AAHSL Committee and Task Force Manual

Transition Between Chairs: Ensuring Continuity

Transfer of Files 

New chairs should receive from their predecessors all files necessary for them to assume their responsibility. These materials (in print or digital formats) should be transferred at the time of the annual meeting. Before the transfer, the outgoing chair should have weeded these files and sent materials which have archival value to headquarters. Files passed on to incoming chairs should include the following:

1. Copies of reports submitted to headquarters.
2. Any documents outlining procedures and timetables
3. Correspondence file.
4. Roster of members and their mailing address.
5. Significant documentation of activities.
6. Budget requests and financial records.

Committee and task force reports and meeting minutes become a part of the committee files at headquarters and the association’s archives. Additional correspondence should also be sent to headquarters for retention and archival purposes. It is the responsibility of the chairs to ensure that copies of such material have gone to AAHSL headquarters for filing

Welcoming New Members

Chairs (including outgoing chairs) have the responsibility to invite the newly appointed committee/task force members to attend the meeting at the annual meeting and make them feel welcome. It is helpful to send them copies of the annual report and current correspondence prior to the meeting.

Helping the Incoming Chair

In addition to providing files, useful tips, etc., it may be helpful to either plan the committee’s or task force’s meeting with the incoming chair or to allow the incoming chair 45 minutes or so toward the end of the meeting to hold a meeting of the newly-constituted committee/task force. This would enable the incoming chair to start off the year with his/her committee/task force. 

Conducting Committee/Task Force Work

Delegate the work to committee/task force members! There is a tendency for some chairs to assume an undue amount of responsibility and this can result in problems. By not taking advantage of valuable assistance and expertise, the chair can become overwhelmed and tasks may not be completed on time. When agreeing to work on a committee, committee members have taken on a commitment to share the work of the association. By sharing in the committee activities, the members also understand and support the work being done. In addition to delegation, the chair also needs to monitor and track the progress on members’ assignments.

The success of a meeting most often rests in the hand of the planner, the chair. The key to success is preparation – prepare yourself and prepare your committee members. Know what the objective is, communicate this objective and involve the group in working on the objective.