FORMING AN ‘ EASY-GOING’ COMMITTEE
TOP TIP: Keep it small
The Committee could consist of just three/four people – for efficiency and effectiveness:
A Chairperson – To conduct all the committee meetings, keeping them orderly and ensuring fairness when discussions or voting takes place. The chairperson is the Group’s figurehead and main spokesperson.
You will need to choose someone who totally believes in your project, is good at talking clearly and concisely - ie. keeps on the subject; patient, and who would be a good representative for the group and the project as a whole.
A Secretary – To take brief notes of any meetings, ensuring everyone receives a copy so that a permanent account of what was said, decided, voted on etc is on record. The Secretary will also support the Chairperson at meetings with other persons, not just Committee Meetings. Their main role is to take on the administration and secretarial jobs.
Find someone who is calm, nice and easy to get along with, computer literate, tidy and organised with paperwork, and who would be prepared to do extra things such as using the internet, ‘cold call’ telephoning and research. This person would also need to work well with the Chairperson and be a good communicator with the rest of the Committee.
A Treasurer – To prepare and keep all the financial records on behalf of the Group.
Two basic requirements here – honesty and experience with figures! This person is going to look after all the money raised and will need to keep account every penny – someone who is good with figures or has experience in that field would be ideal.
Ordinary Committee Members - any number of people can then make up the rest of the committee as ordinary members. There is not an age limit, but it would be advisable to gather people together who are enthusiastic, ‘doers’ and all want the same thing.
Other Committee roles can include:
Vice-Chairperson Fundraising Social Public Relations Operations
The beauty of a small committee is that it is easier to get things done, as there are less people to get together with, or to make decisions. Although a responsible role, it doesn’t have to be too time-consuming if the tasks are shared out. You need to make a firm commitment to it though, and, be reliable and dependable - as fundraising events require lots of flexibility on people’s time and being available at short notice to do all sorts of things.
The forming of a Committee:
It is quite simply a case of getting all the interested people together in a room, and, (if you haven’t already been able to establish roles for certain people) asking those present who would like to take on what role. If you already have an idea of who you would like to see in a certain role, (ask them first prior to the meeting to check they would be willing!) you will then need someone to ‘propose’ them (it could be you) and another person to ‘second’ them. If that nominated person agrees to take on the role, and no-one present objects or offers someone else as another ‘proposal’ – the vote is carried and that person is then voted on to that position.
If two people want to do the same job – a show of hands from the rest of the people present will determine the vote for the most favoured person – the majority vote wins. If it’s deadlock you could either do a ‘secret ballot’ (everyone present writes their preferred person’s name on a piece of paper and puts it, folded up, in a box) – someone usually will change his or her mind so the vote may go one way. If its still deadlock, ask the people present if they would like to share the role. Generally, if it can’t be shared, one person will offer to ‘stand down’ or say they would prefer to do something else on the Committee, this is known as the ‘art of negotiating’ and you will find this a handy tool to master!
Committee Meetings can be held as little or often as you need them, not everyone has to be present. If you are unable to attend, let the Secretary know and your absence will be mentioned at the start of the meeting as being an ‘apology.’ You will still get a copy of the ‘Minutes of the Meeting’ (the notes all about the meeting), so you will be ‘ in the know’ about everything. The Secretary will also tell you when the next meeting is and what is on the ‘Agenda’ (all the subjects coming up for discussion).
If a committee-life is not for you, you just need to write a line to the secretary saying ‘ I am unable to continue on the Committee due to other commitments’ – maybe you would prefer to volunteer your help instead. You can leave a Committee at any time.
Serving on a Committee is a team-building experience and, as long as you support all your fellow members and complete the tasks you offer to do – it should be fun and very rewarding! You can change things for the better in your community.