Committees

IV. COMMITTEE DOCUMENTS

A. General Policies Concerning All Committees
The Board of Supervisors appoints all committees and committee members. The Board may, if needed, create standing committees, appoint ad hoc committees and appoint sub-committees. The ad hoc and sub-committees may report either directly to the Board of Supervisors or through a standing committee based on the charter of the committee. Committee members may be asked to serve on special committees and/or perform special studies. The Board may appoint alternate members of committees. All appointees and/or members of any committee must be residents of Herons Glen. Vacancies on any committee will be filled at the Board’s discretion, with preference given to residents who have requested and been vetted for service on that particular committee.

Committees may recommend, but do not approve or take action pertaining to the Recreation District. Committee members may not direct HGRD Management and/or Staff Members. All Committee recommendations are subject to the Board of Supervisors’ approval.

After each meeting, the Committee Chair will prepare a brief written report dealing with the activities of the committee, including any recommendations that were approved by a vote of the committee membership. This written report will be summarized and verbally presented along with recommendations and presented to the Board of Supervisors at its next regularly scheduled workshop. If the committee has a recommendation to the Board it must also be presented to the Board at its next regularly scheduled board meeting. Only committee recommendations must be presented at the Board Meeting.

B. Standing Committees
All standing committee appointments begin on the first day of May. All standing committee appointments expire on April 30th of each year. All standing committees are advisory only and will meet minimally once per calendar quarter. In addition, an organizational meeting may be held during May to select the Chair and review the charter. Regular quarterly meetings will be held in June or July, October, January, and April. The Board Liaison will establish meeting times, dates, and locations. Special meetings may be scheduled if there is a specific need.

All standing committees will consist of no less than five (5) nor more than seven (7) members in good standing. Additional person(s) may be appointed as a nonvoting, alternate member(s). In the absence of a regular member at any meeting, the alternate member’s status would change to that of a regular member for the duration of that meeting. In the case of a committee member’s resignation, the alternate member would become the regular member. Committee members are expected to attend the quarterly meetings and are invited to participate in the budget workshops.

The General Manager and the respective Department Manager, if applicable, will be alternate members of all standing committees. Each standing committee will have a Supervisor from the Board to serve as the liaison between the committee and the Board of Supervisors. The Executive Assistant to the GM, or designee, will be the secretary for the committee for purposes of minutes only. All other correspondence is the responsibility of the committee chair. Committee scope may be expanded by the Board of Supervisors.

The standing committees are the Finance Committee, Facilities & Amenities Committee, and Long-Range Planning Committee.

C. Ad Hoc Committees
Ad hoc committees and their membership are appointed as the need arises and are discharged after the task for which they were formed has been completed. The membership of an ad hoc committee is largely dependent upon its purpose and area of study. The ad hoc committees are the Audit, Green, and Problem-Solving Taskforce.

Serving on a standing committee does not preclude a person from serving on an ad hoc committee at the same time. All committee members serve at the pleasure of the Board of Supervisors.

D. Continuing Committees
Continuing committees and their membership are appointed as the need arises and are discharged after the task for which they were formed has been completed. The membership of an ad hoc committee is largely dependent upon its purpose and area of study. The continuing committees are the Concert Series Selection, Library, Media Resources, and Resident Events.