easy to comprehend. They were consistent in their practice with violations and fining and never showed favoritism or singled anyone out. Most importantly, this board understood the importance of reaching out and utilizing the expertise of their attorney, accountant, reserve study specialist, contractors, and management. They thrived on getting opinions from professionals when necessary and listened to opposing positions, before making sound financial decisions for the association. They had vendors who serviced their community attend board meetings to talk to them about board expectations and to build team relations.
We all know how important communication is. This board went above and beyond to keep the flow of communication moving. They produced a quarterly newsletter, had an active website, and posted agendas on the website so owners would know the topics being addressed at the meeting. They provided copies of minutes of every board meeting for ownership to have. They held special meetings with ownership when they had large capital projects, one of which involved a special assessment. For those meetings, they had appropriate council or vendors attend meetings to answer questions from ownership. The board also created various committees to get owners involved with the association. By creating these committees, it often led many who served on committees to run for a position on the board.
What impressed me most with this board was their desire to constantly evaluate themselves and finding ways to improve. They often attended seminars on various topics to keep themselves up to date on law changes and procedural modifications. They sent an annual survey to ownership asking for their input on how the association was doing and asked for suggestions.
During the budget process, this board started early and utilized their reserve study to assist with reserve funding recommendations and capital projects. They held a special budget meeting for ownership where they went through the budget in its entirety and could answer every question asked. This was very helpful when assessments were increasing or if a special assessment was being imposed. This board was not afraid to increase assessments if it was for the betterment of the community. They were polite and courteous to those owners who objected to any type of increase, and always thanked them for their input.
There are some general things a board can do that will go a long way in the eyes of your fellow neighbors and will display a pro-active board. These include (1) attend as many board meetings as possible. If your schedule does not allow for this, you would be better off serving on a committee; (2) show up to board meetings on time and prepared; (3) do not divulge confidential or sensitive information to non-directors; (4) attend community events, which is a great way to get to know your neighbors; (5) obey the deed restrictions because they do apply to you; (6) maintain financial responsibility; (7) be prepared to vote on agenda items; (8) do not act independently; (9) use sound business judgment and common sense; (10) always be respectful; (11) try not to micro-manage or interfere with the management of the association.
With the following helpful information, a cooperative group of board members can become that “well-oiled machine” and avoid the scarlet letter and become “that” board with the great reputation and attitude!
Once the survey was received, they compiled an extensive spreadsheet showing the outcome and addressed every owner who submitted comments, good or bad! What also came out of the survey for a few of the board members, was how intimidated some of the ownership felt with their personalities. These board members had strong, opinionated personalities, but were much taken aback by the comments received that they were unapproachable, nasty, rude, etc. They took those comments to heart and did address it at a board meeting with some humor and dignity, and WOW, the results received by doing so were overwhelming. It brought ownership and those board members together with a new outlook and appreciation for the passion that these board members had that was really misunderstood. Just taking some extra effort sometimes goes such a long way!
It is also beneficial to prepare a mission statement or code of ethics for every board member to sign. This should clearly define what is expected behavior with regard to integrity and objectivity, conflict of interest, financial obligations, etc. This can also establish the goals and priorities for your association and the board.
I feel fortunate that I have had the
pleasure of working with some great board members and we should all say “Kudos” and “Thank You” to those owners serving on boards. Board members, don’t forget to have fun and enjoy the sense of accomplishment as a volunteer leader of your community. Don’t forget the owners who elected you to the board and encourage community input and participation as much as possible. If you are an owner and not happy with how your board is running the association, get involved by running for a position on the board! You may be able to make a difference in your community and turn your association into that “well-oiled machine” that will make your homeowners proud to call their own.
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