Setting up committees and working groups in your association: how it works
Difference between a committee and a working group
In practice, the terms are used interchangeably, but there is a distinction:
- A committee is a permanent group with a clearly defined ongoing task. A rental committee, a festival committee, a finance committee.
- A working group is temporary and focused on a specific project. The refurbishment, an anniversary party, the setup of a new activity. After the project is completed, the working group is dissolved.
When should you set up a committee?
Consider a committee if:
- A task is too large for one board member but not large enough to justify a paid staff member
- There is specific knowledge required (legal, technical, communications) that the board itself does not possess
- You want to involve more members or volunteers in the organisation
Mandate and powers
A committee works best when its mandate is clear: what may it decide on its own and when should it consult the board? Capture this in a short establishing resolution. Typically a programme committee is given a mandate to plan activities within a fixed budget, but large expenditures or policy changes go back to the board.
Composition and chairing
Every committee has a chair. Preferably someone with an affinity for the subject and a bit of organisational talent. Also always ensure a link with the board: a board member who participates as adviser or liaison on the committee. This keeps the board informed without having to attend all meetings.
Reporting to the board
Agree how and how often the committee reports. A short written update per quarter to the board is sufficient for most committees. This prevents committees from operating as isolated islands without connection to the broader organisation.
Evaluating and, if necessary, dissolving
Review annually whether a committee is still needed. Has its task become redundant? Are there too few members to function well? Sometimes it is better to merge a committee or dissolve it and return the task to the board. This belongs in the annual board meeting and the work plan.