CHARTER OF THE COMMUNICATIONS COMMITTEE OF THE HERITAGE RANCH HOA BOARD OF DIRECTORS
As appointed and approved by the Heritage Ranch HOA Board of Directors (Board), the Communications Committee (Committee) of the Board is hereby formed with the following: MISSION: The mission of the Committee is to gather and disseminate information relevant to the HR community in a timely, accurate and appropriate manner and to give guidance to the Board on matters of communications. GUIDELINES: The Committee: Will serve at the pleasure of the Board Will verify that all financial decisions will be/are approved by the Board May be privileged to information that should be held confidential and shared only within the Committee and Board Will work with HOA Management and other committees on budgeting, management issues, scheduling, etc. If the Committee and Management are not in agreement on any issue, the Board will resolve the issue. Will have a Board member(s) appointed as an advisor to the Committee to help facilitate communications between the Committee and Board. The Board member advisor will attend Committee meetings when invited by the chair of the Committee. CHAIR GUIDELINES: The Committee Chair will: Preside over Committee proceedings and, upon consulting with Committee members, will coordinate meeting schedules, agenda and assign tasking and responsibilities Be available to the Board and email proficient Have a maximum term limit of four years, appointed annually Fully share information with his/her Committee and the Board AUTHORITY: The Committee is authorized to research and obtain information relevant to the transmission of data to the residents of Heritage Ranch. This includes, but is not limited to the HR website, newsletter, block captain activities, Neighborhood Services Subcommittee and other information and activities that should be distributed to all HR homeowners. The Committee is authorized to forward information to HR residents through an appropriate medium and to act as gatekeepers to insure that all communications meet the approved communications guidelines. PURPOSE: The purpose of the Committee is to develop and implement the most effective means of collecting and distributing information to HR residents.
GOALS:
Provide timely communications on issues relevant to HR residents Review and monitor present communication methods (i.e. newsletter, website, block captains, forums, hotlines) to determine efficiency and accuracy Achieve 100% essential or emergency information distribution to HR residents. Act as gatekeepers to insure that all communications meet the approved communications guidelines. Recommend policy and rules for all resident-wide communications within the HOA.
COMPOSITION: The Committee will be composed of up to 12 voting members who are HR residents. The Chairperson is appointed by the HOA Board. The Committee will name a Vice-chairperson and a Secretary. The Chairperson will fill vacancies on the Committee. Each member shall have one vote. In the case of a tie vote, the Chairperson will cast the deciding vote. A quorum is required for all votes. Three unexcused absences is cause for dismissal from the Committee at the discretion of the Chairperson. Subcommittees may be formed as necessary. A voting member of the Committee will chair each subcommittee. Members of subcommittees are not required to be members of the Communications Committee. The sub-committees may be Website Subcommittee, Ranch Reporter Subcommittee, Neighborhood Services Subcommittee and one adhoc subcommittee: Guidelines Review Subcommittee. A member of the Communications Committee will attend other committee meetings when invited by the chairman of a committee.
GENERAL: Committee meetings are open to any HOA member in good standing, according to the Heritage Ranch Bylaws, Section C, 3.15. The meeting schedule and minutes will be published on the HR web site. Any matter to be brought before the Committee should be submitted in writing to the Chairperson or Secretary and distributed to the Committee at least two days in advance of each scheduled meeting. COMMITTEE PRODUCTS: The Communications Committee will provide the Board with reports as necessary for monthly Board meetings. The Committee will work on the annual budget process and make recommendations and priorities for the annual budget.
Approved by the Heritage Ranch HOA Board of Directors on December 13, 2007
By: ____________________________________ Ron Samuels, President