Investing in a social (sub)committee is a great idea for your HOA community. This subcommittee puts together community events, runs neighborhood social media accounts, and timely distributes HOA meeting minutes.
The Basics Of Subcommittees
Subcommittees (also known as committees) play an important part in shaping the future of your neighborhood. Committees are subgroups of volunteer community residents that are chosen by the homeowners association board to help maintain the neighborhood.
The following three types of committees of exist:
- Ad hoc, fixed/standing, and mandatory committees address a specific issue or event. When the task is accomplished, the ad hoc committee is terminated.
- Fixed committees are an extension of the board that’s often identified in the declaration and/or bylaws. These committees are “function oriented” and address an ongoing area of the community, remaining indefinitely.
- Mandatory committees are specifically named in the governing documents.
According to Spectrum Association Management, an HOA management company in Texas and Arizona, “Committees allow specialization and the proper allotment of tasks among” volunteers who know how to perform them.
How A Subcommittee Is Formed
An HOA board member or resident proposes a subcommittee during a scheduled HOA meeting. As instructed in most community Covenants, Conditions and Restrictions (CC&Rs) and bylaws, the HOA board considers the committee proposal for a certain period of time.
Once the need for a subcommittee is justified, the HOA board discusses how the members and their responsibilities fit into next year’s HOA budget during the annual meeting. This discussion includes designating a certain amount of money for the committee to use for day-to-day operations and future projects.
Most subcommittees are innately helpful to the HOA budget because they save time and money by being volunteer-based.
After an HOA budget is established, the board polishes the purpose, roles, and overall operation of the subcommittee.
For example, the board can decide that the committee must submit a status report every 3 to 6 months. They can also decide to remove any committee member who causes resident conflict or prevents the productivity or growth of the community harmony.
Once the HOA board finalizes everything for the subcommittee, the board secretary sends a notification to the community via the preferred method of communication as outlined in the bylaws. This notification requests resident volunteers.
Once enough residents show interest in volunteering for the approved subcommittee, the board assigns volunteers, a chairperson, and a secretary to each committee. The committee chairperson/spokesperson facilitates the introduction of volunteer residents, sets and distributes agendas, presides over meetings, establishes rules, reports the committee’s progress during the monthly board meeting, and takes direction from the board.
The committee secretary takes and publishes meeting minutes within one week via the preferred method of communication as outlined in the bylaws. Other committee members establish a regular meeting schedule, determine the board’s mandate, and set goals and timetables. Certain functions can be delegated to individual committee members.
Once the chairperson and secretary meet to go over rules, duties, and other formalities with the other volunteers, day-to-day committee operations commence for the allotted time that the HOA board approved.
The Responsibilities Of A Social Committee
Also called a communication committee, a social subcommittee can be ad hoc or fixed, depending on the project. It’s considered an ad hoc committee if the project is ongoing, such as posting on social media, budgeting for events, and distributing meeting minutes. It’s considered a fixed committee if the project is planning for a seasonal activity, such as a summer barbecue, visit from Santa, pumpkin-carving contest, and the like.
For more information on types of subcommittees and how they help HOA communities, click on the button below to download IKO Community Management’s guide, Do Subcommittees Make A Difference In Your HOA?