Curiously, the myth was hatched by HOA developers who had a clear conflict of interest and profit motive: If the Board does the work for free, monthly fees can be reduced. If the fees are lower, the developer can command higher home prices. So, developers profited from the myth and there was nothing in the law to stop them from doing it.

The myth of self management is just that...a myth. The reality is that managing an HOA demands a high degree of expertise. Property management is very difficult even under ideal circumstances when there is an iron clad lease with strong enforcement provisions to control the tenants. But HOAs are populated with owners, not tenants. Owners can’t be evicted for breaking the rules (and even for nonpayment in many states). Owner standards and demands are much higher than the typical tenant’s. And an HOA manager needs the diplomacy skills of Henry Kissinger and the skin thickness of a rhino.

Sooner or later, many Boards discover that they’ve been bamboozled by the myth and that self management is neither easy or fun. But changing to professional management seems next to impossible as the non-Board owners chant "We’ve never done it that-a way" and "Management will cost money!" The longer an HOA practices self management, the harder it is to go pro. It's like turning an oil tanker...but turn you should.

Consider that the Board is entrusted with the maintenance of most owners’ biggest asset, their home. To properly maintain this cherished property requires effective long range planning and broad knowledge of construction and building maintenance. This expertise is rarely found on a volunteer board. Lack of planning inevitably leads to lack of money which leads to lack of maintenance which leads to eroding market value and livability. Yikes!

Consider the two most emotional reasons that even the smallest HOAs should be professionally managed: Money and Rules. No neighbor should have to collect money from or enforce rules on another neighbor since the actions are predictably confrontational. Yet in every HOA, both of those situations will eventually become a reality. What then? Help!

When it comes to professional HOA managers, the list is usually short. So it’s important to carefully pre-screen the candidates. The kinds of tasks they perform are many so prepare your task list before you interview. The workload directly drives the cost.

While professional management clearly costs money, it will reduce internal conflicts and improve maintenance which will be returned in increased market value. Many HOA management companies offer different levels and costs of management to allow all HOAs to participate at some level. Equally important, all owners, including the board, will come closer to that "carefree living" the developers marketed. Look into it and make self (mis)management a thing of the past.  BACK

• Site Map including streets; buildings by address; common area utility valves and controls; equipment
• Resolutions & Policies
• Rules & Regulations
• Board Members & Contact Information
• Property Manager & Contact Information
• Vendor List & Contact Information
• Vendor Contracts
• Approved Annual Budget
• Current Financial Report
• Meeting Minutes for previous 12 months
• Newsletters for previous 12 months
• Insurance Coverage Profiles
• Committees: duties, members and contact information
• Architectural Design Criteria
• Copies of Forms (Architectural, etc.)
• Maintenance & Insurance Areas of Responsibility List 
• Owners & Residents & Contact Information

Each director should be provided with a Board Operations Manual that can be passed on as directors step down and new ones step up. The information should be compiled in a durable three ring binder in a logical sequence with sections identified by tabs. As new information is available, directors are given pre-punched pages to insert, removing outdated pages. By this process, replication of an entire manual is only done when one is lost, saving both time and money.

With an updated Board Operations Manual on hand, all directors can respond to information requests or assist in an emergency. Much of this same information (privacy issues the exception) can and should be placed on the association’s website for easy access by the Board and owners. The Board Operations Manual is a powerful tool that will keep the Board on track. Build one today.  BACK

General

• Check Your Insurance. Consult with your insurance agent to see that your content coverage is adequate. The Association's insurance will not cover loss of or damage to your personal property.

• Emergency Contact Information. <VERY IMPORTANT> Leave information with the Manager and Board President including expected return date.
• Landlords. Post this notice in a visible location within the unit.
• Weekly Inspection. Have someone inspect your unit at least weekly, especially if there is a prolonged cold spell or recent freezing temperature.

Inside

• Adjust Hot Water Thermostat. Turn gas hot water heaters to minimum (pilot light only) or turn electric hot water heater completely off.
• Adjust Thermostat. Do not turn the heat completely off. Set the thermostat to no lower than 55EF to protect against freezing conditions.
• Draperies & Blinds. Adjust so interior view is minimal.
• Exterior Doors. Secure all including the garage door, if applicable.
• Fireplace. Close flue and doors and put reminder note on mantle: "Flue Closed".
• Leave Sink Cupboard Doors Open. Leave cupboard doors open under kitchen and bathroom sinks to keep pipes warm.
• Lighting. Install clock controls on living room and bedroom lamps so they turn on and off each evening automatically for security purposes.
• Pipe Thawing. If the pipes freeze, use a hair dryer or wait until the weather moderates. When thawed, listen for running water when faucets are turned off. If you hear it, there may be a broken water line. Is so, reported to the board or management immediately.
• Refrigerator. Turn thermostat to minimum setting and remove all perishables.
• Windows. Close and secure all windows.

Outside

• Lighting. Install photocell in exterior entry fixture for automatic night lighting.
• Close Main Water Valve. If you have access to a valve that controls your unit only, close it.
• Electric Tape on Pipes. If applicable, verify working condition.
• Exterior Faucets. Install styrofoam covers by October 15 to prevent freezing. Leave in place until April 15.
• Exterior Vents. If your unit has them, close them or install vent plugs by October 15. Open them again by April 15. Close or open later if weather dictates.
• Patio/Deck. Store all plants and pots. Store or protect furniture.
• Sump Pumps. If applicable, verify working condition.
• Snow & Ice Conditions. Keep a supply of an ice melt product handy (no salt or kitty litter). Keep a broom and snow shovel handy to keep your steps and walkways clear of snow.

Services & Utilities

• Mail. Advise the post office to hold or forward your mail.
• Newspaper. Discontinue or suspend service.
• Utilities. Prepay to ensure continued heating during your absence.

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Traffic Directors & Privacy Protectors
Well meaning boards often lay out the welcome mat so the other owners can easily present "requests" and "issues". Instead, that open door policy may be a revolving door for angry phone calls and abuse that invariably happens late at night. Serving on the board is not intended to make someone a target for Happy Hour tirades or non-emergency complaints. There are ways to route communications so it can both protect board members’ privacy and increase efficiency and responsiveness. Try these traffic directors and privacy protectors:

Association Mailbox. Instead of using the President’s or Treasurer’s address which could change any time, install a lockable mailbox with its own address centrally on the property so that association mail can be collected easily by a designated person. Check with your area Postmaster for requirements.

Association Pager. Instead of handing out the President’s home phone number, which also can change any time, lease a pager with Voice Mail and Message Notification service for about $15/month. It’s easy to carry and transfer from person to person.

Association Phone. A permanent business phone number with Voice Mail and Message Notification service is even better than a pager. The association gets a listing in Directory Assistance, Yellow Pages and Business White Pages, all of which is handy for real estate agents, prospective buyers and others looking for information. For smaller associations, cell phones work well since they can be carried by whoever is "on call" or the Voice Mail can be easily forwarded to a designated phone number. Cell service can be cheaper than business phone service when used prudently. Some cell services offer free long distance.

Get It In Writing. This is a real work saver and privacy protector. Rather than accept phone complaints or service requests, insist that the details be submitted in writing or email in the outgoing voicemail message. Not only will the issue arrive in the sender’s own words, it will reduce the total number of communications. Since writing is more difficult than speaking, most emotion-fueled issues will go away. Voilá, less work and more privacy.

Association Website. The beauty of the internet is that an enormous amount of information can be stored there cheaply and made accessible 24/7 for those that need it. Since every HOA has (or should have) governing documents, rules, regulations, financial information, reserve studies, meeting minutes and newsletters, this information can be loaded into an association website.

Then, many of the information requests that disrupt privacy can be rerouted there. Even the association’s voicemail message can direct traffic there: "For CC&Rs, financial information, minutes, newsletters and other important information, go to our website at NottacareCondos.org." There are many companies that offer easy to maintain website services for less money than the average phone bill.

Association Email Address. If you don’t have an association website, email is available free through websites like Hotmail.com. It is password protected and can be accessed by whoever is designated to monitor it. If the designee resigns, a new password can be invoked to preserve email security. Email is the ideal method of communication since it’s secure, fast, free, can be forwarded and is written in the sender’s own words (very important).

Loss of privacy is one big reason that board members resign or worthy volunteers fail to step forward. Setting up traffic directors and privacy protectors will encourage folks to step forward without fear of being targets. Rather than YIELD! to the temptation, STOP! doing things the old way and GO! for these innovative methods.  BACK

Lone Ranger or Tonto?
Being a person that wants to serve and protect your own interests, you get yourself elected to the board. At the first board meeting, the president gives you a pep talk about not giving instructions to contractors or discussing board issues with other members unless you preface comments with "the board policy/decision is...". You bristle at this. Who does this guy think he is? This is America, Home of the Free and Land of the Lone Ranger. Why shouldn’t you be able to say what you want, when you want and to whoever you want?

As a director on the board, you wear two hats: one as an elected official and another as a member of the HOA. While you are clearly entitled to your personal opinion, you need to be careful how and when you express your opinion as a board member. Once elected to serve the interests of the HOA, you need to view things through corporate glasses. This can be difficult when the issues are contentious.

The homeowner association form of government is a representative democracy...a few are elected to represent the many. A fundamental concept of democracy is rule by the majority. Thus, decisions of the board do not require consensus, just that most agree. This may leave some directors in the minority opinion and in even direct opposition with the rest.

When it comes to being a minority position director, there are several approaches, one good and one bad. An HOA board needs diverse points of view to make good decisions. If few have an opinion, usually the loudest voice will prevail and effectively the board will run by a dictator. Dictators don’t work well within the democratic context. Having dissenting opinions expands the perspective and dissenters can often have a major impact on shaping key parts of the final decision. A Lone Ranger dissenter may not carry the day but can still impact the outcome.

On the other hand, a dissenter can choose to express opposition by churning the board’s decision through the community grist mill, spinning reality and creating ill will. It compromises the ability of the board to do its job and causes bad feelings among neighbors. That’s bad for everyone.

That said, there are times when a board or board officer is acting irresponsibly or even criminally. Whistleblowing is certainly appropriate when there is self dealing going on. If the matter is irresponsibility or neglecting HOA business, a vigilant director can be effective by promoting candidates that are more suitable or encourage ineffective directors to step down. But bad mouthing the current regime to neighbors over the back fence is usually self-defeating. It makes the Long Ranger look small minded, he will be ostracized or minimized by the remaining directors and lose ability to impact decisions.

A Lone Ranger director can also compromise the HOA’s interests by interfering with day to day management. One of the most frustrating things a contractor goes through is trying to respond to many "chiefs". In a professionally managed HOA, the manager is usually authorized to direct contractors. But when a Lone Ranger director steps in to micro-manage a project, the contractor will often try to respond to both the manager and Lone Ranger. But it takes more time and effort and reduces the chances of a successful outcome.

Tonto was the Lone Ranger’s sidekick and mentor. With his wise manner, he would balance the Ranger’s hero compulsivity. Between the two and creative thinking, they always figured out a way to save the day.

In the final analysis, while dissent is a fundamental part of the democratic process and can produce good outcomes, consistently being a Long Ranger erodes the ability for the board to work as a team. Tonto understood the concept of teamwork and often gave the Ranger a different point of view by providing additional information and options. Encourage opposing points of view but strive to forge an outcome that works for the majority. Hi yo Siiiiiiilver!   BACK