NuGrape Lofts

Committee Rules & Regulations

Purpose of committees

Committees at NuGrape Lofts are formed to promote and facilitate owner-resident involvement in community happenings.  Sanctioned committees can help the Board of Directors (BOD) & Community by providing valuable input into decisions. They can also help the community by engaging owner-residents through community participation which promote the well-being of residents, guests, and the neighborhood.  Committees are intended to raise awareness, increase owner investment value, and provide owner-residents with a means to get involved in topics they are passionate about.

Forming a committee

  1. Any owner of NuGrape can submit an application to the BOD to form a committee.  The application can be found on NuGrape.Condos
  2. Each committee shall (re)apply for formation with the BOD on an annual basis based on the HOA fiscal year.  
    • Applications for renewal may be submitted generally at any time after November through to the following year.  
  3. For new committees, the BOD will review the application and schedule an informal “interview” with the committee representative(s). Interviews for renewal applications are at the discretion of the BOD.
    • If required, interviews shall be scheduled to be held before the end of January or before the end of one month after submission of the application, whichever is later.  
  4. The BOD will approve or deny applications for committees.  
    • Approval decisions for new or renewal applications shall be adopted before the end of January or before the end of one month after submission of the application, whichever is later.  This allows the current BOD with oversight for the year.
  5. Each committee shall have a vision & mission – an aspirational statement of purpose and how to achieve it.
  6. Community initiated committees shall define Specific, Measurable, Achievable, Relevant, and Time-oriented (SMART) annual goals.  
  7. The BOD shall define Specific, Measurable, Achievable, Relevant, and Time-oriented (SMART) annual goals for BOD initiated committees.
  8. In all cases, the committee and the BOD will discuss and agree upon the annual goals.  The proposed set of annual goals shall be submitted with the annual application.  The Committee Leader may modify the annual goals on NuGrape.Condos mid-year with BOD approval.  
  9. Each committee shall have an end-of-year annual review with the BOD in November/December.  Each committee shall provide an annual report to be included in the annual HOA meeting.
  10. All committees shall have open membership to all owners and their spouses/partners.  New members may join an established committee on NuGrape.Condos.
  11. All meetings shall be announced.  
  12. Each committee shall have a Sponsoring Director.  The sponsoring director is to be included on all committee communications including invitations to all committee meetings.  
  13. Each committee shall designate a Committee Leader.  The committee leader may also be the Sponsoring Director.

Managing a committee

  1. The BOD has final decision-making authority.  Committees are a tool to provide community input into the BOD decision-making process.  
    • The BOD is not obliged to move forward with the recommendation from the committee.  
    • If the BOD does not accept the recommendation from the committee, the BOD shall be prepared to provide the reasons why the recommendation is not viable.
    • The committee can request arbitration by our attorneys if there is disagreement at a cost to be borne by the HOA.
  2. Recommendations by a committee should internally pass the ⅔ majority vote of members of the committee.
  3. Participation by members is expected but not mandatory.
  4. Membership of the committee must be published.  After each annual application is approved and members are later added to or removed from the committee, the committee roster must be updated and provided to the BOD and property manager within five (5) business days so that the committee liability provisions are updated.
    • The Committee Leader may update the details of the committee roster including member roles on NuGrape.Condos.
  5. Committees may alter their goals during the year with review/approval of new goals from the BOD.
    • The Committee Leader may update the details of the committee goals on NuGrape.Condos.
  6. Only the BOD has spending authority.
    • If the committee has a specific “committee expense” line item in the annual budget and an expense is expected to exceed the budget cap for the committee, the expense shall be approved by the BOD prior to purchase.
    • Receipts/invoices shall be provided for ALL purchases.
    • The BOD shall have sole discretion regarding expense reimbursement.
  7. Committee reports submitted to the BOD shall be retained in the community report repository for a minimum of three (3) years.  
  8. Committees shall calendar items using the “NuGrape Lofts Public” Google Calendar or similar BOD-approved community calendar.  

Expectations of the committee

  1. Each committee shall drive toward achieving the defined goals.
  2. The Committee Leader shall provide a monthly written report to the BOD and be available to attend monthly BOD meetings (if requested) and speak at the annual meeting if necessary.  

Disbanding a committee

  1. The BOD may deny a committee application at any time if the committee does not meet the minimum requirements; the vision & mission, goals, or actions of the committee are contrary to the Declaration, Articles of Incorporation, and/or Bylaws; or, the committee loses its BOD sanctioned status. Two weeks written notice shall be provided to the Committee Leader.
  2. A committee may disband itself at any time by majority vote of documented committee members.  
  3. A committee may disband itself at a predefined date specified within the application.
  4. The BOD may disband a committee if there is no monthly report provided at least once per fiscal quarter:  January-March, April-June, July-September, and October-December.
  5. A committee will automatically be disbanded if not renewed within the renewal period on an annual basis.  

Committees Deliverables Summary

Each committee must define the following as a part of its charter:

  • Vision & Mission of the committee – the purpose of the committee and how to achieve.
  • Annual Goals of the committee using SMART (Specific, Measurable, Attainable, Relevant, Time-based criteria).
  • Committee Roster including organization and roles.

Each sanctioned committee must provide the following:

  • Monthly reports to the BOD.
  • Annual report to the BOD & HOA.

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