Accomplishing Goals with Committees
If each of the chapter boards enlisted just one new active board member or committee person, ASCCA would have that many more active and contributing members. It is through committee work that membership participation is increased and chapter growth begins.
One of the greatest pitfalls of chapter boards is the natural tendency to want to do everything themselves. This is absolutely no way to gain leadership skills. The best way leadership is learned is through leading committees.
Upon forming committees, the Chapter Board should keep these tips in mind:
- Committees are the safest approach to many chapter problems. When your chapter faces a tough problem, a committee’s decision offers you a safety factor. As a board member, don’t try to handle all the responsibility.
- Committees are a proven method for involving members in the work of their chapter. Committees also provide grounds for tomorrow’s association leaders.
- Committees frequently do an excellent job of “selling” their decisions. In “selling” their recommendations, committee members are developing leadership skills and formulating plans for the future. This gives them a sense of belonging and participating.
- Committees are the logical place to put members to work. The old saying, “Two heads are better than one,” still has meaning. Group decisions are almost always better because they include a wide range of experience and knowledge. Group decisions protect against personal bias and occasional mental oversights.
- Provide all members an opportunity to serve on a chapter committee. Members may not always accept an assignment, but keep in mind that they like to be asked. Many will even get upset if not asked to serve their chapter as well as their association in some way.
- Committees should provide the chapter with enough future leaders to keep it moving forward. Your nominating committee should be furnished with a list of all committee members.
- Members on committees have to defend their own ideas. They gain an insight into the problems/goals of the chapter. Whether they are making a routine report or trying to sway the chapter in favor of a proposed idea, their enthusiasm is apparent.
- Recommend that a new member profile form be filled out when signing up new members. New members will be more likely to serve on a committee if they know exactly what the job entails. Think of some short-term jobs for new members.
Chapter Committees
The following provides chapter boards with guidelines for establishing committees. It is recognized that chapters with committees in place have committee structures designed differently than those listed.
The following suggestions should be adapted to meet a chapter’s specific needs.
Major committee positions necessary for a smooth running chapter are the Program Committee, Membership Committee and Communications Committee.
Each of these committees have responsibilities which can easily be broken down into smaller duties and may be assigned to a new member.
The only way for chapter boards to build participation is by forming a committee structure and share duties. Plan to “think small” and decide to establish one new committee aimed at building new member participation.
Committee Chair Position Description
- Attend board meetings
- Assign specific duties to committee members
- Call committee meetings when necessary
- Assist their committee members
- Report to the Chapter Board the status of committee activities and action items
- Prepare and present committee reports to the Chapter Board upon request
Program Committee
The Program Committee chair is one of the most important committee positions. There are many important details to be attended to whenever a chapter is planning a meeting.
If chapter meetings are not organized, you may find that your meetings will have low member attendance.
The program for your monthly meeting is most important. Each meeting should give the members information that is timely and useful. It shouldn’t be limited to the interests of a particular segment of the chapter.
As program chair, make a calendar and fill in those activities that may already be known, such as election of officers, installation, initiation of new members and other chapter functions. In other words, plan ahead.
Checklist for Securing a Meeting Place
- Ask your members for suggestions on places to have your meetings.
- Find a restaurant that is easily accessible for the majority of your members.
- See that there is adequate parking.
- Secure a private room, if possible. If the room is too large, see if it can be divided.
- See if there is a private room fee. Some restaurants charge for private rooms.
- If your choice does not have a private room, ask for the tables to be set up away from the other guests and away from a noisy area such as the kitchen or the bar.
- Check the menu and find out if their prices are in the medium range. ($10-20 per person)
- Ask if you can provide choices for your group off the menu at a lower price.
- Look over the seating arrangements. Round tables promote camaraderie.
- Check on the room’s heating and cooling systems.
Call the restaurant and make reservations. Confirm the date, time, and any special arrangements that have been requested.
Get it in writing. Many restaurants have contracts which outline the arrangements and both you and the restaurant need to keep and refer to the contract.
Most restaurants require that you give them an accurate head count twenty-four hours prior to the meeting. This is called a “guarantee.” The chapter will be charged for all of the meals that are guaranteed even if the member does not attend.
To save the chapter from paying for meals not eaten, see if your restaurant will give you a 5% under or overage on the guarantee. Even so, it is important to come as close as possible on your dinner head count.
When arranging the dinner and total dollar amount, request that tax and gratuities be included.
Inform the Treasurer of the head count and the cost for each dinner so they will be prepared to reconcile and pay the bill.
Checklist for Monthly Meeting Night Details
- Have you arranged to have someone come early to make sure the meeting room has been arranged as requested?
- Are the flags in place?
- Is there a head table set up?
- Is there a sign in sheet and table for member check-in?
- Is there a table to display association materials?
- Did you request a public address system? If so, is it set up? Does it work?
- Will you be using audio visual equipment? Is the equipment working? Do you know where the light switches are located
The Guest Speaker
Ask your members for their suggestions on topics for monthly meetings and for names of possible speakers.
Inform the speaker ahead of time on the time limitations for their presentation. Check the agenda and again inform the speaker of the time frame on the meeting night.
Go over the topic with the speaker. Ask if there is a need to hand out materials prior to the speech.
Ask if the speaker wants to allow for a question and answer period.
Know the correct name of the speaker and some background information for his introduction.
Prepare and present a Certificate of Appreciation for the guest speaker.
Chapter Meeting Evaluation
- Was the speaker/subject interesting and informative to most members?
- Was the information helpful/useful?
- Did members participate by asking questions?
- Was there hand-out material?
- Did the speaker stay within the agenda time limit as requested?
- Would you recommend this program to another chapter?
Membership Committee
The Membership Committee is responsible for retaining current members and growing the membership rolls, informing the chapter about member benefits and services, organizing educational seminars, keeping current on association and industry news and statewide events, developing public relations programs and advertising for the chapter. Ideas for Membership Committee involvement are as follows:
- A Benefit and Services Subcommittee to keep up-to-date on benefits and services so as to inform members of changes. Make association benefits and services brochures available at meetings.
- An Education Subcommittee to organize training and management seminars, promote ASE certification, and promote involvement with local auto shop teachers.
- A Government Affairs Subcommittee to keep informed on state, national and local legislative and regulatory issues. Have members express their views on legislative issues concerning our industry.
- A Publicity Subcommittee to promote the profession by contacting the media of chapter community events such as Car Care Month or other such events.
- An Awards Subcommittee to recognize board and committee members’ contributions.
- A Membership Recruitment and Retention Subcommittee to help chapter officers keep membership losses to a minimum and solicit new members.
Communications Committee
The Communications Committee is responsible for their chapter’s communications. This includes the monthly newsletter, membership invitations, telephone contacts, seminar fliers and items about ASCCA Headquarters and ASCCA State Board events.
Newsletter. A chapter newsletter is the way to reach out to the chapter on a local level. The newsletter can be brief but should provide information about chapter activities. Exchange newsletters with other chapters, and be sure to always send a copy to ASCCA Headquarters. Ask new members to submit a short profile and picture of their shop.
Develop a Telephone Subcommittee. Divide the membership list and call the members to make sure all are reminded of the meeting and upcoming events.
Develop a New Member Greeting Subcommittee to call or stop by new member shops. Ask if they have questions concerning the association and tell them you hope to see them at the upcoming meeting.
Develop a Photograph Subcommittee to take photos of special events, to send pictures to the ASCCA Headquarters for inclusion in the California Independent newsletter, to send photos to members and be responsible for maintaining a scrapbook. Be sure to budget for reimbursement of expenses.
