PUTTING A STRATEGY IN PLACE TO RECORD AND HAND OVER INFORMAL INFORMATION TO NEW COMMITTEE MEMBERS

Suggested ways of assisting this hand over:

Promote the feeling of a well organised committee by helping them to organise themselves.

Give each new committee member a ring binder, with their name on it to file minutes and agendas.  Ask them to bring it to each meeting.   Make sure that minutes and agendas are punched for easy filing.

At the first meeting of the year, with new members, ask all the members to wear name tags, and fill out and hand around a list of the members names, their position on the committee, what they do in their professional lives, and their phone numbers.

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Once the sequence and dates of committee meetings have been agreed to, give the dates, marked on a flat calendar to each member, to be stuck inside the front cover of their ring binder.

If you are Committee President, outline how the meetings will be conducted (obtain members agreement), how long they will last on average, and that the members will be notified in the agenda papers, if the meeting is going to be particularly long.

Plan to have coffee, refreshments at the end of the meeting, or during the meeting.  Don't break formally for coffee, etc., some members will resent the waste of time when they could be home or back at work earlier if it was organised otherwise.

Be aware that members are giving of their discretionary time.  Some of them may not be as enthusiastic as you but they are attending, and are none-the-less contributing.  Don't put them off by not valuing their time.

Worksheet:  FUNDRAISING EVENT RECORD AND EVALUATION SHEET

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