The ABC s and DST s of Committee Chairing

1. 1 The ABC’s and DST’s of Committee Chairing

2. Introduction 2 This presentation is designed to provide consistent and clear information to maintain strong chapter committees through effective leadership of committee chairs and future committee chairs.

3. Objectives 3 To identify the roles and responsibilities of committee chairs To provide tips on conducting effective meetings To provide information on setting goals for committee programs and activities To effectively evaluate programs and activities To effectively use data to improve programs and activities.

4. Consider These! 4 What qualities should a committee chair possess? What are your responsibilities to the sisterhood, your chapter and your committee? Are you living up to the ideals set forth by our Founders? Are you using evaluation data to change, enhance or improve programs and activities?

5. Road Leading to a Committee Chair 5 First-A Delta Second- A Chapter Member Third- A Committee Member Fourth- A Committee Chair

6. 6 Thank You Committee Chairs!

7. Accepting the Responsibility 7 When you accept the responsibility to chair a committee, your first mission is to understand the purpose and the responsibility of the committee as defined in the chapters policies and procedures. Even if you have sat on a similar committee before, each committee is distinct, with its own way of operating. Each has its own set of ground rules determined by the previous committee chair and the members.

8. Committees are Important 8 The committee is the “task force” of any organization. No chapter can function effectively without committees. Committees have the obligation of efficiently carrying out the aims and purposes of the chapter. Committees are the Life….. Heart…… and Soul of our Chapter

9. Developing Goals Determine needs of the community Access community resources Assess the chapter Develop plan for activities Evaluate activity Make recommendations Consider possible sponsorships 9

10. Committee Chair Responsibilities Preside at committee meetings Serve on the Executive Board Set up a monthly meeting date for the committee Prepare agenda for meeting Communicate with committee members and coordinate activities in the best interest of the program The evaluation process 10

11. Committee Chair Responsibilities Recruit chapter members to work on committee Report committee decisions to the Executive Board Submit dates for the chapter calendar Confer with President Manage your budget Use your Chapter Management Handbook 11

12. It is NOT Your Responsibility to: 12 Sign binding documents/and or contracts Be the spokes person for the chapter Do not send documents or respond to emails from Regional or National Officers without the knowledge, review and approval of the Chapter President.

13. Running an Effective Committee Meeting 13

14. Positions/Resources Needed 14 Recording Secretary Sub Committees Chapter Management Handbook Roberts Rules of Order Constitution and By Laws Chapter Policies and Procedures

15. Communicate! 15

16. Types of Committees 16 Standing - Committees that have a continuing task in relation to the operation of the sorority program. Examples are: Finance, Scholarship, Membership, Nominating, Constitution and By Laws. The chairpersons may be elected or appointed, as indicated by the Chapter Rules of Order. Special - Committee with a specific purpose- is appointed for a definite program or assignment, usually with a time limit to complete assignment. When task is done, their business is considered complete and they are dismissed. The chairpersons may be elected or appointed, as designated by the Chapter Rules of Order. Sub-Committee - Committees organized to carry out a task assigned to a standing or special committee and are responsible to the parent committee. Ad-Hoc Committee - Committees are one-time only committees, appointed for special assignments. Task Force - A temporary committee appointed for the purpose of exploring and or researching information to accomplish an objective or idea.

17. Remember 17 The purpose of the committee is to create and execute a group idea Committees must keep the executive board and chapter informed of their progress. The committee should work out as many details before presenting to chapter or Board. All committee members should be given assignments to carry out the program.

18. Things to Do Complete Committee Meeting Report Form and bring 4 copies to Executive Board meeting. Attend and report at Executive Board Meeting. Submit article/information to Minerva chair for inclusion in monthly newsletter by Tuesday after Board meeting. Attend sorority meeting. 18

19. The B’s of an Effective Meeting Be on time and start on time Be organized Be prepared Be a teacher Be impartial Be composed Be precise Be temperate 19

20. TIPS 20 Prepare and provide an agenda Keep track of all monies spent; receipts must be attached to chapter voucher Obtain current chapter budget Learn committee and function codes Submit vouchers with receipts for reimbursement (no advance checks) Vouchers submitted by chairperson only Vouchers only submitted to the Treasurer Financial Secretary collects money, treasurer disburses it Committee reports cannot be made in the form of an announcement. Announcements are for non-sorority business.

21. Budget 21 Every committee needs an operating budget. Be sure to submit your budget to the Finance and Budget Committee. Your budget should include an itemized estimate of finances that your committee will need in order to carry out its program. Know your committee code or keep handy.

22. Publicity Publicity is a key component of your program or activity. Publicity helps to promote the event through the use of various media to attract public. 22

23. Ways to Publicize Newspaper Email Mailings Word of mouth Posters Television Interviews Flyers Social Networks 23

24. Evaluation After each program or activity, an evaluation should be provided. The evaluation will help the committee with planning for next year or whether or not to have the event again. All forms are located in the members only section of our chapter website www.dstrichmond.org Don’t forget to summarize your evaluations. 24

25. The Importance of Data Numbers are important Always have a registration sheet/table Document with video and or photos Have a follow-up meeting as soon as possible after your event. 25

26. Jabberwock September 2011 – March 2011 Program Evaluation Summary 26

27. Remember 27

28. Have a Great Year 28