By Julie Adamen

Note: Some positions of these guidelines are not applicable to the Architectural Committee and/or the Nominating Committee. Items such as appointment, term of service and autonomy of these Committees are addressed in the governing documents.

COMMITTEE PURPOSE

The purpose of a committee is to assist the Board of Directors in regard to their given area of responsibility and to bring to the Board information on which action and decisions may be based.

Generally, a committee should consist of three, but no more than five members. A member of the Board may chair committees. Committees may be formed, re-organized or disbanded at the discretion of the Board of Directors.

COMMITTEES IN RELATION TO THE BOARD OF DIRECTORS

Generally, committees should be given specific tasks at a Board meeting so recordation and follow up can be accomplished in a timely manner.

If the Board charges the committee with a specific task, the committee should either a) Be able to report upon its progress at the next regularly scheduled Board meeting, or, 2) Be able to give a full report complete with findings, options and recommendations.

It is in the best interest of the committee, the Board and the Association if the committee prepared a written report and does not simply rely upon giving an oral report. The Minutes of the meeting are required only to state that a report was given and record any motion that passed in regard to that report. Information on when to turn in the committee’s written report for inclusion in the upcoming Board packet is addressed under COMMIITTEES IN RELATION TO MANAGEMENT.

If you are investigating an issue without specific direction from the Board, make sure to follow the same direction as if the Board directed it.

It is very important for the Committee to bring to the Board conclusions and recommendations in a timely manner. Data, though very important, cannot stand alone and must be supported by your recommendations. This is essential for the Board to make decisions in a timely manner and essential to the overall effective management of the association.

COMMITTEE MEETINGS

Generally, Committees should meet once per month or as is appropriate to their assignment. The meeting should take place at the time, place and discretion of the Committee. A designated person on the Committee should take notes or minutes, which in turn should be given to management for appropriate recordation and/or filing.

COMMITTEES IN RELATION TO VENDORS

Unless otherwise directed by the Board, Committees, their Chairs or any member thereof shall not give direction, including the asking for bids, reports, or any such item, to any vendor who is contracted to the association.

COMMITTEES IN RELATION TO MANAGEMENT

Unless otherwise charged by the Board, Committees, their Chairs or any member thereof shall not, at any time, give direction to management, including clerical and/or staff members, without the approval of the manager. Committees shall gather and correlate their own information and prepare their reports, including the typing of those reports, unless other arrangement s are made in advance and approved by the Board and management. Committees shall inform management of all deliveries, funds expended in expectation of reimbursement or funds required for authorized purchases in time for management to make arrangements for such.

If the Committee has, with the permission of the Board, gone directly to a vendor with any request, the Committee shall ensure management receives a copy of all information regarding that contact for Association records.

Committees shall, when preparing a written Committee Report for inclusion in the next Director’s Packet, ensure that management receives that report no later than six working days prior to the upcoming Board Meeting. Inclusion of the report in the regular Director’s Packet will allow the Board to review the Committee’s information, and provides the Board not only more efficiency, but allows the Board to make careful, informed decisions in a timely manner.

COMMITTEES AT THE BOARD MEETINGS

Generally, all Committees will be placed on the Agenda on a monthly (or as is appropriate) basis unless they have asked not to be included. During the meeting, when your Committee is called, please give a BRIEF oral summary of the written report your have prepared. Please conclude your oral report in no more than 5 minutes, culminating with either a recommendation, request for funds or whatever is appropriate to your report.

Remember, the “Rule of Thumb” for a governing body during a Board meeting is: “If a decision cannot be made within 5 minutes of the presentation of facts, that body does not yet have enough information to make a decision.” Your report, its clarity, presentation and conclusion(s) can go a long way to make that Rule of Thumb a reality.

CONCLUSION

Although these Guidelines may seem cumbersome, please remember the ultimate goal is to facilitate the smooth operation of the Association. Timely preparation of reports with all information pertinent to the subject allows the Board of Directors to make well-informed decisions, which in turn can be recorded and implemented in an efficient, professional manner.