--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.
ADVANTAGES OF COMMITTEES
--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.
TYPES OF COMMITTEES
-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.
SELECTING THE COMMITTEE
-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.
SIZE OF THE COMMITTEE
-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.
INSTRUCTING THE COMMITTEE --The importance of
clearly defined goals for the productivity of groups is well
known. -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: Fact
Finding Collect specific kinds of data or make
certain kinds of studies. Advisory
Advise on policy, technical matters, programs,
procedures, etc. Program
Plan programs for specific events. Programs may
be educational, Recreational, social, religious,
political, or a combination of these.
Membership Solicit new members, maintain
directory. Public
Relations Keep public informed about the
purposes, goals, activities, and accomplishments
of the organization. Coordinating Coordinate the activities of two or
more organizations, committees, or other groups. -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.
COMMITTEE OPERATION -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.
ACTING ON A COMMITTEE 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.
MEMBERSHIP COMMITTEE -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.
WHAT WE HAVE TO OFFER - 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.
HOW MANY MEMBERS DO WE NEED? -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.
MEMBER OPINION SURVEY 1. Why did you join our
organization? ________________________________________________________________
________________________________________________________________ ________________________________________________________________
___________________ 3. What changes would you
suggest?_______
________________________________________________________________
________________________________________________________________
PLANNING THE MEMBERSHIP CAMPAIGN -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?
WHAT METHODS CAN BE USED -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.
WORKING WITH THE PUBLICITY CHAIRPERSON - 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 -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!
NEW MEMBER ORIENTATION -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.
GIVE NEW MEMBERS THE FACTS -When a new member joins the
church they receive an "orientation packet" made for a pocket
or purse containing facts about the organization. -Sample of the booklet: What Every
Member Should Know
Constitution & Bylaws The
history, scope, and achievements of the church
Organizational structure How
programs and policies are made Value of
active participants Member’s
Responsibilities Attendance
at meetings Program
participation Project
participation Meetings *
Projects Dues:
Amount and when payable How money
is used Meetings:
Day of month, hour, location Projects:
What they are, how they relate to total organization Where
Information Can Be Found
Publications of local and parent organization Membership
directory Handbooks Other
printed material Are You A
Good Member Checklist
for attendance at meetings, dues payment, committee
service, member recruitment List of
other ways in which members can help your
church on a regular basis.
WELCOMING NEW MEMBERS 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: >-Telephone to remind him
of meetings -Offer transportation
whenever possible -Be certain he becomes
acquainted with other church members -Help him make friends in
the group -Do all you can to make
him feel important to the church -Get
his/her name in your church’s news stories, both when he joins
and when he is taking an active part in some projects 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_____________________
-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.
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