• What is an advisory committee?
• What does an advisory committee do?
• What is meant by 'terms of reference'?
• Who serves on an advisory committee?
  
  

What is an advisory committee?

To understand how any local advisory committee functions, you need to know what an advisory-type committee is, how it is structured, and how it differs from a governing board.

The purpose of an advisory committee is to broaden the scope of information that goes into a decision-making process. A committee is sometimes set up by an organization (e.g. a ministry or a municipality) to assist it in addressing a series of issues that have an impact on a community. The members of the committee come from the community and represent a cross-section of interests and perspectives. Their role is to advise and make recommendations, but with limitations. These limitations are defined by terms of reference developed by the organizing body.

Representative of community interests, the advisory committee is recognized as a legitimate vehicle for coordinating and conveying community concerns. An advisory committee, therefore, plays a very important role by enabling a community to participate more directly in the decision-making process.

What does an advisory committee do?

The terms of reference, developed by the organizing body, define in detail what is expected of an advisory committee.

Advisory committees do not all function in the same way: their responsibilities may vary from the informal, purely advisory, to a more formal policy-making role. They should not be confused with governing boards which, as A Handbook for Cultural Trustees* ( Marion Pacquet et al, A handbook for Cultural Trustees, Waterloo: Publisher, 1987.) points out, are boards of organizations independently incorporated. A governing board is the legal entity and decision-making authority for an organization. Rather than provide advice, the governing board has the authority to establish policy. Advisory committees must understand the limitations placed on them so that they do not undertake activities which are the prerogative of a governing body.

The role of an advisory committee may be summarized as follows:

• to advise and recommend;

• to provide knowledge and expertise;

• to facilitate the work of the organizing body by ensuring open and honest representation; creating a climate of consensus; and maintaining the integrity of the committee;

• to be sensitive to the community which it represents;

• to promote good will and trust within the community of interest and the community at large;

• to act as a liaison between politicians, organizational staff, members of the public, and other stakeholders.

What is meant by 'terms of reference'?

Terms of reference are drafted by an organizing body to establish the limits within which a committee is expected to operate. Clear, well-defined terms of reference should include:

• the purpose or need for a committee - avoid duplication by other committees;

• the mandate of the committee - goals;

• the time frame - when the committee will start, how long will it exist, how frequently it will meet, how much time committee work will take;

• the resources required - staff, expenses, equipment;

• the powers of the committee - authority and limitations;

• accountability - reporting lines, to whom, in what form - reports, studies, minutes;

• potential membership - who selects, selection criteria;

• communications process - who should hear about the committee, how should information be communicated, consider sensitivity/confidentiality;

• evaluation format - to measure achievement of goals.

Who serves on an advisory committee?

The organizing body is responsible for the selection of suitable members to serve on its advisory committee. In some instances, the organizing body may choose not to fill a vacancy, may refuse any application, and select on the basis of its own criteria. However, appropriate selection of members will ensure a membership which is committed, competent, and productive. Here are some criteria which may be useful in the selection process:

• people who are representative of the community;

• individuals with a strong commitment to the terms of reference;

• other stakeholders and their key representatives;

• people with relevant technical and professional expertise;

• people with strong advocacy, communications, and organizational skills.

This advisory committee framework provides the broader context; now we are ready to set up and view the many and varied responsibilities of a municipal heritage committee.