Do We Really Need Committees? |
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My definition of a community association committee is: An organized group of individuals that addresses specific issues of the association and then provides recommendations to the board of directors.
There are three types of committees: mandatory, standing and ad hoc. Mandatory committees are “mandated” in the association’s governing documents. That means that if the declaration states that “there shall be a Nominating Committee”, the board must ensure that there is a Nominating Committee that complies with the functions detailed in the declaration.
Standing committees exist indefinitely or until the board decides their purpose is no longer needed. Standing committees have ongoing and often repetitive tasks to accomplish. These committees may be mandated in the association’s documents or, more typically, are created by the board to fulfill a continuing need, such as a landscape committee, maintenance committee, or budget committee.
Ad-Hoc committees are established and appointed by the board of directors for a specific purpose or a planned project. These committees are usually dissolved after the task is accomplished, such as selecting a new exterior paint color or submitting recommendations regarding refurbishment of the clubhouse. As with most standing committees, ad-hoc committees are formed by board resolution which states the committee’s powers and responsibilities.
The powers of the committee are limited to research, investigation, obtaining proposals, and submitting a written recommendation to the board of directors. Normally only the ACC/ARB (Architectural Control Committee or Architectural Review Board), if mandated and detailed in the governing documents, is allowed to make decisions for the board. All other committees are in an advisory capacity only. The board is not obligated to accept a committee’s recommendations, although it would certainly be disheartening to the committee members if, after their hard work, the board ignores their advice.
Committees contribute to building a sense of neighborhood and community involvement. It is also advisable to focus on the special interest of the different age levels, as this draws various segments of the community together.
Committees are often overlooked assets to your community. Besides benefiting the board by assisting in the work load, committees are an excellent training ground for future board members.
No matter which type of committee is developed, it is important for the board to establish operating guidelines (also known as a committee charter) which include an outline of their responsibilities. It is better for the board to be pro-active and develop a well thought-out plan rather than be reactive and put something together on the fly. The outline should read as follows:
- Purpose and parameters of the committee
- Structure, how many persons and who
- Tasks and responsibilities
- Goals and objectives
- Reporting structure
- Meeting schedule
- Budget, if applicable.
Some examples of committees are:
Document review and revisions
ACC/ARB
Education
Research and development
Maintenance Oversight
Financial/Cost Control
Social and activities
Access Control
Communication
Media (newsletter, website and flyers)
Landscape
Welcoming/Hospitality
Rules and Regulations
Grievance/Fining/Conciliation
Nominating
Neighborhood events/watch
Pool/Clubhouse/Amenities
Community Relations
It is usually more effective if the board or the board president chooses the committee chairperson and the chairperson appoints who will sit on the committee with him or her. This way, the committee is more apt to be productive and to reach decisions collaboratively. The choice of the chairperson is crucial; the correct chairperson will produce a successful committee though strong and fair leadership.
The strength of an association lies in the effective volunteer efforts of its members. Ultimately, the board is responsible for the actions of its volunteers. However, if a mistake is made, the duly appointed committee members will be covered under the association’s Directors and Officers Liability Insurance Policy. Make sure this policy specifically includes volunteers and not just paid employees.
With ongoing support and follow through, a properly structured committee process can be beneficial to the board of directors, the manager, and the community.
Joanne L. Willoughby, CMCA®, AMS®, PCAM®
Director of On-Site Communities
Association Services of Florida
Miramar, FL
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