Glacier View Meadows Associations'
POLICY for COMMITTEES

General Policies for Committees:

1. Any formally constituted group of GVM members whose purpose is to make or recommend association policy, propose or enact activities that will result in the use of association resources, personnel or funds is by definition a committee and must comply with association By-laws, policies and procedures for committees regardless of their name, e.g. task force, study group, strategy team, etc.

2. There are two types of committees defined by Association By-laws, viz. Standing Committees and Special Committees.
a. A Standing Committee has on-going duties and responsibilities for some general area of association business that is defined in its charter and other relevant policies and procedures. Some Standing Committees may be "mandated" if required by the By-laws, others may be optional at the discretion of the Board of Directors.
b. A Special Committee typically has a specific assignment, goal or project to accomplish. The scope, objectives, time frame and means to accomplish its tasks are defined in its charter. These committees will be dissolved when the objectives and goals have been completed.

3. Each committee must have a charter, which has been approved by the Board before it takes any formal actions, commits or spends association funds, accepts donations, represents itself to the membership or an outside organization, business, etc. as an official committee of the association.

4. The Charter must include the name of the committee, the purposes, duties and responsibilities and if applicable the objectives, goals and schedule. A list of current members, which also identifies the current chairperson, may be appended to the charter. The Charter and list of members and chair must be filed in the official association records. The Charter should be available on the Glacier View Website (Committees section)

5. All committees are by statute and bylaws committees of the Board. The Board must therefore approve the membership, approve the chairperson, approve the charter, ensure that the members are qualified to carry out the defined duties and responsibilities and that they will fairly represent the majority membership interest. The Board is also responsible for all financial aspects of the committees. The Board must be apprised of and approve all purchases of goods or services (or commitments to do so), expenditures and receipt of money beforehand. The only exception is when the Board allocates, by motion, a defined sum to be used by the committee for prescribed expenditures. Such expenditures must be approved by the committee as a whole and recorded. All contributions to a committee or a committee member belong to the association and must be accounted for by the Board.

6. Each committee must provide a written summary report of its important activities to the Board before each Board Meeting. No report is required unless there is significant information for the Board or the membership. A report is always required for proposals relating to policy or rules changes, expenditures, member services, or similar items which impact the membership, the Boards, the Management or Association Staff or assets.

7. The duties and responsibilities for Standing Committees typically do not vary greatly from year to year. Therefore, when a proper Charter is written and approved it should remain relatively consistent in its intent. Annually the new Committee and new Board(s) must review the existing charter and ratify it for their use (there is no need to rewrite the content on an annual basis). It may be desirable to record the new members and chair and append to the Charter.

Committees – Bylaw References

Standing Committees The present GV R&R Standing Committees are: Rules, Budget, Nominating, Ecology, Past Presidents Advisory, Recreation and Architectural Review Committee (ARC), (Refer to R&R Article 10.1).

The present GVM W&S Standing Committees are: Rules, Budget, Nominating, and Past Presidents Advisory, (Refer to W&S Article 10.1).

Standing Committees that are mandated by the R&R By-laws must be staffed, confirmed, and operational by the 90th day of each fiscal year with the exception of the ARC, which must be fully operational 30 days prior to the Annual Meeting, (Refer to R&R Article 5.1.2.F).

Standing Committees that are mandated by the W&S By-laws must be staffed, confirmed, and operational by the 90th day following the annual election, (Refer to W&S Article 5.1.2.G).

The Board must appoint or confirm a chairperson and appoint or confirm its membership and define the specific function of each committee, its authority and powers, the means of financing its activities, and will monitor its operations. (Refer to Article 10.1)
Each Standing Committee will prepare or ratify its own internal policies and procedures, which define its method of implementing its function, and submit them to the Board for approval. (Refer to Article 10.1)
Each Standing Committee must report their ongoing status, in writing, at regular Board meetings. (Refer to Article 10.1)
The Board may dissolve an "optional" Standing Committee when they determine that it is no longer useful or necessary, (Refer to R&R Article 5.1.2.F or W&S Article 5.1.2.G). A "mandatory" Standing Committee, as identified in the By-laws, can only be dissolved by an amendment to the By-laws. (Refer to Article 10.1)
Special Committees Special Committees are formed as needed for dedicated, special functions. They cease to exist when the Board dissolves them, or when their function is fulfilled. (Refer to Article 10.2)
Special Committees will prepare a charter or set of objectives, policies, members, and proposed powers to submit to the board for approval before taking any action. (Refer to Article 10.2) Examples of Special Committees would be: Roads, Trails, Planning, Litigation, Employee Wages & Benefits, Communication, etc.
When approved or chartered, they will undertake the activity as defined in their charter or set of objectives. (Refer to Article 10.2)
The Board may also dissolve these committees when they are no longer required. (Refer to Article 10.2)

Written by: Jim Chisholm and B.J. Buhrman, original completed 2/28/02, updated of 5/7/02 approved by the Rules Committee on 5/8/02.

Approved by W&S Board on 5/15/02
Approved by R&R Board on 5/18/02