July 2007
Preliminaries
Composition:
Minimum one member of the CPA Board of Directors. Members
with skill sets helpful to the task(s). Councils should include members
from a variety of the groups impacted. Committees should make every effort to
include multi-culture and special interest awareness in their proceedings. Invite
subject matter expert participation as needed from various membership groups –
general publishers, magazines, newspapers, books, freelancers, new media.
Chair: A
member of the CPA Board of Directors.
Number of members: Seven (7) members including chair.
Terms: Three
(3) years, with renewal possible.
Designate Web site liaison to staff: Serves as intermediary and point of contact between
staff and committees under the council
Frequency of meetings: As needed, but minimum quarterly. Fewer
only with approval of CPA president.
Method of meeting: Via video- or tele-conference, e-mail, Internet chat systems, etc. In person at annual convention or other location with permission of
the CPA president.
Reporting:
Summary of activities and recommendations to be published and distributed to Board
of Directors within seven (7) days.
Staff support: Executive Director will designate staff
liaison.
A.
Know why you are
meeting:
·
Ground in the
mission statement all that you say, plan, and recommend to the Board.
Example:
Because our association exists to enhance
the professional development of its members, and with support from the
Professional & Individual Education Committee, we recommend establishment
of ….
·
Recommend to the
board clear attainable objectives with measurable outcomes in support of
organizational goals as defined by the board.
B.
An agenda is a must
·
Chair creates the
agenda after soliciting items for discussion from council members and others.
Request for agenda items should go out 3-5 working days before meetings.
·
Agenda should be
distributed 1-3 days before meetings.
·
Consider setting
meeting dates far enough in advance (perhaps on annual
basis).
C.
Members should
expect that their opinions will be welcome but also that the group as a whole
is going to respect people’s time. The council chair should be prepared to:
·
Limit time on a
topic
·
Cut off people
politely
·
Invite only “new”
takes on the subject.
D.
Expect you as a
group will reach an outcome – even if the outcome is that you can’t decide yet.
A.
Repeat the
essence of consensus when it is reached.
B.
At the end of
discussions, at the end of meetings or segments of meetings, restate the
actions agreed to by members or by the council.
C.
Be accountable
yourself. If you say you will do something, do it.
D.
Hold other people
accountable, but give them lots of chances and accomplish their tasks.
E.
Have prompt
writing and distribution of the summary of activities, recommendations and
follow up actions.
·
Seven (7) day
maximum.
·
Put an action box
in the report and attach a name to the action
F.
Commit to
follow-up reminders and support.
·
At least midway
between meetings.
·
Utilize touching-base
reminders.
G.
Decide upon tools
with which to get information:
·
Questionnaires
·
Telephone or
e-mail survey
·
Request via CPA
newsletter.
Recruiting
of council members:
Whose job is it?
Assumptions:
·
The personal
approach works best: Phone or meet with the potential council member
·
CPA president
appoints all council members
Caveat
Expect feedback – and desire
it.
A complaint is a gift. Companies and organizations pay thousands of dollars for information about their customers’ needs and desires, so a complaint is free information. Remember, though, that a complaint is just one person’s opinion: Accept it as that, and respect it. Accept it, too, as a recommendation that you need to know if that opinion is more widely held.