A social committee gives neighbors a reason to meet each other outside of board meetings and violation letters. Getting started is covered in
social committee ideas for HOA communities part I. This post looks at how the committee is organized, what the social chair is expected to do, and which events tend to work.
Types of Social Committees
A social committee is usually appointed by the board and reports to it. Committee members do not need to be directors, and many of the best volunteers are owners who would never run for the board. Depending on the governing documents and the culture of the community, one of three structures is commonly used.
- Ad hoc committees are formed for a single event, such as a holiday party, and are dissolved when the event is over. A new group is formed for the next event.
- Standing committees remain in place all year, whether or not an event is coming up. This structure suits communities with a regular calendar of seasonal events.
- Required committees are named in the bylaws or other governing documents. When the documents call for a committee, it should be appointed as written, and it should not be dropped unless the documents are properly amended.
The governing documents should be checked before a committee is formed, because they may set rules for how members are appointed, how long they serve, and what authority they have.
Responsibilities of the Social Chair
The social chair leads the committee and serves as its main point of contact with the board and the manager. Typical duties include:
- Scheduling and running committee meetings
- Preparing an annual event calendar for board review
- Proposing a budget for each event and tracking what is spent
- Recruiting and organizing volunteers
- Coordinating with the manager on reservations, vendors, and insurance questions
- Reporting results and owner feedback to the board
Spending authority should be set by the board in writing. Receipts should be turned in promptly so that association funds are accounted for properly.
Getting Residents Involved
Events are planned most effectively when residents are asked what they want. A short survey, a suggestion box, or a few questions at the annual meeting can show which ideas have support. Announcements can be shared through the community website, email, newsletters, and posted flyers, and residents can be encouraged to pass the word along.
Simple, low cost events are often the most successful. A wine and cheese evening hosted by a different neighbor each time, a craft night for children, a dog parade, or a casual gathering on the first Friday of each month requires little planning and gives people an easy way to show up.
Event Ideas to Consider
The following ideas can be adapted for adults, children, or the whole community:
- Fitness, yoga, or walking clubs
- Bingo, card, and board game nights
- Book clubs and trivia contests
- Community gardens
- Pool parties
- Fall festivals
- Ice cream socials and cookouts
- Neighborhood garage sales
- Karaoke nights
- Seminars on home improvement or hurricane preparation
- Outdoor movie nights
- Sports tournaments
- Welcome gatherings for new residents
- Livestreamed events for residents who cannot attend in person
Choosing What Fits Your Community
Every association is different, and an event that is popular in one community may draw few people in another. The age range of residents, the number of full time and seasonal owners, the available amenities, and the budget should all be considered. Events involving alcohol, pools, food vendors, or rented equipment should be reviewed with the manager and the association's insurance agent before they are scheduled. Pool events in particular should follow the community's posted pool rules, which are discussed in
HOA pool safety: lifeguard vs. policy.
After each event, a short review should be held by the committee. Attendance, cost, and resident comments can be noted so that the next event is planned with better information.
Help Planning Community Events
Social events help residents know one another, and neighbors who know one another tend to work through community issues more calmly. Event coordination, vendor arrangements, and budget tracking are supported by Condominium Associates for the communities it manages. To talk about your social committee,
contact us.
