Notices
Results 1 to 6 of 6

Thread: Advice on Committee/Club rules

  1. #1 Advice on Committee/Club rules 
    Forum Freshman
    Join Date
    Aug 2007
    Location
    wirral, england
    Posts
    59
    Hi everybody, Paul here. Firstly let me apologise for not being on here for ages, and then asking for advice. But I am a bit stuck and I figured if you guys can't help me, nobody can.
    I've recently joined the Committee in our local Social Club. The Committee members are far removed from the members, it is well known in the club and I would like to bridge the gap as it were. Up to now members are not privvy to minutes of any committee meetings and would obviously like to see them, in the past this has been met with nil response. I want to change this, but I need something to back me up really. I've tried googling various things like "advice on minutes" "who has access to minutes" "who should have access to minutes" and various others to no avail. I can't really go to a meeting and expect them to change this with no documentation to back up my arguement, the committee really aren't interested in member's views or wishes alone, but maybe with a bit of documentation I may have a chance. I feel very strongly about this and will gladly listen to any advice, or help in any way. Thanks for your time, and I'm glad to be back. Beats


    be nice im new
    Reply With Quote  
     

  2.  
     

  3. #2 Re: Advice on Committee/Club rules 
    Forum Sophomore
    Join Date
    Sep 2009
    Location
    Goomalling, Western Australia
    Posts
    178
    There is no hard and fast rule about minutes - some organisations publish their minutes within regular newsletters; others make them available to members in different ways (post, email, printed copies at the meeting place, etc); and many keep them out of sight, choosing instead to issue pronouncements of selected decisions ...

    Changing an entrenched mindset tends to be long and difficult, and often finds the proponent labelled as a rebel or troublemaker ...

    What you can or can't do comes down to the organisational structure - ie, whether or not it is a formal, registered body with a Constitution and/or Articles of Association (and, if so, what sort of reporting, meeting, and voting requirements apply); or an ad hoc informal gathering which doesn't have enough income or assets to draw attention from the tax people and other relevant authorities ...


    Nature abhors perfection; cats abhor a vacuum.

    "I don't know; I'm making it up as I go ..." Dr H Jones (Jr).
    Reply With Quote  
     

  4. #3  
    Suspended
    Join Date
    Apr 2007
    Location
    Pennsylvania
    Posts
    8,795
    Are you sure the members really want to read the minutes? If they are complaining that they don't get to see the minutes, maybe they are just looking for something to gripe about. My experience with clubs is, most members are quite willing to leave all the work to others, while criticizing how they do their job.

    I have a feeling you would end up going to a lot of trouble to publish the minutes, which nobody would ever read.
    Reply With Quote  
     

  5. #4  
    Veracity Vigilante inow's Avatar
    Join Date
    Oct 2009
    Location
    Austin, TX
    Posts
    3,499
    I'm really not sure how you can convince them. It's about transparency and documentation so everyone is on the same page. Minutes help to avoid issues in the future whereby someone skirts their responsibilities ("Hey Jane, did you take care of that thing like you said you would?" "What are you talking about? I never said I'd do that." "Jane, it's right here in the meeting minutes from our October gathering.") It's a useful reference when trying to keep people focused and on top of their duties.


    We keep minutes pretty high level where I am. We open Excel or Word, summarize at the top the date, time, location, and attendees. Below that, short summaries of the topic ("Issue with primary vendor, supply too low, cannot meet demand. Group agrees to explore secondary and tertiary suppliers and report on cost differentials.") Then, after that, the next item... "Training course required for new testers. Inexperience is leading to safety concerns on the floor." That's really all that's required in the summary for us.

    Then, below that, we list the "action items" and to whom they are assigned.


    Billy - To call ACME sales rep and get cost estimates for delivery by second quarter. Will present in December gathering with committee.

    Janet - To coordinate with training team to implement a web-course. Will work with Brian from HR and Tim from Finance to approve, and will get a storyboard ready by the January meeting. Committee to review story and give feedback so we can move to next phase.

    Ted - Will clean out the coffee urns because the stuff we've been drinking could take rust off the bottom of a car.



    Pretty simple. Then, you can just save the file and email it to all attendees... Leaving it up to them to share it with others as appropriate. Further, you can save the files on a shared server somewhere, or publish them to a website so anybody can get to them as needed.


    As for convincing the committee that minutes are a good thing? That's harder to come by. I can tell you right now that pretty much every major business and pretty much every major project uses them, so it's really just a matter of incorporating best known practices into your group. I imagine they'd be a lot more inclined to the idea if someone was already willing to step up and be responsible for it before you ask (if someone will take and publish the notes so it's really no extra work for them). Good luck.
    Reply With Quote  
     

  6. #5  
    Forum Freshman
    Join Date
    Aug 2007
    Location
    wirral, england
    Posts
    59
    Thanks for taking the time to read my post and reply. The Club Secretary does write and publish minutes, but only the Committee members get a copy. The members would like a copy putting on the Club notice board so anyone who would like to can read them. I'm new to the Committee, 3 months, and I already get the impression that they think I'm a trouble maker, if that's what wanting what the majority of members wantis called. There is what I would call a considerable amount of money in accounts belonging to the club, once I joined the committee I was very surprised, the members are not aware of this and on the contrary think the club is running close to a loss, or just about surviving.

    Hence the problem of the Committe not wanting club members access to any minutes. If the committee don't listen to the club members then in my opinion they should not be on it, but that's a problem for another day.

    Again thanks for your time I appreciate it. Beats
    be nice im new
    Reply With Quote  
     

  7. #6  
    Veracity Vigilante inow's Avatar
    Join Date
    Oct 2009
    Location
    Austin, TX
    Posts
    3,499
    Sounds like meeting minutes isn't the problem, then. It appears the committee is doing stuff they don't want the members to see, and they are against publishing minutes for that reason. The opposition to meeting minute publication is a symptom of the problem, not the root. Focus on fixing the root cause (doing stuff the members are against) and not just the symptoms (publishing minutes). The rest will work itself out with time.

    Easier said than done. I know. Again... good luck.
    Reply With Quote  
     

Bookmarks
Bookmarks
Posting Permissions
  • You may not post new threads
  • You may not post replies
  • You may not post attachments
  • You may not edit your posts
  •