Committees

If at all possible, the board should form committees and give them real responsibilities. Treat the committees as farm teams that train and groom future directors.

A condo needs committees to train, develop and test potential replacements. That is the best way for a condo corporation to develop talent. Committee members should be taught specific skills they will need to work on their committee.

Members of these committees should be given the opportunity to attend seminars and education sessions that relate to their work.

This not easy and few condos can pull this off. It would be best to start with one or two committees and build from there. If a large condo corporation can get 3% to 5% of the owners and residents active on these committees, then that should be considered a huge success.

In a small condo of less than 50 units it may be impossible to have more than a couple of committees (plus an election committee) but the idea is still sound.

Keep in mind that all committees should be chaired by a director or an officer of the corporation.

Social committee
This is the committee that has the most visibility and the most fun. Yet there is a lot of work involved as the committee members must set everything up and then clean up after the events.

They may decide to:
• host a summer barbecue.
• host bi-monthly movie nights.
• host euchre or bridge nights.
• ping pong tournaments.
• assist a local cub scout group.

Gardening committee
• spring and fall flowers.
• flower arrangements in the lobby.

Newsletter committee
This can be an interesting committee for everyone who like to write. Members can learn:
• how to write a regular column.
• become an editor.
• how to layout the newsletter.
• how to add digital photos, charts and images.
• how to add personal ads to sell items & personal services.
• learn computer skills.
• maintain the website.

Audit committee
The audit committee should meet every three months to review the financial records of the corporation. They could also help the owners select an auditor.

They need to know:
• how the Reserve Fund Study was prepared.
• how budgets are made.
• how to read the financial statements and the reserve fund study.
• how to reconcile the receipts and the expenses.
• report their findings to the board.

Operations committee
This committee gets involved in the corporation's building structure, machinery and maintenance.

They should have an interest in learning about:
• building systems and maintenance programs.
• housekeeping audits.
• fire extinguisher and safety audits.
• water, heating and air conditioning systems.
• the Reserve Fund Study.
• security & safety.
• energy saving programs.

Election committee
Most condos hire a property manager, a condo consultant or a lawyer to chair their AGMs and have staff from the property management company staff the registration desk and oversee the election results.

A competent president or vice-president can learn to chair the AGM as chairing the monthly board meetings will give them practice and the rest of the election duties can be done by the owners if they are given an orientation session and a small handbook to work from.

Have to be functional
Try hard to make the committees successful but if they cannot attract competent members or if they do not add value to the community, then the board needs to disband them. Transfer the competent members to a committee that is performing well.

Rogue committees
The committees serve at the pleasure of the board, not the other way around. The committees are not independent of the board and cannot "do their own thing". They report to the board and must follow the board's suggestions.

They must not become political commissars who think they have the right to review, amend or approve board decisions. A board cannot have committees thinking that they run the corporation or political commissars that want the power to veto board resolutions.

Any committee member who doesn't understand this should be told to become a candidate for a position on the board at the next AGM.

top  contents   chapter   previous   next