Large associations, also known as large-scale associations, have committee structures that reflect the size and operation of their large, planned community.
Committees are important for effective operation of planned community living because they are formed to facilitate and accomplish tasks that support the HOA board and lead to a cohesive and pleasant living environment.
Table of contents
- What is a large association?
- Committee structures for large associations that work
- Important committees in large associations
- Keys to effective committees
- Committee structure for large associations make a difference
As an example, think of a social committee that plans and organizes monthly, quarterly and annual events to engage homeowners and residents to make them feel connected.
The main thing you need to know is that the larger the association the more committees there may be to support the HOA board, and those committees fall into a certain structure.
While there might be different committees for each large association, the structure remains similar for each.
Let’s find out more starting with exploring what a large association is.
What is a large association?
A large association or large- scale association is a homeowner’s association that is significantly and comparatively larger than regular HOAs; and that oversees comparatively larger and more expansive communities. As such, they need and benefit from the support of multiple committees to help run the community effectively.
There are between 7000 and 9000 large-scale associations in the U.S. as of 2023.
A master association, with sub-homeowner associations would be considered a large-scale association because of the size and structure of the association as well as the size of the community it manages.
Large associations and large-scale communities: You can’t have one without the other
We’ve established that a large association is needed for a large community. But how is large defined?
Large is a subjective term, so according to the Foundation for Community Association Research, the definition of a large-scale community consists of:
- A single, contiguous community association with an onsite, full-time manager
- A minimum of 1,000 units/homes or a minimum of 1000 acres
- Provides municipal-type services, such as recreation, stormwater management, roadway maintenance and neighborhood security
- A minimum annual operating budget of 2 million dollars.
These communities may even be called master planned communities, because they are so large that they need a master HOA association and sub-HOAs and committees to help run them.
For example, The Woodlands in Houston, Texas is a large-scale master planned community. It sits on close to 30,000 acres with a population of approximately 118,000 residents. It includes retail properties and even hotels; and has been built and has grown since the 1970s. So, it meets the criteria of a large-scale community.
Image source: visitthewoodlands.com
The criterion for a large association definitively separates it from a regular association.
Committee structures for large associations that work
With thousands of large-scale associations in the U.S. (7000-9000), it’s understandable that their committee structures will be unique to their boards and their communities. However, the following is the committee structure most commonly used.
Large-scale association committees usually include:
Standing committees
Standing committees are concerned with ongoing matters and with continual updates. Some standing committees may be required to exist for large-scale associations per the HOA board’s bylaws and policies. Standing committees never dissolve.
For example, an architectural committee would be a standing committee. It always exits to review and approve all new construction and renovation projects; especially within a master planned community where there are a lot of new developments and renovations.
Ad hoc committees
Ad hoc committees deal with one-time special projects or events, needed for a limited time, and then are dissolved.
For example, if there was an initiative to include solar panels on the roof of the community recreation center. It’s a specific initiative that may not fall under the purview of a standing committee and once research and a decision is complete, it will be dissolved.
Task force
A task force is created to achieve a task quickly.
For example, in Colorado in 2023 a homeowners’ association task force was created with the passing of Bill 23-1105 with the purpose of studying homeowner’s rights and experiences living in HOAs and to prepare a report.
Advisory council
An advisory council is made accessible when expertise is needed in a situation. It may include legal counsel, former board members, and other subject matter experts.
For example, if a large association is sued for personal injury by one or more homeowners because they used exercise equipment in the community gym. After seeking guidance from its HOA documents, the large association may find it needs to bring in a lawyer and the manufacturer of the equipment on its advisory council to address the suit.
Now, that we understand the committee structure of most large associations, let’s see what committees they may have within this structure.
Important committees in large associations
The types of committees at large-scale associations vary depending on the needs of the HOA board and the community.
Still, due to the size of a large association and community certain committees are so important that large associations will always have them.
Important committees in large associations include:
Landscaping Committee
In master association communities with sub-homeowner associations (sub-HOAs), one of the primary roles of the master association is to look after all the grounds of the shared community with multiple neighborhoods. In this way the community has the same upkeep everywhere and the grounds have a continuous look and feel.
Architectural Committee
The HOA Architectural Committee is responsible for upholding the HOA’s architectural guidelines and application process as outlined by the association’s CC&Rs, bylaws and rules and regulations.
The appearance and ambiance created by the architectural guidelines of a community is a big reason why prospective homeowners buy into a community. If changes are made outside of these guidelines the community can start to look different, a building or home may become an eye-sore and the community can lose its overall appeal.
Finance Committee
Budgets in a large association add up to millions of dollars that need to be well managed as a matter of the board’s fiduciary responsibility. The finance committee dedicates the time and attention needed to review and propose budgets to help develop and stay within the large association’s annual budget.
Social Committee
As you can imagine trying to get tens of thousands of people engaged with different ages and backgrounds in a large community takes a lot of work. Social committees can take this on to develop monthly, annual and quarterly events and with property managers who use property management software to communicate announcements about the events.
Newsletter Committee
A whole committee for a newsletter may seem a bit much, but if you think about all that goes on in a large community like:
- New developments
- Facility closures
- Events
- Changes in policies
- Announcements and more
A newsletter committee is necessary as committee members can stay connected to the different neighborhoods run by large-scale associations to make sure information is shared in a timely manner.
These a just some of the important committees you’ll find in a large association due to the value they contribute to the HOA board and community.
Keys to effective committees
Now, you’ve may have seen committees that are redundant or ineffective. Just having committees in large associations doesn’t make them helpful.
Committees need to follow guidelines to make them useful to large associations.
Must haves for effective committee work
- Clear description: Each committee should have a clear written description of its purpose, expectations, outcomes, and timelines.
- Good Chairperson: Leadership is always important. The Chair should have some knowledge about the topics the committee will be addressing and experience where they led a group of people effectively.
- Skillful committee members: Not everyone who wants to be on a committee should be. Committee members must have some skills they can contribute or be willing to learn them.
- Good communication with the board: The committees are there to support the board, therefore the way information is communicated, how frequently and what is communicated needs to be in ways that the board can use and benefit from.
- Fruitful meetings: Committees take up precious time from volunteers. Make sure that when people come minor goals, if not major goals are achieved. Committee members want to feel like they are making a difference, or they will leave.
Committee structure for large associations make a difference
Large associations or large-scale associations are necessary when overseeing large, planned communities that have budgets of over $2 million dollars annually, include a property manager as part of its staff and has over 1000 units/homes or over 1000 acres as its community make up.
Because the large association has a vast development and thousands of members to oversee, committees are needed to help facilitate the operation and management of the community.
The committees that support the large-scale association are typically structured in the following way:
- Standing committees
- Ad hoc committees
- Task forces
- Advisory councils
When various committees that fall under this structure the large association HOA board can effectively use them to help it run the master planned community with the useful information, research, budgets and communication that they provide.
