How have you adapted to not having an activities committee?

We had a discussion last November about adapting to the new guidelines regarding activities committees. It was a good discussion that produced a lot of good thoughts. I'm wondering how things have turned out in your wards.

My ward happened to have already scheduled all of our activities when the new guidelines came out, so it's been a bit easier on the ward council to not have to come up with ideas for activities. But the bishopric and ward council aren't really thrilled with how the activities are planned and executed. We've tried assigning one of the organizations and we've tried assigning temporary committees, but it always feels like things are being done too late and that the ward council just doesn't have enough time to commit to discussing activities in the bi-weekly meetings. My bishop sometimes seems determined to revert to a committee (I've talked him down from this twice already and he's leaning toward it again).

The other ward that meets in my building hadn't yet scheduled their activities and they haven't had nearly as many as they normally would have. There have been a couple that they wanted to do but canceled because they didn't get anyone to organize them.

So what are your wards/branches doing? How has it worked out so far this year? I'd like to hear some other experiences and maybe come up with some ideas on how to pull some of the responsibility off of the ward council. I'm actually trying to come up with a description of a position for someone to take some of the work for activities off of the ward council without having a position analogous to the activities committee specialist. I'll share my ideas later, but would like to hear what's happening in other ward first.

We discussed as a ward council what activities we would like to do (based on what has been done in the past) that helps to meet our needs as a ward. We determined dates, got them on the calendar and have assigned an organization to own at least one throughout the year. It seems to have worked well and we have in some cases rolled back the number of activities, which has been well received.

It helps to be doing activities that have been done previously to know what is needed from a planning perspective. Having a single activity to plan for an organization does not seem to be an over-burden and always having the option to leverage other members of the council and ward at large helps too. We have also called specialists to help with specific and special activities, for example our Day of Service in commemoration of the church welfare anniversary has a separate committee (with quorum and auxiliary presidency members) and a specialist chairman called to help drive this forward with this specialist attending ward council to provide updates and ask for additional help/input.

As a singles ward we just have our EQ and RS presidency plan the activities as well as the institute council.

In my experience, it definitely hasn't lessened the burden on the bishop, as was apparently intended.

dannykos wrote:In my experience, it definitely hasn't lessened the burden on the bishop, as was apparently intended.

I don't know that it was supposed to lessen the burden on the bishop, but in our ward it hasn't increased it, either. The auxiliary leaders are planning the activities as assigned. It has helped that most of our activities are regular annual events, and were at least on the calendar before the change in policy.

dannykos wrote:In my experience, it definitely hasn't lessened the burden on the bishop, as was apparently intended.

I would think with either arrangement, the bishop's work load would be a function of his management style more then anything else. Of course he needs leaders whose judgements he can trust and who have faith in their own abilities.

We've had one put on the by the Elders, and it was great, but the other one was a lot more work for the bishopric (OK, for me, the clerk.)

We all notice the loss of "longevity" now, and with that goes experience. In our "old" activities committee we regularly had new members serving alongside more experienced committee members, with a chair that had several years of experience and was fabulous. Our last activity under the "new directive," planned jointly be several organizations, showed that the lack of this experience with planning large events such as a ward Bar-b-que meant a lot of the little details that an experienced committee would have caught, didn't get caught, and made the night more difficult for the ward leaders. In addition to this, it took far too much coordination within council meetings than any of us liked. We are now struggling to figure out how this might not happen with each future activity....

Perhaps we haven't "caught the vision?"

I wonder if we understand the vision. When we had the Worldwide Training last November and learned that there were no more Ward Welfare meetings, our Bishop immediately cancelled the one we had scheduled for the next day. Another Ward in our stake with the same schedule held their welfare meeting the next day with the understanding that it would be their last. A further different ward's Bishop decided to replace the Ward Welfare meeting with a second Ward Council meeting every month. It's not my place to decide what's best for that third ward but, as a casual observer, I don't think "the vision" was to create another meeting for people like the Young Women's President every month. But it seems that old habits (and old meeting schedules) are hard to break.

I'm still not sure what "the vision" is for ward activities today. I mean no lack of respect for the way the church has made this change but, in light of the fact that old habits are hard to break, I wonder if additional clarifcation would be in order.

mrrad wrote:I'm still not sure what "the vision" is for ward activities today

The unintended consequence for the change (and the "dropping" of the primary quarterly activity) was a loss in fellow-shipping opportunities, as our primary pres. has noted in ward council. This is in part because our level of activities has dropped as a ward, and her activities have been eliminated. She would get nearly 100% of children on her rolls to a Saturday quarterly activity and had the opportunity to get those same kids (and parents) to a ward activity. I understand how busy we are as members, and the concern is that with all the activities we are lessening "family" time, but where is that happy medium we are always seeking? Second, while the intent was to allow the ward counsel to focus on the members needs, in reality right now the ward council in our ward is focusing on how many paper plates are needed, and who is bringin them....how to shift that focus, and make the learning curve a quick one?

kisaac wrote:The unintended consequence for the change (and the "dropping" of the primary quarterly activity) was a loss in fellow-shipping opportunities, as our primary pres. has noted in ward council. This is in part because our level of activities has dropped as a ward, and her activities have been eliminated. She would get nearly 100% of children on her rolls to a Saturday quarterly activity and had the opportunity to get those same kids (and parents) to a ward activity.

While not strictly in line with the new counsel (at least not if you read the FAQ's), our primary presidency still intends to do two activities per year. But the activities they continue to do are very low cost and very popular among the children and parents alike. The hardest part of the planning of these activities is making sure enough hoses show up. For us, low cost + high benefit = go for it.

I understand how busy we are as members, and the concern is that with all the activities we are lessening "family" time, but where is that happy medium we are always seeking? Second, while the intent was to allow the ward counsel to focus on the members needs, in reality right now the ward council in our ward is focusing on how many paper plates are needed, and who is bringin them....how to shift that focus, and make the learning curve a quick one?

At the end of last year, I went around the building and checked all the closets for paper plates (and the like). I found a lot of them. There was so much duplication of purchasing that I decided to grab everything from all of the auxiliaries and put it into one closet. Just with what I picked up from around the building, I ended up with four boxes of knives, three of spoons, three of forks, about 1,000 bowls....you get the idea. Now I keep all of that in one closet, and the quorums and auxiliaries are forbidden from purchasing anything. We do all of that purchasing centrally, and we keep the closet full. The benefit--less duplication of effort, and no one worries about who is bringing paper plates.

kisaac wrote:while the intent was to allow the ward counsel to focus on the members needs, in reality right now the ward council in our ward is focusing on how many paper plates are needed, and who is bringin them....how to shift that focus, and make the learning curve a quick one?

What's needed is a meeting agenda, and leadership to prevent it from being side-tracked. It will most likely fall to the bishop to be heavy-handed on controlling the meeting until everyone falls in line. If the assigned auxiliary wants to hold a meeting to work that out, then they need to call one and not co-opt the ward council meeting.

Alright, so here's something I'm pitching to my bishop this weekend. You can tell me what you think. Be brutal, if you wish.

Since my bishop has tried several times to call what would be the equivalent of an activities committee chairperson (we've held him off of it so far, but he's been bringing it up again), I'm proposing to him instead to assign an 'Activities Consultant.' The consultant would do the following:

• Coordinate communication between the activities specialists and committees in each organization (eg, Elders Quorum, Relief Society, etc)
• With input from the organization activity specialists, recommend individuals in the ward to serve as temporary committees for planning and executing ward activities. A committees should be approved no later than two months prior to the committee's first activity.
• With input from the organization activity specialists, make recommendations to the ward council about frequency of activities, types of activities, and scheduling of activities. Recommendations should be given to the ward council by October for the following year.
• Coordinate changes to activity plans and scheduling with the temporary committees and organization activity specialists
• Keep inventory of activity supplies and ensures that organization activity specialists and temporary committees have access to needed supplies
• Ensure that temporary committees are recognized for their efforts after each ward activity
• Advise temporary committees on execution of activities (eg, recruiting enough people to help with set up and clean up)

Notice that the activities consultant does not plan or execute activities directly, but creates the opportunity for those selected for the temporary committees to plan successful activities. I feel that this is more in the spirit of the new guidelines, but still provides the temporary committees with a resource to discuss the common logistical questions (thus, preventing duplication of efforts).

Some other advantages:

• The ward council does not have to do the calendaring. However, they may make changes to the proposed calendar and/or approve the calendar.
• The ward council does not brainstorm activities, but they do give approval. They may make changes to activities in order to meet the ward's needs
• The ward council does not need to spend time naming and appointing temporary committees. They only need to approve recommendations. They may offer alternate names if they feel the recommended members should not be selected.
• The activities consultant need not be a full-time assignment. Hopefully, this calling can be managed in conjunction with another calling.

One last point of oddity--the activities consultant should report to (but not sit on) the ward council. This should be a position built to serve the ward council and not the bishopric (I hope that makes sense in more than just my head).

If we could get someone who understand the new paradigm for planning activities to fill this role, I'm hoping that they could help the ward council get into a rhythm of how to do this and eventually empower them to do it without the help of a consultant. Essentially, the consultant would just help make a transition a little easier. (unfortunately, this comes with the risk of making the ward council dependent on a consultant).

The executive secretary in my ward has already stated that this feels like rewriting the handbook--and I agree with him. The idea is trying to walk a really fine line between the old and new ways. Admittedly, I'd rather not do it. I'm just wondering if it isn't worth a shot since the bishop keeps wanting to revert to the old way.

kisaac wrote: Second, while the intent was to allow the ward counsel to focus on the members needs, in reality right now the ward council in our ward is focusing on how many paper plates are needed, and who is bringin them...

If the topic of paper plates is even mentioned in a ward council meeting, then I think that's a clear indication that the ward council is not focusing on the things that matter most. For most events, the ward council should not have to do much more than decide, for example, that the ward would like to have a Fathers and Sons campout. Then the bishop says something like, "President Jones, would the Elders Quorum take responsibility for this activity? Please work with our executive secretary to come up with a date and report on your planning progress in our next council meeting." All the detailed planning, creation of a temporary committee if necessary, etc., takes place outside of the council meeting.

kisaac wrote: how to shift that focus, and make the learning curve a quick one?

I'd advise the leaders (indeed, the whole ward council) to review the Worldwide Leadership Training from November 2010. In particular, see how the Model Ward Council meeting worked. I know that's only a model, and every ward will be different, but I've found it very helpful. Note that although there were multiple references to activities, it was clear that the detailed planning was occurring outside the ward council meeting.

aebrown wrote:"Please work with our executive secretary to come up with a date and report on your planning progress in our next council meeting."

(emphasis added)

IMO, this is where the problem starts - that come the next meeting, the EQ President will suggest some dates and then proceed to try and hand out assignments instead of a high-level progress report. Part of the solution is training the EQ President, but part of it may be to halt the diversion when it starts come the next meeting.

My brutally blunt reaction is this: The Brethren told us not to have a Ward Activities Committee anymore. They did not tell us to spend a year or so "transitioning" away from our old ways. My brutally honest advice is this: Read chapter 13 of Handbook 2 as if you just joined the church last week. Ignore old traditions and habits in order to figure out what the handbook means.

When the new handbooks were released last year people asked for a list of the changes so that they could quickly figure out what was different. The Brethren frankly told us that wouldn't happen and we simply needed to study the new book without thinking too hard about the old one. Your situation reminds me of this.

I hope my bluntness didn't sting too hard. I'm sure you have a fine ward with fine leadership.

Unless the handbook says "thou shalt not" I believe each Primary President would be free to hold activities as appropriate for their Primary, and under the direction of their Priesthood leaders, they just aren't mandated that they must be held.

I also re-watched the general training that talked about the lack of an activities chair and noted that it was specifically said you could call people to coordinate specific events. So while not an ongoing calling, or a member of the Ward Council, someone (or several someones) could be called specifically to organize say a Pioneer Day picnic, or a holiday diner, then released with a vote of thanks when the activity is complete.

To often we're sheep and only do what we're told, instead of being a sheppard and doing what we can.

aebrown wrote:Then the bishop says something like, "President Jones, would the Elders Quorum take responsibility for this activity? Please work with our executive secretary to come up with a date and report on your planning progress in our next council meeting." All the detailed planning, creation of a temporary committee if necessary, etc., takes place outside of the council meeting.

That is exactly the way we handle it, and so far it has been a bit of a learning process for the leaders. At first, they felt like they should chair the committee. But after they have done it once, they are more catching the vision of calling a group/committee and turning it over to them with one of the presidency sitting in just to monitor and report, not take an assignment. I think it will go even better next year once they have all done one.

My biggest problem is the next question that comes after the assignment: "Okay, what is the budget for this activity?" As a bishopric, we now have to keep track of the budget the activities committee used to worry about. It is more work because we give a commttee a budget and really have no control if they go over (don't tell anyone I said that, or they will be even less careful.) Whereas before, the AC chairperson knew that if they went over on the summer BBQ, they were going to have to take it from someplace else. Now, that becomes my worry.

TinMan wrote: My biggest problem is the next question that comes after the assignment: "Okay, what is the budget for this activity?" As a bishopric, we now have to keep track of the budget the activities committee used to worry about. It is more work because we give a commttee a budget and really have no control if they go over (don't tell anyone I said that, or they will be even less careful.) Whereas before, the AC chairperson knew that if they went over on the summer BBQ, they were going to have to take it from someplace else. Now, that becomes my worry.

Just let them know that if they go over budget for the activity, any excess will be taken out of their organization's budget - that should instill some frugality.

TinMan wrote:My biggest problem is the next question that comes after the assignment: "Okay, what is the budget for this activity?" As a bishopric, we now have to keep track of the budget the activities committee used to worry about. It is more work because we give a commttee a budget and really have no control if they go over (don't tell anyone I said that, or they will be even less careful.) Whereas before, the AC chairperson knew that if they went over on the summer BBQ, they were going to have to take it from someplace else. Now, that becomes my worry.

We still have an activities line item in our budget. Ward activities come out of the Activities budget.

EarloftheWest wrote:We still have an activities line item in our budget. Ward activities come out of the Activities budget.

Management of the budget was the issue expressed by TinMan rather than were the funds come from or are allocated against.

aebrown wrote:I don't know that it was supposed to lessen the burden on the bishop, but in our ward it hasn't increased it, either. The auxiliary leaders are planning the activities as assigned. It has helped that most of our activities are regular annual events, and were at least on the calendar before the change in policy.

On November 20, you said this:

It is quite clear in the handbook. "[The bishop] may also assign responsibility for an activity to other individuals or to a committee, working under the direction of the ward council." It's under the direction of the ward council. If the ward council functions properly, it will certainly lighten the load on the bishop.

Have you changed your mind or am I misunderstanding?

jdlessley wrote:Management of the budget was the issue expressed by TinMan rather than were the funds come from or are allocated against.

Exactly jdlessley. Thank you.

It continues to be a struggle for me. Let me illustrate with an example of this week's email activities among the ward council.
We have 3 activities planned for the rest of the year. 1. A Halloween party the Elders are in charge of. 2. An adult dinner on 11-11-11 the RS is in charge of honoring veterans. and 3. the Ward Christmas party the HP are in charge of.

The RS started it, of course. I got an email on Monday wanting to know what the budget was for the activity. (Who else are they going to ask?) I emailed the bishopric and one of my councilors working with the clerk found out that there was $1300.00 left in the activities budget. The Summer party went a little over budget so there is less to work with than we planned. So, we divided it up: $400 for the elders, $400 for the RS and $500 for the Christmas party and sent out emails telling the groups their budget. The HP came back and said that would be okay for a breakfast party, but didn't think they could do a whole ward dinner party for that. (More about that in a moment.) Would I like to have a smaller Halloween party and take some money from the Elders and have a Christmas dinner, or stick with a breakfast? The RS came back and said that they were planning on about $700 and could they use $300 of their left over budget towards their veteren's dinner. (The Elders haven't even thought about what they are doing. It is clear in October, you know.)

So we had a ward council email discussion: Breakfast, or Dinner for Christmas with a smaller Halloween party? (Should I as the bishop just have decided? I didn't think so, I thought the WC should have input. Per the mock meeting idea.) 10 emails later: A breakfast was decided.

And so it goes. All are things that last year we would have had a 10 minute discussion in Ward Council, told the Activities chairman what we wanted and she would have made it work. She would have juggled the budget, planned the three activities and all I would have to do is show up the day of the activity.

As to the costs: The handbook says we are to be having activities that have "little or no cost." We have yet to figure out how to do that when a dinner is involved. Usually the ward supplies the meat or main dish and the other items are assigned out. Meat or main dish for 250 people is not cheap. Is the idea that we assign out all the food? That would put an unequal burden on some people. "You bring a salad, and you bring a dozen frozen chicken-cor-don-blu's." Or is it the idea that we stop having activites with dinners? Our WC didn't like that idea as food is always a big draw.

As I said. We are still struggling with it. But we are learning: The YM/YW should not be assigned the summer activity when they have all the camps/youth confreneces and so on already in the summer. The RS can have a "social committee" that is in effect a mini standing RS activities committee. Elders are still elders and will plan the Halloween activity the night before.

TinMan wrote:

aebrown wrote:I don't know that it was supposed to lessen the burden on the bishop, but in our ward it hasn't increased it, either. The auxiliary leaders are planning the activities as assigned. It has helped that most of our activities are regular annual events, and were at least on the calendar before the change in policy.

On November 20, you said this:

It is quite clear in the handbook. "[The bishop] may also assign responsibility for an activity to other individuals or to a committee, working under the direction of the ward council." It's under the direction of the ward council. If the ward council functions properly, it will certainly lighten the load on the bishop.

Have you changed your mind or am I misunderstanding?

Wow, I'm honored that someone would research my words so thoroughly.

The second quote was from November 20, when we had no real experience with the new system. I was probably too optimistic in my claim that it would lighten the load on the bishop. That claim, by the way, was clearly only an expression of my opinion at the time and was not intended to be anything I had heard from any official source.

The first quote is fairly recent, and still reflects my current thinking, which is now based on actual experience. Working without an activities committee has been adjustment, but our ward (and most of the wards in our stake) seem to have adapted well to the new system and the time bishops spend on activities is still approximately the same as before.

Under either system there are some bishops who take a very active role in activities, and others who set some high-level direction and delegate the bulk of the work. In my experience, there is nothing about either the old system or the new system that demanded more work on the bishop's part -- the greatest factor is how the bishop delegates and how those in charge of the activities take on the responsibility.

It isn't that hard for me because I don't participate in all that many theads. I mostly read and learn. I remember that thread because it didn't go particularily well for me...

My point is this: ANY time I spend on activities outside of Ward Council is MORE time than I spent before because before I spent ZERO time outside of Ward Council.

And under the new program, I get all sorts of questions outside Ward Council. I am glad that in your stake you have found a way to eliminate this. We aren't there. Yet.