Committee Reports: What really needs to be reported?

Any organization can split themselves into groups to concur different tasks during a meeting, and call them committees. Committees are a great way to divide and concur to ensure all work gets done, but when it comes time to report back to the assembly how many times are items missed? Throughout my time in the Midd-West FFA I noticed that our committees managed to help the assembly accomplish many tasks at once, but telling the assembly what really went on in their meeting never went very well. Students did not know how to properly form a report, and many times would say "We discussed the topic at hand", and that was all the assembly knew. They did not know what was voted on, what details were brought up, or even what the committee thought was the best route for the assembly to take in the matter.

Reading about committee reports in RONR this week has really helped me see the value of properly presenting the information that was accomplished during a committee meeting. It also allowed me to evaluate how much more effective the Midd-West FFA could be if the properly presented their committee reports. It also got me thinking about how many other organizations struggled because they did not properly utilize their committees and the reports presented back.

A few details I picked out of RONR 11th Edition Newly Revised included; a report can only contain "what has been agreed to by majority vote at a regular or properly called meeting of which every member has been notified... where a quorum of the board or committee was present" (503, 16-21). To form a detailed report on one topic there are four easy steps. In the following order those are, "A description of the way in which the reporting body (usually a committee in such cases) undertook its charge; the facts uncovered or information obtained; the findings or conclusions derived from the facts or information; and resolutions or recommendations" (505, 26-33).

If I have the opportunity to work another service project over my holiday break, I would love to go into a meeting of the Midd-West FFA Chapter and assist in having committees work towards strengthening their reports back to the assembly. The few details about committee reports could really change the course of the committee structure and reports within the Midd-West FFA Chapter, and I hope to shed some light on that as another service project after this class!