Committees

Establishing Committees

If you are interested in serving on any of these committees in any capacity, see "Steps to Join a Committee" on this page.

AD HOC Committees

Ad Hoc Committees are temporary committees created for specific, short-term tasks, such as updating governing documents, evaluating a litigation issue, or planning a specific renovation project. We have the following Ad Hoc Committees:

Ad Hoc: Hoylake Traffic Calming
Ad Hoc: Neighborhood Park
Ad Hoc: Neighboring Developments (e.g. Ashford Place and other attempts like it)

Standing Committees

The following committees are currently being developed by the board of directors. The board will write the committee charters and appoint a chair.

Architectural Review Committee (ARC): Reviews homeowner requests for exterior changes to ensure compliance with community standards.
Communications/Newsletter Committee (CNC): Manages community communication, including newsletters, and websites.
Covenants/Compliance Committee (CCC): Monitors compliance with the CE&Rs and community rules, helping to enforce standards.
Finance/Budget Committee (FBC): Assists the board in developing the annual budget, reviewing financial statements, and managing reserve funds.
Landscaping and Maintenance Committee (LMC): Oversees common area landscaping, groundskeeping, and repairs, often acting as a liaison with vendors. Includes BMP and Detention Ponds as well as possible common area cleanup events. Includes pool maintenance and repair. This committee will be subdivided into working groups.
Neighborhood Watch/Safety Committee (NWC): Focuses on improving security and coordinating with local law enforcement. Includes informational and safety signage and limits across the neighborhood. Includes safety, use, and rules of neighborhood pool and clubhouse.
Social/Welcome Committee (SWC): Organizes events to foster community engagement and welcomes new residents to the neighborhood. Activities would include annual yard sale, holiday lights at entrances, block parties. Organize and manage an online social group for getting to know our neighbors and ongoing friendly communication.

Best Practices for HOA Committees

Define Charters: Every committee will have a written charter defining its purpose, scope, and authority.
Committee Chair: Every committee will have a chairperson.
Advisory Role: Committees will advise the board and make recommendations rather than making final decisions, except when authorized in the committee charter.
Diversity: We want to encourage a mix of residents with different skills (e.g., finance, landscaping, legal) to bring diverse perspectives to each committee.

Steps to Join a Committee

To join a committee of The Brooks Homes Association, both Ad Hoc and Standing Committees, we ask that you complete the Google form found at the link below. You can join more than one committee.

By the end of June, we will be contacting interested parties to hold the first meeting for each committee.

Click here for the Google Form to Join a Committee.

HOA Committee Charters

An HOA committee charter is a formal document that defines the framework, responsibilities, and authority of a committee to ensure it remains aligned with the board's goals. The charters for each committee for The Brooks Homes Association will include these core elements:

1. Purpose and Objectives

Mission Statement: A concise statement explaining why the committee was established and its primary goals.
Scope of Work: Detailed objectives, such as whether the committee is meant to research issues, provide recommendations, or manage specific community projects (e.g., landscaping or social events).

2. Authority and Limitations

Decision-Making Power: Clarifies if the committee has the authority to make independent decisions or if it only provides recommendations for board approval.
Constraints: Specifies what the committee is not authorized to do, such as signing contracts or exceeding a set budget without board permission.

3. Composition and Membership

Structure: Defines the committee's size (often 3 to 7 members) and the process for appointing a chairperson and secretary.
Qualifications: Lists any necessary skills or requirements for members, such as professional expertise or board member participation.
Terms of Service: Outlines how long members can serve and how they are replaced or removed.

4. Roles and Responsibilities

Specific Duties: Individual job descriptions for officers, such as the chair setting agendas and the secretary taking minutes.
Benchmarks: Clear deadlines or productivity expectations for completing assigned tasks.

5. Meeting and Reporting Procedures

Meeting Logistics: Establishes frequency (e.g., monthly), location, and quorum requirements.
Open vs. Closed Sessions: Determines if meetings are open to all residents (common for architectural committees) or closed for privacy (disciplinary committees).
Reporting Format: Defines how and when the committee must report findings to the board (e.g., written monthly summaries or submitting meeting minutes).

6. Financial Guidelines

Budget Allotment: States the amount of funding available to the committee.
Expense Procedures: Outlines the process for requesting funds, submitting receipts, and obtaining pre-approvals for expenditures.

7. Governance and Review

Charter Lifespan: Indicates if the committee is standing (permanent) or ad hoc (temporary for a specific timeframe).
Review Process: Details for the periodic review and amendment of the charter by the board.

8. Board President Signature and Date

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