Committees should report only when they need guidance or action from the board or when they have completed an assignment. Written reports that serve as updates do not need to be presented aloud. They can be distributed with the agenda in advance of the meeting. This helps keep the board meeting “action-oriented,” rather than a long series of reports.
Typically, committees prepare a report, which is circulated with the agenda prior to the board meeting. In some cases, the committee report will be included in the consent agenda. Written committee reports to the board should clearly indicate the purpose of the report, such as
- Request for feedback to an idea or an emerging direction;
- Progress report (FYI), no response needed; or
- Recommendations for board action.