Contributed by Tracey Lund, CMCA, AMS
Committees play a crucial role in the success of community associations, offering valuable support to both board members and community managers, but effective committee collaboration requires good communication and a clear understanding of roles and responsibilities. Without communication and clarity, it can be a constant tug of war between boards and committees for control and authority.
So, what are the board and committee roles and responsibilities? The ultimate responsibility of an association’s affairs rests with its board of directors. Because this is such a diverse undertaking, it makes sense for a board to delegate various responsibilities. The board can create committees to serve as a support system.
Committees assist, report, and answer to the board. Boards should develop and provide a specific mission statement for each committee that clearly defines its fundamental purpose and goals.
The committee can then develop an action plan. Each committee must discuss and regularly review its budget. Boards and committees must continue to communicate and review current expenses and projects. Multiple committees can discuss teaming together to work on large-scale association projects with the board.
Committees should schedule monthly meetings. A board committee liaison should be appointed, too, to ensure effective committee collaboration. Any red flags should be addressed as soon as possible so boards can offer guidance and assistance. It’s important to remember that not every committee recommendation, request, or vision can be implemented. If not understood, committee members can feel disappointed, angry, and irrelevant. Boards must explain that saying no to a committee request does not diminish or undermine its hard work.
Boards have the responsibility to consider all contributing factors; their decisions must benefit the greater good of the entire association. That said, committees should still feel heard, respected, and appreciated. A gracious, respectful board-committee conversation can go a long way to good relations.
Committee members should be thanked frequently and acknowledged in all general association meetings. Hosting an annual volunteer appreciation event for committee members is another way to recognize volunteer efforts. Whether the event is a poolside BBQ or a fancy, catered event, these events promote goodwill and camaraderie among boards, committees, and homeowners. It’s also a good way to identify new volunteer recruits.
Associations prosper when boards and committees have defined roles and responsibilities, communicate well, and schedule special appreciation events for volunteers. With proper committee collaboration, exhausting board-committee tug of wars are eliminated and positive, productive alliances are formed.
Tracey Lund is a community manager with Associa Mid-Atlantic Management in Middletown, Del.
>>A version of this article was first published in CAI’s Common Ground magazine. Read more from the November December 2024 issue today.
