No one loves their minutes; no one even likes them. No one likes taking minutes. The hardest position to fill on any volunteer boards is the secretary. No one ever does anything with their minutes anyway. An easy fix would be to get rid of them. Most boards are practically doing this already. Read […]
5 Tips for Keeping Your Association Compliant with the Illinois Biometric Privacy Act
Following the Illinois Supreme Court’s January 25th, 2019 Decision in Rosenbach v. Six Flags Entertainment Corporation, condominium, townhome, and homeowner’s associations utilizing biometric-based technology (that is, employee timeclocks and other technology requiring a person to provide a retina scan, fingerprint, voiceprint, hand-scan or face-scan) can find themselves facing severe statutory penalties for failing to comply […]
HOA Board Meeting Minutes – A Brief Overview
Although by no means glamorous, HOA board meeting minutes are an all-important piece of the HOA puzzle. You will want to master every aspect of them in order to help run your HOA smoothly. In this post we look at who’s responsible for the minutes; how to prepare them; what to include and (as importantly) […]
Some condominium association records now must be permanently maintained (FL)
Prior to a strange amendment to Section 718.111(12), Florida Statutes in House Bill 841 was approved and became effective July 1, 2018 last year, most association records had to be kept for at least seven (7) years. An exception was made for “ballots, sign-in sheets, voting proxies, and all other papers and electronic records relating […]
Access to Documents: Understanding Residents’ Access to Information (NY)
Living in a co-op, condo or community association can simplify a lot: maintenance issues that keep single-family homeowners up at night aren’t a concern for condo dwellers, and there may even be a door person or concierge to sign for packages and keep an eye on who’s coming and going from the property. But multifamily […]
Are E-Mails Official Records? (FL)
Whether you live in a condominium, cooperative or homeowner association, the Statue governing your community defines the term “official records”. In defining official records, each Statue has a catch-all provision. All other written records of the association not specifically included in the foregoing which are related to the operation of the Association. Read the article………………….
Responding to a Records Request
Your Board, or management company, received a records request from a member – what should you do next? First, it is important to keep in mind that Arizona law requires Planned Communities (A.R.S. Section 33-1805) and Condominiums (A.R.S. Section 33-1258) to make all financial and other records of the association reasonably available for examination by […]
Feeling Disorganized? The Ultimate HOA Board Organization Checklist
At the start of the year, many HOA Board members feel pressure to get organized. Brand new HOA Board members are trying to acclimate and learn their roles, in addition the veteran members are tying up loose ends from the year prior. Getting organized is an overwhelming task, but the pay-off is vital to the […]
Why Your Community Association Should Plan Like a Business
Community associations are essentially businesses, and board members should treat planning and budgeting the way they would approach corporation planning. Here are tips on how to start.
True or False: 7 Privacy Questions in an Association
Living in a condominium, homeowners, or townhome association requires an owner to divulge personal information that is safe-guarded by the inherent fiduciary duties of the Board of Directors. Although providing information like the make and model of your vehicle might appear invasive, the Board collects this information in an effort to efficiently run the Association […]
The Science of Vendor Selection – A Practical Approach
Does embarking on a new project in your association seem as stressful as going to the dentist? Oftentimes, projects seem daunting based on scope and cost as it’s sometimes like pulling teeth for Board Members to part ways with the almighty assessment dollars. Many Board Members rely on keeping assessments low as a barometer of […]
Performing Rights Organizations and Associations
So your community association has survived Hurricane Irma and completed all the repairs. In celebration of this milestone, the association decided to hold a community wide cookout with live music. The celebration was a success and thoroughly enjoyed by everyone. Now, two weeks later, you are in receipt of a certified letter from a Performing […]
Enhance and Protect Your Community Association’s Brand: Why Boards Should File Trademarks
In today’s fast paced world of technology and innovation, so many of us hear how important is to establish a “brand.” Even community association board members should be thinking about how they can brand their association’s business operations to bring an expectation of professionalism to the association’s operations. An effective brand can help create a […]
Balancing Access to Sensitive Information
During the course of their tenure on an association’s governing board, board members will come into possession of a seemingly endless amount of information. While owners are entitled to access the association’s books and records regarding the general operation and management of the association, there are certain categories of sensitive information that board members should […]
Written Contracts are Important in an HOA?
Question: I am a Board member of our Association, and am responsible for landscaping, grounds maintenance and security. Over the years, our Association has had a number of contractors who render service to us — whether this be in the form of snow removal, landscaping services, or trash removal. Some Board members are not happy […]
Enhance and Protect Your Community Association’s Brand: Why Boards Should File Trademarks
In today’s fast paced world of technology and innovation, so many of us hear how important is to establish a “brand.” Even community association board members should be thinking about how they can brand their association’s business operations to bring an expectation of professionalism to the association’s operations. An effective brand can help create a […]
Condo Board Minutes (ON)
Many newly elected board members know that minutes of the board meetings must be kept, but they do not fully understand what is to be recorded in the board minutes. First of all, the board minutes ARE NOT A TRANSCRIPT of who said what. Rather, the minutes are a summary record of the business conducted […]
Do You Take Minutes in Executive Sessions? (IL)
A topic of great discussion is whether minutes should be kept for executive “closed” sessions and, if so, how detailed they should be. Previously, there was little guidance for association boards and many were cautioned to not take minutes for executive sessions. But, all that changed on June 14, 2018 when the Illinois Appellate Court […]
3 Record Keeping Tips for HOA Board Members
Sorting through a stack of miscellaneous receipts, contracts, and other documents can be tedious at best. Having no organizational system in place to make that search any easier is downright cruelty. Ideally, every HOA board should take time to analyze their current record keeping habits and consider ways to improve them. Otherwise board members will […]
Setting Up Your HOA Record Keeping System
As an HOA Manager, you’re probably aware of the importance of keeping proper records. Thorough records are imperative, not only in the case of legal challenges, but also for simple documentation and memory purposes. Read the article………………..
Trademarks and Community Associations: Maintaining Your Community’s Brand
Your community association (“Association”) probably invests substantial resources in protecting and maintaining its green spaces, facilities, and other common elements. But what about its good name? Read the article………………
Bringing HOAs into the Future: 5 Ways Technology Can Improve your Community
Emerging technologies like the internet and cell phones have shifted how we function in most aspects of our lives and created heightened expectations towards effectiveness and efficiency. And although the impact of technological advancement can be felt in pretty much every industry, many community associations are reluctant to leverage it to improve the way they […]
Are Your Meetings Keeping Minutes but Wasting Hours
Board meetings are integral to the function of an HOA. They provide an opportunity for directors to discuss governance issues by determining policies and priorities for the association. By following appropriate procedure, accepting homeowner input, and distributing minutes, meetings are influential in maintaining an involved and informed community. Unfortunately, these sessions can often “go off […]
Is Brevity the Soul of (Smart) Board Meeting Minutes? (NY)
It’s kind of ironic that in this age of transparency, board meeting minutes should be bare-boned. But they should. So keep them accurate, but sparse. Here’s why. Minutes of board meetings can be surprisingly revealing. Some minutes cover who voted on what, as well as off-topic conversations. You must always remember that minutes are actually […]
Delivery Overload: Coping With an Ever-Increasing Number of Package Deliveries (NY)
The ever-increasing popularity of online commerce has changed peoples’ shopping habits — including the way apartment dwellers receive their deliveries. While concierges, doormen, and building superintendents have traditionally accepted packages on behalf of residents, the management and storage of those packages is evolving. Read the article………………
How To Write Up Board Meeting Minutes
The regular monthly meeting of the board of directors of Peaceful Community Association was called to order at 7:06 p.m. at the Boxwood Recreation Center, Tuesday, March 2, 200X, by the president, Mr. Matthew Dunford. The secretary was present.A quorum was present with the following directors in attendance: Mr. Matthew Dunford, Ms. Hailey Applegate, Mr. […]
A Guide to Board Meeting Minutes: What to Include & What to Exclude
Meeting minutes are one of the most important of all corporate documents. Nonetheless, more often than not Minutes fail to properly record Board action, or they refer to matters that are a detriment to the Association. When it comes to Minutes, to borrow a phrase from Ludwig Mies van der Rohe, “Less is more”! Read […]
How to formulate a Uniform Collection Policy
All Community associations need a UCP (Uniform Collection Policy), but they are not as easy to formulate as you would think. Here are some suggestions on how to go about putting together a UCP and, more importantly, enforcing it: The first thing that has to be done is for the board and manager to read […]
The Critical Elements of HOA Document Retention
Your HOA board of directors, as the governing body of your HOA, is responsible for keeping track of the many critical documents that go into the legal and ethical management of your property. There is one problem: over time, regardless of whether it is kept in digital form or stored in physical filing cabinets, all […]
Three Steps for Effective Community Association Annual Meetings
1. Planning A. As far in advance as possible (preferably immediately after last annual meeting). Set date (must comply with Bylaws) Reserve meeting space (and tables, chairs, audio-visual equipment, podium and microphone) Give date to Association attorney Put notice of date in ALL newsletters Read the article……………..
Hassle Free HOA Meeting Minutes
We know that for so many HOA boards, meeting minutes are often viewed as complicated and a pain to deal with, but that doesn’t need be your board’s reality! Taking thorough, efficient, and stress-free minutes is possible! Here are our top three recommendations guaranteed to help your board get a system in place, so taking […]
Checklist of Yearly Items for Community Associations
For those who are board members and officers of community associations, there is a yearly rhythm to the orderly conduct of the association that needs to be maintained. Minding those yearly issues and doing so in a timely manner will keep your association running smoothly and avoid the vast majority of problems throughout the year. […]
Why You Need a Harassment Policy Right Now
Sexual harassment charges seem to be everywhere – from Hollywood to Washington to Las Vegas casinos. Yet the vast majority of co-op and condo boards have not taken steps to guard against the possibility of harassment claims. Legal experts agree that it’s time for boards to wake up. Opportunities for bad behavior – and litigation […]
Protecting Your Neighborhood’s Identity – Registering A Trademark
For a homeowners association, the answer to “What’s in a name?” may well be, “The identity of your neighborhood.” An association’s name and logo is often how we describe the place we live, and in a mixed-use community, it may also define where we work. Trademarks are defined as any word, name, or symbol, or […]
Three Keys for Request for Proposal (RFP)
A request for proposal (RFP) is meant to give direction to a contractor or vendor regarding the scope of service for a project and the association with a focused cost to complete the identified scope. While RFPs are used for everything from landscaping contracts to full scale roof replacements, a properly prepared RFP can make […]
Taking the Trouble Out of Meeting Minutes for HOA’s
One of the most important, and sometimes dreaded, tasks of the board is to take detailed meeting minutes. The secretary board position is often one of the hardest spots for HOAs to fill, but today we want to dispel any preconceived ideas about meeting minutes. Despite their reputation, meeting minutes can be simple and straightforward […]
5 Renovation Rules to Implement in Your HOA
Whether homeowners are wishing to renovate their homes in order to sell the property, or whether they are wanting to improve the home for their own use, renovations can be a source of conflict within the community. Noise, dust, and the unsightliness of construction can irk other homeowners and cause rising tensions. The best way […]
The Ultimate Board Cheat Sheet to Completing an RFP
Interviewing a management company is no doubt important – finding a true partner beyond the facts and figures matters for a mutually beneficial working relationship. But before any company can confidently say how they can best serve your community, they need to know and understand as much as possible. That’s why writing a detailed request […]
Co-ops and Condos Need a Harassment Policy Right Now (NY)
One cannot open a newspaper or listen to the news without hearing the latest reports of harassment. Although harassment can take many forms, the law is clear: harassment in the workplace is considered a form of discrimination, and it’s illegal. The financial ramifications to an employer – including co-op and condo boards – can be […]
Do Your HOA Board Members Know What’s Required for Annual Disclosures? (CA)
You serve on your homeowners’ association’s board of directors. You work hard, preparing for and attending meetings and listening to the homeowners that elected you. And you do all this on your own time. Despite your best efforts, your HOA Board may be putting itself in legal jeopardy. Specifically, do you and your board know […]
Do You Know Where Your Electronic Records Are?
A thousand dollars here, a thousand dollars there, and pretty soon you’re talking about real money – as in, $1.35 billion. In the wake of massive data breaches at Equifax, Target and the National Security Agency, that’s how much money jittery Americans are spending annually on cyber insurance, according to the National Association of Insurance […]
Quick Tips for Association Board Members: The Four B’s of Writing Minutes for Board Meetings
The minutes of any meeting of the Board of Directors for a Condominium Association or a Homeowners’ Association are public records per Florida law. The minutes are required to be kept for 7 years. Fla. Stat. 718.111(12); Fla. Stat. 720.303(4). The minutes are the most requested and most useful of all of an Association’s records. […]
Characteristics of the Best Condo Property Manager in the World
only want World-class Property Managers (WPM) to manage my condo. After working with many managers over the past ten years, I know first-hand that WPMs make my job as a condo board director much easier. What makes a WPM so amazing? I have found it often comes down to a variety of core skills that […]
Should Your HOA Board File an Annual Report with the State? (CA)
Most HOA boards know that there are annual disclosures that have to be completed and sent out to the membership each year. But did you know that nearly all states also require that a homeowners association organized as non-profit corporations has the responsibility to file an annual report with the Secretary of State? Failure to […]
Non-Disclosure Agreements Defend Against Fishing Expeditions (NY)
In the aftermath of the Pomerance and Musey rulings, boards face the question of how they can allow increased access while still protecting the properties and residents through such devices as non-disclosure agreements (NDA). “The rights of an owner to review books and records must be balanced with maintaining the integrity of confidential information,” says […]
Responding to a Member’s Request to Review and Inspect Your Associations Books and Records
Member requests to review and inspect an association’s records and books are a fairly typical occurrence and should not be a reason to panic, but such requests should be dealt with in a prompt and orderly fashion for reasons explained in this article. Some members are just generally interested in the ongoing management and administration […]
5 Ways to Build Transparency as Condo Laws Tighten Financial Disclosure Requirements
Transparency in operations is key for condominium associations to build trust and ensure accountability amongst community management. Did you know that an association’s financial health and management of association finances is often a deciding factor for potential condo owners to buy or shy away from buying? Potential owners will want to know if the association […]
Three Templates Every HOA Should Have!
Sending out violation letters, entering invoices, issuing work orders, attending meetings, following up on action items – managers and board members have a lot to do and not a lot of time to do it. When it comes to completing these tasks, efficiency and organization are paramount. Using HOA templates can be a great way […]
Hiring—and Paying—Contractors: Who Holds the Purse Strings?
Co-op, condo and HOA living represents a unique social arrangement; it’s a paid-for membership club and a home at the same time. Many people enter into this arrangement without a complete understanding of the responsibilities of membership. Others, fully aware of their community responsibility, volunteer to help guide, shepherd and monitor the health and welfare […]