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Committees


Why do we need Committees?
 
  • Help the Board conduct the Business of the Association
    • Gather Information
    • Make recommendations for policy decisions
    • Provide solutions
    • Serve as representative opinions of the community
  • More involvement of individuals in the community
    • Residents (including renters) can bring forth their special talents for the greater good.
    • Serves as a training ground for those interested in going further – Board of Directors.
    • Allows residents to get to know each other on a deeper level – live, work & play
 
Committee Structures
  • Standing Committees (ongoing)
  • Ad Hoc Committees (seasonal and specific focus)
  • Chair
    • Leadership skills – A facilitator
    • Organization skills – orderly
    • Motivational – Encourages others to participate
    • Enthusiasm and a Vision
    • Sensitivity – caring, inspirational, confidence (A good leader seeks opinions and ideas from others.)
  • Committee Members
    • 4 – 9 members is ideal
    • Characteristics
      • Honesty
      • Flexible
      • Dependable
      • Works well with others
  • Authority
    • Committee’s responsibility is established by the Bylaws or the Board of Directors
    • Most Committees investigate and report to the Board of Directors
    • Board of Directors must authorize Committees to take independent action
    • Some committees must have Board members on them in order to validly take action

 
You’re on a Committee – Now What???
  • Select a Chair and a Secretary (Timekeeper and Parliamentarian are Optional)
  • Chair Duties:
    • Facilitate Members getting to know each other
    • Set Agendas to be sent out ahead of meetings (via email/web site)
    • Preside over meetings
      • Open and Close meetings (the conductor)
      • Establish ground rules of meetings
        • One person speaks at a time
        • Chair selects who that will be
        • Speaker speaks only on issue at hand
        • Those wishing to speak will be heard
        • Decisions require a motion, a second and a vote
        • Once voted, no further discussion occurs on that topic – move to the next subject
      • Conduct meeting flow
      • Facilitate Roberts Rules of Order
      • Keep meetings focused and efficient
      • Insure members are recognized for ideas, contributions, leadership
      • Delegate, Delegate, Delegate
    • Attend Monthly Board meetings to report on key activities of Committee
  • Secretary Duties:
    • Take Minutes of all meetings
    • Publish Minutes within one week of meeting (email to members first for email approval then send an approved copy to property manager.  When adopted in subsequent committee meeting, send to web site administrator to publish on the web)
      • This triggers action items that committee members have committed to.
      • Informs the community on the work that is being done.
  • Establish regular meeting schedule (for Standing Committees) or preplanned meeting calendar (for Ad Hoc Committees)
  • Determine what the Board’s mandate is for your committee
  • Set goals and timetable to accomplish the work of the committee.  Delegate functions to individual members to oversee.
  • Celebrate your Wins!!!