Despite wanting to, many board members don’t know the first thing about how to set up a HOA committee. While the exact process can vary from one association to another, there are some crucial items and elements that must not be overlooked. Understanding how committees work and what goes into forming them is essential to all communities.
Why Set Up a HOA Committee?
Committees play an essential role in the operations of a homeowners association. Large communities, in particular, can greatly benefit from committees. Board members often have a hard time managing large communities due to their size and number of residents.
Setting up an HOA committee can help alleviate the burden on the HOA board. Committees can provide a helping hand in performing the board’s duties. For example, an Architectural Review Committee can take over inspections, evaluations of requests, and recommendations.
Committees also help streamline operations. Important issues can be discussed first in committees, refining them and narrowing them down to the essentials. The HOA board can provide the final say and take action with the help of an HOA manager.
Committees are also great for improving homeowner participation. They allow residents to contribute to their community and truly make a difference. They provide a stage for residents to showcase their talents and skills.
Furthermore, joining a committee can open doors for board membership. In many ways, residents can use committees as a stepping stone to becoming a board member. Committees allow them to try things out first before accepting a more significant role and responsibilities.
Finally, committees promote a sense of community. They give homeowners a chance to bond with other members they might not normally encounter.
How to Form a HOA Committee
Forming a committee might seem simple enough, but some factors and components must be considered. Board members should familiarize themselves with the rules and steps to ensure a smooth process.
Here is how to set up an HOA committee.
1. Check Governing Documents
First, board members should check their governing documents for HOA committee requirements. The CC&Rs or bylaws should give board members a clear overview of qualifications, requirements, and processes for creating committees, selecting members, and removing them as needed. Following the governing documents is essential to avoid rendering committees null.
2. Create an Annual Budget
Some committees require a budget to function. A good example is the Social Events Committee, which plans and executes social gatherings for the HOA. During the annual budget preparation, board members should allocate funds for committees.
3. Draft the Committee Charter
The next step is to draft the committee charter. This written document outlines the responsibilities and purpose of the committee and its members. Each committee must have its charter.
Apart from that, the committee charter should define the committee’s relationship with the board. How should the committee communicate with the HOA board? What methods should it use? And what types of communications are necessary?
The committee charter should also dictate the committee’s limitations. This is to prevent the committee from overstepping its authority and boundaries. For example, a committee may be able to make recommendations to the board but not have deciding power.
Additionally, the committee charter should set a duration. A standing committee exists indefinitely, whereas a special or ad hoc committee only exists until it fulfills its purpose.
4. Create Organizational Structure
Just like the board of directors, committees require a defined structure. The committee chair oversees meetings and sets the agenda, while a secretary records and distributes meeting minutes. The HOA’s governing documents will outline whether board members can also serve on committees.
Establishing a committee requires an organized framework to ensure effectiveness. The chairperson should have strong leadership and organizational skills and be able to inspire participation. Other members should be honest, adaptable, and reliable.
5. Establish Job Roles
Once the organizational structure has been set, it is important to establish the duties of each role. Everyone on the committee must understand their responsibilities. This way, there is no overlap or redundancy. If two or more people must fulfill a single job, it is essential to have them collaborate to ensure seamless and efficient operations.
6. Recruit Committee Members
Every committee requires members. The HOA board can use communication channels to advertise openings when recruiting members. It is important to define expectations and responsibilities from the get-go. This way, homeowners know what they’re signing up for.
More often than not, it isn’t enough to advertise openings in a committee. Board members can take the next step by approaching homeowners directly and asking them to participate. Let them know how their services can help the committee and what they can expect from the role.
The governing documents should also outline the eligibility requirements for HOA committee members. These requirements determine who can qualify as a committee member. Recruiting owners with specific skills or backgrounds is impossible, so board members should adjust their expectations. A willingness to serve and learn is always a good quality.
7. Determine Open or Closed Meetings
Because committees often make decisions that impact the community, it’s recommended to hold open meetings so homeowners can observe the process and feel included. This promotes transparency and accountability. On the other hand, advisory and disciplinary committees handling sensitive matters should keep their meetings private.
It is also important to check state laws and governing documents. For example, in Arizona, Section 33-1804 requires regularly scheduled committee meetings to be open to all members. Similar provisions may exist in the CC&Rs or bylaws of the HOA.
8. Track Performance
The last step is to track committee progress. Ad hoc committees should disband once they accomplish their objectives, while standing committees remain active and may need adjustments if they become ineffective. If there are committee members who hinder productivity or create conflict, the HOA board must take steps to remove them.
Making a Decision
Now that board members know how to set up a HOA committee, the next step is to put the steps into action. The types of committees an HOA should set up depend on the needs and size of the association. Some committees may make significant contributions, while others may prove impractical if the HOA does not need them.
Elite Management Services offers expert HOA management services to homeowners associations and condominiums. Call us today at (855) 238-8488 or email us at help@emspm.com to get started!
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