Regal Manor Homeowners Association Committees Meeting
Introduction • Call to order • Welcome • Introductions • Agenda • Q & A
Committee noun a person or group of persons elected or appointed to perform some service or function
What is required? • Commitment • Consistency • Compliance • Governing documents • Higher standard • Account must be in good standing • Cooperation • Each other • Governing bodies (Advisory Committee, Board of Directors) • Management company (Kuester Property Management) • Confidentiality • Communication • Advisory Committee • Community • Newsletter • Website • Flyers • E-mail blasts • Social media • Committee members • Congeniality You represent the community!
Purposes of the committees • Provide service to the community • Help achieve the goals of the governing bodies • Security, safety (neighborhood watch, school traffic, children playing and going to school, speeding, sidewalks, etc.) • Recreation, community activities (including playground, quarterly events, pool, etc.) • Aesthetics, grounds maintenance, overall appearance • Orderliness, compliance with Covenants, revision/enhancement of Covenants • Communication, information, website, welcoming committees, etc. • Community involvement • Community growth, future vision • Maintaining/promoting property values • Provide value • Interact/network with other committees • Recruit
Purposes of the committee chair • Set Committee Expectations early • Facilitate meetings • Set meeting dates and times • Insure all other members meet their deadlines and stay on task • Incentivize Committee Members/Find creative ways to keep everyone engaged • Regular written or oral reporting to advisory committee/Board of Directors
Purposes of the committee members • Honor Commitments • Provide Opinions and Recommendations • Support the goals of the committee • Carry out committee tasks • Be a positive influence for the community
Best practices • Robert’s Rules of order • www.robertsrules.org • http://www.dummies.com/how-to/content/roberts-rules-for-dummies-cheat-sheet.html • Prepare SOP handbook • Vendor relationships • Conflicts of interest • Request For Proposal (RFPs): • Ideally, a tightly written list of requirements and specifications upon which contractors, vendors, or service providers are invited to place bids. The goal is to write the specifications in such a manner that bids can be compared equally, without making adjustments among them. • Service Level Agreements (SLAs) • A contract between the provider and the user that specifies the level of service expected during its term.
Best practices cont. • Vendor relationships (continued) • Management company’s role • Effect Contracts • Arrange meetings • Intermediary • Protect the Association • Licensed • Insured • Create short/long-term goals • Create annual calendar • Create annual budget • Budget should be based on reoccurring needs and any foreseeable needs based any budget overages from the previous year.
Community goals • 2012 • Long term
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