COMMITTEE APPOINTMENT AND TERMINATION
All Columbia Court Homeowners Association Committees (hereafter referred to as committees) will be appointed and named by the Columbia Court Homeowners Association Board of Directors (hereafter referred to as the Board).
Committees will be defined as either “Standing Committees” or “Special Committees” at the time of their appointment. Special Committees will be terminated as soon as their purpose has been fulfilled.
The Board may terminate all committees as it deems necessary. Appointment and termination of all committees will be announced at a scheduled Board meeting open to all Columbia Court Homeowners Association members (hereafter referred to as Homeowners).
COMMITTEE POWERS AND DUTIES
All committees will be charged with achieving a specific goal established by the Board and will provide the Board with an agenda and timeline by its third meeting.
All committees will provide the Board with updates at scheduled Board meetings open to all Homeowners. A committee may request to update the Board or the Board may request an update from a committee at any time by following agenda guidelines as set forth in the Columbia Court Homeowners Association Bylaws.
All committee plans will be presented to the Board for approval.
COMMITTEE NOTIFICATION AND REGISTRATION
All Homeowners will be notified of the opportunity to join a committee. The notification will contain information about the committee, a contact person and phone number to register for the committee, and a deadline date to register.
All Homeowners registering for a committee will be expected to provide his or her name, address and telephone number.
All Homeowners who register for a committee will be notified of the first meeting date. The notification will contain information including the date, time and location of the meeting.
All Homeowners who register for a committee but cannot make the first meeting will have to contact the contact person and phone number listed on the original notification. The Homeowner will then be notified as to the next committee meeting.
COMMITTEE MEMBERSHIP
All Homeowners are eligible to serve on a committee. Registration will be considered open as of the date of the initial notification and will be considered closed as of the deadline date listed in the initial notification.
All Homeowners who register for a committee will be considered a committee member of the committee and will be notified of all committee meetings. If a Homeowner registers for a committee but fails to attend or respond to three consecutive meeting notifications, his or her name will be removed from the committee list and will not be considered a committee member.
Two Board members will serve on each committee, with at least one Board member in attendance at all meetings.
All committee members will sign an Acknowledgement of Committee Guidelines form for each committee he or she serves on. The Acknowledgement of Committee Guidelines form(s) will be kept on file with the Board Secretary.
The Board may remove a committee member, with just cause, by a majority vote.
COMMITTEE CHAIRPERSON
All committees will include a Committee Chairperson (hereafter referred to as Chairperson), who will be a member of the committee and who will not be a member of the Board. The Board may appoint a Chairperson or allow a committee to appoint its own Chairperson. If a committee does not appoint a Chairperson by its third meeting, the Board will appoint a Chairperson for the committee.
The Chairperson, or his or her delegate, will: schedule all committee meetings; notify all committee members of all committee meetings; and update the Board on all committee business at scheduled Board meetings open to all Homeowners or at the request of the Board.
Should the Chairperson be absent from a meeting, a Board member on the committee will serve as the Chairperson at that meeting and perform the duties of the Chairperson.
The Board may remove a Chairperson, with just cause, by a majority vote and appoint another committee member to the position.
COMMITTEE BEHAVIOR
All committee members will treat each other with the utmost respect deserved by an uncompensated volunteer serving the community. Slanderous, belligerent or otherwise disruptive behavior will not be tolerated.
If a committee member’s behavior is found to be intolerable to a majority of a committee, the Chairperson will report this information to the Board for consideration.
If a Chairperson’s behavior is found to be intolerable to a majority of a committee, any committee member may report this information to the Board for consideration.
COMMITTEE ACTIONS, RECOMMENDATIONS, PLANS AND OPINIONS
The Chairperson, committee, and/or the Board may require that committee minutes be kept. Approved minutes will be provided to the Board.
All committee actions, recommendations, plans and opinions will be made with the approval of a majority of the committee, including presentations to the Board.
When a decision is agreed upon by a majority of a committee, it will be considered final by all members of the committee and the committee’s business will move forward.
No member of a committee will act on his or her own behalf with regard to committee business.
No member of a committee will solicit anyone within or outside of the Columbia Court community regarding committee business without the approval of a majority of the committee.
COMMITTEE MEETINGS AND VOTING
All committee meetings will require at least three business days notice, including date, time and location.
All committee members will be allowed to cast one vote on committee actions, recommendations, plans, or opinions.
A quorum will include all committee members present at a committee meeting.