Types of committees
A Management Committee or Board is collectively responsible for the legal, financial and employment aspects of an organization. This is the group that has the power to enter into contracts and accept funding from government departments. Example: Neighbourhood Centre Management Committee. They might also set up some of the following groups to help them run the organization.
An Advisory Committee or Reference Group provides advice to an organization about a particular project or issue. Usually the advisory committee just makes recommendations - actual decisions are left to the management committee or board. Example: Youth Week Advisory Committee
A Steering Committee provides guidance about a particular project. Members of a Steering Committee usually have the power to make all or most of the decisions about how the project will be run. Example: Youth Service Steering Committee
A Sub-committee is established by a committee to deal with a particular project or issue and reports back to that committee. The committee may delegate some power to make some decisions on its behalf. Sub-committees may be ongoing or time limited. Example: Finance Sub-committee
An Action Group or Working Party is an group which is set up to deal with a particular project or issue. If it is independent then it does not need to report back to any other group. Example: Skate park action group
An interagency or network is a group of people from different agencies who share a common purpose or have similar roles. An interagency meets on a regular basis to share ideas and plan action together. Example: Youth work interagency
Roles and responsibilities
A committee may have rules, terms of reference or a constitution which explains the roles and responsibilities of everyone in the group. Here are some typical roles and responsibilities.
All members
- commit to the aims and vision of the group
- read committee papers in advance to the meeting
- attend meetings and participate in decision making
- show respect for other members and work together as part of a team.
Chairperson
- run the meetings to ensure that the agenda is followed, that the rules of the constitution are followed, that everyone gets a fair chance to have their say and that decisions are made on important items.
- speak publicly on behalf of the organisation
Secretary
- ensure that accurate minutes are taken at meetings
Treasurer
- ensure that an annual budget is produced, monitored and approved
- report on how the organization is performing financially.
Words you might hear at a formal meeting
agenda
a list of the things that need to be discussed at a meeting, and the order that they will be discussed. An agenda is used to let members know what will happen at a meeting.
Annual General Meeting
a once a year meeting that is required by law for most organizations.
apology
someone who has let you know that they can't make it to the meeting.
auspice
the organisation which is legally responsible for a project or activity. In many cases only incorporated (legally registered) associations can apply for funding. If your group is not incorporated you can ask an incorporated association to auspice your project. This means that they accept the funding on your behalf and are legally responsible to the funding body for ensuring that the project is carried out satisfactorily.
chair
the person who runs the meeting. Often this is the chairperson, president or convenor of the organization.
constitution
a document which outlines the rules of an organization. Organisations that are incorporated (legally registered) are legally bound to follow these rules. The types of rules in a constitution include membership, elections and how decisions are made. The constitution can only be changed through a formal process which is outlined in the constitution.
incorporated association
legally registered group with a constitution. Being incorporated means that the group can apply for funding and enter into legal contracts.
motion
a formal proposal to make a decision at a meeting. The person who suggests ("moves") a motion is called the mover. The second person who agrees with the motion is called the seconder.
minutes
a written record of what happens at a meeting. They record who was at the meeting, some of the discussions and all of the decisions made. Usually the minutes are confirmed as true and accurate at the following meeting. This confirmation should be moved and seconded by people who were present at the meeting in question.
quorum
the minimum number of people that need to be at a meeting before it can formally make decisions. The number is usually stated in an organisation's constitution, terms of reference or rules.
strategic plan
a document which explains the major goals and activities of an organization. A strategic plan can be written each year or could be for up to 10 years.
terms of reference
explain the aims, roles and rules of a committee. Terms of reference are usually reviewed and updated if needed at least on an annual basis.
