PARTICIPATION ON COMMITTEES AND TASK GROUPS
At the February 2011 Board of Governance meeting, there was a unanimous agreement that members of the Board would participate in one or more committees or short-term task groups (see Dorothy Graff Board paper).
As a result the following committees were established:
1. Membership
2. Communications and Marketing
3. Finance
4. Fund Raising, Sponsorships and Bequests
5. Succession Planning
6. Facilities
7. Governance
8. Honours and Awards
WHY COMMITTEES?
The committee system set up by TBI Board of Governance has many objectives, which include:
1. Providing an opportunity for TBI members to serve the synagogue
2. Establishing an environment for creative discussion
3. Using the special knowledge and talents of members for particular tasks
4. Giving individual members a better understanding of the Vision, accomplishments, and challenges of the synagogue
5. Providing a mechanism for the fulfilment of the Vision, and Goals of TBI
6. Expediting the work of the Board
7. Encouraging the flow of information back to the Officers and the Board
8. Training for future leadership positions
9. Stimulating the sharing of decision-making responsibilities by a broad group of congregants
10. Affording members opportunities for personal growth and increased Jewish learning
ELEMENTS OF A COMMITTEE'S SUCCESS
THE CHAIR
While the role and responsibilities of each committee are generally outlined before the selection of the Chair occurs, the individual who occupies that position will largely determine the group's tone and the degree of its success.
Thus the Board should give serious consideration to the selection of their committee leaders. Committee chairs should have an interest in and comprehension of the mandate of the committee and should be people who possess the following leadership skills:
1. Understand the basic mission of the congregation and how their committee fits into that larger Vision
2. Are relatively familiar with and respect the skills and talents of the committee's other members
3. Are dedicated to the task of the committee
4. Accept the deadlines required for the work that must be done
5. Have the time and energy to devote to the effort
6. Encourage all committee members to express themselves
7. Are able to plan for, direct, and oversee meetings
8. Possess the ability to resolve potential differences among committee members
9. Are willing to accept accountability for the work of the committee
10. Are willing to identify and prepare another person to assume their position in the future
11. Will keep adequate records of committee activities.
THE MEMBERS
The members of a committee generally share many of the same characteristics as those of the chair. They must be people who are motivated in their work by a commitment to the purposes and aims of the synagogue, have a real interest in the mandate of the committee, and possess the talents and qualifications to accomplish the required tasks.
In addition, they must be willing to attend meetings regularly and "do their homework." They should also be open to working democratically and be flexible enough to consider ideas that are different from their own.
THE RESPONSIBILITIES OF COMMITTEE MEMBERS
• To be prepared
• To appropriately participate in meetings, either verbally or through written communication, with civility and attention to time and the needs of others
• To share in the decision-making process by offering and accepting compromise
• To aid the chair
Either the President of the congregation or the Board appoints both the chair and members of each committee. Leaders should seek the suggestions and input of the rabbi(s), administrator, and other key personnel, in addition to the members at large, in order to recruit the most appropriate people for positions as chairs and committee members.
Committee chairs should also play a significant role in the identification and recruitment of members for their groups.
The committees report to the Board of Governance. Reporting may occur monthly or as required by the mandate of each committee.
THE COMMITTEE MANDATE AND AGENDA
THE MANDATE
Committees function optimally when they know exactly what they have to do.
Each committee should have a written mandate that defines its purposes and provides every member with a clear understanding of what role the committee is expected to perform within the larger congregation. Thus it is helpful if each committee establishes its own well-defined expectations for the year, which should fall within the parameters of the Vision and priorities articulated by the leadership of the congregation.
Through discussions of the work that needs to be done, committee members can
judge how their own experience, talents, and temperament can best be utilized to accomplish the goals of the group. These lists of annual objectives may be written or verbally submitted to the Board of Governance at the beginning of each year. Such lists enable both the Board and members to measure the degree of the committee's success.
At the beginning of the year, Committees should find it helpful to create a written
calendar that outlines their tasks month by month. This document can then serve its members both as a checklist for evaluating their effectiveness and a description of their work load.
THE AGENDA
One of the most important pre-meeting activities is the careful preparation of the agenda. A well-constructed agenda will serve as a useful tool for the committee chair in his or her efforts to maintain order and keep the focus on priorities. It will:
• Limit items to those that can be reasonably completed during the allotted time
• Effectively estimate the time needed for the discussion of each item
• Arrange discussion topics so that those requiring less discussion are dispatched at the beginning of the meeting and the one that requires the most discussion is dealt with near its end
• Be as brief as possible
A SUGGESTED TBI COMMITTEE MEETING AGENDA
The Agenda should consist of:
1. Welcome
3. Announcements
4. Approval of minutes
5. Item requiring less discussion
6. Item requiring more discussion
7. Item requiring the most discussion
8. Review action items to be accomplished before the next meeting
9. Topics for the next meeting
10. Other business
As a board member, you may be called upon to Chair a committee, which in itself is excellent leadership training.
A challenging aspect of chairing a committee is leading a productive meeting.
If you succeed, you will be rewarded with loyal and productive committee members, the successful achievement of your goals, and the respect of the TBI congregation.
Consider the following "ten commandments" for leading a productive synagogue meeting:
1. Be prepared - Schedule your meetings for the entire year, prepare an accurate agenda for each meeting beginning with Torah study, have all written material copied accurately, and make sure all presenters understand what is expected of them.
2. Create an appropriate environment - Reserve a quiet room and provide refreshments.
3. Start on time - Even if just a few people are present at the outset of the meeting, committee members will quickly appreciate the respectful aura you create.
4. Follow your agenda - It is the road map that will keep you on track and enable you to avoid inappropriate digressions.
5. Treat everyone with respect - Allow all members similar opportunities to speak, and consider all opinions thoughtfully.
6. Clarify goals and expectations - Participants will be more productive if they know what is expected of them.
7. Record and review minutes - Appoint one person to record minutes, or rotate this function; request transcribed minutes one week before the next meeting for distribution in advance, along with the agenda for that meeting.
8. Develop a follow-up plan - Assign tasks to others at the meeting or soon thereafter, and keep a running list of what you need to do.
9. End at a reasonable time - Designate the length of time for each item on your agenda, and appoint a member to be the timekeeper.
10. Conduct your business in accordance with Jewish values and ethics.
Although decision making by committee is not the most efficient process, it allows for an exchange of ideas and opportunities for socialization and involves many congregants in the process of governance. Empowering committees to make recommendations to the Board fosters Jewish values by establishing an atmosphere of inclusivity.
Prepared by Dorothy Graff, Alain Grossbard and Brian Samuel
