Church Point

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Committee Reform

Background

Over the past 26 years, the Church Point Homeowners Association has had a number of committees to assist the Board of Directors with ongoing work. Some of these committees were officially created through Board resolutions; others seem to have simply been created by volunteers. At one point, Newsletters mentioned six committees. Over the last couple of years, however, a number of committees sat dormant due to a lack of volunteers. As a result, the associated functions were either not performed or had to be performed by the Board itself.

To rectify this situation, it is important that we reform the Committee structure through a set of Board of Director resolutions. This should clarify the situation for association members and make it easier to recruit volunteers as each committee will now have a list of documented responsibilities.

Recommended Committees

  • Architectural and Rules Enforcement (AREC) Committee – This committee is the amalgamation of two committees (the Architectural Control Committee and the Rules Enforcement Committee) that were created in 1997. You can find copies of the original resolutions on our website. The merger happened in 2011 but a new resolution does not exist.
  • Communications Committee – When the HOA was incorporated in 1990, we primarily lived in a paper world. Since then, newsletters, emails, text messages, websites and social media have become regular means of communication. To ensure consistent and far reaching communications with all the members of the association and between the members, a Communications Committee is required. The function of the old Newsletter Committee can be absorbed.
  • Landscaping Committee – This committee was also created in 1997 through a resolution and is still required given the large common areas in the HOA. Given that the Garden Club no longer exists, some of the functions performed by them now need to move to the Landscaping Committee.
  • Social Committee – This committee has been around for a while but it was not created through a resolution. It is recommend to also absorb the functions previously performed by the Welcome Committee and the Yard Sale Committee.
  • Budget Committee – A lot of HOAs have a budget committee to assist the Treasurer and the Deputy Treasurer in their work. The Church Point HOA never had one and outsourced this function to the hired management company. It is recommended to establish a budget committee (at least in the short term) to help the board with budgeting, funding and reserve study matters.

Recommended Resolutions

To kickstart the discussion on the future committees, a set of draft resolutions is available below for Board review and approval:

Other Issues

In 2002, a program for Neighborhood Watch was setup but it was never run as a committee. It needs to be determined if we still need it and whether it requires a committee.

Update

During their January 22nd, 2024 meeting, the Board of Directors unanimously approved the recommended resolutions listed above and thereby formally established the five committees. The future of the Neighborhood Watch Program remains undetermined.