COMMITTEE CHAIRMAN'S GUIDELINES
Committees are the practical and democratic way of involving the membership in achieving PTA goals. The work and goals of each local PTA determines the number and nature of the committees it will have. All units need the basic committees: program, budget, membership, legislation, and arts in education. Other committees are created according to your bylaws when they are needed and as many as are needed. Many of the committees on the local unit level have parallels at the state level.
Ordinarily there are two types of committees: standing and special.
A standing committee performs a continuing function. The chairman and members usually serve for a term that corresponds with that of the officers unless otherwise stated in the bylaws.
A special committee is appointed as the need arises. When it has carried out its specified task and gives its final report to the assembly or is discharged, it automatically ceases to exist. An example of a special committee is one that is instructed to report costs of purchasing equipment. When its report is made, the special committee is considered to have carried out its assignment and ceases to exist.
CHAIRMEN SHOULD:
- Meet with committee members and organize (choose vice-chairman and secretary) and decide when and how often to meet
- Become informed about the work to be accomplished
- Listen to committee members and encourage ideas from the group
- Prepare a plan of work that includes written objectives and plans for implementation. Coordinate plans with other committees, accept suggestions from executive committee, and revise if necessary
- Present the plan, including projected expenses, to the Executive Board for approval. Each committee member should have a copy of the plan. Official copies should be filed with the secretary and in the committee chairman's procedure book
- Assign responsibilities to each committee member along with deadlines for completion of work assigned. Make progress reports to the Executive Board and general membership.
- Prepare an annual report
- Build committee morale by creating a sense of belonging by sharing materials and experiences
- Attend council and district conferences, training and meetings
- Seek help from state and national PTA, district officers and council executive board
- Keep a procedure book to be passed on to succeeding chairman
- Plan a meeting with new committee chairman as soon as possible to deliver and explain the procedure book and all material belonging to the Committee (these are not personal property)
