Grounds Committee – Job Description

The purpose of this document is to outline the general duties of the above committee. The specific procedures needed to implement the committee mission are to be developed by the committee chair and members with the approval of the Board.

The Committee will report to the Vice president of the Board. In that individuals absence any other Board member can be contacted to resolve issues needing Board action.

Requirements:

Maintain per standards established by the Associations Declarations and By-laws and directives of the Board; which may from time to time be issued, all physical property of the Association.

Maintain a close working relationship with the committees’ counterpart in the CDD for the expressed purpose of coordinating landscaping activities in what ever form they may be manifest.

Maintain a close working relationship with other Association committees to support the overall welfare of the Association. In particular close relations with the Architectural Review Committee and the Compliance Committee are necessary to coordinate activities so that violations of an architectural nature are promptly identified and corrective action taken.

Develop a close working relationship with all vendors under contract to maintain Association property and maintenance free areas. Close supervision of work done for the Association is expected.

Develop a close working relationship with our property manager. Assure required work orders are issued promptly. Monitor the effectiveness of the property manager in handling assigned grounds related maintenance. Report any issues with the property manager to the Board as soon as possible. It is expected that this committee will be very proactive in identifying problems and informing appropriate individuals of same, be they landscaping related or architectural in nature.

Develop a plan to monitor the status of all pumping stations. Particular attention is required during the summer months to promptly identify problems that may result in under watering of landscaping.

Develop a plan to monitor and report problems to the property manger of all irrigation systems up to the point where they become home owner responsibility. In the case of maintenance free areas or an individual home that may be under a maintenance free contract, monitor and report problems to the property manager of the sprinklers on the owner’s property.

Develop a process to monitor the viability of all landscaping on common property. A five year plan must anticipate the need to replace shrubs, trees, plants sod etc as required.

Provide good counsel to the board on budget needs for a rolling five year period. This budget must be available for review no later than two months prior to the annual association meeting.

Recruit and train qualified persons to serve on the committee. Membership is open to all interest parties with the exception that a member must reside in the community as an owner. It is recommended that consideration be given as to how well a candidate can meet the needs of the committee before he is invited to participate. A qualification specification; based solely on the ability to be an effective team member, should be developed to assure individuals are effectively recruited.

At least annually, review the performance of each member for the purpose of replacing any member who is not adding value to the work of the committee.

Hold committee meetings at least monthly. Such meetings will follow the standards of meeting conduct provided for in the Declarations. Minutes will be made available to the Board within one week of the meeting.

Annually, elect a chairman from the sitting committee members. There is no limit to the number of terms a chairman can hold office but in no event can an individual retain that position more than three consecutive terms.