Association Leadership - September/October 2007 - (Page 40)

Volunteer Management I wanted to know what had been accomplished and what work was pending. The staff gave us the prior “committee notebook.” It explained rationales and helped us avoid redundant discussions. We made a commitment to help future committees by taking good notes and keeping all of our drafts and minutes in a similar notebook. Performance Measures – At our first meeting I asked how we would measure performance. I suggested we include accountability (who, when) and quantifiability (how many, how much) to gauge progress during our term. Everyone agreed and we achieved all of our aims within the year. Linkage – Committees usually serve at the pleasure of the board. Thus, we asked how we would be expected to keep the board informed of our ideas and progress. Did they expect written reports? Would a board liaison attend our meetings? Would a staff member be assigned to our committee? We respected protocol by asking questions at the onset and viewing the organizational chart that showed hierarchy and information flow. Vice Chair – We were told our committee had a chairman and he would schedule meetings, set agendas, etc. He inadvertently missed our second meeting and we sat there with no leadership, nearly wasting three hours (multiplied by 12 persons). We suggested that the chairman appoint a vice chair that would serve as a backup and could be a potential future committee leader. Timeline – We set a schedule for the year. How often would we meet in person and by phone? What mid-year goals did we need to accomplish to stay on schedule? We developed a committee calendar and stuck to it. Alignment – I knew a committee could not operate in a vacuum. We were part of a larger structure that included other committees, policies, a mission statement and probably a strategic plan. We asked for a copy of the strategic plan to ensure that our work fit inside the long-term goals. The mission statement was a reminder to stay on task; we read the mission at every meeting and included it on the bottom of the agenda. Meeting Agendas – We promised that meetings would not waste our time. To that end, the chairman suggested distributing our agenda 14 days before meetings. It helped me prepare, anticipate discussions, and reminded me of items I had offered to do but had forgotten. Minutes and a Final Report – We agreed to keep meeting minutes and distribute them promptly. This served as a reminder of our plans and progress. The staff appreciated receiving the minutes and shared them with the board chair to keep him apprised. At the end of the year, we assembled all the agendas, minutes and supporting documents to create a committee notebook for next year’s group. Not all committee experiences are so positive. Use these tips to educate your committees. ◆ Bob Harris, CAE, is chairman of the NonProfitCenter.com (bob@rchcae.com). Eric Westover is chairman of the UpperEx National Outreach Coalition serving arm amputees (eric@UppperEx.org). Make It A Meeting to Remember 14 steps from The Alamo. Why have a traditional meeting when you can convene in one of Texas’s true treasures The Emily Morgan Hotel, next to the Alamo and close to the Riverwalk. Emily’s meeting space is ideal for groups from 10 to 70. Our personalized, outrageous service, attention to detail, and a professional team to ensure your meeting exceeds your expectations. Minimum of 10 people to qualify for package/group rates. Call Sales for details. SAN ANTONIO TEXAS emilymorganhotel.com 800 824 6674 299064_Emily.indd 1 10/5/06 11:45:30 PM Good Old South Texas Hospitality Served Daily! For information Contact: The Visitor Information Center 700 Main Center - Suite 102 P.O. Box 2488 Victoria, Texas 77901 (361) 582-4285 or 1-800-926-5774 www.victoriatexasinfo.com E-mail: info@victoriatexasinfo.com 317925_VVC.indd 1 2/20/07 8:07:24 AM 40 Association LEADERSHIP | September/October 2007

Table of Contents Feed for the Digital Edition of Association Leadership - September/October 2007

Contents Chairman's Column Homepage 60-Second Solutions An Interview with TSAE’s New Chairman TSAE’s Newest Board Members 7 Measures of Success Association Case Study: Diversity on the Board Assessing Your Association: Texas Nursery and Landscape Association TSAE's Annual Golf Tournament Between the Covers Now Online at TSAE.org – Association Leadership Magazine Getting Found Through Web Searches “I Survived a Year on a Committee!” New Members Community Spotlight San Antonio Mississippi Gulf Coast Index to Advertisers Board of Directors

Association Leadership - September/October 2007

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