonging or commitment to the organization by working on a given committee? A significant, constructive experience is an most effective way to develop dedicated membership. (5) Because such a great responsibility rests with the chairperson, it is often a good practice to ask him for any suggestions he may have. This procedure does not give him the right to select his /her own committee but it does not leave to chance the selection of committee members. To do so is to invite inefficiency and low productivity. With some forethought and consultation among the executive officers, most committees can be select with little difficulty. In general, the committee that is more important requires in selecting it’s members with more care.

-The chairperson, More care is needed in selecting the chairperson of a committee than in selecting it’s members. The chairperson does not simply call and conduct the meetings; his primary responsibility is to give leadership to the members of the group and stimulate them to their highest productivity. The chairperson does not need to be someone that has more knowledge about the topic at hand, but he should be someone who can organize the individual members into a working group. It would be to the advantage of the group if he has served on a committee or has had similar experience. The chairperson is chosen for his ability to lead the group. " Idea Men" are not always the best chairperson. The person who proposes an idea is not necessarily the best choice. The chairperson is the first member selected, then the committee membership is selected. As a general rule, the policy of having members of the committee elect the chairperson has little to recommend it.

-The purpose of the committee is the one consideration in determining how big it should be. If the purpose requires wide representation, the group should be larger than one whose task requires the efforts of only three or four people.

-The importance of clearly defined goals for the productivity of groups is well known.

-Once they have decided to appoint a committee, it’s nature and composition, along with it’s duties and responsibilities, should be clear. To make sure that the members have a clear idea of what is to be done, put the assignment in writing and give a copy to each member of the committee.

-Name of committee, Identify the name of the committee helps, but it also helps to define the nature of the matter which the committee will be considering.

-Type of committee? Standing committee, or Special committee? How long will they be expected to serve?

-Special committees serve until the job is completed.

-Purpose, The purpose or function of the committee is stated in the name. Stating the function helps to set the boundaries of the committee’s activities; I does not point out specific responsibilities. For example: if it is appointed only as a fact-finding committee, it is neither and advisory nor program committee. Because it has no responsibility in these areas, it need not take time or energy in considering such matters.

- Functions, Examples of activities:

-Specific Duties, No committee has authority that is not specifically given to it. Written instructions should clearly spell out the "charge" to the committee, that’s what it’s expected to do. It is wise to spell out the powers of the committee, how far can it go, can it spend money?

-Chairperson’s name, The name of the chairperson should always be clearly identified. The names of the committees should also be clearly identified.

-Committee Members, A list of the members, along with their addresses and telephone numbers, should be made available to each committee members.

-Time of Reporting, Time of reporting should be specified. If interim or progress reports are desired, the due dates for these should be indicated also.

-Budget, if money is given to the committee for its work, always list the amount and what it’s to be used for.

-Supporting Material, Materials like documents, letters or records that belong to the church and that may help the committee carry on its work should be made available. Reports of previous committees are often helpful in showing new members. Additional materials like copies of any rules, plans, policies, or decisions that affect the committee should be made available to it.

-Parliamentary Procedure, Research has shown that the operation of smaller groups can proceed with greater dispatch where: (1) There is a relaxed and supportive atmosphere. (2) The leader is a facilitator. (3) Members understand that decisions can be reached after discussion. (4) Attention is focused on the job rather that on the formal rules of procedure.

-The Chairperson’s Role, The chairperson is included in all discussions and group decisions, but he should not forget his responsibility to see that all tasks are to be accomplished.

-The Agenda, A written agenda should be at every meeting, it helps center attention on goals to be made, it also helps them see where they can make their biggest contribution.

-Minutes of the Committee Meeting are more complete than a larger organization. They form basis for the report. For this reason the secretary should be chosen with care, someone who can record the heart of the discussion for later use by the group.

-Ex Officio Members, Organizations prefer an president or other officer be an ex officio member. An officer is a member by right of the office. Usually an ex officio member has the same rights, duties, and responsibilities as others. He does not control the committee even if the chairperson is missing. He is accorded the privilege to voting and participating.

-The Final Report, Every member should read and react to the report before it is in final form. Every effort should be made to reach an agreement for the report. If an agreement is not reached, a minority report will be made, stating the reason why there was not an agreement on the majority report.

What should be done with a committee report? The nature of the charge and report given to the committee both help decide what kind of action to take. If reports includes recommendations for action, before it is adopted by the organization it should be carefully looked over. The organization can delay process at any time. Many organizations treat all committee purports the same, in fact, the procedure is standardized that a person giving the report gives the approval. The organization should understand the charge given to the committee and that there is a variety of actions to be taken and consequences for the organization are in each other different.

- Accepted or filed, When a report is accepted rather that approved by the organization, it is neither bound nor committed for any suggestion in the report. Progress reports can be done without a vote. The chairperson can acknowledge the report and have the secretary file it. The term "file" means accepted.

-Approved or Adopted, When a report is approved or adopted, the organization binds itself to everything that it includes. They should be certain to endorse the report before being approved.

-Rejected, The committee report could be rejected.

-Postponed, A decision on the report can be postponed to another date, but it has to be specified.

-Returned to Committee, At times they return the report for additional work, but they make it clear exactly what needs to be done and when they can report it again.

-Referred, The report can be referred to another officer or member of the committee. For example: financial reports go to an auditing committee. Some reports can go to the historian or the secretary. The nature of the report will determine how it will be handled. The final decision is made by the organization.

-The job of getting new members is primarily for the membership committee.

-The desire for companionship is a basic human drive - man is a social creature.

-The tendency to form groups is basic to human society.

-Other reasons why people join groups include: business, professional, and fraternal betterment, civic concern, service and social contacts.

- To attract new members, Good programming is the strongest of appeals.

- Church programs are not under the domain of the membership committee, however, you should stress the importance to your campaign as you plan recruiting drives with your organization’s officers.

-A year’s programs should deal with different subject matters enough to keep attendance at a good level, with special programs that will appeal to some members at certain times during the year.

-First, review your constitution and bylaws to remind you of your organization’s purpose, membership requirements, classifications, and your expectations.

-Next, familiarize yourself with the organization’s plans for the coming year. Everything that the group has planned is vital to the membership campaign, whether it’s programs, projects, or plans for action or study. You should always know what the other committees have in the works. This information is a strong selling tool.

-Another selling point you need to know about is facts of your group’s past successes. To a prospective member, what was accomplished in the past may be something important that the church might hope to do in the future.

-Assemble a fact sheet for our members, but can also cause members who have become inactive more interested to become active again in the church’s activities.

-First, list all the classifications such as: industries, professions, and business in your community. Then, list names of present members that are under each heading representing that classification. List prospects who qualify and be sure to leave additional lines under each classification. Vacancies in the listing will give you a realistic goal for your membership drive. Try the best you can to fill all vacancies.

-Those who are eligible that are presently members try and find what their percentage is . List every potential source of members.

1. Why did you join our organization?

________________________________________________________________

________________________________________________________________

2. What part of our program has the greatest appeal to you?

________________________________________________________________

___________________

________________________________________________________________

3. What changes would you suggest?_______

________________________________________________________________

________________________________________________________________

-In your current membership, list the talent that is presently in short supply. Are those talents available in some members who are not a part of the group anymore ? Can you entice them back? Who is best equipped to do this job? Perhaps someone in the past who was an high profile person in the group would succeed at this task.

-Remember that it might be a little more difficult to get an old member to rejoin than to recruit a new one. The whole membership needs to know what all the groups special needs are. Other members may know some people who may be interested, and would be happy to tell them that they are needed. It’s flattering to be needed!

-Did your survey indicate the need for better informed membership? You should consider making some printed material for your campaign. Does your committee have their materials in their hand or is it in some other groups hands?

-Use any methods that you can think of to do your recruiting such as: guest meetings/ personal calls, direct mail, publicity, and advertising.

-Try to give your campaign a theme. Try to think of a theme that no one has and will immediately notice. A clever theme can be used on: posters, charts, name tags and even on the table for table decorations.

- Just because you are looking for new members does not mean it will make the new headlines, but your publicity chairperson would be able to get a bit of media coverage.

-Guest meetings for new members would let them see the church, meet the people and feel the atmosphere around them. When you invite the guests, may it be for a luncheon or just a regular meeting, remember to be on time and to show that you are having fun!

-Well-informed new members are most likely to remain active. To inform and inspire the new members, orientation sessions can be held in a couple of different ways.

-Individual members, if primed for the job, can do an excellent job making personal calls to new member to talk about the organization’s programs and to answer questions.

-Several sessions are involved for the "pyramid" orientation plan. For the first session the chairperson presents "single session" techniques to the board members. Board members ask new members to session, each of which they will conduct in their own area. This method works really well in large organizations.

-When a new member joins the church they receive an "orientation packet" made for a pocket or purse containing facts about the organization.

-How you welcome new members to your church is important, whether it is a once-a-year function or is done throughout the year.

-This is the time you should say " We’re glad you decided to join with us" by conducting a special welcoming ceremony. Remember in your recruiting you told them that they were needed by the organization. This is your official way of confirming the fact.

-Work closely with the chairperson. Schedule the "new comers" ceremony when everyone will be there. Decide whether you want new members to sit together or will it e more comfortable for them to be scattered about the group.

-Have papers in proper order (so you don’t have to shuffle them during the ceremony ). Have your certificates of membership, cards, and booklets on hand ready for distribution.

-Study each membership card to find the new member’s preference for the committee assignment.

-Assign the new member to a committee or activity of his/her choice. Try to convince the new member that his/her talents and his/her time are especially needed and that his/her first choice will be kept in mind for future vacancies.

-Develop ways to communicate the feeling that your organization will not be the same if the new member doesn’t have an active part, and that your church’s success depends greatly upon his/her becoming involved immediately.

-Just as important as making sure a new member is given a job to do is the need to show a personal interest in him. Here are some of the examples that can be used to help a new member feel at home in your church:

IMPORTANT: Be sure his/her name is spelled correctly whether in the church directory or on a name tag.

What is our purpose?___________________________________________

What was our membership five years ago?______ Last year?_________

If our membership has dropped, can we pinpoint the reasons and try to correct them?____________________

What goals do we work to achieve?______________________________________________________

What else did we do in the course of the year?___________

a) Special Speakers b) Play c) Raise funds d) Local

e) Study f) Travel g) Hold seminars h) Regional

i) Work j) Civic action k) Attend Conf. l) National

Other (list)_____________________________________________

Do we have a special service project? If yes, What__________________________________________

How many members are active in our project?___________________________

Do we need more?_______ If Yes, how many?______________

What have we accomplished in the last year?______________________________________________

In the last five years?___________________________________________________________

How can we capitalize on our affiliation with our denomination? ________________________

How does our church benefit?_______

a) Guidance b) Meetings c) Materials

d) Programs e) Publications

How do we support it?_________

a) Money? How much?__________

b) Manpower ? How many? _______________________________

When do we meet?__________

a) Monthly b) Bi-weekly c) Weekly

Other (specify ) ________

Day of a week____________

Hour of the day______ a) Breakfast b) Luncheon c) Dinner

Usual duration of meetings_______________

Does our meeting time limit membership possibilities?_____

If Yes, What changes would you suggest?_________________________________

Where do we meet?_____ a) Established b) Flexible

Does our meeting place limit number of people who can be accommodated?

If Yes, What changes would you suggest_________________________________

What does it cost to belong?_______________

What are our Financial Expectations________

Tithe as Prospered_______

Other Expectations__________________

Are there other costs involved in being an active member?_______________________________

What professional benefits do we offer our members? _____

a) Personal Development b) Employment contacts or employment service

c) News of latest developments in our field d) Participation in seminars

e) Personal contact with leaders in the profession

*Acquaintance

*Assistance

f) Access special libraries

g) Access to research facilities

h) Representation in matters of professional concern and interest

i) Personal contact with leaders on allied fields * Local

j) Stimulating speakers in our own and related fields * Regional

*State

*National

k) Publication for members

l) Other_____________________

Copyright Steven L. Davis  www.SteveDavis.org