Communications Committee Guidelines

1. Purpose:

The Communications Committee of Santa Fe Trail Ranch (SFTR) is dedicated to fostering community engagement and enhancing communication through timely information dissemination, media event promotion, and technological support. By maintaining the SFTR website, managing social media channels, recording special events, and collaborating with the POA Board, Committee’s and Groups, we aim to keep residents informed, supported, and connected. Our efforts prioritize accessibility, transparency, and active participation to strengthen the SFTR community.

2. Objectives:

• Timely Information Dissemination: Utilize multiple communication channels to ensure residents receive important information promptly. (such as: email, blog, facebook, website)
• Community Engagement: Organize and promote events and activities that encourage resident participation and build community spirit.
• Resident Support: Provide (post) clear information and assistance on POA policies, procedures, and services to help residents navigate community living (via Website/Facebook publications. 

3. Responsibilities:

• Website Management:
  • Update the POA website regularly with meeting agendas, minutes, policy updates, and event details.
  • Ensure the website is user-friendly and accessible to all residents.
• Social Media:
  • Maintain active profiles on platforms like Facebook, to engage with residents.
  • Post regular updates, event announcements, and community news.
  • Monitor and respond to resident queries and comments.
• Event Promotion:
  • Develop promotional materials (flyers, posters, social media posts) for community events.
  • Collaborate with other committees and residents to ensure broad participation.
• Feedback Collection:
  • Create and maintain feedback mechanisms (surveys, suggestion boxes, online forms).
  • Analyze feedback and present findings to the POA board for action.
• During Monthly Communication Committee Meetings we review upcoming calendar events and assign.
  • Training on setup.
  • Decide who will cover which events (reach out to host of event)
• Meeting Minutes:
  • Accurately record minutes during board and committee meetings.
  • Distribute minutes (website) to residents promptly and store them for future reference.

4. Membership:

• Composition: The committee shall consist of 5-7 members, including a Chairperson, Secretary, and general members.
  • Chairperson: Leads the committee, sets meeting agendas, and serves as the primary contact with the POA Board.
  • Secretary: Records and distributes meeting minutes, maintains committee records.
  • General Members: Participate in discussions, contribute to projects, and engage with residents.
• Term Chair: If not appointed by the board, chair shall be appointed by the members of the Communications Committee. Term for the Chair shall be one year with either a new appointment or continuation of present appointment each year by the committee.
• Meetings:
  • Held monthly, with possibility of occasional work sessions in between.
  • Agendas are prepared in advance and minutes are recorded.
  • Special meetings can be called for urgent matters.

5. Roles and Expectations:

• Chairperson:
  • Lead meetings and coordinate committee activities.
  • Set meeting agendas and ensure tasks are completed on time.
  • Act as a liaison between the committee and the POA Board.
• Secretary:
  • Record and distribute meeting minutes accurately.
  • Maintain organized records of all communications, meetings, and decisions.
  • Assist the Chairperson in various tasks.
• Members:
  • Actively participate in meetings and discussions.
  • Take on specific tasks or projects as needed.
  • Engage with residents to gather input and feedback.