Committees Purpose and role

 A group of people to whom authority has been Examples include:

delegated by a larger group to perform a particular ¾ Creating new ideas, R&D, brainstorming
function or duty. ¾ Communication, disseminating information and
obtaining feedback
 Reasons:
¾ Problem solving, task force or working party
¾ Time commitment
¾ Co-ordination of projects, departments, disciplines
¾ Specialisation
¾ Representing interests of others, stakeholders,
¾ Legal/regulatory requirement environment
¾ Overseeing procedures, roles, activities
¾ Making formal recommendations (to do something
or not to do anything)
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Forms Advantages

 Formal (standing) committees  Include:

¾ More than “one head” to reach decision
 Ad-hoc committees
¾ Spread of responsibility
 Sub-committees ¾ Multi-perspective, talent, judgement, abilities
¾ Larger work load
 Joint committees ¾ Maximising co-ordination
¾ Focal point for information and action
¾ Formalises processes, improves communications
¾ “Delaying” mechanism (when necessary)

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Disadvantages Chair

 Include:  Responsibilities (Higgs Report)

¾ Can slow decision making ¾ Leadership
¾ Compromise ¾ Ensuring effectiveness
¾ Excessive procedures ¾ Setting the agenda
¾ Waste time and resources ¾ Ensuring all receive accurate, timely, clear information
¾ Abdication of responsibility ¾ Effective communication with primary external parties
¾ Dominating member(s) ¾ Managing time to allow appropriate discussion
¾ Groupthink ¾ Encouraging active engagement and participation by all
¾ Slow reaction to events
¾ Easy to delay and avoid decision making

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 Chair Chair

 An effective Chair (Higgs Report):  Skills (Higgs Report):

¾ Upholds the highest standards of integrity and probity ¾ Understanding of formal/informal procedures
¾ Sets the style and tone of discussions to promote ¾ Persuasion, firmness and tact
effective decision making and constructive debate ¾ Communications
¾ Promotes effective relationships/open communication ¾ Impartial & objective
¾ Builds an effective and complementary team ¾ Discrete and tactful
¾ Initiates change and planning succession ¾ Considered to be the right person for the Chair.
¾ Promotes the highest standards in governance
¾ Ensures effective implementation of decisions

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Committee Secretary Committee Secretary

 Primary responsibilities:  Skills:

¾ Schedule committee meetings (with the Chair); ¾ Organisation
¾ Prepare meeting agenda (with the Chair); ¾ Logical thinking
¾ Give notice of meetings ¾ Language and grammar
¾ Take meeting notes, decisions made, responsibilities ¾ Note taking
¾ Daft minutes for approval by the Chair ¾ Communication (writing VIP)
¾ Circulate approved minutes to all members ¾ Understanding of procedures
¾ Ensure members understand responsibilities for action
¾ Generally assist the Chair in running the meeting
¾ Provide the Chair with procedural support as necessary
¾ Provide general administration between meetings
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