Mastering Committee Management: 7 Secrets to Taming Chaos

Participating on a community association board can be quite demanding. Delegating some board tasks to committees is an effective way to handle the workload. Ideally, committees are valuable assets in helping a board achieve its objectives. However, if not well-structured and managed, they can create more issues than they resolve.

What is the key to crafting a successful committee that accomplishes its targets? How can you optimize the effectiveness of your committees without exerting too much control? Here are 7 strategies to ensure your committees serve as a positive influence within your association:

1. Establish a committee charter

Create a written document that outlines the committee’s objectives and boundaries to keep members aligned with their duties. Provide each committee with a clear mission to prevent confusion from conflicting directives.

Even if your bylaws lay out the committee's mission, a charter will more intricately define its:

- Purpose: The reason for the committee's formation

- Responsibilities: The approach to achieving its purpose

- Term: The duration of the committee's existence

- Organization: The number of committee members and whether a board member will serve as the chair

- Accountability to the board: The method for reporting findings back to the board

2. Adhere to your statutes and bylaws

Committees may sometimes be governed by statutes in certain regions, so ensure compliance if applicable. Additionally, your bylaws might address committee activities, so review those governing documents carefully.

3. Limit the committee size

Having too many members can lead to chaos. Generally, keeping the number of members to around three helps manage efficiency. Overly large committees, such as those for landscaping, may give conflicting instructions, leading to complications.

4. Select the right individuals

Choose members with relevant expertise and a commitment to completing tasks on schedule. It’s crucial to select individuals who prioritize the community’s interests over personal gains. Effective leadership is key, with a strong committee chair being essential to avoid internal conflict.

5. Keep the board engaged

Committees typically serve in an advisory capacity without the authority to take direct action. Regular updates to the board, including meeting minutes, provide a documented record of committee activities. This involvement helps you monitor progress and rectify any deviations.

Including a board member on committees, if allowed by governing documents, can instill order. However, limit board representation on committees to three members to maintain focus.

6. Allocate a budget

If needed, assign a specific budget for committee expenses. Clarify how members can access funds and whether they require board pre-approval. Members should also submit receipts for any reimbursements and expenditures.

7. Evaluate committees annually

Community associations evolve, which can shift the need for certain committees. Some may become irrelevant or new ones may need formation. An annual review helps reassess the necessity of committees and could necessitate new leadership or members.

Being a board member doesn't mean doing everything yourself. Committees exist to assist. Ensure they operate effectively by implementing these 7 strategies, and consider seeking advice from a seasoned property management company.