Your ARC, Landscape, and Social Committees Shouldn't Be Running on Group Texts
Sub-committee task tracking, meeting notes, member rosters, and vote records — organized under the board, visible to everyone who needs to see them.
When committees run informally, the board pays for it later
Lost in the group chat
The ARC committee made a decision 3 months ago; nobody can find it; the board is relitigating it.
No accountability
Landscape committee was supposed to get three bids; nobody followed up; board finds out the spring contract was signed without a competitive bid.
Board transition wipe-out
Half the committee members resigned with the old board; new board doesn’t know what any committee was working on.
What committee management in Hivepoint covers
- Committee roster with member names, roles, and contact info — Every committee has a dedicated member list — chair, co-chair, members — with contact information stored in the platform. When the board needs to reach the ARC committee, they aren’t hunting through old emails.
- Meeting agenda and minutes storage per committee — Each committee’s meeting records are stored in their own workspace, separate from board meeting minutes. ARC minutes, landscape meeting notes, and social committee recaps each live where they belong.
- Task assignment with due dates and completion tracking — Committees can assign tasks to members with clear due dates. The board can see open tasks across all committees without having to ask for status updates in a group chat.
- Vote records for committee decisions (who voted, what the outcome was) — When a committee votes on an ARC application or selects a landscape contractor, the vote record shows who voted, how each member voted, and what the final outcome was. No more “I thought we decided” conversations.
- Document library per committee (ARC: application forms, precedent decisions; landscape: contracts, bid comparisons) — Each committee has its own document storage. ARC keeps application templates, approval letters, and precedent decisions. Landscape keeps vendor contracts, bid comparisons, and seasonal schedules. Nothing gets mixed together.
- Board oversight visibility — board can see all committee activity without micromanaging — Board members have read access to every committee workspace. They see what’s happening without needing to attend every committee meeting or ask for weekly status emails.
- Committee member access controls — they see their committee workspace, not the full board admin — Committee members who aren’t on the board get scoped access. An ARC committee member can see ARC documents and tasks but cannot access dues records, violation logs, or financial reports.
- ARC application workflow: submission → committee review → decision → notice to owner — The full ARC process is tracked in one place. From the moment an owner submits a modification request to the final decision letter, every step is logged with timestamps and the name of who took each action.
The three committees that need this most
Architectural Review Committee (ARC)
The most document-heavy and legally consequential committee your HOA operates. Application intake, review workflow, precedent tracking, and decision records all in one place.
Landscape / Grounds Committee
Managing vendor bids, seasonal maintenance schedules, and common area improvement decisions. Bid comparisons and contract storage prevent the “no competitive bid” problem.
Social Committee
Event planning, budget tracking, and vendor coordination. Task lists and budget records mean the social committee’s work survives member turnover year after year.
The ARC Is Your Biggest Legal Liability If Records Are Bad
Inconsistent ARC decisions — approving a fence for one owner, then denying an identical request from another — are the number one cause of discrimination complaints and HOA litigation. Homeowners who feel they were treated differently than their neighbors have a legitimate grievance if the board can't produce consistent documented rationale for each decision.
Consistent, documented process is the defense. When every ARC decision includes the application, the committee vote record, the written rationale, and the decision notice — and those records are searchable years later — you can show that identical requests were handled identically. That paper trail is what separates a defensible board from an exposed one.
Pricing
Committee management is included in both Hivepoint editions:
Board Edition
Committee rosters, meeting records, task tracking, vote logs, and document libraries
Community Edition
Everything in Board Edition plus resident-facing ARC application submission via portal
Common questions
Can committee members access the system without full board admin rights?
Yes. Committee members in Hivepoint get a dedicated workspace scoped to their committee. They can view and contribute to their committee's documents, minutes, and task lists without seeing the full board admin dashboard — dues ledgers, violation records, or financial reports that are board-only. Access is controlled per committee and per member.
How does an ARC application flow from owner submission to committee decision?
The ARC workflow in Hivepoint starts when a homeowner submits an architectural modification request — through the resident portal in Community Edition, or manually logged by the board in Board Edition. The application routes to the ARC committee workspace where members can review submitted plans and documents, record their review notes, and log the committee's decision. The decision letter and rationale are stored in the application record, and the homeowner receives formal notice of the outcome.
Can we store committee meeting minutes separately from board meeting minutes?
Yes. Each committee has its own meeting records area in Hivepoint. ARC minutes, landscape committee minutes, and social committee minutes are stored in their respective committee workspaces — separate from board meeting minutes but visible to board members who need oversight access. You never lose track of which meeting produced which decision.
What happens to committee records when committee members change?
Committee records in Hivepoint are stored at the platform level, not tied to any individual member's account. When a committee member steps down or is replaced, their access is removed and the new member is added — but every minute, task record, vote log, and document the departing member contributed remains fully intact and accessible. Institutional knowledge stays with the community.
Is there a limit to the number of committees we can create?
No. You can create as many committees as your community operates — ARC, landscape, social, finance, welcome, safety, or any ad hoc committee formed for a specific project. Each gets its own workspace with separate member access, document library, and task tracking. Committees that are dissolved can be archived rather than deleted so their records remain searchable.
Can we track committee budgets separately from the main HOA budget?
Yes. Each committee can have a budget allocation tracked in Hivepoint. Committee spending — social committee event costs, landscape committee vendor invoices, ARC-related inspection fees — is recorded at the committee level and rolls up into the overall HOA financial picture. Board members can see both the committee-level detail and the community-wide totals without reconciling two separate systems.
More Hivepoint features
- HOA Management Software hub →Everything Hivepoint does in one place
- HOA Architectural Review Software →ARC application workflow, precedent tracking, and decision records
- HOA Document Management Software →Governing documents, meeting minutes, and vendor contracts — organized and searchable
- HOA Board Portal Software →The full board workspace — dues, violations, maintenance, and financials in one place
- Comparing HOA software options? →See how Hivepoint compares to PayHOA, HOA Ally, and Buildium
Give your committees a place to actually work
Try the live demo or tell us your community size — we'll send an exact quote within 24 hours.