The purpose of a committee is to assist the Officers of the Board in regard to their given area of responsibility and to bring to the Board information on which action and decisions may be based.
A committee should consist of at least two, but no more than nine members. The Board will appoint one of its members to be a Liaison to each committee. A member of the Board may chair a committee. Committees may be formed, re-organized or disbanded at the discretion of the Board. The Chair of the Board will appoint a Chair for each committee, with the endorsement of the Board. The Chair of each committee will be the spokesperson for that committee. The Chair and/or the Board Liaison has the right to add or remove committee member at their discretion.
COMMITTEES IN RELATION TO THE OFFICERS OF THE BOARD
Only the Board may enact and implement policies, rules and guidelines for the Association, or assume obligations on the Association’s behalf, in accordance with and except as otherwise provided in the Association’s governing documents. The function of Board appointed committees, except as specifically stated in the governing documents is to evaluate issues, conduct background work, and to make recommendations to the Board from time to time concerning those matters delegated by the Board to the specific committee.
Generally, committees should be given specific tasks at a Board meeting so recordation and follow up can be accomplished in a timely manner. Each committee will have a “job description” or committee “charge” that will describe the duties and expectations for committee activity. If a committee begins to investigate an issue without specific direction from the Board, the committee must inform the Board of the committee action at the next Board meeting and must request authority from the Board to continue the investigation activity. Under no circumstances will a Committee Chair or committee member speak on behalf of the Board.
It is very important for the Committee to bring to the Board conclusions and recommendations in a timely manner. Data, though very important, cannot stand-alone and must be supported by recommendations. This is essential for the Board to make decisions in a timely manner and essential to the overall effective management of the association.
Committees will meet once per month or when appropriate to their assignment. The meeting should take place at the time, place and discretion of the Committee. All committee meeting must be announced to the community five days prior to the meeting. A designated person on the Committee will take notes (including the typing of those reports or email), which will be given to the Board and management for appropriate recordation and/or filing.
COMMITTEES IN RELATION TO VENDORS
Unless otherwise directed by the Board, Committees, their Chairs or any member thereof shall not give direction, including the asking for bids, reports, or any such item, to any vendor who is contracted to the association. All requests for vendor action must be done via the Lakeshore Association Site Manager.
COMMITTEES IN RELATION TO MANAGEMENT
Unless otherwise charged by the Board, Committees, their Chairs or any member thereof shall not, at any time, give direction to the Lakeshore Site Manager. Committees shall gather and correlate their own information and prepare their reports, including the typing of those reports, unless other arrangements are made in advance and approved by the Board and management. Committees shall inform management of all deliveries, funds expended in expectation of reimbursement or funds required for authorized purchases in time for management to make arrangements for such.
If the Committee has, with the permission of the Board, gone directly to a vendor with any request, the Committee shall ensure the site manager receives a copy of all information regarding that contact for Association records.
Committees shall, when preparing a written Committee Report, ensure that management receives report no later than six working days prior to the upcoming Board Meeting. Committees will give all meeting information and reports to the Association office for distribution to the Board and for inclusion in the newsletter, website, or other communication media, as necessary. All committee actions, done under the direction of the Board or in accordance with the committee job description, will be reported to the Association office. All expenditures of funds must be authorized by the Board and accomplished through the Association office.
COMMITTEE MEMBER CONDUCT
Committee members must (i) be members in good standing, (ii) reside on the property, (iii) treat other committee members with respect during committee meetings.
COMMITTEES AT THE BOARD MEETINGS
Generally, each Board meeting agenda will have a place for receipt of committee reports. Committee Chairs are not required to be at the Board meeting. If a committee has an issue or request which requires Board action, the committee Chair or representative may appear before the Board under the committee report agenda item to make the request. On a monthly (or as is appropriate) basis unless they have asked not to be included.
Although these Guidelines may seem cumbersome, please remember the ultimate goal is to facilitate the smooth operation of the Lakeshore Association. Timely preparation of reports with all information pertinent to the subject allows the Officers of the Board to make well-informed decisions, which in turn can be recorded and implemented in an efficient and professional manner.