Prepare! Assume nothing!! Veterans of past meetings will attest to the importance of these basic concepts. It is essential that the manager take the bull by the horns to assemble the team, create the game plan, lead, and execute the plan.
by David Gauvin
PCAM®, AMS®, CMCA®

Fact 1 - As each goose flaps its wings, it creates an “uplift” for the birds that follow.   By flying in a “V” formation, the whole flock has 71% greater flying range than if each bird flew alone.
by Linda Ivey
PCAM®, AMS®, CMCA®, ARM®

An association's legal counsel represents the association, right? While it's true that an association's attorney represents the corporate entity, in practice it's not always that simple. Associations are typically made up of multiple directors, members, and one or more managers, making for a hodgepodge of personalities and opinions.
by Trisha S. Taylor
Attorney at Law

Planned communities can be large or small, upscale or average, urban or rural, or somewhere in between. However, they share a common thread because they are all inhabited by people who are members of the world at large. We, as Community Managers, can encourage a sense of community by offering programs within the association as well as outreach programs aimed locally, nationally or world-wide.
by Donna Cawthorne
CMCA®, AMS®, PCAM®

Although the democratic spirit that launched many areas' trends toward condominiums, cooperatives, and planned communities continues to stand the test of time, the facilities themselves—which are home to millions in the United States —are beginning to show their age. Leaking roofs, docks and piers in need of repair, creaking elevators, etc., are just several examples. In fact, the financial needs of community associations are as diverse as the people who live in them.
by Association Times' Staff Writer

All too often, I see homeowners campaigning for election or re-election to their community association's board of directors with the promise of never increasing maintenance fees or imposing a special assessment on his or her constituents. Unlike our federal government, however, community associations cannot print more money when the coffers run dry as they surely will when revenues aren't increased to meet rising operating expenses.
by Marjorie Jean Meyer
PCAM®, CMCA®

We had finally found the home of our dreams. We walked into the model home (after walking into 93 other model homes!) and my husband and I sighed and said, “We could live here”. The house sold us, but what about this whole Community Association thing? We had no experience with association living. I had only heard vague rumors about everyone being forced to paint their houses at the same time and not being allowed to replace the exterior lighting fixtures with a different design. Why would anyone want to live in a place like that, I thought?.
by Suzanne O'Gorman

Have you ever asked or been asked this question: “How do you resolve issues with homeowners that have violations in our neighborhood”? Of course your governing documents may have previsions to assist you in this matter; sending letters, assessing fines, taking legal action are a few examples of rule enforcement. All of these are effective ways of enforcement and should be used under the guidance of your governing documents and qualified attorneys.
by Judy Rose
PCAM®, CPM®, AMS®, CMCA®

What is it that we in Community Management deal with more than anything else? CHANGE! We must be able to adapt and bend with everyday upheavals which can be good, bad or indifferent. How many times do you begin your day with an ambitious plan of action, only to find meetings cancelled, weather surprises, unanticipated calls to be made, and more? When this happens, we are left with a feeling of not accomplishing anything, only to get further behind in completing the tasks that were scheduled.
by Bryn Cushman
PCAM®, AMS®, CMCA®

Imagine this scenario. An association of co-owners elects a Board of Directors to administer their community. Not long afterward, a group of the co-owners grows to disagree with the Board over matters such as community governance, community expenditures and community funding.
by John Cox
AMS®, CMCA®

Articles of Incorporation, Declaration of Covenants, Conditions, Restrictions and Reservation of Easements, and Bylaws

The process of completing amendments to homeowner association documents should begin with reviewing the section of the documents that will clearly define the process you will need to undertake.
by Nicholas J. Mazzarella
MBA, PCAM®, CMCA®

Try These Interview Questions

Association Board Members and Selection Committee members often are challenged to ask the right questions of potential management firms during the interview process. The following are sample questions for Board and others to use, along with appropriate responses one should look for.
by Jan Lines
AMS®

Has your landscape contractor implemented an integrated pest management (IPM) system? The goal of an integrated pest management system is to achieve long term suppression of targeted pests with minimal impact on other organisms and the environment. IPM utilizes life history information and extensive monitoring of a pest, as well as its interaction with the host plants and the potential for economic damage. Control, as well as prevention, is achieved by integrating these management practices.
by Lucinda Hoe

To function, Associations must have the ability to assess Owners for the operation of the community, as outlined in their Governing Documents. The general rule is for Associations to establish an annual budget that provides for the maintenance, repair and replacement of the common elements. Many states also have statutes dealing with these general assessments. But, what happens when the Annual Assessment does not meet the expenses of the Association? Why do these deficits occur?
by Gail VanDyke

It's another quiet day…..no phone calls from angry Board members, no homeowners emailing and telling you how horrible everything is……no pressing issues on the agenda for the next Board meeting…..it's another quiet day. Isn't life great!

Well…..maybe not!
by Dustan Goodell

Many homeowners ask this very question, “How Can I Help?” They feel that they are only one person in their community and what they do or don't has little effect. This statement is far from the truth, however, as what we do effects everyone around us when we live in a homeowners association. Just because one does not have the time to volunteer to serve on the Board does not mean that efforts to maintain your own home go unnoticed. As that old expression goes, “ Rome was not built in a day,” but with everyone pitching in one at a time, just think what could be accomplished. Just imagine what it would be like if everyone pitched in and maintained the interior and exterior of their own homes and how much money they could save themselves and their association.
by Jan Svoboda
AMS®

Ethics in Corporate America have taken a setback in recent years. Enron, WorldCom, and Martha Stewart are examples of highly-publicized cases where there was a failure of the corporation to maintain an ethical environment. Whether large or small, profit or not-for-profit, corporations have a responsibility to act ethically. When speaking of community associations, the standard of ethics applies equally to the management team and to the Board of Directors. Implementing ethical standards, an ethical code, and a code of conduct for volunteer directors can circumvent impropriety.
by Craig Koss
AMS®, PCAM®

Gated communities are growing in popularity for home buyers. Originally centered around retirement communities, these communities now range in size from small (fewer than 100 homes) to large (greater than 1,000 homes) with or without additional amenities within the gates. Most of these gated enclaves are found in southwest and southern states, such as Arizona , Texas , Florida , and Georgia ; and the gated concept is now closing in on the rest of the country as well.
by Patti Jo Lewis
CMCA®, AMS®, PCAM®

There are do-it-yourself projects you can do, and improvements you can hire folks to do, from the basement to the roof, to help make your home better prepared to withstand a natural or man-made disaster - - - and to help minimize the damage from a disaster.
by Association Times' Staff Writer

Rules are written to be guidelines to avoid chaos, confusion, and injury. It is important to remember that the application of rules is equally as important as the rules themselves.

When applying rules, emotion and bias should be left out of the process. What one should think about in evaluating the situation is the intent of the violator. People do make mistakes and should not always be punished for those mistakes.
by Susan Oles
CMCA®, AMS®, PCAM®

It's finally done. You've spent numerous hours working on the budget and now it's time to present it to the residents of your community. What is the best manner in which to handle the presentation of this new budget that will prompt the greatest degree of acceptance?
by Jeff Gourlie
AMS®, PCAM®

Whether you own or rent a home, whether you are buying or selling, or whether you are starting the new year with a home renovation, becoming knowledgeable about lead poisoning and understanding the risks associated with exposure to lead-based substances is extremely important for you and your family.
by Wendy Wilson, Attorney

At some point in our Association Management careers, we all have to deal with the Board member who suggests that we contact a particular contractor who has done work for his or her brother-in-law's mother's sister (and just so happens to be much cheaper than the contractor you currently use). This is often the case with sealcoating contractors.
by Meg Kitchin
CMCA®, AMS®, PCAM®

It happens all the time…you pick up the phone and the person on the other end begins their conversation with a complaint about their neighbor. Living in a Community Association, whether it is a condominium, a townhouse or a single family home, also involves living in close proximity to your neighbor. It is inevitable that you become more familiar with each other which in turn sometimes creates a frendly, comfortable relationship . . . or sometimes a tense one.
by Heather Graham
CMCA®, PCAM®

It is important for boards of directors to be aware that both real and apparent conflicts of interest or dualities of interest sometime occur in the course of conducting the business affairs of the homeowner association. The appearance of same can be troublesome - - even if there is in fact no conflict whatsoever.
by Linda A. Bartel-McGinnis
AMS®, LSM®, PCAM®

When preparing the minutes for your Association board meetings it is important to remember a few key points. Minutes are to reflect the motions made at the meetings. You need good note taking skills and you need to be organized when preparing the minutes.
by June Irey
CCAM®

As board members change from year to year, it can be difficult to keep track of due dates for various association responsibilities . . . such as when the association audit should be completed, when the sprinklers were last checked, when the annual meeting should be held according to the governing documents, or when legal notices should be sent out. A great deal of time and money can be wasted by searching for this information each year and some of these items may be delayed or forgotten in the process.
by Carolyn Cummins
CMCA®, PCAM®

Today's smart Association Boards have added a role for themselves and their communities. As their properties age and other local association communities are developed, these Boards have adopted a marketing mentality similar to that of a developer. Boards with this marketing mentality have recognized that neighboring communities are very successful in selling their residences quickly with solid appreciation in resale values. These Boards don't want to see their own communities left behind.
by Steve Castle
CMCA®, AMS®, PCAM®

Community association landscape care contracts generally place great importance on lawn care and little, if any, on other items in the landscape. Lawn and shrub/tree care contracts account for 25 to 40 percent of most association budgets. Developing a landscape care plan that provides healthy bushes and trees (known as woody plants) is obviously a good investment.
by John Cox
AMS®, PCAM®

Community Associations are not unique to abrupt resignations and unanticipated changes to the Board of Directors' structure. It is difficult to predict when change will occur and how it will affect not only the composition of the board but the entire community as well. Board vacancies often occur due to expiring terms, early resignations and sometimes, conflicts among board members.
by Vicki Ward
CMCA®, AMS®, PCAM®

The unemployment rate is relatively low throughout the country and most employers are finding it difficult to attract and retain good employees. This is especially so when the foundation of our work – people's homes and quality of life –brings with it strong emotional factors that can prove challenging to community management professionals. Professional managers are also required to be knowledgeable about a broad spectrum of property management issues.
by Lana Reynolds
CMCA®

Generally, a Community Association Manager does not take more than a week off at a time, but sometimes something happens that necessitates taking more time than usual; military duty, illness, surgery and sometimes even your continuing education. When you have to be out for an extended amount of time, who do you have that you can call upon to take care of your properties? Managers are typically very dedicated to their properties and, as such, are very busy. Your first task is to be prepared for the unexpected by establishing who you would ask.
by Cathy Jo Williams
CMCA®, AMS®, PCAM®

More and more, homeowner association issues are being reported in the news media. Almost every television station has a troubleshooter who is always looking for a juicy story. Often, these stories give only the homeowner's point of view, while the viewpoint of the board, management company or developer may not even be represented. It is up to all of us to see that those sides of the story get reported too.
by Eleanor Hugus

Who wants to spend two or three hours in fruitless and trivial discussion? The president must take steps to make the meetings more focused, effective, and shorter. Most meetings can be conducted in an hour if the board members know what is expected of them.
by Association Times' Staff Writer

Who takes the minutes and what needs to be included? Are complete transcripts of homeowner association meetings necessary?

For some reason, taking minutes at a Board Meeting scares the dickens out of those who should be taking the minutes. With a little guidance, however, this shouldn't be the case.
by Jackkie Brace
PCAM®, AMS®

So, you submitted your name, you spoke with a few folks around the neighborhood, you may have even created a flyer or posted your stand on issues on the association web site. And then the outcome of the election is announced and YOU ARE ON THE BOARD!!!
by Christine Evans
PCAM®, CMCA®

As we continue to face the rebuilding challenges resulting from the numerous hurricanes which affected many areas throughout the country this past year, we also will face the difficult financial burdens that will be placed on those community associations to acquire the necessary funds to accomplish this major rebuilding effort.
by Association Times' Staff Writer

Compared to a lawsuit, mediation is swift, confidential, fair and low cost.

The ABC Homeowners Association, in Houston, Texas, has been trying to collect late fees from a homeowner for months. It seems the homeowner did not understand why he was being charged with the fees – he felt he was unjustly being singled out and subsequently threatened the Association with a lawsuit for harassment.

Years ago, the board of directors would have called their attorney – but a funny thing happened on the way to the court house – the board chose mediation.
by Linda A. Bartel-McGinnis
AMS®, LSM®, PCAM®

New managers (our company has trained nine in the last twelve months!) often ask me the characteristics of a good manager and which approach to management will make them successful in this business. They want to know what methods have proven effective over the years. Essentially, they want to know what works and how they can implement those processes to benefit their daily work lives.
by Philip Adams
CMCA®, PCAM®

At one time or another most community associations will deal with a dissident group or dissident minority at a meeting. These groups will sometimes grumble about what the association's board of directors is not doing and criticize the performance of the board.
by Association Times' Staff Writer