We have just sent a letter to all owners. We have an important and difficult question about a use of the common property to resolve which will require working out just what motions to put to a general meeting. It is tricky because the best solution in one part of our property might not be the best solution somewhere else. People have different interests and we (the EC) want to be as equitable as possible in enabling unit owners to gain amenity from the common property but it will be unavoidably not equal. The matter is complicated by a messy history. The EC decided to form a 'working group' of EC members plus several others selected for have different interests from those EC members could be said to have. The EC will have the last word on what motion(s) to put to the general meeting but we genuinely want to try to build a consensus by including these others. On the other hand we didn't want discussion to degenerate into rabble by having a cast of thousands. The letter explains our approach and invites owners to feel ideas into the working group. I hope it works!
The other thing we do is have a subcommittee of one person who deals with the grounds maintenance contractor. We discourage owners from distracting the contractor with direct requests. That one person subcommittee does a great job but is not interested to be part of the EC for any other matters. The EC understands that it has the final responsibility but is happy to delegate this role. We get regular updates and sometimes step in when a particular task is required. It has been working well for quite a few years now.