General Manager’s Committees are established to obtain community perspective and to be a resource to the POA. Typically, there is no sunset for committees. Task forces may be separately established for stated periods of time to meet specific project needs.
Committees are to act in an advisory capacity to the Association’s General Manager. Committees provide a resource to the General Manager for study, comments and recommendations regarding issues affecting the subject matter with which the committee is tasked. Advice is to be in the best interests of the collective property owners of Big Canoe.
Committee size is a maximum of eight property owners unless otherwise defined in the specific charter for each committee. One member will be the chairperson and a relevant representative of the Association will be designated as staff contact and resource by the General Manager. The General Manager is to be informed of each meeting time and the agenda. POA Board members will not serve on General Manager’s Committees, but may be used as consultants for critical skills or knowledge.
Property owners on the committee must be members in good standing in the Big Canoe Property Owners Association. They should express an interest in the affairs of Big Canoe in general, and in the subject matter to which the committee is tasked in particular, and they should commit to the time required to serve effectively. Potential members should be solicited broadly across the community. A Property Owner may serve on only one General Manager’s Committee at any given time.
Reporting and Authority
Committee members report to the Chairperson who in turn reports to the General Manager. The committee is advisory, and has no authority to incur any expenses on behalf of the Association or to obligate the Association in any way.
The Committee Chairperson will be appointed annually by the General Manager with Committee input through the current Chairperson. The Chairperson may be appointed for consecutive one year terms, but should not be appointed for more than three consecutive one year terms. Committee members will be appointed for up to three year terms, beginning at any time during the year. With General Manager concurrence, individual Committee Charters may extend member terms for specific needs. The Chairperson may serve on the committee until the General Manager appoints a successor, even if his or her committee membership exceeds three years. The Chairperson, in collaboration with the staff contact and/or General Manager, will select new members to fill vacancies on the committees as terms expire or upon member resignations.
Members may be removed from the Committee by the General Manager for cause. Causes may include, but are not limited to:
- Any act of harassment or abuse toward other volunteers or POA Staff.
- Participating in the reckless or intentional misrepresentation of information related to the POA.
- Soliciting for personal gain while acting as a Committee member.
- Communicating with any vendor or supplier regarding bids or current services without express written approval of the General Manager.
- Failing to disclose to the General Manager any personal or business relationship with any vendor or person if the Committee has made any recommendation regarding a new or existing contract with such vendor or person.
- Missing three consecutive Committee meetings or more than 25% of the scheduled meetings in any 12 month period.
- Member not in good standing.
The specific purpose, membership, qualifications and responsibilities are to be set forth in the Charter of each Committee. Charters are to be consistent with the requirements contained herein and be specific to the role of the respective committees. The Charters should be developed according to the outline in Attachment I. The Chairperson is to review the Committee Charter annually and reconfirm or recommend changes to the General Manager.
Each Committee should meet at a frequency to be determined by the Chairperson. Minutes should be taken at each meeting. The Chairperson will keep the record of current membership of the Committee and the ending date of each member’s term.
The Chairperson must insure that the membership list and minutes of Committee meetings are posted on the POA Website. The Chairperson must also review the Website sufficiently frequently to verify that information such as membership, charter and minutes is current.
COMMITTEE CHARTER OUTLINE
GENERAL MANAGER’S STANDING COMMITTEES
Define the high level of purpose or mission of the Committee.
Define maximum number of members and composition (usually consistent with General Charter).
Usually consistent with General Charter. Additional needs should be clearly defined. Restrictions should not preclude broad community participation.
Reporting and Authority
Consistent with General Charter.
Role and Scope of Work
Define the role and scope of work needed to meet the purpose stated in the opening section. The Charter is intended to be a durable document and should include the framework of the role, not specific project work plans or one time activities. The role of each Committee should include goal setting or work plan development and reporting.
Meetings and Administration
Meeting frequency, minutes, website information and details specific to the Committee.
Indicate publication/review date plus Committee Chair and General Manager or Staff Representative involved.