Standing committees are created by the Board of Directors to research and address recurring needs of the condominium and to recommend changes in and implementation of policies. They do not establish policy - that is the responsibility of the board.   The number and types of committees  in  a  condominium  depend  on  its  size,  its  complexity,  and  its  specific needs. Examples of standing committees include the landscaping, library and lobby decorations committees.

The Board will post committee specifications on the bulletin boards and in the elevators to solicit volunteers as required.

The Board establishes the size of each committee, based on the committee's function and work load.   A Board Officer or the Property Manager is an ex-officio member of each committee. These ex-officio members are available to advise and counsel committee members but have no vote in actual committee decision.

The  Board  of  Directors  may  have  special  needs  that  require  ad  hoc  committees.    These committees are appointed to carry out specific nonrecurring or cyclical tasks i.e. the recreational facilities committee.   They are disbanded as soon as these tasks are completed.   A special committee usually ceases to exist after it makes its final report to the board of directors.

Special committees should not be established to perform functions that are part of the responsibilities of existing standing committees because this disrupts the normal flow and can be confusing to the standing committees.

(1)       The By-laws empower the Board to constitute committees. A committee is constituted by a Board motion which identifies the functions of the committee.  Once constituted, a committee remains in existence (even though it may not have any members for a time) until it is no longer required.

(2)        The Chairperson of any committee is appointed by the Board.  The Chairperson can be a
Director of the Board in order to facilitate communication with the Board.

(3)       The number of members of a committee is determined by the nature of its functions and the  participation  required of  the  members.    In  general, the  number  of  members  IS purposely kept small with a view to attentive participation and timely results.

(4)       In  order  that  committee  recommendations  presented  to  the  Board  be  considered objectively and without preconception, it is desirable that the number of directors on any committee be kept to the minimum.

(5)       Except in the case of a one-person committee, as soon as practicable after the Chairperson of a committee is appointed (or reappointed) by the Board and the membership of the committee is established, the committee should appoint someone to keep a record of activities that are taken and decisions that are made.

(6)       Someone should be appointed to be in a position to carry on the business of a committee at all times.

(7)       The  Chairperson  should report  to  the  Board  the  resignation of  any  member  of  the committee and submit to the Board for approval the name of any proposed new member.

(8)       A member of a committee may be removed by the Chairperson for absenteeism, non­ participation or other appropriate cause, if, prior to such removal, it is reported to the Board, and the Board consents to the removaL

A committee Chairperson acts as liaison between the Board of Directors and the committee as a whole. The following guidelines for committee Chairpersons are suggested to help carry out their responsibilities effectively:

(1)        Begin meetings on time and annmmce the time at which they will be adjourned. When members are aware that a meeting will end at a specific time, business should move more quickly.

(2)       Have a written agenda.

(3)                  Assign a committee member to record decisions in each meeting and ensure that copies of the minutes are distributed to the committee members following each meeting.

(4)        Control general discussions so that extraneous conversations do not disrupt the business at hand.
(5)       After each speaker finishes the discussion of an issue, summarize briefly what was said. (6)       Encourage reasonable debate and constructive disagreement.   Halt rambling discussion
that is obviously inconclusive.   Appoint sub-groups among the committee members to
research major issues as required.

(7)        Avoid hasty actions if time for consideration is inadequate by postponing discussion on non urgent items until a future meeting.

(8)        At the end of the meeting, ask committee members if they are satisfied that each subject has been given adequate attention.

While the committee Chairperson is instrumental in making decisions on issues within the committee itself, each committee member must contribute to overall group effectiveness.  The guidelines that follow should enable the committee members to work together to accomplish committee goals.

(1)       Prepare adequately for each meeting.  Complete any required research or reading. Study the agenda prior to the meeting.  If reports have been assigned, prepare them in writing and distribute copies to all committee members before the meeting.

(2)       Ask for the floor when you wish to contribute to the discussion. Keep your remarks brief;
however, if a speech is required, conclude with summary remarks.

(1)       Except in the case of a one-person committee, each committee should meet at agreed upon periodic intervals and may also meet at any other time at the call of the Chairperson.

 

(3)       A committee has no power to spend funds of the corporation with the exception of:

(a)        funds allocated to that committee in the budget other than funds intended for proposed projects that have not yet been submitted to and approved by the Board;

(b)        expenses specifically approved by the Board; and

 

(4)       In connection with the preparation of the corporation's budget for the coming year and of the Reserve Fund budget for that year, each committee must submit to the Board a presentation  substantiating  its  request  for  an  allocation  of  funds  by  February  1st, including for proposed projects to be submitted later to the Board for approval.

The Newsletter Committee

Nominating Committee

Landscape and Grounds Advisory Committee

Lobby Decoration Committee

Library Committee

Recreational Facilities Committee

Health and Safety Committee