Special or ad hoc committees are temporary committees established by the board of directors to address a specific issue. Examples include the following:
- Budget Committee. Prepares a draft budget for the next fiscal year.
- Decorating Committee. Makes recommendations on paint colors, carpeting, etc. for a specific project.
- Rules Committee. Updates the association's rules for final approval by the board and/or holds violation hearings and makes recommendations to the board regarding penalties.
- Insurance Committee. Investigates appropriate levels of coverage and carriers that offer competitive pricing.
- Litigation Committee. Formed to address legal issues.
Duration of Committee. Ad hoc committees have limited duration.
- Committees cease to exist automatically whenever a new board is elected. This is true even if there is a partial change in board membership, i.e., only two of five directors are elected at the annual meeting. However, this does not apply to the individual replacement of directors who resign or who otherwise vacate their seats. (Robert’s Rules, 11th ed., p. 488-489.)
- Once an assigned project has been completed, the committee automatically dissolves unless the board assigns additional projects to the committee. (Robert’s Rules, 11th ed., p. 492.) An exception to the automatic termination of an ad hoc committee may occur when a committee is tasked with researching a matter that may extend into the term of the next board. Committees created for a specific purpose continue to exist until the duty assigned to them is accomplished. (Robert’s Rules, 11th ed., p. 502.) For example, a committee preparing recommendations for redecorating the lobbies would continue its work despite the election of a new board.
- Committee members and chairmen can be removed by the board without prior notice and without cause.
- Entire committees may be dissolved or decommissioned at any time with or without prior notice or cause.
Committee Members. Boards can staff ad hoc committees exclusively with homeowners, renters or board members, or with a mix. Unless the governing documents state otherwise, appointing committees is entirely at the board's discretion.
Size of Committee. Committees can be as small as one person or as large as the board may choose.
Other Committees. See mandatory committees, standing committees, and executive committees.
ASSISTANCE: Associations needing legal assistance can contact us. To stay current with issues affecting community associations, subscribe to the Davis-Stirling Newsletter.