Committee chairs
The function of the committee chair is to guide the committee in its work, consistent with the State Bar policy and strategic plan and as outlined by the scope of the work and charge from the president, executive committee or board of governors.
Responsibilities of the chair include:
- With staff, develop a work plan that will allow the committee to effectively and efficiently discharge its responsibilities for the year.
- With staff, develop agendas and conduct committee meetings.
- Attend all meetings.
- Exercise leadership.
- Approve notes of committee meetings before their distribution.
- Work with staff to ensure that the work of the committee is carried out between meetings.
- Maintain records and relevant information on committee work. The chair must be sufficiently informed to interact knowledgeably with other committee members and staff.
- Move members toward participation and decision making.
- Approve reports on committee activities, including requests to the board of governors for action.
- Report to the committee on decisions of the board of governors or executive committee that affect the committee's work or activities.
- Where appropriate, guide the committee in proposing programs, products and services that will further the goals and objectives of the association.
- Where appropriate, make policy recommendations to the Board of Governors.
Role of committee staff liaison
Effective staff liaisons are essential to the committee and State Bar's overall success. A staff liaison is a key resource to the assigned committee, not simply a recording secretary. The liaison facilitates committee operations by acting as the information conduit between the committee and State Bar and assists the chair with planning and administrative responsibilities.
The liaison acts at the direction of the chair but does not actually perform the committee's work. Note: Too large of a staff role reduces the value of the committee and motivation of volunteers. Too small a role often results in the committee drifting aimlessly and operating inefficiently.
The liaison:
- is familiar with all aspects of the committee's work, including the committee's purpose, prior work product, and current budget and activities.
- works with the chair to ensure that committee work is consistent with the State Bar's goals and objectives. The liaison understands and advises the committee about:
- the organization's strategic direction;
- relevant policies, procedures, rules, and organizational activities;
- the financial planning process and related deadlines; and
- lobby law compliance, if applicable.
- is an active participant at meetings, engaged in discussion, answering questions, offering suggestions, and giving perspective. A liaison anticipates the committee's informational needs and coordinates with the chair appropriate staff and volunteer input before discussion and decision making.
- provides financial planning and budgeting support and guidance.
- anticipates and provides administrative support.
- supports the association's decisions, even when they may not support individual group needs.
- seeks guidance from his or her director/manager or other appropriate resources when information beyond the liaison's expertise is required.
Finance, budgeting, and other planning duties:
The staff liaison:
- assists the chair in preparing the committee's financial and program/project planning documents, including a three-year financial plan, an annual budget, and an annual report and environmental scan.
- along with the chair, manages the committee's budget, proactively reporting appropriate financial information; reviews monthly financial statements and reports financial/budget concerns to his or her supervisor and follows up until the matter is resolved.
- explains to committee members expense reimbursement policies and procedures.
Resource and administrative support duties:
The staff liaison:
- makes early contact with the chair to discuss a meeting schedule for the year, taking into consideration deadlines for financial and other planning activities, and committee projects and reports. The liaison reviews with chairs, particularly new chairs, the committee's charge and goals for the year; ongoing committee projects and programs; the committee's budget and other relevant background; and the need for new committee member orientation.
- coordinates meetings, including scheduling meeting rooms, arranging for refreshments and meals, taking into consideration the committee's budget.
- ensures that the meeting is properly set up in iMIS, our association management software.
- works with the chair to develop and distribute agendas, meeting notices, minutes, financial and other planning documents, and other appropriate communications.
- attends meetings and provides on-site support.
- takes minutes at meetings and promptly transcribes them for the chair's review.
- coordinates and/or distributes committee reports or other information to committee members, the Board of Governors' liaison, and other appropriate sources relevant to the committee work, including staff, committees, sections, and divisions.
- anticipates and coordinates the timely production of the committee's communications, marketing, research, and other needs with appropriate staff (for example: event promotion, mailings, newsletter production, etc.).
- assists in the committee appointment process, including the recruitment of members to fill vacancies, bringing diversity to the committee's work.
- ensures that the committee's Web-related content on WisBar is current and accurate.
- coordinates committee Lyris email lists with the IS Department, ensuring that participant list is current and policies and rules are distributed as appropriate.
Additional comments:
- Generally, committee members write committee newsletter; however, the liaison may be asked to write specific articles because of his or her expertise on the topic. Generally, volunteer editors coordinate the content of newsletters.
- Generally draft committee major reports and other work product, unless staff has extraordinary expertise on the issue or activity.
- Only the executive director may enter into any legal contract or approve the engagement of consultants and professional service providers (see Use of Consultants/Professional Service Providers policy).
- does not participate in the committee's vote.
Use of consultants/professional service providers
Many committees receive funding to implement special projects. Occasionally, developing or completing these projects may require assistance beyond what is available through the State Bar.
When the use of hired consultants or service providers is deemed necessary, it is recommended that several bids be collected on services as outlined in a formal request from the committee chair or designated representative. Potential conflicts of interest between committee members and potential consultants/service providers should be brought before the committee for discussion and approval.
Following selection of a service provider, a letter of commitment should be drafted which outlines activities to be performed, cost of activities, timetables for completing the project, and payment schedules. The chairperson, or his or her designee, must work with the staff liaison and the human resources manager to finalize this letter. The executive director must sign any contractual agreements.
Approximate cost for service providers should be included in funding requests for proposed projects. If assistance is needed to obtain names of providers, gather cost estimates, draft bid requests, or perform other corollary activities, please contact your staff liaison.
Law student liaisons
Each fall, the placement offices at the University of Wisconsin and Marquette University law schools provide names of law students who are interested in serving as liaisons to State Bar committees. These law student liaisons serve one-year terms and receive meeting notices and minutes of committee meetings and subscriptions to Wisconsin Lawyer for the duration of their terms. The purposes of the law student liaison program are to provide law students with practical experience in bar workings within their special area of interest, to help committees stay in touch with the interests of new attorneys, and to help develop future bar and committee leaders.
Committee mailing labels and lists
Mailing labels and lists for members of your committee are available from the State Bar. Call your staff liaison to request these materials.
Publications, CLE Seminars, and speaker referrals
Committee chairpersons are sometimes asked to identify members who are willing to review substantive law articles submitted for publication in the Wisconsin Lawyer, review CLE books or help select CLE seminar speakers.
If your committee anticipates developing a consumer publication, please refer to the Policy on Funding Non-CLE Publications in the section entitled "Policies." The State Bar encourages you to discuss with Publications Director Joyce Hastings and your staff liaison any publication projects early in the development process, so they can alert you to similar projects and provide you with budgeting, editing and production guidance.
Committee chairs often work closely with the CLE Seminars Department in planning and producing CLE programs. Discuss with CLE Director Trish Carrera and your staff liaison any potential CLE seminar programming early in the development process.
Address and phone number changes
Please notify the State Bar customer service representatives immediately of any changes in address, phone numbers or email for committee members. This will eliminate misrouted mailings and phone calls.
Committee web pages on WisBar.org
Current rosters of all State Bar committees are available on the State Bar's Committee page. Each committee also has the option to include additional information on their web page, such as past newsletters, minutes, or committee resources. Please read the web submission guidelines and submit any updated information for your committee's homepage to your staff liaison.
Committee files
The State Bar attempts to maintain a complete file of committee documents. Your committee file includes copies of past minutes, correspondence, committee rosters, and annual reports. Please submit copies of all relevant material to your staff liaison so that your files are complete.
Electronic mailing lists
An electronic mailing list, also commonly referred to as listserv or Internet mailing list, enables people with common interests to share information easily through email. Messages are sent just like email, except they go to all subscribers of the mail list instead of to just one recipient. List participants can respond to messages, creating two-way communication among members. Email lists are a cost-effective way to improve member communication and camaraderie. It's a great way for associations serving large geographic areas to quickly communicate a timely message to all members, remind people of upcoming meetings, distribute information traditionally done through print communication, and so on.
Committee Meetings
Planning the Meeting
The most successful committees hold regular, well-attended meetings. The chairperson should set goals for meetings, discuss arrangements with State Bar staff, encourage attendance, and create an agenda that is timely, organized, and has clearly identified discussion and action items. A majority of the members of any committee shall constitute a quorum for the transaction of business.
Scheduling the Meeting
To schedule a meeting, call, write, or email your staff liaison with the desired date, time, location and refreshment needs. State Bar staff will arrange for the meeting space and refreshments, distribute meeting notices, and tabulate attendance reply cards. The State Bar is required to pay the catering bills, if any, from the committee's budget.
Meeting space is available at the State Bar Center at no charge during normal business hours. The State Bar will provide coffee and soft drinks; your committee will have to pay for any other meals or refreshments.
Please note that meeting space at the State Bar Center is assigned on a first come, first served basis. However, in the event a State Bar entity requests meeting space, all efforts will be made to grant the request without any major inconveniences to others. Please plan your meetings early.
When scheduling meetings, please keep in mind the following 2012-2013 holidays and other dates when members may not be available for meetings.
- July 4 - Independence Day
- September 3 - Labor Day
- September 17-18 - Rosh Hashanah *
- September 26 - Yom Kippur *
- October 8 - Columbus Day
- November 11 - Veterans Day
- November 17-25 - Deer Hunting Season
- December 9-16 - Hannukah *
- December 24 - Christmas Eve
- December 25 - Christmas Day
- December 31 - New Years Eve
- January 1 - New Years Day
- January 21 - Martin Luther King Jr. Day
- February 13 - Ash Wednesday
- February 18 - President's Day
- March 26 - Passover *
- March 29 - Good Friday
- March 31 - Easter Sunday
- May 27 - Memorial Day Observed
* All Jewish holidays start at sundown on the day before they are listed above.
Conference Calls
The State Bar has the ability to schedule conference calls for group members who are unable to attend in person. Calls are arranged through Premiere Global Services. The cost of the call will be charged to your group. Contact your liaison for more information and cost free alternatives.
Meeting Minutes
Minutes should be taken of each meeting. The minutes should include:
- The name of the committee, subcommittee, etc.
- Place, date and time of meeting
- Name of the presiding officer and attendees
- Statements regarding details of the meeting and the time of adjournment
- The name of the person submitting the minutes
Minutes should be brief. If discussion is lengthy, a summary of the key points is satisfactory. When motions are presented, the minutes should report the exact wording of the motions. Any action taken by the body - even when motions are defeated - should be recorded. If a ballot or hand vote is taken, the tally should be recorded.
Distributing Minutes
To have your minutes distributed, send a copy to your staff liaison with your request. The State Bar will distribute copies to every member on the committee, the liaisons to the Board of Governors and law schools. Copies will also be made available to the association president, president-elect, and executive director. A copy of the minutes will be placed in your committee's permanent file. If you or another committee member decide to distribute the minutes yourself, please make sure to send a copy to the State Bar for the committee files.
It is helpful if a cover letter accompanying the minutes indicates any action required by the State Bar staff or the officers of the bar.
