Success by Committee: Five Ways to Make It Happen

Homeowner and community associations each have unique characteristics, shaped by the diverse group of board members that form them. These associations differ in many ways, as do the special committees operating under their umbrella. Consequently, experiences with committees can be as varied as the types themselves. Regardless of whether past engagements have been positive or not, a few key steps can ensure that your next committee is both effective and beneficial to your association.

Committees are inherently unpredictable due to the variety of personalities and perspectives involved. However, with the right structure and guidelines, these differences become strengths rather than obstacles, transforming committees into valuable advisory bodies for the board. An excellent property management company can be instrumental in guiding this crucial process.

To create the most successful committees, adhere to these five steps.

1. Determine the type of committee

Committees generally fall into two categories: standing (or permanent) committees and ad hoc (or temporary) committees. Standing committees handle ongoing responsibilities, such as finance, security, maintenance, grievance, and executive concerns. In contrast, ad hoc committees address short-term issues, potentially covering landscaping, government relations, owner/resident relations, and housekeeping. In areas prone to certain conditions, like coastal regions, you might consider forming a hurricane committee for seasonal preparedness and evacuation strategies. Though committees primarily serve in advisory roles, some, such as the executive committee, may handle certain board responsibilities. Your bylaws will clarify the types and powers of committees you can form, and a property management company can provide further guidance on establishing effective committees for your community.

2. Choose the right kinds of people

The most crucial components of any committee are its members. While not everyone is suited for committee work, many who initially doubt their fit can become excellent contributors. Ideal candidates are those who can commit the time, possess a genuine interest in community issues, and have relevant skills or knowledge. For example, a CPA is a great candidate for the finance committee, but she may not have the availability if she runs a busy firm. New residents often make exceptional committee members, bringing fresh perspectives and integrating more deeply into the community. It's crucial to select three to nine members (always an odd number to prevent ties) who can balance personal desires with the association's needs.

3. Choose the chair

Selecting the right chair for your committee is imperative. This individual should meet all the criteria of a committee member and also have leadership skills. Instead of a traditional authoritative leader, seek someone who leads through dialogue, respect, and an open, collegial atmosphere. The chair should excel at managing meetings, setting agendas, and ensuring adherence to them, with respect for everyone’s time. A property management company can assist in evaluating potential candidates for this role.

4. Make a hard job easier

While serving on a committee can be challenging, there are ways to facilitate success. As a board member, you should assist the committee in selecting meeting times that accommodate everyone's schedule, since scheduling conflicts are a major impediment. Define a clear scope for the committee, provide measurable goals, and avoid overwhelming them with tasks. Ensure that objectives are attainable within set timelines and clarify what the committee is expected to accomplish for your association and community.

5. Communication is key

Clear communication is crucial within committees and between them and the board. All meeting notes should be shared with committee members, especially when actions are required. Once a report is drafted, it should be reviewed by all members before submission to the board. The board should give committees objectives that align with the association’s and community’s best interests. Specific and clear expectations, along with coordinated feedback, are essential for committee success.

When functioning optimally, committees greatly benefit associations and offer rewarding experiences for their members. A top-notch property management company can provide the support needed to achieve this success.