Module 9. Working Together: Effective Committee and PC/PB Meetings
This module provides an overview of how structure and operations can help a PC/PB meet federal requirements and local needs, support all members, and prepare and assist PC/PB and committee officers. It describes how appropriate and consistently followed Bylaws and policies and procedures influence PC/PB success, and addresses the importance of committee structure and PC/PB Support staffing. In addition, it covers the implications of diverse membership, engaged leadership, and inclusive practices, and how attention to group process can help the PC/PB operate as an efficient and engaged “high-performing team.”
Importance of Operations
Working Effectively in Committees
Successful PC/PB Meetings
Parliamentary Procedure: Robert’s Rules of Order
Alternatives to Robert’s Rules of Order
The PC/PB as a High-Performing Team: The Tuckman Model
Analyzing and Understanding a Group: BART Analysis
Section X, Planning Council Operations, Chapter 4. Planning Council Membership, Chapter 5. Planning Council Nominations, and Chapter 6, PLWHA/Consumer Participation
Section XI, Planning and Planning Bodies, Chapter 8. Member Involvement and Retention
Other Online Resources
The A-B-C's of Parliamentary Procedure
A 16-page plain-language pocket guide to Robert's Rules of Order developed by the American Institute of Parliamentarians. Covers meeting agendas and the typical order of business; the five general types of motions; and procedures for proposing, discussing, and voting on motions.
Is Robert’s Rules too Restrictive: Consider Martha’s Rules of Order for Meetings. Posted on the CAM Blog by Andrea Drennen, April 17, 2015. Describes a set of rules for meetings that were developed by a low-income housing cooperative and use consensus decision making but only for important issues. Provides a “Miniature Toolkit” that lists the main components of this set of rules.
Team Building, World Health Organization, Geneva, 2007. A very clear and easy-to-read tool for team building. Originally developed to support work in cancer control but relevant for all types of teams. Introduction that addresses topics such as selecting team members, Tuckman phases of team development, responsibilities of the team leader, team norms, and how to sustain team effectiveness.
Understanding Group Process. Student Activities & Leadership Center, South Dakota School of Mines and Technology, undated. A clear, two-page description of what to look for in observing how a group is working together, including communication, participation, decision making, and organizational roles.
Chairing Meetings, DIY Committee Guide. Concise summary of actions to plan a meeting; to communicate, control, coax, compare, clarify, make decisions, and guide during a meeting; and to summarize and review next steps at the end of the meeting. It is part of the DIY Committee Guide, developed in the U.K. by Volunteer Now in partnership with 14 other organizations.
Email Tips: Top 10 Strategies for Writing Effective Email. Blog post by Jessica Bauer and expanded by Dennis G. Jerz. Practical advice on how to make emails concise and effective, from writing a meaningful subject line to showing respect and restraint. Useful for officers who frequently communicate with PC/PB or committee members, PC/PB support staff, or recipient staff via email.