This page will discuss boards of directors, advisory councils and committees. I hope it will help those reading it to have my operating definitions of these important groups of volunteers.

• Board of Directors: The board of directors of a 501( c )3 organization is elected by the board of directors itself or, in a membership organization, by the members. Board members are legally responsible for the organization; and their function is governance. They are responsible for making policy (mission, values, goals), monitoring its implementation and evaluating the results.
  
• Committees: Committees can be ad-hoc or standing. Their task is to help the board in its work by considering in detail specific areas of program, finance or resource development (membership, marketing, etc.). Board-appointed committees make recommendations to the board for their consideration. They are usually composed of members of the board of directors with a staff liaison and may include people who are not members of the board who have specific expertise and interest in the area to be considered.
  
• Advisory Councils: An advisory council is an optional committee that can advise the board or staff on specific issues. While not binding, their advice represents points of view that can be very helpful in broadening perspective and sparking innovative ideas. Members of advisory councils are rarely board members, though sometimes a single board member who is particularly interested in the issue will serve as a liaison with the board.
  
• Executive Director: This is the chief executive, usually paid, of the organization.
  
• President: This is the chief elected (volunteer) officer of the organization.

One reason people say "no" to serving on boards and committees is their previous experience with meetings that have no purpose, are monopolized by a few people and last longer than necessary. Here are some ways to streamline your meetings and achieve results.

1. Make sure there is a written agenda. If there isn't an agenda, there isn't a reason to have a meeting. Know why you need to meet and what you should accomplish. Agenda should be mailed out in advance and prepared in partnership with the lead volunteer and staff member responsible.
   
2. Check the minutes of the previous meeting to see if there are unresolved issues that need to be added to the agenda.
   
3. Encourage board and/or committee members to submit items in advance for the agenda.
   
4. Start on time. If members perceive the meetings never start on time, they will continue to come late.
   
5. Put an ending time on the agenda. Even if it's only a guess, it helps people plan the rest of their day or night and may keep people from rambling on.
   
6. If you are the chair of the meeting, keep people on the subject under discussion. "We'll discuss that when we get to new (or old) business" is a way to let people know they are heard but that they need to focus on the issue at hand.
   
7. As a member of any group, it is helpful to clarify statements made by others, expand on them, disagree with them or state what appears to you to be a consensus so that the meeting can move forward. But it's not good just to repeat what someone has already said as if it's a whole new thought. It prolongs the meeting and casts doubt on your listening ability.
   
8. Never indulge in personal attacks. Focus on the principle: "That's an interesting idea, but I don't think it is in keeping with our mission" is much preferable to saying, "You're always coming up with irrelevant ideas."
   
9. There are always those members who talk too often and those who talk too seldom. The chair should make sure that the quiet ones are asked their opinion and that the highly verbal ones don't monopolize. Looking at your watch or pointing out that there is a long agenda to cover can help with the super-talkative folk.

Jeanne H. Bradner is an author, consultant, trainer and speaker on volunteerism, board development and leadership. She is the author of three publications, Passionate Volunteerism, The Board Member's Guide, A Beneficial Bestiary and Leading Volunteers for Results: Building Communities Today. She served as director of the Illinois Governor's Office of Voluntary Action, Midwest Regional Director of ACTION, and Executive Director of the Illinois Commission on Community Service. She is the volunteer program specialist for Illinois' Harper College Volunteer Management curriculum.

Send your comments and questions to Jeannebrad@aol.com.