It’s time for your association’s annual meeting and fresh blood to be on the board of directors. You are approached by some of your neighbors and with a little arm twisting you finally relent and agree to run for the board. After all, aren’t you tired of nothing being done about that neighbor who is running a business out of his home or the tenant who never seems to pick up after their dog or the landscape company who never picks up the trash around the shrubs? Now that you’re on the board, you can change all that, right?
You have been to a couple of board meetings when reality starts to set in as you realize that you are just one member with only one vote. The other members do not see a problem with the neighbor running a computer consulting business out of his unit. The tenant who is not picking up after her dog has already been sent numerous violation letters and the landlord is now being fined. You find out that the board had eliminated the trash pickup service by the landscape company to save money.
So here you are, on the board, and now you find out that all the issues you planned on correcting are not as easy to fix as you thought. To make matters worse, you find that you just signed up for anywhere from a one-year to a three-year term and have to attend the monthly, bi-monthly or quarterly meetings. Then, to add salt to the wound, your management company offers classes (more meetings to attend) so you can become a knowledgeable and productive member of the board. You begin wondering how you can get out of the whole thing while saving face with your neighbors.
Too late. You’re stuck (or, in the least, you’ve promised your neighbors that you would serve), so you may as well take a deep breath, acknowledge your commitment to the community and enjoy being on the board by being an informed and energized member. And what makes a good board member?
A good board member is someone who will seriously consider the ramifications of his or her decisions to the whole community, not just for the benefit of one individual. A good board member will be open to listening to all sides of an issue, giving everyone the chance to express their ideas, and be willing to compromise and try new approaches.
Personal agendas. Did you get on the board because you wanted to make a difference in the community and to learn how a homeowners association operates? Or do you have a personal agenda, such as getting your building painted first or new landscaping in the common area in front of your home, which you hoped to get resolved by being on the board? Be willing to look at whether resolving your personal issue is what is best for the entire community.
Be prepared. Being prepared for board meetings indicates your commitment to your position and respect for the other members of the board. Look over the board packet prior to the meeting. Read the minutes so they can be approved at the meeting. Review the financials and write down any questions you may have; even better, call the manager or the report preparer prior to the meeting to resolve any confusion or questions. The same goes for the manager’s report. Take a look at any correspondence and attorney updates. Read through the bids and proposals to be familiar with the services and prices quoted to vote effectively on new contracts. Don’t wait until the meeting to ask your questions. That only prolongs the meeting and you may not receive comprehensive answers because the necessary material is not available.
Make every meeting count. Do you continue to see the same items on the agenda month after month? Do your board meetings turn into a gabfest where the board members want to share gossip or discuss personal issues rather than stick to the agenda? Board meetings are business meetings. Unless you have an extremely long agenda, the meetings should last no more than two hours, max. If they regularly exceed two hours, then the meetings are probably out of control and that explains why the same agenda items continue to appear month after month. Hastily-made decisions occur when board members feel time is running out. Think about instituting a timed agenda to keep the meetings on track.
Attend every meeting. Mark your calendar to attend every board meeting. There is nothing more counter-productive than a member who shows up sporadically. They inevitably want to reopen a decision made the previous month or ask to be brought up-to-date on something already thoroughly discussed. This wastes time and frustrates the other board members who did attend the meetings and are ready to move on.
Keep your expectations realistic. If the board constantly requests new bids on pool, landscape, snow removal or other services, you may want to ask yourself why.
Either the board is being so picky that no contractor will ever satisfy them or they think it best to always accept the lowest bid and/or to scrimp on services and then find fault with the contractor. Keep in mind that only through careful evaluation of the bids can the board make an effective decision about a contractor. The highest bidder will not necessarily provide the best service any more than the cheapest would provide the worst. The board needs to look at each proposal to have a realistic understanding of the anticipated services and costs.
Mind your manners. Is there a board member who always wants everything to go his or her way? They have been on the board for years or had involvement with a particular industry so they think they know it all. They want to use the vendors with whom they are familiar and will not consider anyone else. When a new idea is presented, they find fault with it and will not compromise or listen to other opinions. The board meetings then become unpleasant. Shouting matches occur, sides start forming, nothing gets accomplished and attending the board meetings becomes a dreaded ordeal. No one board member will ever have the correct answer on all subjects. A good board member will listen to all sides of an issue, allow others to express their ideas and be willing to compromise and try new approaches.
Liability. Just because you send out written pool rules with the welcome package to new owners does not mean they will read them. Sure, installing pool signs costs money, but posting rules at the pool is a one-time expense essential to minimizing liability to the association and may be required by local or state law. Reminding residents they are swimming at their own risk is legally well worth the expense should an accident or injury occur. This same philosophy goes for other items around the community where cutting costs is simply not worth it. If someone falls on an icy sidewalk because the association wants to save money by not shoveling soon enough or by not using de-icing products, then the board is exposing the association to potential lawsuits. Keep in mind the long-term benefits of short-term expenses to eliminate risk to the community.
Encourage community involvement. Many owners who have not served on the board or on a committee do not understand the workings of an association and sometimes feel their needs are not being considered. Their assumptions can foster ill will and initiate grumblings in the community. It is especially essential to encourage these residents to join the board or serve on a committee. By serving on a committee, they will gain a greater understanding of what it takes to keep the association functioning. The more volunteers a community can get, the better the association will be supported because the owners will feel their opinions truly count.
Communicate. The importance of communicating regularly with residents in a professional, high-quality way cannot be emphasized enough. Lack of communication is the primary cause for residents making a mountain out of a molehill. Whether through mailed notices, newsletters or postings on a community website, the board will preclude many problems by keeping residents informed of board actions, community issues and events, etc.
The rules are for everyone. Are board members exempt from following the rules? No, they are not. They should also be the ones setting the standard for the rest of the community. The rules must apply to all owners equally and be enforced impartially. There should be no hint of impropriety or favoritism toward a board member.
The board and manager are a team. The board has hired a credentialed management company with years of experience and a good reputation in the industry. The board sets the policies and the manager carries them out per the governing documents. The manager and the board must work as a team to effectively support the community and its residents.
Being on the board can sometimes be a thankless job. Regular and open communication, enlisting owners for committees and acting professionally and respectfully toward each other can do much to alleviate problems. Give yourself kudos for the time and effort you have committed to the community. At the end of your board term, you will have a new perspective, respect and understanding of the operations of a homeowners association. Who knows – you may even volunteer to serve on the board again.
Source: Association Times