Committees in a Community Association

Service in a community association is not limited to a position on the board of directors. Most community association bylaws, and sometimes the declarations, will require the appointment of mandatory committees. In addition to mandatory committees, some governing documents also allow the board of directors to appoint special purpose committees, commonly referred to as ad hoc committees. As with service on the board of directors, service on association committees is also volunteer. Association committees consist of property owners appointed by the board of directors to assist the board in fulfilling its responsibilities to the association.

Here is a list of typical committees in an association and their duties:

• Advisory Committee - usually formed prior to the association's first annual meeting. This committee works with the developer's board of directors to learn how an association operates and what will be expected when the members take control of the community from the developer.
  

  Grounds Committee - determines compliance of member requests for landscaping modifications with the association's bylaw restrictions, rules and regulations, and policies. This committee also makes recommendations for flower and tree plantings or other landscaping improvements to the common areas.
  

  Architectural Control Committee - often the most active of association committees, it determines compliance of member requests for exterior building modifications with the associations's bylaw restrictions, rules and regulations, and policies. This committee also makes recommendations for structural maintenance, changes, and repairs of the common areas.
  

  Finance Committee - presents the board of directors with a preliminary budget, as well as oversees the presentation of the monthly financial statement. Also makes recommendations for the investment of reserve funds and for the year-end annual review.
  

  Social Committee - oversees and organizes social functions for the association.
  

  Amenities Committee - oversees any association amenities such as a clubhouse, pool, tennis courts, jogging paths, etc. This committee would also manage the calendar for reservations of the clubhouse, make recommendations for clubhouse redecorating, equipment replacement, necessary repairs, etc.
  

  Newsletter Committee - organizes general communications with the association's members. This committee gathers pertinent information form the board and various other committees and publishes a newsletter.
  

• Bylaws/Rule and Regulations Committee - makes the final determination of rules violations. This committee also makes recommendations to the board for additional rules and regulations or the need for amending current ones.

Each committee is tasked with investigating a specific project or goal and provides recommendations to the board of directors. In most cases, only the board can make a decision and adopt a recommendation through a majority vote of directors. Most board decisions are then presented to the association for a vote by the members. Normally, only the architectural control committee is authorized to make decisions for the board; the other committees serve in an advisory capacity only. Although committee service may seem less important than service as an active board member, each committee provides a specific purpose in advising the board of directors. Often, committees have specific meeting dates and these meetings are open to association members. To provide the most effective counsel to the board of directors, association committees should provide written reports of their actions or recommendations. Committee service in an association is another important means through which to participate in the operation of an association. For those property owners who are not interested in standing for election to serve on the board of directors, this service is an alternate way to influence the decisions of their association. 

Association Times' Staff Writer