One source of strength of the Caballo Ranch Homeowners Association lies in the active involvement and participation of its residents. To avoid any confusion about the role of committees, to clarify the relationship between committees and the Board, and to ensure committees and the Board work together harmoniously to preserve and to improve the Caballo Ranch community, The Board enacts the following guidelines.
The purpose of a committee is to assist the Board in regard to their given area of responsibility and to bring to the Board information on which action and decisions may be based.
Generally, a committee should consist of at least three members. The Owner Board member will be a Liaison to each committee. A member of the Board may chair a committee. Committees may be formed, re-organized or disbanded at the discretion of the Board. The committee members at the first meeting will elect a Chair of their respective committee, with the endorsement of the Liaison. The Chair of each committee will be the spokesperson for that committee.
COMMITTEES IN RELATION TO THE OFFICERS OF THE BOARD
Only the Board may enact and implement policies, rules and guidelines for the Association, or assume obligations on the Association's behalf. The function of appointed committees, is to evaluate issues, conduct background work, and to make recommendations to the Board from time to time concerning those matters specific to that committee. Each committee will have a "job description" or committee "charge" that will describe the duties and expectations for committee activity. Upon incorporating, each committee shall put together a yearly plan and budget for review and approval of the Board.
It is very important for the Committee to bring to the Board conclusions and recommendations in a timely manner. Data, though very important, cannot stand-along and must be supported by recommendations. This is essential for the Board to make decisions in a timely manner and essential to the overall effective management of the association. Under no circumstances will a Committee Chair or committee member speak on behalf of the Board.
Committees will meet when appropriate. The meeting should take place at a time, place and discretion of the Committee. A designated person on the Committee will take notes or minutes (including the typing of those reports), which will be given to the Board and management for appropriate recordation and/or filing.
COMMITTEES IN RELATION TO VENDORS
Unless otherwise directed by the Board, Committees, their Chairs or any member thereof shall not give direction to any vendor who is contracted to the association. All requests for vendor action must be done via the Association office.
COMMITTEES IN RELATION TO MANAGEMENT
Unless otherwise charged by the Board, Committees, their Chairs or any member thereof shall not, at any time, give direction to management, without the approval of the Board. Committees shall gather and correlated their own information and prepare their reports, including the typing of those reports. Committees shall inform management of all deliveries, funds expended in expectation of reimbursement or funds required for authorized purchases in time for management to make arrangements for such.
If the Committee has, with the permission of the Board, gone directly to a vendor with any request, the Committee shall ensure management receives a copy of all information regarding the contact for Associations records.
Committees shall, when preparing a written Committee Report, ensure that management receives reports no later than six working days after each meeting. Committees will give all meeting information and reports to the Association office for distribution to the Board and for inclusion in the newsletter, website, or other communication media, as necessary. All committee actions, done under the direction of the Board or in accordance with the committee job description, will be reported to the Association office. All expenditures of funds must be authorized by the Board and accomplished through the Association office.
Although these Guidelines may seem cumbersome, please remember the ultimate goal is to facilitate the smooth operation of the Association. Timely preparation of reports with all information pertinent to the subject allows the Officers of the Board to make well-informed decisions, which in turn can be recorded and implemented in an efficient and professional manner.