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Brooklyn Property Management Blog of ProRealty

Forming Condo Board Special Committees

Brooklyn Property Management Blog of ProRealty

The Board holds responsibility for the entire management of the condominium community. They assure that the association and the whole community are smooth sailings. On the other hand, residents can volunteer to look after a specific part of the community.

Special committees can help the Board to manage the community easier. They allow the residents to participate in less commitment and duties that will benefit everyone in the association.

Committees are usually included in the bylaws of your association. They are a group of volunteer members that guide and assist the Boards when there are activities. It is an outlet for the owners to participate even without holding a position on the Board.

Many Condominiums have special committees to encourage owner engagement, counter owner frustration, and help the Boards accomplish specific tasks. The more owner involves in the committee, the better.

However, the number and size of committees depend on the building. The larger the association is, the more the committees are. But some committees rely on the association bylaws if it has a specific number and size of the committees.

Upon handling the condo administration, the committee’s operation must be in line with the association bylaws. Committee members should not be board members, and they should not also have any contract on behalf of the association. Some committees have a particular budget when organizing an event or activities; however, the Board must inform and approve it.

The engagement, tasks, and different roles are essential for establishing committees before others question them. The Boards, committees, and owners should acknowledge the engagement, duties, governing documents, and various functions of different committees to avoid conflict. The committee’s roles should be taken seriously to provide help to the Board and association.

Types of Special Condo Board Committees and Their Roles.

There are different types of committees that the Condo Boards should have. Sometimes it depends on the Association bylaws. Here are some common types of special Condo Board committees with their roles.

  • Maintenance Committee – its primary role is to protect and maintain the usefulness of the association’s properties. Some of their duties are inspections of the building’s roof, paint, fences, gates, and other building parts. They also conduct monthly inspections of the cleanliness of elevators, stairways, and hallways. And they develop plans for the maintenance and goal of lessening the needs of Capital Assessment.
  • Welcome Committee – help start the new resident to have a friendly relationship with the community. They are also orienting new residents to the rules, regulations, standard practices, and the Typical House Rules for Condo Association Communities.
  • Financial Committee – accomplish accounting and bookkeeping and record all the finances coming in and out of the association’s bank account. They are also preparing the Condo Association Budget, maintaining financial records, creating financial reports, and assisting the Board with finances.

 

  • Social Committee – help planning the community party and gatherings. They are also helping in making polls if the owners are interested in having social gatherings. They are preparing the upcoming event, date, time, theme, and venue. They’re also responsible for the announcement of the event.
  • Communications Committee – is responsible for the formation of the community newsletter and what topics to publish. The approval of the final publication will be upon the approval of the Board. They are also the ones responsible for the necessary announcements on the message board.
  • Safety Committee – help improve the safety and security of the community. Some also put up a community watch project to prevent crimes and illegal activities inside the community and keep the residents safe.

Effectiveness of Special Condo Board Committees.

The Board must encourage the committees to do positive things for the association and the entire community. At the same time, they are spending their time and effort effectively and efficiently. 

To ensure that the committee is functioning effectively, you should check out these simple tips.

  • Make clear the committee responsibilities. Committees need to be aware of their purpose. Clarifying the committee’s roles and duties can avoid confusion.
  • Inform the members about the different committees. Most of the residents do not understand the various types of committees. Explaining the differences can lessen the confusion of the members.
  • Identify the terms limit. Limitation of a term can prevent a member from being too influential.
  • Create accountability. The committees should have a record of their minutes and must share it with the Boards. It is for the awareness of the Board for any committee activities.
  • Recruiting new people. New people in the committee will bring new and fresh ideas.
  • Appreciate committee member’s accomplishments. Make sure to thank your committee members publicly. It will create encouragement to continue to work hard and serves as an inspiration for others.
  • Regularly review committee policies and structures. Your committee needs an update when there are changes in your community. Check your committee policy and structure at least once a year to keep it relevant.

Reasons and Ways The Owners Must be Involve

Committees are an excellent way of contributing to the community without being fully committed to the Board. You can focus on the things that you enjoy doing or some of your talent.

If you have known yourself, enjoy and have talent in writing, you can involve yourself in the communication committee. If you are good at planning events and activities, you can join the social committee.

 

Overall, having a committee is suitable for your association. You can get more residents involved and then make other residents also involved in the association, which will signify a positive and healthy relationship in the community.

By creating committees, the residents can help form the direction of the community in the aspect that they look after, and the whole community benefits from these contributions.

On the other hand, boards should set a clear priority for the committee members and make decisions that support the committee efficiently. At the same time, the committee members should work within the boundaries set by their Boards and practice patience. Working together and establishing a harmonious relationship in the community brings up a better association.

 

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