CAI-NJ February 2021

their purpose and limits. Also, every committee should have a meeting with the board at the start of their term to completely spell out these responsibilities and boundaries. A board and staff liaison should be appointed as non-voting members and attend every meeting and make sure the committee stays within what they are permitted to do. The committee liaison should be the conduit both from the board and to the board concerning the activities and progress of the committee. Dedicated time should be set aside at every board meeting for “committee reports” where the liaison gives a brief update concerning his/her assigned committees. According to Paul Raetsch, Past President of Woods Landings in Mays Landings, often boards do not explain and monitor the proper role and responsibilities of commit- tees. Frequently, if the mission or role of the committee is not completely understood by its members, things can quickly get off track. This can create hard feelings, and sometimes committee members may resign feeling that their efforts and involvement aren’t appreciated, or the board is not backing their ideas or actions. Another problem is the possibility of

committee chairs or members dealing directly with vendors, and possibly amending contracts without board approval. Often board and committee members, as well as the management team, aren’t fully clear as to what their role is within the administration and operation of the community, leading to confusion and disgruntled committee volunteers. During my 40 years of community management involve- ment, I’ve seen both ends of the spectrum as far as well-run communities to extreme cases of dysfunctional governance. The best run communities are always the ones where the boards and committee members roles are defined, and responsibilities are documented and presented clearly to everyone involved. Boards should encourage and support their management teams, committees and volunteers. In sports, teams win because all the players know their roles and what they are responsible for. This winning philosophy holds true in the operation of any community association. Define roles, clearly explain and document every party’s involvement and you and your team will win the game every time. n

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