General Guidelines for Committees and Councils
Appointment of Committee and Advisory Council Chairs and Members
After committees and councils have been established or sustained by the Board of Directors, the President identifies persons to serve as Chairs. Nominations are forwarded by the President to the Board of Directors for its consideration, concurrence, and approval. The Chairs of the committees nominate members of the Society, as well as other persons if desired, for membership on the committees and councils. The President appoints Chairs and members concurrent with the President's term of office. The President is ex officio a member of all committees and councils of The College Music Society.
Description of Responsibilities of Committee and Council Chairs
Committee and Advisory Council Chairs oversee several important operations, including: (1) working with the President in selecting the members of the committee or council; (2) chairing meetings of the committee or council held in person or by electronic means; (3) providing oversight concerning the projects and continuing operations of the committee or council; (4) providing an annual report to the Board of Directors concerning the development of the committee or council and its progress; (5) serving ex officio as a member of other advisory committees or councils of the Society, as appropriate.
Meetings of the Committees and Councils
Committees and Advisory Councils meet at appropriate times either in person or by electronic means. The purpose of the meetings is to: (1) discuss issues; (2) share ideas concerning how The College Music Society can help meet the issues identified; and (3) serve in an advisory capacity to the President, Board of Directors, and other committees or councils. Meetings of Committees and Advisory Councils are encouraged, both in person and via electronic means. Using the CMS Zoom.Us system, the CMS Executive Office staff will be happy to set up video conferences for Committee and Council meetings. Simply confirm with members a date and time for the meeting and CMS staff will facilitate the conference.
Communication of Ideas
It is important for the Chairs of committees and councils to communicate in two directions: (1) to the Board of Directors and (2) to the membership. Chairs are welcome to share the insights of the committees and councils at any time.
Tips For Making Effective Use of Advisory Councils and Committees
Use your council or committee for:
- Feedback and discussion on topics of concern and interest of your area of work
- Sounding board for input on Society-wide initiatives
- Developing proposals for the National Conference
- Writing articles for submission to College Music Symposium, especially CMS Forums
- Developing professional development proposals
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Meet with your Advisory Council or Committee electronically. The CMS Zoom.US video conferencing system is available for holding meetings. Get in touch with the Executive Director to make arrangements. Use electronic means frequently throughout the year to keep members in the loop and gather feedback on key issues
Written Reports
To assist the Board of Directors in considering the condition and needs of the music community, the Society requires a written report from Committee and Council chairs by January 15 of each year. Guidelines are provided to committee and council Chairs well in advance of this deadline. The report is important in the Society's continuing effort to consider topics of concern to music and higher education, and to develop programs designed to meet emerging needs. The report is part of the Annual Report of the Society.
Carrying Forward the Concerns of the Committee or Council
When the Chair assumes office, the past work of the committee or council is inherited. This may be a pleasure or a burden depending on how past work of the committee or council aligns with the new Chair's wishes and intentions. The College Music Society does not have a policy of retaining members of committees or councils. The members are appointed for terms concurrent with the Chair. Therefore, a new Chair is free to appoint new members of the committee or council, or to retain members from the previous committee or council. Likewise, the Chair is not bound to continue the previous agenda of the committee or council. There may be tasks or projects that merit continued concern, and there may be those that should be discontinued. Upon assuming office, Chairs may assess topics and projects currently on the agenda and make a determination as to whether they will be continued.