It isn't vital that the club's committees be established at the election meeting, but the president should be giving consideration to who will be appointed as committee chairmen. The committees should then be appointed as soon as it is practical to do so. To some people, committees are a necessary evil. However, working on a committee can be a rewarding experience for both the individual and the club. Committees can do the bulk of the club's work and provide a larger number of members with the opportunity to take part in the club's operation. Members will develop a feeling of worth and satisfaction, thereby becoming more active and the potential leaders of the club.
Basically, there are two categories of committees: standing and special. Standing committees are set up to handle a specific part of the club's regular work. They have a limited term (usually the same as the officers) and a well-defined area of responsibility. They must report regularly to the president on their activity. For those situations that aren't covered by a standing committee (such as a fund-raising project or a special tournament), the president may appoint a special committee. Its term of existence will be until the completion of the assigned work.
Standing committees appropriate for a table tennis club are:
- Maintains equipment and playing site
- Recommends repairs and new purchases
- Conducts matters pertaining to leagues and tournaments sponsored by the club
- Maintains the club ladder, team match records, etc.
- Develops membership materials (i.e., fact sheet, membership certificates, etc.)
- Acts as a welcoming committee for new members
- Conducts matters incident to intra-club activities
- Arranges for club banquets, picnics, etc.
- Works with the other committees in developing press releases
- Responsible for the writing and dissemination of press releases, posters, etc
Selecting Committee Members
When deciding who should do what, it is important to keep in mind an individual's personal interests and talents. Equally important is the combination of people who can work together. Don't leave the selection of committee members to chance - give it some hard thought.
Instructing the Committee
Each committee must have a clearly-defined area of responsibility. Try to be certain that committees don't step on each other's toes. It is best to put the assignments in writing and see to it that each committee member gets a copy.
The nature of a committee calls for informality and flexibility. Forget about parliamentary procedure. Keep the atmosphere relaxed and supportive. The chairperson's role is that of a discussion leader. He must be careful not to dictate or dominate the committee's activity.
A written agenda will help keep the discussion on course. A committee secretary should be appointed to keep a detailed record of meetings.
Each committee should have one of the officers as a member. He will have full voting rights but should not be expected to operate the committee in the absence of the chairmen.