Living in a condominium community means working together. Cooperation and a spirit of volunteerism are visible every day in community gatherings, board meetings, even in the scheduling of time on the tennis courts. The men and women who volunteer their time to work as part of board committees play a large role in ensuring that the community functions smoothly and as a whole.

How do committees work? What are their responsibilities and what is the best way to recruit active, engaged committee members? Every community is different and every community has its own needs that its committees will be asked to fill. With that in mind, it is always best to start at the beginning: What are the most basic needs?

Size Doesn't Necessarily Matter

Board committees are most often seen in larger developments, says Ellen Bonder Lohr, president of AKAM On-Site, Inc., which has offices in New York City and Southern Florida and provides property management services in the tri-state area and all along the East Coast.

“In our experience,” Lohr says, “the size of the association is irrelevant to the presence of committees. We are aware of very large associations where it’s almost impossible to get anyone to volunteer, and we are aware of smaller associations where everyone wants to get involved.”

“Large scale communities tend to have more committees than smaller communities due to the diversity of interests; typically the social arena or arts,” says Bonnie Bertan, principal and president of Association Advisors, a property management firm based in Freehold.

“Even the smallest community has and needs committees,” adds Bertan.

The most popular volunteer duty is serving on the landscaping or lifestyle committees. Bertan suggests that one important committee involves Alternative Dispute Resolution or ADR, which saves the association and unit owners money when it comes down to mediating community issues. And also to help the board operate more smoothly are the covenants committees, newsletter, welcoming, government affairs, and finance committees, she said.

The grounds or landscaping committees most often deal with both aesthetic and financial issues, choosing, for example, what types of plantings will be made in the common outdoor areas or making recommendations on which landscaping businesses will provide the most value for the dollar.

Making decisions for an entire community can be a tricky affair, even in something as seemingly innocuous as landscaping. A lot of homeowners may want to maintain their own lawns or yards, but the committee may feel that front yards may look best with roses on display. It’s up to the committee members to come up with a plan that will satisfy the needs not only of the community but of the individual unit owners as well.

In larger condo developments, boards also may have use for rules, finance or budget committees. These groups may not meet as often as the grounds volunteers, but they are often called upon to help make important recommendations to the board on things like whether or not the community’s current penalty system is working or whether rentals should be allowed or whether any new fines need to be considered.

One other important type of committee is the ad hoc variety, one that arises to deal with a specific issue or problem. These committees meet until the issue is resolved, holding meetings perhaps three times in one month and then disbanding once they have conducted the necessary research or made the requested recommendations to the board. “The most common ad hoc committee we have seen is one that deals with the aesthetics of a property, such as a hallway and/or lobby re-decorating committee,” says Lohr.

Lohr explains, “The purpose of an ad hoc committee is to serve until a particular objective has been achieved. People in shared-interest associations enjoy participating on redecorating committees because everyone has an opinion (often a strong opinion!) about what color the hallway carpet should be.”

In our experience we've seen, “Special committees such as transition committees, search committees and even a lobby renovation committee,” says Bertan, and all of these committees, “are used all of the time and bring tremendous value to the association and management team.”

Decisions, Decisions

When it comes to making final decisions on what can or should be done, a committee does not always have the power to make those choices. The enforcement power belongs to the board but as Bertan notes, “The chairperson of the committee will bring recommendations to the board, who will in turn, discuss it internally and ultimately make the final decision as to whether or not they will move forward with the recommendation.”

“The actual power of a committee is determined by whether or not the purpose of the committee is dictated by law,” explains Lohr. “Whereas a finance or beautification committee sits at the pleasure of the board and is accountable only to the board. With the exception of fining committees, most committees are not empowered to make significant decisions on behalf of the association. Rather, the committee members serve the important function of gathering and presenting information to the board for the board’s consideration and decision.

However, Bertan points out, “Committee volunteers can get frustrated if their recommendations are not followed,” but problems can be avoided if the policies are laid out in advance.

One important requirement for a successful committee is the ability to reach some sort of consensus. “A committee that works together, has clear marching orders and does not come with a personal agenda is what makes a successful committee,” says Lohr.

Following a set of rules is also important. When a committee is formed someone take the role of chairman, to keep the committee focused. Someone needs to set the agenda, and take minutes. The committee has to stay on target and not be allowed to go off on a tangent. With proper structure and by following guidelines, like Robert's Rules of Order a committee will be able to accomplish this.

Why Do They Serve?

Committee positions are unpaid, which means the men and women who put in hours or days each year in service of their community are all volunteers. “People may volunteer to serve on a committee because they have a particular interest or skills and enjoy applying it for the benefit of others, or because they want to make a contribution and wish to learn how their association functions,” says Lohr. “Or it may be because they have a personal agenda that they wish to advance.” These folks often don’t make the best committee members, adds Lohr.

Bertan says that, “In some communities it is difficult to get volunteers, but we always advise that the board foster the board/committee relationship by allowing the committees to contribute to defining their purpose and establishing a charter so that their role is clearly defined.”

One thing is certain, a good committee member has a passion for a project, work in that area and wish to protect their investment. Volunteers also may join because they have a specific interest in seeing something done about a certain issue. Sometimes recruits can be found at annual meetings. When people disagree with something or express concern about something, “you can suggest that person serve on a committee,” says Lohr.

Other times, managers or board members may recruit someone who has professional experience in a certain field or who is a hobbyist. A lawyer, for example, may be invited to join the rules committee. An accountant may receive a request to serve on the budget committee or a decorator may be recruited for interior design.

“Often committees are formed because there’s a problem, irritants or concerns,” Lohr says. “Boards may try to groom people to take spots on those committees and match people’s skills with needs.”

The rise of social media and message boards nowadays can serve as a recruitment point. If a manager sees a particular discussion taking place within Google groups, he or she can invite one or two of those individuals to perhaps form a committee or join a committee to take action on that issue.

Whatever it is that gets volunteers involved, the strength of most committees is that participants are there because they want to be.

In addition to the tenacity and sense of purpose inherent in these small groups, committees serve a number of other important roles. Committees promote a sense of community. Committees also help ensure that different experiences and opinions are heard on a regular basis. A committee can sometimes get stuck on one particular issue, but with a committee many opinions can be discussed. Compared to a major league baseball team, committees serve as a great farm system for replenishing the revolving door for trustees. Lohr explains that many people who volunteer their time for committees are, “contemplating running for the board and want to get involved on a smaller level at first. We have found that the best board members are people who participated first in committees that made a positive difference in an association.”

Though there have been those that have suggested that committees may be on the decline due to the advancement of email and social technology, most industry insiders disagree with this view.

“I am pleased to report that we have not found this to be the case,” says Lohr.

Whatever the future of technology one fact remains certain, committees and boards, as well as the value of recruiting volunteers to address issues, gather information and share their opinions has been a staple of association oversight for years. It gives residents the chance to build a greater connection with their HOA and create a sense of ownership. It also reduces workloads for board members and managers as volunteer committee members meet with vendors, collect data and make valuable recommendations for action. When consensus is truly achieved, it creates a stronger, happier community—something that benefits everyone involved.

Liz Lent is a freelance writer and a frequent contributor to The New Jersey Cooperator. Associate Editor Liam P. Cusack contributed to this article.