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Committee and Task
Force reports |
Committees and Task Forces occasionally issue reports. This document is intended to assist the committee in preparing the report, providing guidelines for content and format.
Committees may issue an annual report, or a special report at Council request, for example at the completion of an assigned project. Task Forces will issue reports as requested by Council, generally a final report, and as appropriate interim progress reports.
Page 1: Cover page
Name of committee or task force
Report title
Report date
Report author
Page 2: Executive Summary
Limit this executive summary to no more than 1 page. Single-spaced is okay, but no less than 12 point type. (Although sometimes hard to summarize so drastically, please, don’t try to make it a miniature version of a full report! ~^^~)
For example: One paragraph describing the purpose of the report. Perhaps a paragraph on the challenges of addressing the topic, or the ease of finding a solution, or ….
Findings: a longer paragraph summarizing findings. Enumerating them would be fine.
Recommendations: Each should be listed separately, and numbered, for Council consideration. Each should have a clear action suggested. Suggested format: Topic. Verb and noun. (for example: Increase visibility. Purchase 35 Orbis Cascade Alliance flags, one for each member library with a few spares for new members and to use at conferences, etc.
Page 3+: Report content
Process and Background information
(Alliance Staff will forward to Council a copy of the
committee or task force charge and list of members to council as separate
documents, along with the report, so you do not need to repeat it in the
summary or body of the report.)
Describe group process used to study the issues and reaching the conclusions, for example, include:
· number and dates of meetings
· how email or other means were used to exchange information or make decisions outside of meetings
· whether and how other committees, task forces, or individuals in Alliance and outside of Alliance were consulted
Findings
· existing or former Alliance, Orbis, or Cascade reports, policies, or procedures used for background
· Ideas considered, original to the group and/or considered or implemented by other organizations or libraries
Recommendations
This section may begin with a discussion of the general courses considered, why some option(s) proved better, easier, more affordable, etc. It may include an indication of the strength of support for the recommendation (unanimous, most agreed or can live with it, or it was a very a close call).
To enable efficient processing of action items, repeat the recommendations in the same order listed in the Executive Summary. Below each, add more detail, including why, options considered, projected costs for consortium or individual members (direct or hard costs, and indirect costs such as increased time for …)
Report template to use