Ad Hoc Committee Policy

The Silver Firs II Board of Directors has adopted a policy that allows for Ad Hoc Committees to form that may petition the board for funds after the following conditions have been met:

  • The committee must apply to the Board for recognition.
  • After being recognized by the Board, the committee must meet at least once.
  • Each meeting of the committee must be advertised to the association membership by email via the Property Manager at least 7 days before the meeting. Each meeting notice will provide the coordinates for the meeting (Day, Date, Time, Location), an agenda and a means to contact a member of the committee by telephone and by email.
  • The ad hoc committee may prepare a proposal, which includes a scope of service and a request for funds to the board via the property manager at least 1 week prior to the next board meeting. The board will invite members of the ad hoc committee to attend the next board meeting to present its proposal.
  • The Board will make a decision on the proposal at the meeting. The decision could be to approve, disapprove or return to committee or hold until funds are available.
  • If funds are approved for the project, the ad hoc committee will manage the project to completion.
  • Upon completion, the ad hoc committee will make a report to the board with the following elements:
    • What worked
    • What didn’t work
    • What would you do next time.
  • The Board will retain records of the ad hoc committee to assist other such ad hoc committees.

Purpose of This Policy

This process is designed to give local homeowners as much control as reasonably possible over neighborhood projects, while saving the Association the cost of hiring a professional to manage the project, and in doing so keeping assessment levels reasonable.

There are funds budgeted for Maintenance & Repairs. The Ad Hoc Committee process is a way for a neighborhood to request access those funds.

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