Understanding the roles and responsibilities of advisory councils

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Abstract

An advisory council is an important component of National Senior Service Corps programs. The concept of an impartial, objective group separate from the sponsor and project director giving input to the operation of Senior Corps programs has been integral to Foster Grandparent Programs, RSVP, and Senior Companion Programs. Understanding the roles and responsibilities of members of the advisory council can help program directors, volunteers and council members perform more efficiently. This effective practice is excerpted from materials developed by Campaign Consultation, Inc.

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Issue

Program directors, volunteers and council members don't always clearly understand the roles and responsibilities of the Advisory Council.

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Action

An advisory council has the responsibility to plan, make decisions and act according to its role as advisor to and supporter of its respective National Senior Service Corps (NSSC) Programs. According to Campaign Consultation, Inc., effective practices for councils include:

Roles and Responsibilities

  • Short and long-term planning
  • Annual review of its own work and performance
  • With input by the project director, conducts an annual program evaluation that is submitted to the Corporation
  • Familarity with the NSSC program
  • Visit one volunteer site annually
  • Demonstrate knowledge about the project's place in the community, trends in society affecting the field of service, and focus upon long-range, important issues
  • A clearly defined relationship with the sponsor's Board of Directors and communicates regularly with the Board
  • Provide entry to influential people, raise vital resources, contribute funds, share wisdom, serve as a community knowledge link, implement program goals, suggest new programs, and attract new members to the Council
  • include a reasonable number of members who provide or solicit financial support for the program
Operation of the Council
  • A set of expectations and job descriptions
  • Operates under a clear and up-to-date set of by-laws with which all members are familiar, and according to the Program Handbook
  • Members are elected for specific terms and are limited as to how many consecutive terms they can serve
  • Effective communication with the project director
  • Relationship building and teamwork to accomplish goals
  • Conduct themselves in a manner conducive to council leadership effectiveness -- i.e., attend, prepare and participate
  • A clear decision-making process that is widely known, both at the standing committee and Council levels
  • Advance the goals of the Council with a number of standing committees that report back to the Council
  • Active members that serve on at least one standing committee
  • Meetings should occur at least quarterly
  • Meeting agendas are effectively designed, i.e., Council members receive agendas with related background materials in a timely manner in advance of Council meetings
  • Financial and standing committee reports are given regularly
  • Follow through and completion of "old" business
    • (Adapted by Campaign Consultation, Inc. from "Assess Your Board: A Worksheet, Public Management Institute," San Francisco, CA. "Board and Administrator," an Aspen Publication, December 1999.)

Duties of the Chairperson

Every organization will differ in assigning specific responsibilities to those who chair committees, but universal functions include:

  • Recruits committee members and making sure that newcomers are oriented
  • Organizes and conducts committee meetings. This includes the following tasks:
    • Determining the agenda: selecting the most important things to discuss, making sure they can be handled in the time available, and sequencing issues logically.
    • Watching the clock: starting on time, moving through the agenda efficiently, without rushing, leaving time to review decisions made and tasks assigned, and ending on time.
    • Facilitating the discussion: assuring that everyone has a chance to speak, limiting those who tend to monopolize discussions, maintaining an open, welcoming tone, monitoring disagreements. The chairperson should act as a good listener, restate important points, synthesize different comments and clarify differences of opinion.
    • Assuring that decisions are reached: sensing when enough discussion has occurred and calling for a vote.
    • Recognizing the contribution of members: thanking members for their reports and efforts, and acknowledging special accomplishments.
  • Contact absentee members to foster participation and keep informed on their progress on assigned tasks
  • Represent the committee to the sponsoring agency by reporting the work of members to the larger organization, and in turn, keeping the committee informed about the organization's decisions, resources and activities

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Context

Policy for the National Senior Service Corps (NSSC) programs is based on legislation defined in regulations published in the Federal Register and expanded in individual program handbooks, and an advisory council must adhere to these.

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Outcome

Effective advisory councils fulfill functions in administrative, programmatic, community, and financial areas, including:

Administrative Tasks

  • selecting/evaluating project director
  • assisting with personnel problems as needed
  • writing of renewal application, if needed
  • acting as a "court of appeals" for volunteers
  • instituting effective changes in project policies
Programmatic Concerns
  • developing new volunteer stations/assignments
  • recruiting
  • recognizing volunteers
  • planning and evaluating project impacts and outcomes
  • developing resources
Community Relationships
  • interpreting program to community, serving as spokesperson for the project
  • bringing community feedback to the project
  • developing publicity for the project
  • helping assess community needs
  • developing resources
Financial Issues
  • serving as fiduciary representative of the project
  • ensuring the financial solvency of the project
  • giving personally and fundraising for the project

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Posted On

January 29, 2003

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For More Information

Campaign Consultation, Inc.
2817 Saint Paul Street
Baltimore, MD 21218
Phone: (410) 243-7979
Toll-free: 1-877-234-2253
Fax: (410) 243-1024

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Resources

From The Resource Center library:

Programming for Impact: National Toolkit

Item number: K0565

Unleash the True Power of Your Advisory Council

Item number: R1940

Related Practices

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