Mission Statement vs. Charter

Robin,

Typically, a committee charter includes a mission statement along with general or detailed procedures along with what authority and responsibilities the committee has.

Some Associations create charters.
Some Associations create policy resolutions.
Some Associations create only a mission statement
Some Associations do none of the above.

Be it a charter or a policy resolution, I do think that it's important for a Board to outline what authority and responsibilities a committee has along with minimum meeting requirements, how decisions are to be made (majority vote, unanimous, quorums if any, etc)and if committee members will be appointed by the Board, appointed by the Committee or elected by the membership.

A simple mission statement doesn't address those things.

Robin wrote: "My thoughts are .... [to] have a separate document with an overall outline/policy regarding the proper conduct for committees i.e. Committee chair elected by the membership of the committee, meet a minimum of so many times a year, minutes to be taken and summited to the board, basic rules for committees."

Seven page charters seems ridiculous.

If a g rout of H'ownrs would like to form a committee, the Board might want to s ask them to compose a one-page or less charter. this will help erstwhile members to organize their goals & objectives. Temporary Committees are call "ad hoc committees."

This is how we do it, Robin. We have a doc called "General Guidelines for All Committees." In it, however, we state that the Committee recommends a member to be chair. The board approves the chair. One reason is that Boards are responsible for Committees (per CA Corps Code; don't know about NC). Because in CA all committees with budgets and/or decsions-making powers must keep minutes and must write a monthly report to the board, we require all Comms do it. The board also approves the members. We'll do this for 2016's members of our five Committees at our board meeting this month.

Most Committee charters are about one page long. Here's one that just was approved last month; parts of it are redundant of the Gen. Guidelines. The "purpose" is kind of a Mission Statement. As you can maybe tell, we're an urban high rise.

Building Committee Charter

Purpose: To inspect, advise and assist the management team and Board of Directors with recommendations and suggestions concerning maintenance and aesthetic improvements at Horizons.

Responsibility: In general, the Committee’s charge is all “public” common areas. The BC also must indicate the location of funds for any recommended expenditures. Mechanical systems are excluded.

The BC performs functions that include, but are not limited to:

1. Making recommendations for the improvement of the buildings, lighting, and recreational amenities, which also include:

(a) parking garage, stairwells, elevators, hallways, sidewalks, gates & fencing, curbs, and building exteriors

(b) fitness center, locker rooms, billiards room, pools, lounges, lobbies, conference room

(c) other projects as requested by the Board or management

2. Review, discuss and report any problems or concerns that come to the BC’s attention to the GM/designated rep.

Membership: Three to seven HOA X members, who are in good standing throughout the term of office. The Board appoints one member as
Chair. There will be a Board-appointed liaison from the Board. The members of the BC will be appointed and removed by the Board at any time, with or without cause.

Experience: Members should have an interest in or passion about enhancing HOA X's maintenance activities and aesthetics.
Meetings: The Committee meets at least monthly. At least one member attends Board meetings to answer questions related to its written report.

Reporting The Committee submits written minutes and monthly written reports about its Requirements: recommendations and ongoing and completed activities to Management at least ten days prior to a Board meeting.

Reports To: The Board of Directors.

Term: One year, expiring at the annual meeting.

Budget: The Committee does not have an assigned budget. Any expenses are by Board approval only.

Authority: Only the BC chair is the BC liaison with management. Except for routine HOA X work orders sent online, all BC members’ requests and ideas are submitted at BC meetings for member discussion and votes.