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What Are The Responsibilities Of An HOA Social Committee?

Posted by IKO Community Management on July 26, 2018 at 9:00 AM

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A Social (Sub)committee is different from a Welcoming Committee and is responsible for more than planning events. These volunteer or elected positions have a variety of responsibilities, depending on the homeowners association’s needs.

The Basics Of Subcommittees

Also called a Communication (Sub)committee, a Social Committee can be ad hoc or fixed, depending on the project.

The Social Committee is considered ad hoc if the project is ongoing, such as posting on social media, budgeting for events, and distributing meeting minutes. It’s rare for a homeowners association to have an ad hoc Social Committee unless the community is large and/or does events constantly.

The Social Committee is considered fixed if the project is seasonal, such as a summer barbecue, fall pumpkin-carving contest, and so on.

Common Responsibilities Of Social Committees

The responsibilities of a social committee are divvied up based on the position of the volunteer or elected member. The responsibilities also vary depending on how large the committee is and the existing subcommittee rules of the homeowners association.

  • In general, the chairperson is responsible for the following:
    • Preside over all meetings and maintain a regular meeting schedule with the Committee
    • Publish and maintain a minimum number of designated hours weekly
    • Attend and actively participate in all Social Committee events and promote interest in all social events
    • Fulfill other duties as assigned by the HOA board of directors
    • Serve as the liaison for the Social Committee with any contractors, subcontractors, board of directors, and other neighborhood committees
    • Serve as a signatory representative for all Social Committee paperwork and make available all financial business to the secretary
    • Keep the Social Committee informed of all relevant issues and concerns
    • Organize and facilitate all event planning, as necessary
    • Present the Social Committee budget with the assistance of the secretary to the board of directors
  • In general, the secretary is responsible for the following:
    • Attend all meetings with the Committee
    • Publish and maintain a minimum number of designated hours weekly
    • Attend and actively participate in all Committee events and promote interest in all social events
    • Fulfill other duties as assigned by the chairperson and/or HOA board of directors
    • Take minutes during Social Committee meetings and distribute minutes in a timely manner to residents and other Committee members
    • Keep a record of all Social Committee member absences
    • Collect any funds from events
    • Collect equipment revenue and deposit these funds with homeowners association
    • Keep all Committee business records, including financial paperwork, up to date and in an orderly fashion
  • In general, other members of the Social Committee are responsible for the following:
    • Attend all meetings with the Social Committee
    • Publish and maintain a minimum number of designated hours weekly
    • Attend and actively participate in all Committee events and promote interest in all social events
    • Fulfill other duties as assigned by the chairperson, secretary, and/or HOA board of directors
    • Encourage resident participation and attendance at all Social Committee events via face-to-face interaction, social media, and other publicity tools
    • Listen to resident suggestions and relay all comments to the Committee secretary
    • Prepare publicity, including invitations, banners, and signs, to be displayed or distributed at least two weeks prior to an event
    • Maintain an up-to-date file of all relevant publicity items
    • Follow appropriate and timely procedures for submitting financial paperwork to the secretary

It’s important to remember that a Social Subcommittee does more than plan events. They execute publicity, vendor selection, financial and business records, resident interest, and regular meetings.

For more information about subcommittees and how to try your hand at hosting an event, download IKO Community Management’s Guide To Hosting Summer Events In Your HOA by clicking on the button below:

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Topics: HOA Board