Committees

Here is Information on our Association's Committees

Committee Descriptions

Legal
Fining
Landscaping
Social & Recreational
Finance
Safety & Security

Legal Advisory & Rules/Regulations Committee

Purpose:

Provide input and make recommendations to My Condominium Association’s Board of Directors on legal matters that come before the Association. The Committee does not usurp the authority or responsibilities of the Association’s attorney or licensed CAM and may not interface directly with the Association’s attorney without Board permission.

Members

  • John Doe - Chairman
  • Nancy Peterson
  • George Jefferson
  • Paul Clinton

Responsibilities:

  • Review legal documents and provide suggestions regarding possible changes to clarity meaning and protect the Association’s interest.
  • Review and provide advice regarding vendor bids, agreements/contracts, Association governing documents, statutes, proxies, consent to actions, meeting notices, lawsuits, etc.
  • Serve as the Rules & Regulations Committee and provide one or more representatives on the Fining Committee.

Documents

1/22/21 Meeting

Fining Committee

Purpose:

Assure that fines or suspensions are administrated reasonably and fairly.  They are not to debate whether the violated statute, bylaw, rule, or provision is appropriate or reasonable.  Their commission is just to determine whether there was a violation, how long it continued, whether the violator was taking corrective measures, and whether there were any extenuating circumstances.

Members

  • Tom Ryan - Chairman
  • Michael Orbison
  • Sara Holly
  • Jane Simpson
  • Mark Waters

Responsibilities:

  • Serve as the last arbiter that a resident who is accused of rules violation has. The Committee provides a check-and-balance over the Board’s fine levying and suspension-of-rights abilities.
  • Provides an opportunity for both the Association and the person who is proposed to be fined to present evidence as to why the fine should or should not be imposed.  This is not a time for debate or to lecture the resident, and the Fining Committee should try not to engage in a back and forth with the resident.
  • Once the alleged violator has made their case, notify, after the meeting, the alleged violator and Board of the Committee’s decision via mail, which gives the Committee time to deliberate and also helps avoid an argument between the owner and the Committee at the hearing.

Documents

1/22/21 Meeting

Landscaping Advisory Committee

Purpose:

Provide input and make recommendations to My Condominium Association’s Board of Directors regarding ongoing upkeep and beautification of the Association’s grounds. The Committee may directly interface with the Association’s landscaper for information regarding grounds maintenance, possible landscaping upgrades, alternative plantings, product pricing, et cetera but may not make commitments without Board review and approval.

Members

  • Steve Brown - Chairman
  • Tom Ryan
  • George Applegate
  • Sara Holly
  • Jane Simpson

Responsibilities:

  • Participate in scheduled inspection tours with the Association’s landscaper to identify possible upgrades or improvements to landscaped areas.
  • Review and make Board recommendations regarding unit owner landscaping requests and complaints.
  • Provide recommendations to the Board for plants and flower selections for annual plantings on grounds and in poolside pots in collaboration with the landscaper and within defined budget parameters.
  • Submit landscape improvement recommendations to the Board.
  • Provide annual landscaping budget recommendations to the Budget Committee.
  • Act in landscaping activities on behalf of the Board as requested.

Documents

1/22/21 Meeting

Social & Recreational Committee

Purpose:

Organize social and recreational events available to all Association residents. The Committee seeks opportunities for building community spirit, cohesiveness, and teamwork by organizing fun and enjoyable events improving resident lifestyle.

Members

  • Tasha Beach - Chairman
  • John Montgomery
  • Steve Brown
  • Paul Clinton
  • George Jefferson

Responsibilities:

  • Solicit resident input regarding possible social and recreational events and activities.
  • Brainstorm ideas and plan social and recreational events and activities including resident socials, dinner dances, local tours, tennis and bocce ball competition, yoga, golf outings, water aerobics, poker, bridge, Mah Jongg, etc.
  • Submit social and recreational event recommendations to the Board, together with associated resource requirements and financials, seeking approval.
  • Develop flyers, communications, and website postings for notifying residents of the planned events and activities.
  • Submit Newsletter articles regarding proposed and planned events.
  • Coordinate holding of the social events assuring that everything goes as planned.
  • Evaluate post-event the successes and challenges of the events and provide feedback to the Board.
  • Submit recommendations as needed for repairing and improving existing recreational facilities (pools, tennis courts and bocce ball court) to the Board.
  • Submit recommendations for additional recreational facilities to the Board for review and approval.

Documents

1/22/21 Meeting

Finance/Budget Advisory Committee

Purpose:

Conduct reviews of the Association’s current and planned expenditures, providing input and making recommendations to the Board. Participate as members of the budget committee.

Members

  • Dave Smith - Chairman
  • Amy Johnson
  • Paul Clinton
  • Michael Orbison
  • Jennifer Simpson

Responsibilities:

  • Periodically meet with the Board Treasurer to review Association financials, discuss planned expenditures, and understand budget performance (i.e., variances to budget.)
  • Participate in the review and approval of major expenditures including bid reviews and vendor negotiations.
  • Serve on the Budget Committee, assisting with the budgeting process and development of the budget for the forthcoming year.
  • Review and recommend expense reduction and budget changes based on year-to-date financial performance.
  • Review Reserve Accounts and make funding recommendations to the Board based on current costs, insurance replacement-value estimates, and vendor proposals. Also consider useful life changes to replacement schedules.
  • Review and make reserve fund investment recommendations to the Board (e.g., laddered certificate of deposit purchases).
  • Review and make recommendations to the Board regarding bookkeeping and accounting practices and financial policy. Propose updates to the Association’s financial accounting policy.
  • Assist the Board in determining, scheduling, communicating, and administering special assessments.
  • Participate in the annual insurance proposal process with the Association’s insurance broker.

Documents

1/22/21 Meeting

Safety & Security Advisory Committee

Purpose:

Provide input and make recommendations to the Board regarding opportunities for improving safety and security throughout the community.

Members

  • Amy Johnson - Chairman
  • John Doe
  • Sara Holly

Responsibilities:

  • Participate in routine committee inspection of grounds and common areas to identify safety or security concerns.
  • Report promptly to the Management Office any need for immediate repairs or corrections impacting safety or residents or employees.
  • Recommend to the Board improvements to ensure safe practices and security of the residents, grounds, and property.
  • Assist the Board in addressing safety issues identified by governmental licensing and inspection agencies.
  • Participate as needed in the review of vendor proposals regarding evening and overnight security guard services and make recommendations.
  • Review as needed in the review of vendor proposals for repairs and enhancements to the Association’s fire and life safety systems.
  • Utilize expertise of local safety experts to obtain input on best practices for resolution of safety and/or security issues in condominium communities.
  • When requested, compile options related to specific security and/or safety issues and submit recommendations to the Board for improvement and maintenance of a safer environment for all residents.
  • When requested, assist the Board in the evaluation of the effectiveness of safety and security improvement measures implemented.

Documents

1/22/21 Meeting

Committee Types

Florida statute §718.103(7) defines a Committee as “a group of board members, unit owners, or board members and unit owners appointed by the board or a member of the board to make recommendations to the board.”

The committees of the Association can be placed in one of two categories. The first category is one where the committees are purely advisory and have no authority to actually carry out specific functions. These advisory committees help analyze problems, review facts, gather information and alternatives, and submit their conclusions as recommendations to the board or to the president of the Association.

The second category of committees is one in which the committee is vested with authority to carry art or to exercise a portion of the board of administration’s responsibility. For committee to have the authority to act and carry out duties, the committee must be created by the articles of incorporation, the bylaws of the Association or by a resolution which is adopted by a majority of the full board of administration. This committee, which is normally referred to as an executive committee, consists of members appointed from the board itself. Individuals not serving on the board may not serve as a member of a committee where substantial authority is being exercised as an extension of the board of administration. The appointments for such committees must be made at a duly called meeting of the board and recorded in the written minutes of the meeting.

Committee Meeting Notices

According to Florida statute §718.112(2)(c)2.,  Adequate notice of Board and Committee meetings must be posted conspicuously on the condominium property at least 48 continuous hours before the meetings except in an emergency, and the meetings are open to all unit owners.

Record of Committee Proceedings

When the committee is advisory in nature, a formal record of the proceedings does not need to be maintained. A summary of the findings of fact or the recommendations will be sufficient and the summary will be submitted as the committee’s report to the appointing authority. If the committee has substantial authority and is carrying out a portion of the responsibilities of the board, a formal record of each meeting must be kept in the same way as the board itself maintains a record of its proceedings. As a general rule, any committee exercising authority of the board should be guided by all the same procedure requirements that govern the board, including the right of unit owners to speak with reference to all items of business.

Effective Committee Meetings

The following 5 keys are important to effective committee meetings:

  1. Clear Purpose. Clearly define the scope and responsibility. Define the mission, what they are and are not responsible for and declare their goals to the community.
  2. Right People. Fill the committee with people that are qualified and try to appoint a Chairperson that is a good leader, communicator, consensus builder and meeting manager. Assigning a Board Liaison for each committee is always a good idea as well.
  3. Regular Schedule. Setup a regular schedule of meeting dates and times that is widely publicized so that owners can attend.
  4. Plan and Prepare. Treat meetings with the same level of care, planning and preparation as a board meeting.
  5. Recognition. Publicly acknowledge committees and members for a job well done.

Committee Authority

The board has the power to appoint committees and to give them authority. The authority of the board to delegate powers to committees is not unlimited, however. The authority of a committee is respected by the limits placed upon it by the articles of incorporation, the bylaws and the resolution adopted by the board of administration creating the committee. When a committee is created by resolution of the board, the resolution should specifically express the powers being delegated and the limits on that power. The resolution should be in writing although the lack of a written resolution will not destroy the effectiveness of the committee under most circumstances.

Advisory committees do not have the authority to act for or to bind the association in any way.  Advisory committees are limited to fact-finding, information gathering and to making recommendations to the appointing authority. The function and tenor of advisory committees should be documented in writing but the failure to do so does not jeopardize their creation. These committees help to ease the responsibilities of the board of administration but they cannot replace it.

The fact that the board creates a committee and conveys to it powers and duties, does not relieve the board of administration and the individual members of the board of their ultimate fiduciary responsibility. They must ensure the operations of the Association are carried out in the best interest of the unit owners, and ultimately they are responsible for all of the acts of the committees they create.

Committee Reports

A summary of the committee’s findings, conclusions and recommendations may be brought to the board or to the membership either orally or in written form. It is preferable that the committee’s report be in writing and that it be addressed to the secretary of the Association. A synopsis of an oral report should be included in the minutes of the meeting at which the report is presented. A committee may also be requested to periodically report progress and solicit comments and further direction from the board members.

If the committee’s final report and recommendation involves the expenditure of Association funds, it must include the following:

    • Benefit of the recommendation/proposal;
    • Alternatives considered and rationale for selection of the proposed alternative;
    • Installation scheduling and costs including ongoing maintenance costs;
    • Administrative, management, and maintenance requirements;
    • Owner, community and facilities impact including any possible negative fallout; and
    • A frequently asked questions (FAQ) and answers section.

Upon receipt of a committee report, the board may accept and implement the recommendations, it may modify and change the recommendations, or, finally, it may simply accept them and place them in the records of the Association for future action and reference.

When the report of a committee has been received at a meeting of the board of administration or of the membership, it becomes a part of the permanent Association records like other official records of the Association. Committee reports are open for inspection by unit owners or their representatives at all reasonable times, and the owners may obtain copies of the reports.