Homeowners association board members and community managers are not the only members who help to maintain a community; committees are also a very large part of the entire process. Formed by volunteer members of the community and assigned by the board of directors, committees can make your live easier than ever before. And, with help from the community association bylaws, HOA board members can structure these committees to fit the needs of the community.
Many board members and managers say that committees are the lifeblood of an HOA. More importantly, committees offer community members a chance to be involved with the board. In a well-run community, important issues are first worked through and refined by committees; the board merely puts on the final stamp of approval and (with the assistance of the HOA management company) takes action to complete projects. In other words, committees are a very important part of a homeowners association, and as a board member, it’s crucial to understand the ins and outs of this body. With that in mind, here is our in-depth guide on HOA committees.
Creating the Committee
In order to create committees, HOA board members must first create an annual budget. When creating the annual association budget, board members can budget a certain amount for each committee, which is then used to carry out the committee’s day to day operations. It is important for board members to clearly define the committee roles and to always keep control over each committee. Furthermore, it is the obligation of the Board of Directors to remove any committee members who cause conflict or prevent overall productivity. Keep in mind that these committees should be productive AND fun.
Board involvement in committee development is key. This is where the infrastructure of the association gets strengthened and membership becomes engaged. According to most associations’ bylaws, the committees are appointed by and report to the board. In order for committees to function effectively, the board must determine why they need a committee or multiple committees.
Oftentimes, committees are useful for gathering information, making policy recommendations, suggesting solutions to ongoing problems or challenges, and representing the opinions of the community at large. Additionally, they benefit the association through furthering involvement of individuals in the community, inspiring the use of residents’ special talents for the greater good, serving as a training ground for those interested in being on the Board of Directors in the future, and allowing residents to get to know each other on a more personal level.
Types of Committees
There are multiple types of committees, each able to fulfill different purposes in the community. The most common committees deal with the HOA’s communications, safety, architectural control, and social events. Here are just a few types of committees you can create:
- Members of the communications committee keep the community informed, generally through the production of an association website and newsletter. Communications committees can also have sub-committees relating to the newsletter and website.
- Safety committees can develop a relationship with the local law enforcement agency, introduce a neighborhood watch program, and even become involved in a citizen-on-patrol program. The safety committee cannot ensure security; therefore never call them the security committee.
- The financial committee can be comprised of sub-committees such as finance, budget, reserves, and investments. A finance sub-committee reviews monthly financials, and budget sub-committees help develop the annual budget. Sub-committees related to reserves track and help administer reserve study recommendations, while those related to investments develop and recommend the association’s investment policy and reserves.
- The architectural control committee maintains property values by keeping the land and structures in accordance with the covenants, conditions, and restrictions established in the governing documents.
- A special committee can be made for covenants, governance, and hearings committees, assisting with the governing process of the association.
- Landscape and maintenance committees oversee the “look and feel” and sustainability of the community landscape.
- A committee for nominations develops the criteria and the slate of board candidates annually.
- Finally, the social committee creates community events. They may create events for holidays, community garage sales, seasonal festivals, etc. They are considered to be the “glue” holding the community together.
Though these are the most common types of committees boards can create, this is by no means a complete list. Board committees are created based on work load and what needs to be done; so, if you have specialized needs within your community that you think would be best managed by a committee, consult your CC&Rs to see if that would be a possibility.
Now that you have a grasp on what types of committees there are, it’s time to actually create them.
Finding the Right People for Your Committees
Like the board, committees are managed by volunteers from your community. But, how do you find committee members when filling board positions is already a challenge? It begins with the personal awareness of each homeowner. Whether you’re currently able to participate or not, everyone can encourage someone to use their talents and skills to the betterment of all. As an owner, neighbor and person of talent yourself, watch for opportunities to tap the shoulder of someone in your community and invite him or her to help out by accompanying you to the next meeting.
The most effective way to get volunteers is to ask someone to participate and then follow up. The second best way to get volunteers to participate is by clearly communicating the community’s needs. Simply making the statement at your HOA board meeting that volunteers are needed for the parking committee is generally going to fall short of the mark. Just remember; it all comes down to being persistent. Don’t let up, and–sooner or later–you should find be able to fill your needs for the committee you are creating
Potential members need to know basic information, such as the purpose (or charter) of the committee, the function of a committee member, the time and effort that will be expected of them, when their position will end (as in, whether the committee is a standing or ad hoc committee), and whether their reports will be taken seriously by the Board of Directors.
When forming a committee, an organizational structure is needed to facilitate efficiency and value, with a committee chair person at the head. Characteristics to consider when appointing a committee chair person include their leadership skills, organizational skills, and whether they can motivate other committee members to participate. Other committee members should also demonstrate honesty, flexibility, and dependability.
Organizational Structure
The members of the committee meet to put the organizational structure in place, then select a chair and a secretary (timekeepers and parliamentarians are optional).
A committee chair person has many responsibilities. They must facilitate members in getting to know each other, and set agendas to be sent out ahead of meetings (via email and/or the HOA website). Most importantly, they preside over meetings (including opening and closing meetings, as well as establishing ground rules), and attend monthly board meeting to report on key activities of the committee and receive direction from the board.
A committee’s secretary must take minutes of all meetings and publish those minutes within one week after the meeting. The minutes trigger action items that committee members have devoted themselves to accomplishing. Ultimately, the secretary informs the community of the work that is being done by the committee.
Other committee members will be responsible for establishing a meeting schedule, determining what the HOA board’s mandate is for the committee, as well as setting goals and timetables to accomplish the work of the committee. Certain functions can be delegated to individual members.
The Importance of Committees
At the end of the day, don’t forget how important a committee can be for your community. Not only does it allow specialization and the proper allotment of tasks among those who actually know how to do them, it also can help save you time and to make sure things get done right. But, improperly formed committees can also wind up hurting you more than helping, so keep this guide and mind when going through this process; it might just save you a little bit of grief.
For more information concerning the creation and management of committees, don’t hesitate to call us. We have customer service representatives standing by to give you all the help you need!
How does the social committee report thier monthly finance. . do they just give amounts of what tbey started with . what tbey spent.wbat they bave left. . or should they have to provide the board with a spread sheet of what was actually spent.thanking you in advanced.
Good question John. We suggest the community manager makes the expense on behalf of the association so all expenses are properly accounted for by the management companies bookkeeping staff. Petty cash accounts and committee debit cards are the sources of many issues. You probably want to try to limit who can make such expenditures.
Is there a minimum of people who make up an arcitictual committee?
Is there a difference between an Advisory committee versus a Sub Commitee?
If so or not a difference must the board appoint/approve the representatives?
Can a member of the Advisory and or sub commitee be a non homeowner of the the HOA ( a person not on title on the house but is married to the homeowner)?
An advisory committee is a bit of a misnomer. The people who advise the board of directors in an HOA are typically the committee chairs (Architecture, social, clubhouse, etc). The chairs of each committee communicate with the board their needs.
A sub-committee is just as it sounds. A sub-committee is similar to a specific committee but instead of being created by the board it’s created by the specific committee in need of it’s services. As an example a communication committee may create a sub-committee who’s purpose is only the newsletter.
The board only appoints the chair of a committee who then establishes the committee members themselves. This means no the board does not appoint members for sub-committees. However, if your reference to an advisory committee is in fact the committee chairs then yes the board appoints them.
Unless the Bylaws specifically say who is eligible to be in a committee or a committee chair then no. Typically only the board members are required to be members of the organization (homeowner). This means even renters or someone having nothing to do with the HOA can be a committee chair.
Can the president of an HOA board be the chair person of a committee? Can a director of an HOA be chair person of a committee?
Yes, with the exception of Treasurer. Any board member can also serve as the chair of any committee. Typically the only restriction I’ve seen is the President can’t also serve as Treasurer.
A director is a board member. In most HOAs board members are also the officers. While they are two separate entities most HOA board members appoint themselves as officers. Even though board members are typically the officers as well they can still be a committee chair. The only exception is the one I stated above.
Can any board member serve on or chair a committee?
When a new board is elected how does that impact committee chairs? In other words does the new board appoint a new chair or re-confirm the existing chair after the creation of the new board or does the new board wait till that chairs one year mark?
Are there any laws surrounding how many people there must be to have a committee?
For instance, would it be legal for an HOA committee to be only one person for several years?
It would depend on your documents and local laws. We don’t currently operate in Washington. Often, there are few folks willing to serve on boards and committees and the result is understaffed committees and boards.
My neighborhood’s developer was supposed to set up an HOA 10 years ago but didn’t. When we moved into our house two years ago we were told there was no HOA by our realtor and we never signed anything about an HOA at our closing. Now, we have three neighbors who want to start the HOA and have sent out a bill for everyone to pay by March 1. Is this legal? Also, can these three people appoint themselves to the board without a vote?
can residents (non-committee members) attend an adhoc committee meeting?
This is a stab in the dark but maybe you could head me in the right direction for an answer to my question. I am the chairperson of the Covenant Enforcement Committee in our community and as with many of our committees, it’s not the easiest to achieve a quorum for our meetings/hearings. After doing an Internet search on the topic of alternates, I found this on a government site, the US Access Board. Under item No. 11 it states as following:
11. Quorum. A quorum of two thirds of the committee membership is required to make recommendations on behalf of the full committee. If a committee member is absent and an alternate member is present at a meeting, the alternate member is counted for purposes of establishing a quorum. In the absence of a quorum, the committee may meet for the purpose of discussion, but may not make recommendations on behalf of the full committee.
I understand that this was written for the US Access Board, but I was wondering if this could legally apply to our community committees also? We have three regular members including myself; if we add one alternate member then we could have a quorum with either two regular members or one regular member and the alternate if I understand the above correctly.
St. Augustine, FL
Can anybody in the community (owner) join a Committee? If not can any owner sit on a meeting when held?
Can a Florida HOA Board decide what Committee meetings are closed to membership. Excluding personnel and lawyer meetings do they have the right to close the Renovation Committee Meetings to membership
If a committee is formed to determine IF something should be brought to the board to amend the association’s docs and 50% of the committee voted no can one committee member, who is also a board member, still create a charter to present the the board? This seems like it should not be allowed. It seems like it should “die in committee” and not be brought to the board. Is there anything the committee members can do to prevent this “rouge” action.
We have a community of 41 patio homes. We do things socially, have a fb page and have a newly formed HOA with little experience. The president is picking people to sit on committees such as compassionate and social. Is this really necessary since we are already doing that informally and are such a small community?
What is the role of the fining or compliance committee in Florida homeowners’ associations. Can they disagree with the governing board of directors regarding the board’s interpretation of the governing documents?
Can a chair person limit # of committee volunteers with experience?