Cox, Bonnie

English

Texas A&M University

l-273
10 Points for
EFFICIEICY
TEXAS AGRICULTURAL EXTENSION SERVICE
J. E. HUTCHISON DIRECTOR, COLLEGE STATION. TEXAS
COMMITTEES
10 Points for EFFICIENCY
BONNIE COX
Extension Organization Specialist
The Texas A. & M. College System
I. WHY HAVE COMMITTEES
To do what cannot be done efficiently by a
larger group.
II. PURPOSES OF COMMITTEES
A. To get information and discuss all sides
of questions.
B. To make recommendations.
C. To carry out instructions of organization.
III. STANDING COMMITTEES
A. Usually provided for in bylaws or stand-
ing rules.
B. Serve as long as presiding officers.
C. New ones added as need arises.
IV. HOW APPOINTED
A. By presiding officer.
B. By election from floor.
C. By executive committee.
V. THINGS TO BE CONSIDERED IN COMMITTEE
MEMBERSHIP
A. Members should be interested in the sub-
j ect.
B. One member who was on the committee the
preceding year should be appointed.
C. Membership should be distributed by lo-
cality and viewpoint.
D. Members should agree to serve before com-
mittee is announced.
VI. PREPARATION FOR WORK
A. When the committee is appointed, the pre-
siding officer should give definite in-
structions as to purposes of committee
and time by which action is expected. Any
necessary papers such as the reports and
VII.
VIII.
recommendations of previous committee
should be given th8 chairman.
B. The presiding officer should help members
see that the work of the committees can
be done in six steps.
1. To plan what is to be done.
2. Plan how it is to be done.
3. Get plans adopted by organization.
4. Make timely suggestions and progress
reports.
5. Make an annual report.
6. Prepare recommendations for succeed-
ing committees.
COMMITTEE MEETINGS
A. At the first meeting a chairman should
be selected unless one was named by pre-
s iding officer.
B. The chairman calls the meetings and pre-
sides over them.
C. Meetings should be planned definitely and
not allowed to drag. Each member of the
commi ttee should share in the work and, if
possible, have some definite responsibil-
ity.
REPORTS
A. Should be signed by chairman or all mem-
bers of committee.
B. Progress reports not containing recom-
mendations need not be adopted but they
should be included in the minutes.
C. If a report contains recommendations, the
chairman can save time by moving the a-
doption of the report.
D. An outl ine similar to the one below should
be followed in making a report:
1. What job the commi ttee was asked to do.
2. Names of persons who were on the com-
mittee.
3. Number of meetings held.
6. What the committee wants the organi-
zation to do.
E. Annual reports should contain a complete
summary of the work done and, if the com-
mittee desires, recommendations for the
committee which will succeed them. These
and any papers containing information which
might be helpful to the new committee
should be turned over to the presiding
office"r.
IX. SPECIAL COMMITTEES
A. When there is no standing committee to
which a problem can be referred, a spe-
cial committee may be appointed. It serves
until the work for which it was appointed
is completed.
B. The motion to appoint such a committee
should state what it is to do (collect
information, make recommendations or carry
out instructions of organization) in re-
gard to the problem referred to it. It
should include the number to be on the
committee and the method of appointment.
Example: I move that a committee of three
be appointed by the chair to find the cost
of a power lawn mower.
C. Special committees follow the same pro-
cedures as standing committees.
X. REASONS FOR COMMITTEES NOT FUNCTIONING
A. Appointed too late.
B. Do not understand what they are to do.
C. Are not trained.
ICCI i:5lloara-grve-u= . _
structions as to purposes of committee
and time by which action is expected. Any
necessary papers such as the reports and


Committees:  10 Points for Efficiency.

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Committees: 10 Points for Efficiency.

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