Effective Committee Participation

Provided by the Outreach and Training Subcommittee

Overview

• Ice Breaker• Committees 

Structure• Purpose/ Roles/ 

Responsibilities Committee Chair/Co‐Chair  Members

• Effective Meetings• Moving Through 

the System 

Committee Activity

Committee Structure and Description

Roles & Responsibilities of the Chair/Co-Chair

CHAIR

Prepare

Conduct

Follow‐up

Move Forward

Evaluate

Roles of the Chair/Co-Chair Continued

Develop and distribute agendas and minutes

Run/facilitate meetings

Follow and/or establish rules for voting in advance.

Create timelines

Orient Members

Roberts Rules/Brown Act Compliance

Role of the Committee Member

ROLE

Review Material

Attend

ContributePromote Awareness

Participate Actively

• Attend meetings or send an alternate or designee when needed.

• Come to meetings prepared.• Read agenda and the materials in advance.

• Report back information and represent the interests of your constituency.

• Listen respectfully and actively contribute to the meeting.

• Serve on task forces and workgroups.

Role and Responsibility of Committee Members

Pitfalls to Avoid

Ted Talk (click here)

Running an Effective Meeting

11 minutes. -The average amount of time it takes for people’s attention to drift in a meeting.

Sources: quickbase.intuit.com/customers/procter-&-gamble-(p&g)www.salary.com/wasting-time-at-work-2012/slide/11/www.people4business.com/content/business-meetings-that-tale-the-biscuit.htmwww.psychologytoday.com/blog/wired-success/201010/want-improve-productivity-scrap-meetings

Best Practices: Running an Effective Meeting

• Clear purpose with an outcome

• Items can be completed in the meeting

• Be aware of deadlines that occur at specific times and appropriately add to the agenda as needed.

• Ask for items in a reasonable timeframe

• Distribute at least 72 hours in advance

• Post on Portal and Community page

• Utilize Meeting Templates located in CPC handbook, sample follows

Agenda Best Practices

See handout.

• Designate a Recorder to capture action taken and not to be a transcription.

• Minutes Templates provided by Outreach and Training.

• Review, distribute, and post within one week (or earlier) using “Draft” watermark.  

• After approved, post final and distribute changes.

Meeting Minutes

See handout.

• College Planning Council

– 50% of CPC members +1, 

• Senate

– One‐half of fully elected membership (faculty only) as stated in bylaws

• Other

– Unless otherwise designated quorum is 50% +1 of your membership. 

Quorum: Required to Conduct Business

Alternates or designees sent by a member count towards the quorum when Chair is notified by member.

• The nuts and bolts of committee structures

• The Roles and Responsibilities of committee members and the chairs

• How to run effective meetings as both chair and attendee 

• What is needed to meet quorum.

Training Recap

Committee Member Role

Review Material

Attends

ContributesPromote Awareness

Participate Actively

Recap Continued

Moving ideas, plans, and/or policy proposals through the system…

Stage 1:Initiate

Feedback

Stage 2:Dialogue,

Review and

Feedback

Stage 3:Recommend

Stage 4:Approveand/or

Recommend

Stage 5:Approve

http://www.collegeofthedesert.edu/fs/CPC/Pages/default.aspx

Resources

Questions

Have you tried

Googlingthat Sir?

Assessment and Thanks

Veronica DautDavid Bashore

Rachel EldridgeJessica Enders

Cheryl ContopulosJeff Larson

Special Thanks to the Outreach and Training Work Group