1
\
2>aj0
REPRODUCED BY WORKS PROGRESS ADMINISTRATION
(Illinois)
8098
LIS L"e<l WOlrL
s >pak\ci
Works Progress Administration
— ?roj£>S
1734 New York Avenue, N, Y,
Washington, D. C»
Serial No, 3 - Organization and Use of Local
Communitv Councils or Committees
COMMUNITY 0 R G ; " I' T I 0 N
^ FOR LEISURE
January 2C, 1936
Ortranizatien and Ufla of Local
Community Comic 11a or Committees
8098
This bulletin has been prepared to meet many questions referred,
te recreation leaders concerning methods of community organisation in
totalities where advisory councils have not been formed or are not opyat^
ing*
Community councils already established in many counties and citits
are in a position to take over functions relating to leisure-time programs
suggested in this bulletin. Some of these councils have been formed by
local private agencies and will therefore need to be related to the Works
Progress Administration program. Other committees, such as those formed
under the Relief Administration, have continued and are now functioning in
conjunction with the Y/orks Progress Administration. It is not intended
that the community councils or committees suggested in this bulletin replace
committees already actively engaged in working out leisure-time problems •
V
Reference is made te the organization of councils suggested by the National
Yojjth Administration in a publication entitled "Organizing the Community
for Sound Planning and Intelligent Action"., which was issued as an attach¬
ment tp letter Y-l8» It would seem advisable to relate Youth councils te
existing gr n^w community councils..
The title "Community Organization for Leisure" carries at lgagt
three important meanings, In the first place, it implies that unemployed
professional persons are to be employed by the Y/orks Progress Adminigtration
for purposes of conducting leisure-time activities.. In the second place,
it means that these leisure-time projects are to be considered as an
- 2 - 8098
organized fart of the life of the various local communities where such
projects are initiated. And, in the third place, there is the implication
that the leaders of recreation projects shall establish in these local
communities representative committees of councils composed of citizens
who shall exercise certain responsibilities.
It is extremely important that the community organization feature
of this program be given thorough-going and continuing attention. The invest¬
ment which the Federal Government is now making in the area of recreation
and leisure-time may provide lasting benefits i:: many American communities,
but this result can be attained only if we succeed in securing local re¬
sponsibility.- Due to the great variety of conditions which prevail in
various sections of the country, it is impracticable to formulate precise
and definite plans for bringing about this result in each and every com¬
munity. There are, however, certain similarities, and, in addition, it
is to be observed that there exists a characteristic American method
accordinb to which new services are finally incorporated within the per¬
manent pattern of the community's culture and economy. With these
similarities in mind, and in response to queries which come from workers
in tne field, the following suggestions are offered. Once the leader is
satisfied that local sponsorship and responsibility is essential for the
purposes of laying the foundations of a permanent leisure-time program, he
will then be confronted with questions such as these:
1. How large should such a local committee or council be?
2. What sorts of persons should be ai-pointed as members of
such a group?
3. How are these appointments tq be made?
4. What specific and general functions should such a group,
perform?
.. 2 - 8 09$
This bulletin addresses itself to the above questions and attempts to
make sug^ostions and proposals which may servo as a general background
for the leader's guidanco.
1 * How Lar^e Should a Local Committee or Council be?
Contrary to common opinion, the size of a local committee or
council bears no direct relationship to the size of the community itself*
A large city may bo able to function best with a small committee, and a
small community may require a relatively large committee. As a general
rule, it may bo stated that small committees are better than large ones,
especially if the group is actually expected to function. In this instance,
quality is far more important than size er quantity. Prom a purely mana¬
gerial standpoint, a committee of threo members is found to bo most effective*
But, in most cases this number will not be sufficient to insure proper repre¬
sentation of interested sections of the community; consequently, most function¬
ing committees consist of five to seven members. When the number exceeds
seven it usually becomes necessary to divide functions by means of sub¬
committees. In some instances this may be desirable.
2. What Sorts of Porsons Should be Appointed as Members of Community
■Committees or Councils?
The rule usually followed in most American communities states
that a community committee should bo representative. But, what
roprosentativenoss include? CocjBvittonn. jaaro often-than not, fail, not
because thoy are too largo or too small, but rather because the wrong
members have boon chosen. We may begin by suggesting that individuals
who represent merely social prestige do not ordinarily make good committee
members. Also, individuals who merely represent rival factions ih the
community seldom function effectively in committees. On the other hand,
- 4 - 8°98
a person who represents a real interest, a concern, or a functional point
of view usually becomes a good committee membor even though ho may bo lack-
infe in other respects. This means that the leador is to search first of
all for persons in tho community who are known to have convictions regard¬
ing the importance of leisure and rocroation.
In all communities where recreation programs are being conducted
under the Works Progress Administration there will be found an official
sponsoring agencyj in most instances this agency will bo tho public school
board, tho play ground and recreation commission, the public park commission,
or some branch of local government* Ono mombcr of the local committee or
council should represent this official agency. (In some instances, representa¬
tives may bo chosen from more than ono public agency,) From this point onward,
tho loader will, no doubt, find it expedient to consult residents of the
community for further suggestions. A convenient device is that of calling,
together a small group of persons in the community who have been involved
in other community organization ontorprieue and request this group to, prepare
a panel of appropriate candidates; later, a specific number may be chosen
from this panel. (In larger cities there will frequently be found a council
of social agencies administered by a trained person who is acquainted with
community organization principlos; this person will invariably furnish useful
guidance.) But, abovo all, tho principle of interest is to be observed,
A good committee member is a person who really caros about recreation and
recognizes its importc .< ? for tho future of American life.
3» How are .These Appointments to MJIade?
The district recreation supervisor, who will work with these
local committees, and whose work will in turn bo guided by those committees,
- 5 - 8098
should wherever possible make tho committee selections Qnd appointments• It
may bo considered desirable to give these appointments a higher official
sanction, and in that case tho final appointment may bo mado, or sanctioned,
by the State director of recreation, or by the State Works Progress Adminis¬
trator o
. j'"hat specific and general Functions should Such a Group Perform?
Committees become helpful o.ily when they understand clearly what
they sire supposed to dA, and when they accept their responsibilities willingly
And enthusiastically. V, en these two conditions oxist, overy professional
person will discover that his work is greatly enhanced by the help which
he receives from his committoei In most cases his relationship to the
group 1/ill be determined by his success or failure in interpreting to them
tuo nature of their functions. At the very outset the District Recreation
Supervisor should state clearly that these local community committees have
no leg..l status and that their functions are, therefore, advisory in char¬
acter. What, then, are these committees expected to do?
Each leador will find different uses for his committee, but in
gonoral those ore tho functions to bo anticipated:
Tho local conu.iittoo or council will:
a. Assist the leador in discovering and utilizing existing
community rosources; (It may prove helpful to devote mo§t
of tho time at ono of the early meetings to a discussion
of local resources.)
b. Assist in discovering unused or latent leadership within
tho community; (Thoro are frequently a surprising number
of persons who might wish to servo voluntarily in a leisjuro-
timo program.)
c. Assist in rolating tho \iPn recreation program with all .9
on-going recreation programs in tho community;
- 6 -
8098
d» Guide the loader in torms of local customs, traditions, and
usages;
e. Assist in planning the current program in such manner as to
insure tho largest possible amount of "carry-over" on the part
of tho community after WPA funds and leadership are withdrawn;
(This muy easily become the most important function of the
local committee and some attention should be devoted to its
discussion at each committee session,)
f. .assist themselves and secure other voluntary assistance in the
planning and execution of such community events as festivals,
exhibits, pageants, uthletic meets, et cetera; (Each local
program should include a number of these large-scalo events
which will serve to dramatize recreation to the community as
a whole.)
g. Assist tho recreation supervisor in securing appropriate
publicity in tho community; (This dous not mean merely
notices in the press but also intermittent descriptions of
the program before various community groups and gatherings.)
The committee will be a more effective means of acquainting
the community with the leisure-time program than will the
supervisor.)
h. Offer guidance to the supervisor with respect to new departures,
difficult situations, and methods of procedure. (This last-
named function cannot bo performed effectively unless the
supervisor is completely candid in his relationship with the
committee.)
In surveying tho above list of gonoral functions to be performed
by loc-l committees, tho supervisor will naturally be guidod by his own
knowledge of the communities in which ho operates. In the last analysis,
his alertness to the local situation will dotermino which of theso functions
should be emphasized. But in dealing with local committees ho will be
well-advised if he remembers constantly that his program will bring good
results to the community, over and above tho beneficial consequence of
employing u certain number of deserving unemployed persons, only if the pjvjgrnmg
initiated arc integrated with tho ongoing life of the community, if tho
most valuable parts of the program become permanently org .nized as a
normal iunction of the community, and if tho public is properly informed
concerning the nature and the purpose of the program.
Many subsidiary questions involving tho community organization
foaturo of tho current loisuro-timo program will arise, and supervisors
are urged to submit these through thoir rospoctivo state recreation directors,
or to the state directors of the Women's and Professional Projects. Tho staff
at Jas,.ington stands ready to offer continuing sugccstions. As an example
v
of t.ieso subsidiary questions, a recreation leader has askod "How often
should those loc^l committees meet?" Such a question cannot bo answered
with dofinitenoss. In general, tho appropriate answer is "Often enough
to be properly informed regarding all important events involved in tho pro¬
gram." Certainly such committees should meet at least once each month#
It would be prcforable to hold a weokly mooting during tho early stagey ot
tho program* If meetings are held at regular and stated intervals* it Sh0ul4
bo understood that additional meetings may be called when important issues
need to be docided.
Another question which may bo asked, is, "Should sub—committees
bo formed, and if so, on what basis?" The answer to this question depends
on tho extent of the operating program within a given community. If subject*
which requ^ro professional or tochnical knowledge are to be discussed, it
would seem advisable to form sub-committees of members able to discuss those
technical questions. It muy be possiblo to establish temporary sub-committees
and after their effectiveness has been proved, establish them as permanent
sub-committees. In some counties, sub-committees represent geographical or
population units and a county council is composed of the chairman from each
unit.
Above all, when the committee gathers, it should meet to discuss
a series of pertinent local problems, prepared in the form of a written
agenda. These agenda may be prepared previously by the chairman in cooperation
- 8 -
8098
with tho district supervisor, who is in oloao contact with practical problems
which need to bo solved, When the agenda aro presoniod, a regular conferonco
procedure should bo followod, which invoJ,veg participation on the part of all
members. A secretary of the committee should bo appointed to taka down
significant notos. It has often been found advisable to send copies of tho
minutes to members of the council. This procedure will keep all members of
tho committee informed on current discussions and will also present those
problems on which action is ponding. The local supervisor should confer with
tho chairman in advance of each iae-eting and be prepared to furnish, relevant
information.