Board Advice from Riverside

Board Advice

A Good Board member wears many hats, and can be called on to solve many problems. Condominium and homeowners associations face issues that run the gamut from construction and engineering all the way to telecommunications and social services. Sometimes, Board members need the Wisdom of Solomon. Most of the time what they need is a little patience and a little understanding.

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Here are 10 things you can do to help be a better Board member:

1. Read the documents
Sounds like a simple concept, right? Every community association has governing documents, and everyone knows what they say, right?

Everyone in a condominium or homeowners association should be familiar with their community’s governing documents, such as the Declaration (CC&R‘s), the Bylaws and the Rules and Regulations. Board members should consider these documents required reading, because they will rely on them time and time again. The governing documents explain what your Association is supposed to be and what it is supposed to do. They outline the duties and powers of your association, and the parameters of your authority and jurisdiction. To do her job properly, a Board member needs to know just how far the Association’s responsibilities and authority go, and what the Association is expected to accomplish.

Your neighbors rely on the Board to “know the rules” better than they do, and your community will be a better place when you do. Don’t make assumptions about what your Association can or cant do, read the documents and make sure!

2. Be part of every meeting

The only way a Board member can do his or her job is by attending the meetings. You can’t learn, and you can’t make decisions if you’re not there. Make it a point to attend every meeting. Better still, make it a point to be a meaningful participant in every meeting. Inform yourself by reviewing the agenda, and preparing for the meeting. Know what’s in the financial statements, and what’s going on in the community. Take the time to understand the specs, and the contracts, and when the time comes, share your views with the others on your Board.

Your fiduciary duty requires you to make informed judgments. Know what you’re doing, take part in what’s going on, and you’ll feel better about the job you’re doing on your Board.

3. Leave your personal agenda at home

Anything that gets more people interested in their Association should be a good thing. There are times when residents are motivated to become involved in their Association because of some issue important to them. When that energy is channeled toward the common good, everyone in the community can benefit. When a Board member focuses on his or her personal interests and puts that private agenda ahead of the community, a “single issue” volunteer can be distracting, and often lose enthusiasm (and productivity) once the issue has been addressed.

You are on the Board because you are a leader. Remember that your agenda should always be the community’s agenda!

4. Listen and lead

You got involved in your Association because you are interested and energetic, probably more so than most of your neighbors. They are still your partners in your community, and it is your shared interests that the Association is intended to protect. Make it a point to talk to your neighbors. Find out what they like about your community, and what they don’t like. If your community’s agenda has some new rule or new initiative, talk to your neighbors about it and see what they think. A little communication goes a long way, and you may be surprised to learn that they have good ideas.

As a leader of your community, it is your responsibility to do what’s best, not merely what’s popular. Keeping down fees at all costs may seem like a good idea, but prudent planning for the future is a better idea. Sometimes leaders are called on to make difficult decisions, and the greatest leaders are those who help their communities make those decisions for themselves. Your experience shows you what’s right and what’s best, and is often up to Board members to teach your neighbors to see the same things.

5. Ask for help

A good Board member needs information in order to make good judgments. You need to know what’s going on in your community in order to understand what it needs. Don’t rely on yourself or your Property Manager to be all and know all. Have a team of professionals that you have confidence in, and use them. You need to know what the “experts” say so that you can plan your maintenance, as well as your budgets, insurance and reserves.

You also need to know how your neighbors can help you. There is probably a wealth of talent right under your nose, people that can help you identify and solve the community’s needs. Find out who has the kinds of expertise or interests that will help the Board, and make them part of your team as well.

6. Be a team player

Yours is a common interest community, and you have Board members and unit owners who share those interests. The best Boards share a common goal and vision for their community and work together to achieve it. No one person can run the whole show themselves.

You can never have enough good volunteers for your association, and a good Board leader will always be looking for new ones. Appoint committees. Rely on others. Show your appreciation for volunteers. Strong leaders will always be on the lookout for future generations of leaders and ways to develop them. The more you can do to involve people in the things your Association does, the better off all will be in the long run. You’ll have a better understanding of your neighbors, a stronger spirit for your community, and a pool of future leaders!

7. Be reasonable

Be reasonable — in everything you do. Take a considerate approach to planning your budget and reserves. Think about making rules that have real meaning to your community. Encourage people to comply with those rules, rather than enforcing them like a policeman. Listen to what others have to say about a problem, and consider their viewpoint. Think about what your association does and why, and then re-think it from time to time. Being reasonable and prudent can help make yours a “kinder and gentler” Association.

8. Plan for the future

You are responsible for the property values of many other people, and the decisions you make impact all of them. Think not only about today, tomorrow and next week as you plan for your community, but next year and five years from now. Will you have the reserve money you need for capital replacements? Do you have a reserve study so that you will know what you are going to need ten years from now? What’s going to happen when your long-time Board decides to move on? It is easy to get caught up in the here and now, and lose track of the things you need to do for your community’s future. As a Board member, that future is your responsibility.

9. Put it in the Minutes

Associations are special creatures, existing separate and apart from the volunteers who man them. To maintain your organizational history and integrity, you need good records. Any action your Association wants to take needs to be properly approved and documented. If it isn’t in the minutes, it didn’t happen; so make sure that all of your decisions are approved and recorded.

10. Read the documents – again!

Board Meeting Tips

Board meetings should be productive, efficient meetings where the board conducts business. Stop and think about that for a minute. Are your meetings productive and efficient? Does the board meet to conduct business or socialize? Are you getting the most out of your meetings?

We’ve put together seven keys to a successful board meeting. Following these suggestions can bring new life to your association and keep volunteers interested in helping.

1. One Hour

Board meetings should not last more than one hour. Start the meeting when it is scheduled to begin and get straight to business. If you collectively have the focus to get done in an hour you’ll be amazed with how much you can accomplish. If you have no time limit, the meeting will typically drag on and a lot of time will be wasted. When time is wasted at a meeting then people are less likely to volunteer because they feel their time is wasted.

One hour meetings have a major impact on volunteers. Associations that hold focused, one hour meetings have more people volunteer. It’s also important to note that those volunteers stay active the in the community for much longer. Length of your board meetings may seem like a trivial matter, but it really does have a large impact on how the volunteers of the association view the organization and, in turn, how they view their role.

2. Action Oriented

Make your meetings action oriented. Don’t just discuss issues, make decisions. Every item up for discussion should end in a vote to move forward in some way or table the issue with a clear understanding of why the item is being tabled and when it will be revisited. When taking action on an item make sure it is clear who will be responsible for getting that task completed. Ambiguity cripples a board.

3. For the Board

Board Meetings are for the board. They are not neighborhood meetings or social gatherings. The purpose of a board meeting is to conduct business, not see how many people you can get to attend. Some board members try to get as many people to attend as possible. This is missing the point. Homeowners are, of course, welcome to attend but it is not a membership meeting. The purpose of the board meeting is for the board to consider the affairs of the association, make business decisions, and then have a clear plan of action.

4. Come Prepared

Take time prior to the meeting to think about what you want to discuss. Inform the community manager of this one week prior to the meeting. This way your topics of discussion can be placed on the agenda which will allow the other board members and the community manager the opportunity to think about and/or research the item you want to talk about.

When you don’t come prepared and spring things on the other board members or on the community manager this typically results in a lot of unnecessary discussion with additional research needed in order to make any kind of decision. Remember, be action oriented. By planning ahead you can make more decisions at the meeting instead of causing an item to be discussed twice and delayed for months.

5. Dont take it personal

There are an odd number of board positions for a reason. You will not always see eye to eye. Don’t take it personal if the other members of the board disagree with you. This will occur and is healthy. While each board member should attempt to come to a consensus with the other members, you will not be able to achieve this each time.

Countless hours are wasted by board members continuing to argue a point just to obtain “victory” on a certain issue or to avoid any vote that is not unanimous. This occurs because someone is taking it personal. If your view is not shared on an issue, take a vote, and move on. Do not hold a grudge. Recognize that you can disagree and still work well with each other.

6. Avoid Conflicts of Interest

If you think you may have a conflict of interest do not vote on that issue. Let’s say a board member’s spouse is on a committee. If the board is making a decision on an issue related to that committee then the board member with the spouse on that committee should recuse him/herself.

7. Quarterly Meetings

Most associations should hold quarterly meetings (unless your bylaws require more). Meeting more often than that becomes excessive and unnecessary. Remember you want to have focused, short, productive meetings. This keeps people interested in serving on the board and on committees. If the association is constantly meeting then people feel it is taking too much of their time and they will stop volunteering.

It is important to note that you are required to comply with the minimum meeting requirement in your bylaws. Most association bylaws require no more than quarterly meetings, but check yours to be sure.

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Riverside Property Management, Inc. offers this information for educational purposes only and not as legal advice. The information provided in this article does not create a client relationship between you and Riverside Property Management, Inc., nor is this article a substitute for legal advice. The contents of this article are subject to change without notice. You should not rely or act upon the contents of this article without seeking advice from your own attorney. Riverside Property Management, Inc. is not a law firm.

 

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