Committee Chair
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[edit] Committee Chair Responsibilities
[edit] One perspective
From ieca.org
The key to a successful committee—even with committed committee members and solid objectives—is the chair. The smooth management and creative achievements of a committee are in direct relation to the chair's ability to lead and direct the committee's functions. An effective committee needs a chair who will accept responsibility while encouraging others to offer thoughts and recommendations on the committee's activities.
While the chair’s responsibilities should be outlined in detail in the committee description, in general, the chair's responsibilities and duties can be placed in four general categories:
[edit] 1. Planning
The chair consults with the association staff liaison and other key members of the committee in planning the committee's agenda within the framework of the committee's responsibilities. The entire program of committee work responsibilities should be thoroughly reviewed so that individual committee assignments can be made effectively.
[edit] 2. Conducting Meetings
The chair consults with the staff liaison to develop an agenda and directs the committee's work. He/she maintains the group’s focus, stimulates group thinking, encourages and channels discussions, weighs the value of expressed ideas and suggestions, summarizes constructive suggestions and seeks out decisions.
[edit] 3. Maintaining Records and Information
He/she ensures that accurate minutes are kept, motions recorded, necessary reports prepared, and a record of committee work maintained. In addition, the chair remains constantly informed regarding the progress of individual committee members' assignments.
[edit] 4. Getting Action
The chair must motivate members toward active participation and involvement in committee activities. With overall objectives in mind, he/she must channel the interests and talents of individual committee members into productive efforts and ensure the necessary follow-up action.
[edit] Chuck's Thoughts
I see the job of the chair as not to do all the work, but to see that all the work gets done. So, for example, the chair doesn't actually have to facilitate the meeting or take notes (in fact, it would be hard to do both), but the chair does need to see to is that these two things are done.
I see four areas that the chair is involved in:
[edit] 1. Meetings
- Reminder: A reminder email should be sent out 2 to 7 days before the meeting
- Agenda: Gather agenda items for the meeting, including soliciting suggestions from the members
- Facilitation: Facilitate the meeting so that good decisions are made, actions are taken, and everyone is heard
- Minutes: ensure that minutes are taken and shared with the group.
[edit] 2. Projects
- Keep track of what projects the group is working on
- ensure that the projects have clear goals
- Keep track of the tasks required for the project, who will complete them, and the time line for the overall project.
[edit] 3. Members
- Keep track of who has taken on what jobs
- Follow up to make sure their doing it and have the tools they need to complete them
- Help recruit new members
- bonus section discuss members' personal goals to help them grow as leaders.
[edit] 4. Mission
- Keep asking, "What's the big Picture?"
- Check that our projects are in line with the big picture
- Do we have the right projects to move us there for our people and resources?
[edit] Committee Convenor Duties from Great Oaks Co-Housing
- Make sure that meeting dates are set.
- Send meeting reminders to committee members and go-talk inviting folks to attend.
- Make sure meeting times are posted on monthly calendar.
- Make sure an agenda for the committee meeting is prepared. This may be delegated to another committee member.
- Moves the group through the agenda during meetings. This task may also be delegated.
- Make sure minutes are taken at meetings.
- Tracks monkeys. A monkey is an assigned task. The convener should be aware of who is working on what and remind people as needed. Monkeys are recorded in meeting minutes so you can often refer to them there. Monkeys should be reviewed at each meeting so the group can evaluate and revise as needed.
- Makes committee reports at community meetings, may be delegated.
- All committee members share responsibility for accomplishing agreed upon tasks. The role of convener may be rotated among members of the committee. Process committee suggests reviewing the convenership every six months.