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HOA Committees can be a valuable resource to the Homeowners and Board members they serve. They help complete specific tasks that might otherwise be overwhelming for a typical Board to take on as an additional responsibility. This article will explore the roles and responsibilities of Committees, the types of Committees an HOA can benefit from, and how to solicit volunteers to serve on Committees.

Roles and Responsibilities of Committees

Homeowner volunteers in the community make up the HOA Committees, and the Board of Directors appoints them.

Your HOA’s governing documents might include guidelines for forming a Committee. However, some documents may only address one type of Committee and have parameters for creating new ones.

Each Committee should maintain a charter outlining its members’ roles and responsibilities. Below are a few tips for creating charters for new Committees:

• Create an outline that provides structure and direction. The outline can be used when the Board passes a resolution to create the Committee.
• Have a statement of purpose – What is expected of the Committee? Clarify if they have the authority to make decisions or are gathering information and providing recommendations.
• Identify how many members should make up the Committee and how they will report to the Board.
• Will there be a Budget for the Committee? If so, clearly identify what the budget will be.
• How long will the service term be for volunteers?
• Identify a Committee name. (i.e., Social Committee, Decorating Committee, Safety Committee, etc.)
• List the Committee members’ names and identify their positions. The Chair and Co-Chair will take responsibility for the Committee’s actions and report to the Board. The Secretary will keep records and documentation of the Committee’s meetings, tasks, and progress. If there is a budget, the Treasurer will ensure the Committee stays within the budget limits.
• Encourage Committee members to exchange information and meet regularly to discuss the goals of the Committee.

Types of Committees

• Executive Committee: Made up of the Community’s Board of Directors.

• Non-Executive Committee: This committee is made up of homeowner volunteers. Depending on the governing documents or state statutes, certain Committees may exclude Board Members from positions. In other cases, the bylaws may require a Committee to have at least one Board member.

• Standing Committee (Continuous tasks): Architectural, Finance, Events, Social, Landscaping, Welcome, Block Watch, Communication.

• Special Committee (Specific project tasks): An advisory committee may be tasked with researching vendors to identify possible candidates to submit RFPs to. For example, the Playground Committee can be tasked with purchasing new playground equipment.

Over the years, Boards have created various Committees—such as Community Service, Block Watch, Beautification, and Communications—to serve specific community needs.

Most Common Committees

Below are the top five most common Committees within an HOA and some duties they could be charged with through the charter.

• Architectural Review: The Architectural Review Committee can review and approve exterior changes and ensure that all changes comply with the Design Guidelines and the CC&Rs.

• Financial Advisory: The Financial Advisory Committee could review and monitor the HOA’s finances to ensure the financial position remains strong and operates responsibly. Additionally, they may also be tasked with obtaining and reviewing a reserve study prepared by a third-party vendor contracted by the association.

• Welcome Committee: This group warmly welcomes new homeowners to the neighborhood. Members may also provide information about meetings, events, or neighborhood practices to keep new homeowners informed.

• Social Committee: The purpose of the Social Committee is to assist the Board in creating social and recreational events geared toward the community’s interests and needs.

• Landscape Committee: The primary role of the Landscape Committee is to keep the board abreast of the community’s needs. This may include conducting inspections on the grounds of the community to look for ways to enhance common areas and identify potential landscape improvements and possible maintenance concerns to make recommendations to the Board.

Can a Committee meet without notice of a meeting?

A review of that state statute, governing documents, or Committee charter will assist in determining if notice of the Committee meeting must be provided to all members of the Association. 

Soliciting Volunteers for the Committee

Now that the Board has identified the need to establish a new Committee, you must find reliable and helpful volunteers. Here are a few tips that will help you attract the right volunteers and make the Committee successful.

Consistent and clear communication is Critical.

There are many ways to communicate the need for Committee volunteers. Please use multiple communication channels to ensure the community receives this message. E-blasts, newsletter announcements, Board Meeting announcements, flyers, and good old-fashioned word of mouth are all great ways to share your message with the community.

Talk to active members

As a Board member, you probably notice which HOA members regularly attend Board meetings. Building relationships with attending members of your HOA meetings is good practice. Speaking with homeowners one-on-one will make them feel more connected and possibly encourage participation.

Consider creating an application

If your HOA is fortunate to have multiple people willing to volunteer for a Committee position, the Board can create an application. That way, the selection process is fair and open.

The form can ask for name, address, email, information, and whether the candidate served on any other Committees. Additionally, you can include a candidate information section allowing homeowners to share the skills and talents they bring to the table. For instance, someone with an accounting background might be helpful in a finance or budget committee.

Download the Application Example Here

Show appreciation

Reinforce the behaviors you want to be repeated. Show volunteers how grateful the Board is for their commitment, publicly acknowledge their efforts at Board meetings and in community newsletters, or highlight them on the HOA website. This reinforces the volunteers’ loyalty and can attract new volunteers.

Committees provide the perfect environment for members to engage and contribute to the community’s success. If your Board is overwhelmed with projects and tasks, AAM is ready to help with professional management services. We have the experience and processes to help you form the Committees your association needs. 

• Community Services: Why Homeowners Should Volunteer for the Board
• Why HOA Boards Benefit from Working with an HOA Management Company
• How to Increase HOA Homeowner Participation

HOA Board Members often handle complaints from fellow homeowners. Dealing with these issues can feel daunting, especially when the homeowner seems unreasonable or irate. Below are 6 Steps to Effectively Handle HOA Complaints to guide you through achieving a successful resolution.

1. Listen Generously & Pay Attention to the Details:

• Whether you communicate verbally or in writing, acknowledge the homeowner’s concerns and thank them for reaching out.

• Have the homeowner submit their concerns in writing for documentation purposes.

• Ask clarifying questions to ensure you have all the information you need to research and resolve the matter effectively.

• Don’t be dismissive; remember, you do not have to promise anything.

• Keep the homeowner advised when they may expect a decision regarding their complaint/concern.

2. Be Proactive: 

• Review federal and state laws relative to the complaint and your association’s governing documents (Declaration of Covenants, Conditions, and Restrictions; Bylaws, Rules and Regulations, Policies, etc.) to see if any of these address the complaint. 

• Don’t be afraid to check with the association’s attorney.

3. Share the Information & Collaborate:

• You are one of several individuals who comprise the Board of Directors, which acts as a whole. Add the complaint to the next meeting agenda and share it with the rest of the board.

• The Board should discuss and examine the matter to find the best solution.

• In some cases, further investigation is needed to work towards a resolution.

4. Deliver Results: 

• After the board has discussed and decided, it’s time to inform the homeowner. 

• Share the why, speak straight, let the homeowner know how the decision was reached, and remind them that the Board acts in the community’s best interest. 

5. Be Process Oriented: 

• Having a clear protocol for members to submit complaints.

• Outline a specific process in how the Board will investigate and respond. Defining a strategy from start to finish will help you consistently address homeowner grievances.

6. Use Your Community’s Management Company to Your Benefit 

• Professional management companies—like AAM, LLC—provide full-service management, which includes proficiency in addressing and resolving homeowner concerns. 

Successfully handling HOA complaints is a critical part of fostering a positive and harmonious community. By following these six steps—listening generously, being proactive, collaborating as a board, delivering results, establishing clear processes, and leveraging professional management resources—you can confidently navigate even the most challenging homeowner concerns. Remember, every complaint is an opportunity to demonstrate your leadership, reinforce trust, and strengthen the community you serve.

If you read our article “HOA Board of Directors Roles and Responsibilities,” you already know about the typical roles. These roles are crucial to your HOA’s Board of Directors. However, the role and duties of “Members at Large” might not be as self-explanatory. In this article, we will answer the question: What is a Member at Large? How are they selected, and by whom? What are some of their duties? And, is there a difference between Member at Large and Director at Large?

Director at large meaning:

Members at Large are HOA homeowners who serve on the Board, with voting rights similar to those of other directors. They do not hold officer roles on the Board and aren’t assigned the same duties. The number of Members at Large in an HOA will vary from association to association. Each association’s governing documents dictate the required number of Board representatives. Some may have one or two Members at Large, while others might not have this position at all.

How do Homeowners become Members at Large?

• The Board elects them through elections. Members elect directors, who then decide which will serve as officers, usually including a President, Vice President, Secretary, and Treasurer. Those who do not become officers among the elected become Members at Large. To learn more about the specific roles of Board officers and their responsibilities, check out our article on the Roles of HOA Board Members. Elected terms can vary from HOA to HOA. Always check your governing documents. 

• The Board directly appoints them. It is common for the Board to invite a homeowner to join as a Member at Large, not an officer. This person serves the association under guidelines provided by the Board and according to the bylaws. This often happens when a homeowner’s expertise benefits the Board or the entire association. For instance, an architect homeowner might be appointed to support the Board during a community remodeling project.

• The Board demotes them from their officer roles. The Board can remove the President or any officer from their role through a vote from other directors. However, this doesn’t remove them entirely from the Board. They would instead become Members at Large. Since the entire membership elected them, only a majority vote from the membership can fully remove them.

What are the duties of a Member at Large?

The primary role of a Member at Large is to support the Board and act as a liaison with homeowners. The association’s current needs likely determine their varying duties and responsibilities. They are expected to attend all Board meetings to stay informed and understand the community’s goals and plans. They are encouraged to participate and share knowledge to inform and educate other Board representatives. Additional duties, like special projects, overseeing committees, or mentoring membership, will be assigned as needed by the Board.

What does “at large” mean? “At Large” means the position has no specific assignment, and duties can vary. 

Is there a difference between Member at Large and Director at Large?

“Member” and “Director” are interchangeable terms. Therefore, there is no difference between a Member at large and a Director at large.

• HOA Board Member Roles
• HOA Board of Directors Roles and Responsibilities
• Fiduciary Responsibility of HOA Board Members
• What is the purpose of an HOA

We are often asked, “When should we start preparing for our HOA to transition from a developer-controlled board to a homeowner-controlled board?” Our answer is always the same, “starting on day one from when the developer first hires a professional management company.”

Setting up a community for a successful transition begins with ensuring the community will be financially stable once the Developer is no longer involved. The AAM Developer Services department begins work with our developers months, if not years, before construction commences. This process starts with preparing the initial budget to determine the reserve requirements and set the assessment rate. At the request of the Developer, AAM will also conduct a thorough review of the governing documents to ensure they align with state and federal laws. Thus, we anticipate any concerns that may arise for a community down the road. Setting an appropriate assessment rate and having the proper documentation in place sets the foundation for the association. However, remaining vigilant by taking additional steps beginning on the first day of management will contribute to a successful transition.

HOA Transition Best Practices

Below is an outline of best practices to follow leading up to an HOA transition from Developer to homeowner control.

COMMON AREAS

After installing the common areas, the Developer should document their condition before transitioning maintenance to the association. An inspection must confirm that everything is installed according to plan and the common areas are in good condition. Once the association accepts maintenance, regular inspections should be conducted to monitor the common areas and address any concerns promptly. Auditing the community for maintenance issues a year before the transition is a good practice. This allows time for any maintenance concerns to be addressed while the Developer still controls the board. Failure to properly maintain the common elements throughout development can lead to problems during transition.

The Developer should confirm that ownership of common area parcels has been conveyed to the association. Some counties offer special tax valuations for common area parcels, so ensure all parcels are submitted for this valuation. Failure to do so may result in substantial future tax bills for the association. This process is simple for smaller communities but may require an HOA attorney for more complex communities. Developers should consider having an HOA attorney audit these communities before the transition to ensure proper deed and valuation.

FINANCIALS

The developer board should constantly evaluate the financial condition of the community to ensure that the association is financially stable, has a balanced budget, and has an appropriately funded operating account and reserve account. By the time of transition to homeowner control, the association should be self-sufficient. If there are deficiencies being funded by the Developer leading up to the transition, that is an indication that the assessment is set too low. By monitoring the financials through development, the developer board can ensure that appropriate assessments are taken to provide sufficient income at the time of transition to cover anticipated expenses.

Every community should have a reserve study in place that lays out a plan for the repairs and replacements of common areas. It is prudent to thoroughly review the reserve study to make sure that all common area improvements that should be funded are included. Studies should be updated at least every three years, unless the CC&Rs require more frequent updates, to make certain that the association’s reserve account is sufficiently funded at the time of transition. Failing to fund reserves adequately is a common area of contention with homeowner boards following the transition. 

Good Faith

There is no legal requirement to complete a reserve study or ensure the association is adequately funded. However, the Non-profit Corporation Act requires directors to act in good faith and with the care of an ordinarily prudent person. Directors must also act in a manner they reasonably believe is in the best interest of the corporation.

Common law, established through the Restatement Property (Servitudes), is court-made law based on previous court opinions. Sub-Section 6.20 outlines the Developer’s Duty to the community during the period of control. The Developer must establish a sound financial basis and maintain accurate records for the association. They must also account for the association’s financial affairs and disclose all material facts affecting its financial condition. These duties remain until the Developer relinquishes control of the association to its members.

Document & Organize

As the transition approaches, it’s prudent to ensure the association is well-organized. Association records should include all pertinent documents, such as CC&Rs, recorded amendments, plat maps, and common area tract deeds. Include signed Bylaws, filed Articles of Incorporation, and any working documents adopted by the developer board. Files should contain current contracts, insurance policies, financial records, development plans, and meeting minutes. Confirm that the association is in good standing with the Secretary of State or Corporation Commission.

TRAINING 

Four months to one year prior to transition, depending on the size and complexity of the community, a Transition Committee consisting of homeowners should be organized. This Committee will go through a series of training sessions regarding the association’s inner workings and the board members’ responsibilities. This is a good time for the management company to educate and build relationships with homeowners who will hopefully go on to run for the Board of Directors. Additional training for board members following the transition will further contribute to a successful transfer of control.

Our ultimate goal with any transition is for the homeowners to take control of the association and move forward with a good relationship with the Developer. Homeowner concerns with the Developer may arise within a few months following the transition. However, sometimes situations arise years later. As such, the management company must diligently follow up on any concerns and initiate discussions with the Developer to resolve issues amicably. Following best practices and having the right team from day one ensures a smooth, successful management transition.

• Ultimate Guide for HOA Transition Success
• How to Change Your HOA Management Company
• What is an HOA Transition

Community associations are unique entities, and the Boards that lead community associations fill unique roles. In our experience, the most successful board members have strong integrity, reasonable judgment, a willingness to serve, and commitment to the best interests of the community. Couple this with a Community Manager who has an approachable attitude, excellent communication skills, unwavering integrity, and takes a genuine interest in the community, and you have a formula for success! But what else does it take to lead a successful community association?

Below, we have provided successful tips for both Board Members and Community Managers:

5 Habits for Board Members

 
1. Look at the Long-Term Financial View

Take the time to look at the Association’s overall financial position in a 5, 10, 20, and 30-year span. Understand the assets of the Association. Obtain a Reserve Study and update it every 2-3 years. The assets of an Association typically age and require maintenance and/or replacement. Don’t skip routine maintenance to save a few dollars. Don’t be fearful of raising assessments if needed. 

2. Make Educated Decisions

Education should be a high priority. Part of learning how to be a good Board member will come from trial and error; but, reduce the errors and the time it takes to get up to speed by attending Board training (often offered by your management company, Association attorneys, and certain municipalities), read the governing documents, rely on the guidance of experts and ask questions.

3. Be Reasonable

Although Boards have a big responsibility, they don’t need to be overzealous or inflexible to fulfill it. Avoid snap decisions, act rather than react, and deal with real problems, not nuisance situations.

4. Be Transparent

Transparency in an association is a good thing and goes a long way toward giving members the feeling that the Board is doing the right thing. It can be tempting to keep certain decisions under wraps, especially if there is friction among Board members or if the Board believes their decision may be unpopular with the members. However, secrecy leads to distrust once the secret is unveiled. While there are times when confidentiality is necessary, most often, the HOA Board’s business is public information, and it is required to be easily accessible to homeowners.

5. Communicate, Communicate, Communicate

Effective communication helps to establish “unity” in the community. Use your available tools to get the information to your members and create a process in which members can communicate with you! In this era of interactive technology, use your website, eblasts, text messaging, social media platforms, and Association or management apps. Additional tools may include bulletin Board postings, A-frame signs, door-to-door flyers, information sent out via US mail, and face-to-face Board meetings.

5 Habits for Community Managers

(The following is part of AAMs core fundamentals) 

 1. Be Proactive

Plan your work. Solve problems before they happen by anticipating future needs or opportunities and addressing them in advance. Looking ahead allows us to better capitalize on opportunities and to prevent issues instead of fixing them.

2. Share Information

Learn to ask yourself, “Who else needs to know this?” When in doubt, share more rather than less. No team ever failed because they shared too much information.

3. Be a Fanatic About Response Time

People expect us to respond to their questions and concerns quickly, whether in person, on the phone, or by e-mail. This includes simply acknowledging that we got the question and we’re “on it,” as well as continuously updating those involved on the status of outstanding issues. Rapid response is one of the easiest and best ways to stand out from the crowd.

4. Pay Attention to the Details

Whether it’s getting the contract terms right, getting the correct address, or doing the proper research, details matter. Double-check your work for accuracy and precision. Accuracy is a reflection of excellence.

5. Take Ownership

Take personal responsibility for making this happen somehow. Respond to every situation by looking for how we can do it rather than explaining why it can’t be done. Be resourceful and show initiative. Don’t make excuses. Take the extra step to solve the problem.  See issues through to their completion.

In addition, having an engaged community is of equal importance for a successful Community Association. Below are ways to encourage Community involvement.

Encouraging Community Involvement

Running an effective homeowners’ association takes the work of many. While Boards can hold meetings and make decisions, what really makes an Association a “community” is the involvement of its members. But how do we encourage participation? 

• Provide opportunities for members to interact through social events.
• Encourage volunteers to share their positive experiences with other members.
• Recognize and thank your volunteers often.
• Form committees.
• Host Town Hall Meetings.
• Hold regular Board meetings.
• Communicate, communicate, communicate. 

A successful community association is a collaborative effort. It’s a committed group of community volunteers (Board Members) leading the charge and making sound decisions for the community, partnered with a management company that can move decisions forward, both with the same shared vision of success.

• The Role of an HOA Community Manager
• How to Successfully Change Your HOA Management Company
• 10 Tips for Successful HOA Board Members
• 6 Steps to Effectively Handle HOA Complaints
• How to Increase HOA Homeowner Participation

Each association is different, and its governing documents drive the HOA transfer fees collected at the close of escrow. 

Examples of fees that could be charged at the closing are: 

Working Capital/Initial Capital Contribution/Community Enhancement Fee

• The association collects this part of the transfer fee and deposits it into its operating account for the board’s use. If the governing documents do not require a reserve fund fee, the board often designates the working capital fee to fund reserves. The CC&Rs or a board-adopted resolution specifies the amount collected. The buyer typically pays this fee at closing

Reserve Fund Fee

• The association collects this fee to fund the reserve account. It supports the maintenance and replacement of capital improvements outlined in the CC&Rs. The association deposits the fee into the reserve account for future use. The Board of Directors hires third-party vendors to identify assets and develop funding strategies to maintain them. The buyer typically pays this fee.

HOA Transfer Fees

• The association collects this fee, and the board of directors decides how to use it. Governing documents grant the board this authority. The board may allocate the fee to reserves or the operating account. In some states, the fee offsets the cost of updating owner records. The buyer typically pays this HOA transfer fee.

Resale Disclosure Fee/Statement of Account Fee/Certificate of Assessment

• The managing agent typically collects this fee, with the amount determined by the management contract negotiated by the board. State statutes often set the fee amounts. The seller usually pays this fee.

The fees listed above do not count as advance payment of assessments and are not refundable for future property sales.

While HOA transfer fees may initially seem complex, understanding their purpose and how they are allocated can simplify the process and reduce surprises during closing. Whether negotiated between buyer and seller or dictated by the HOA’s governing documents, these fees ensure the smooth transition of ownership and the continued financial health of the community—an investment that benefits all residents.

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• What is the purpose of an HOA
• What is an HOA Estoppel