Committee Responsibilities

• Appointment 〉

  • According to established policy and procedures, Board committees are established by the Board of Directors; members of Board committees are appointed by the ELFA chair.
  • Business Council Steering Committee members are elected by the constituent members of the respective Business Council.BCSC chairs are selected by a selection subcommittee comprised of the BCSC Board liaison and staff liaison.The ELFA Nominating Committee gives final approval to BCSC chairs.
  • Standing and planning committees are appointed by the president, who may delegate this authority, if he/she wishes.
• Removal 〉

  Any member of an ELFA standing committee or a Business Council Steering Committee, including the Chair of such committee, shall be automatically removed from the committee if the member has more than one unexcused or more than two excused absences from scheduled committee meetings annually.  In the case of BCSCs, after consulting with the BCSC Chair, the BCSC Board liaison has the authority to remove the chronically absent member.  A BCSC or standing committee member shall be responsible for notifying the Chair of the committee in advance of any absence.

• Responsibilities of Committees 〉

  Each committee has a charter.  This charter states the mission of the group, including its responsibilities.

  Each committee should fully understand the policies of the Association, be familiar with the strategic plan, and the scope of authority and limitations for action.

  A committee might be empowered to act or be responsible only to draft recommendations.  If it can both recommend and act, the committee should know if an expenditure of funds is authorized and, if so, the limitations established.

  Traditionally, a committee member participates in association meetings and related activities at the expense of his or her own company. 

• The Committee Chair 〉

  The Chair's responsibilities and duties can be placed in four general categories.

  1. Planning  The Chair consults with the Association staff contact 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.

  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.

  3. Maintaining Records and Information  The Chair 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.

  4. Generating Results  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.

• Committee Members 〉

  The role committee members play is an important one.  The success of the committee depends on the contributions made by each of its members.  They should consider the following items as they approach committee participation:

  • Attend the meeting.
  • Review the agenda and accompanying materials prior to attending the meeting.Seek clarification of any items that are not clear.
  • Keep to the agenda during the meeting.
  • Determine what the exact purpose of the meeting is and decide in advance how and what to contribute.
  • Keep replies short and to the point.
  • Do not hesitate to comment, criticize constructively or disagree.
  • Keep in mind that the volunteer group as a body has authority to decide and act, not individual members.
• Committee Summary Minutes/Reports 〉

  Formal committee reports or summary minutes that memorialize the decisions of the committee are to be recorded in written form.  These committee reports may recommend a course of action or convey information to the Executive Committee and/or Board of Directors.  Committee reports can be one of several basic types.

  • Recommendations for organizational changes
  • Recommendations for Association programs or services
  • Request for approval of a new policy, or for a change in existing policy
  • Request for emergency action to adopt policy
  • Other purposes as described in the committee’s charter

  Written reports are required of all committee meetings and are distributed post-meeting to all committee members and others as appropriate.  The Executive Committee receives all recommendations for the adoption of positions or policies and makes recommendations to the Board of Directors regarding policies and positions.  It thus assumes the primary responsibility of maintaining continuity and consistency in the operations of the Association.  The committee Chair and official staff contact have the responsibility for communicating reports and recommendations to the president for inclusion on the agendas of the Executive Committee and Board.