Committee & Small Group Leadership

1. Committee & Small GroupLeadership Cliff Creel, Stated Clerk Presbytery of Northern New England

2. General Considerations • Type of group. • Group charter / responsibilities. • Connection with the rest of the church & denomination. • Decision making. • Delegation of responsibilities.

3. Prayer • Pray when planning a meeting. • Every meeting should start and end with prayer. • Pray often for group members and for guidance. • Prayer is just talking to God.

4. Basics of Prayer • A – Adoration • C – Confession • T – Thanksgiving • S - Supplication

5. How to Prayer • Just talk to God and say what you want to and ask God for what you need. • If you are not good at extemporaneous prayer, then write out prayers before the meeting. • You can also read a prayer from a book.

6. Group Charter • How can the group function unless it knows what it is supposed to do? • If you don’t have a written charter / vision, then write one soon. • Should state why the group exists • Responsibilities • Authorities • Reporting relationships • Organization • Membership / size / quorum • Charter should be in Session Operating Manual if this is a standing committee.

7. Delegation • The secret to good management! • Delegate as much as someone is willing to take, but not so much as to assure failure. • After delegating, step back and let the person do their job. • However, be ready to help if needed. • Avoid nit-picking results – ask “Can I accept the results?”, not “Is this what I would have done?”

8. Connections • We are a connectional church. • Remember that your group probably reports to some higher group – keep them informed. • Don’t be shy about asking for help from others in the church or Presbytery. • You are probably not the first to face a particular problem; see what others have done. • Resources may be available from the Presbytery, Synod or General Assembly.

9. Decision Making • We believe that the Holy Spirit works through the gathered group to help us discern the proper result. • Be receptive to guidance by the Spirit. • Respectful disagreement is not necessarily bad – can lead to new ideas. • Only those present can vote; no proxies.

10. Before the Meeting • Send an email reminder to group members; maybe call those without email. • Schedule a room for the meeting and be sure it is setup for efficient operation • Prepare an agenda or docket • Have a set meeting time that rarely changes.

11. Agenda / Docket • Decide what decisions need to be made at the meeting. • What other topics need to be discussed. • Prepare a written agenda with most important topics near beginning; but not the very beginning. • Consider using a docket (list start time of each item). • Do not schedule more than can reasonably be accomplished. • Allow extra time for new business and a few side tracks. • Distribute agenda before meeting if possible.

12. Just Before Meeting • Arrive at least 10 - 15 minutes early to be sure room is setup, lights on, heat set, etc. • Welcome new members and make them feel like they belong. • Make copies of the docket / agenda if you haven’t already. • It’s usually nice to have refreshments.

13. Meeting as a Small Group • You may operate as a “small group”. • Members minister to each other • Spend time in worship and fellowship together • Occasional fellowship only event, like a dinner • Might do a mission project together • Committee functions as a community • Members look forward to meetings

14. Start On Time! • Always start meetings at the appointed time. • Do not punish those who were on time by making them wait for those who are late. • Do not stop the meeting and catch up late arrivals. • If you start on time, people will learn to arrive on time. If you start late, they will arrive late.

15. Preliminaries • Open the meeting with prayer and possibly a devotional, scripture or hymn. • If possible, have a secretary to record minutes – moderator can keep focus on meeting. • Record who is present, absent & excused. • Approve the agenda for this meeting. • Approve minutes of last meeting.

16. During the Meeting • Moderate the discussion. • Keep the group focused. • Facilitate decision making. • Maintain order. • Ensure that all important business is addressed.

17. Moderator Functions • Keep on schedule to complete the agenda. • Keep the group focused – avoid tangents. • Acknowledge issues that are off topic and defer to later or a future meeting. • Don’t let 1 or 2 people dominate discussion. • Draw out those who are quiet. • End the meeting on time.

18. Facilitate Decisions • Moderator should be sure that all sides of an issue are adequately discussed. • Suggest a possible solution if no one else does, but don’t force a decision too early. • Be sure decisions are in accord with church policy and Book of Order. • Ask for a motion to focus the discussion. • Know the limits of your group’s authorities and responsibilities.

19. Trouble Makers • If a person is causing problems in the group • If dominating discussion, say “Let’s hear from someone else”. • Talk to him/her privately to ask for cooperation / help. • Ask him/her to be respectful of other opinions. • Seek help from someone more experienced.

20. Minutes • Have a group secretary. • Time and place convened and who moderated. • Names of those present, absent & excused. • All decisions made by the group. • Other pertinent facts important to life or history of church. • DO NOT try to summarize controversial discussions. • Time adjourned. • Time and place of next meeting. • Distribute within 7 days (sooner is easier).

21. After the Meeting • Turn off lights and straighten room. • Lock building if you are last to leave. • Be sure minutes are written and distributed promptly. • Be sure action items are followed up. • Contact those absent to let them know they were missed and see if anything is wrong.

22. Recognize Contributors • Be sure to recognize those persons making major contributions of time, talent and treasure (on or off your group). • Send a card or email to thank them. • Let them know that they are appreciated. • Public acknowledgment can be good, but be sure to be fair and consistent.

23. Grow New Leaders • Recognize those who have gifts for leadership. • Mentor them and help them grow and gain confidence. • When ready, nominate them to leadership positions.

24. Staffing Committees & Groups • Committees are often crippled by too few participants. • Ask people to join – the personal invite is best. • Seek suggestions from nominating committee. • Seek suggestions from pastors. • Ask for specific commitment. • Normally, 1 to 3 years. • If reluctant, ask to try a 6 month commitment.