What's New
Landscape Committees 101 - Sit Down with CEPRA
With how many moving parts there are in keeping an Association running smoothly, committees offer Associations a way of keeping track of tasks that may otherwise be lost or forgotten. A Landscape Committee is an important tool for Associations, as they help immensely with the appearance of the community as well as staying committed to an approved budget. We asked some of our communities' Property Managers about their take of the importance of a Landscape Committee, the value they bring to the community, and any key tips for their success. We hope that sharing their insight helps current and new Landscape Committees thrive, and encourages new people to take on a role serving their communities.
What is a Landscape Committee?
A Landscape Committee serves as a liaison between the Board and the Landscape Vendor. The committee is made up of a team of volunteers from the neighborhood. Typically, committees consist of 3 to 5 people, including 1 Board Member or Board Liaison. They work together to achieve the community's vision for their landscape, and offer proposal reviews and recommendations to the Board for any landscape-related item - from enhancement suggestions to new vendors.
Who can serve on the Landscape Committee?
Any resident looking to get more involved in their community can serve! The experience of those on the committee ranges from those new to the field and those with a background in horticulture, to seasonal and year-round residents, to active or former Board members. The most successful committee members maintain informed on current landscaping standards, through working with their vendor partners, property management team, and with state educational resources, such as UF IFAS.
How does a Landscape Committee benefit a Community?
The Landscape Committee saves the Association time without sacrificing detail. Landscape Committee members often partake in the monthly walk-throughs with the Landscape Account Manager, and are involved in the "Request for Proposal," or RFP, process. Members, most notably the Chair or Liaison, act as a point of contact for the companies and delineate the desired outcome for the community. Often times, they will also be the ones interviewing the vendors and will provide a recommendation based on their research to the Board. Most Boards appreciate the amount of time, effort, and research provided by their Landscape Committees, and follow their recommendations when deciding on the Association's next landscaper.
What are the Roles and Responsibilities of the Landscape Committee?
The Landscape Committee is responsible for ensuring that the landscape meets the standards of the community. The Chair and the Committee Members know the landscape contract inside and out, and communicate expectations with both the vendor and the residents. They are the "boots on the ground" participants of the community who want to have a noticeable positive impact on where they live.
What are some Lesser Known Aspects of the Landscape Committee?
Like most things, the Landscape Committee is only as evolved as the people serving on the committee are involved. While the main goal is communicating the Association's goals to the landscape vendor, the way in which that is depicted differs. For example, an Association may have a goal to conserve water. The Committee may reach out to their Landscape Account Manager for information on more efficient irrigation parts, or less water-intensive plantings. Another Association may have a goal of making their budget stretch further. The Committee may ask to skip the annual mulching for one season in order to improve another area of the landscape. The Committee is trusted to acknowledge the steps needed to achieve the Association's overall goals because of the time they spend with both the Community and the Landscape Account Manager. They understand the plantings and learn what will thrive in an area. They are in touch with the Landscape Account Manager to coordinate service dates and enhancement deliveries, such as where to stage mulch pallets for the seasonal touchups, and help bridge the knowledge gap if a Landscape Company changes the Account Manager on the property. Truly, they work hand-in-glove with the Landscape Account Manager and are an invaluable asset to the both the Board and the Property Manager.
How can we best ensure the success of our Landscape Committee?
The three biggest takeaways from our interviews are:
- Set clear expectations.
- Focus on the budgetary constraints.
- Learn the plants that will thrive in the area and require less maintenance while providing a consistent state of appearance.
The Committee takes in the expectations of the landscape vendor held by the Board, the Property Manager, and the residents of the community, and recapitulates that into something the vendor can easily understand. This includes having a time frame for bid requests, homeowner opt-ins or opt-outs for service, and meetings with the Board and vendors. Committee Members learn a plant's maintenance, survivability, and compatibility with the overall appearance of the HOA. They understand that having clear expectations allows the Committee to reach their goals without being micromanaged, and prevent frustration all around.
Conclusion
Landscape Committees are a great asset to Associations, as they handle a key part of the community's maintenance needs. Their work is appreciated by both their fellow neighbors and those who are employed by the Association. They create relationships that improve where they live. It is an excellent way to make an impact on the community.