Forming committees: A guide for your HOA

What is an HOA committee?

An HOA committee is a group of board members, homeowners, or other volunteers that helps the board focus on a specific area of community business.

Committees may research issues, review applications, organize events, monitor projects, or make recommendations to the board. Their authority depends on the association’s governing documents, the type of committee, and applicable Texas law.
 

Types of HOA committees

Common HOA committees include:

• Architectural review committee: Reviews requests for exterior changes, improvements, and other projects covered by the association’s governing documents.
   
• Finance committee: Helps review budgets, financial reports, reserve planning, and other financial matters before they go to the board.
   
• Landscape committee: Focuses on common-area landscaping, planting plans, appearance, and related maintenance needs.
   
• Social or lifestyle committee: Plans community events, activities, clubs, and other resident programs.
   
• Communications committee: Helps with newsletters, community updates, websites, and other resident communications.
   
• Maintenance or facilities committee: Reviews common-area maintenance needs, projects, and long-term planning.
   
• Ad hoc committee: Handles a specific issue or project for a limited period, such as reviewing governing documents or planning a major community improvement.

Some committees are ongoing, while others exist only until a particular project is complete. The right structure depends on what the board needs help with and what the association’s governing documents allow.
 

Legal requirements for HOA committees in Texas

When forming committees, boards should review both their governing documents and Texas HOA laws.

Key requirements can include:

• Board approval: For a Texas nonprofit corporation, the board can create an advisory committee by resolution approved by a majority of directors at a meeting with a quorum (Tex. Bus. Orgs. Code § 22.219).
   
• Delegated authority: If a committee can act for the board, that authority must be allowed by the association’s certificate of formation or bylaws. The committee must have at least two members, with a majority who are directors (Tex. Bus. Orgs. Code § 22.218).
   
• Board responsibility: The board remains responsible even when it gives a committee authority to act (Tex. Bus. Orgs. Code § 22.218(c)).
   
• Architectural review rules: Certain associations with more than 40 lots have added requirements for architectural review authorities, including rules for who can serve and how owners can appeal decisions (Tex. Prop. Code §§ 209.00505-209.00506).
   
• Candidate notice: Associations covered by these architectural review provisions must provide notice inviting interested candidates at least 10 days before members are appointed or elected (Tex. Prop. Code § 209.00507).

Because the rules can vary by committee type and association structure, boards should review their governing documents and consult association counsel before giving a committee decision-making authority.
 

Tips for forming an HOA committee in Texas

1. Recruit new volunteers

   It’s important to actively recruit new volunteers so current volunteers don’t get burned out and everyone has a chance to be active in their community.
   
   You can recruit in lots of ways, including:
    
   • Informal recruitment
      
   • A conversation with a resident at the community pool
      
   • A social event recap that invites people to plan future community events
      
   • A poll or survey 
   
   One community managed by FirstService Residential released a poll on its community Facebook page defining each of the roles and asking for interest in joining various committees. Through that poll, they were able to recruit 10 new members who wanted to get involved in different ways.
   
   Watch our webinar on increasing community volunteerism here.
    

2. Lean on your property manager

   Managers also have insight into projects, vendor information, and the scope of work. As for property management companies, they offer support by facilitating networking between their properties and their managers. They can also connect committee members with helpful resources and subject matter experts, giving volunteers added support as they research options and bring recommendations back to the board.
    

3. Keep committees focused

   Have committees identify procedures and guidelines, and document each of them. Confirm that committees are constantly communicating and revisiting their procedures to stay on top of their community’s needs.
   
   Also, ask them to contribute to the budget. This gives them the opportunity to think about their needs for the following year and what it takes to meet those needs.
    

4. Set a meeting cadence 

   Standing committees typically meet monthly. Temporary committees may choose to meet weekly. However, this cadence isn’t set in stone, as these are volunteer positions. Either way, it’s important for these committees to report how often they meet, along with brief meeting minutes, to promote visibility within the community, accountability to the board, and to serve as a reminder that committees play an integral part in the governing of an association.
   
   Learn more in our guide to Texas HOA board meetings.

How do committees contribute to the success of an association?

In three main ways:

1. Without committees, the board does most of the heavy lifting and it’s easy for them to get burned out. When you have more committees, you have more people to do the work.
    
2. Committees tend to be comprised of long-term members. Year after year, they know what to expect, understand the importance of recordkeeping, and know how to properly forecast future projects and events. On the other hand, boards are often replaced every few years and don’t provide the same kind of continuity that committee members do.
    
3. Committees are your advocates. They help associations go from an HOA to a neighborhood! They give a positive connotation to associations that can dispel rumors about how HOAs operate. By having active committees that create a positive resident experience, it starts to rub off on the perception of HOAs and the two ideas become intertwined.

How FirstService Residential can help

Forming committees is easier when board members have a clear process for governance, communication, and follow-through. FirstService Residential is North America’s leading property management company and a trusted partner to communities across Texas.

For more than two decades, we’ve provided comprehensive property management services that help boards, owners, and residents protect their investments and enhance daily life. Our Texas team offers tailored support that includes financial management, maintenance coordination, industry-leading technology, local expertise, and 24/7 customer care.

We simplify property management so you can focus on what matters most.

Contact us today to learn more!

This information is provided for general informational purposes only and is not intended to constitute, and should not be relied upon as legal, regulatory, financial, or operational advice, or as a representation or guarantee of any specific services, capabilities, or outcomes. Property management needs, regulatory requirements, market conditions, and available services vary by jurisdiction, property type, and community. FirstService Residential provides services through locally based affiliates and associates, and services and results may vary by community, region, contractual terms, and applicable law.