Be flexible: Steps for effective and consistent board governance

By Katie Anderson, CMCA, AMS, PCAM

Community associations have rules and regulations to provide certainty, order, and safety. Regardless of size or shape, every community association should strive to enforce its rules properly. And if they’re necessary and reasonable, they promote community harmony.

The goal is simple for association boards: Follow the rules and enforcement procedures detailed in the governing documents. Yet conflicting views and misaligned expectations can create complications. If your association is too rigid or too flexible, your board can follow a few steps to ensure your governing process is effective and consistent.

Transparency. If the board is to be taken seriously, it needs to be inclusive and transparent. You should hold public board meetings and annual elections, add open forums to agendas for owner feedback, and be available and visible in the community.

Clear guidelines. The governance process typically requires the board to develop policies related to enforcement and fines. It is extremely important that these policies are clear about what happens when a violation exists—from communication steps, grace periods, and the process to request exceptions to what the owner needs to do to reach compliance.

Communication. Different people require different forms of communication. Be dynamic in your approach. Sending a letter meets the requirements in most states for communication, but if compliance is the goal, don’t be afraid to pick up the phone or send a text message. It instills trust between the association and the owner. Additional communication tips include:

  • Kind language. The first communication an owner receives about a potential compliance issue should emphasize that it is a courtesy notice and you are just reaching out to help educate them about the guidelines. Offer to discuss the issue in person and be open to answering questions.
  • Newsletters. If you’re seeing an increase in a specific violation throughout the community, send out an e-newsletter to educate homeowners on the issue.
  • Town halls. If the board is seeing an increase in neighbor-to-neighbor issues or a spike in noncompliance, hold a town hall meeting and talk it through. This will engage residents in finding a solution and create some responsibility in solving the problems.

Hearings. In many states, the requirement for a hearing may be mandatory before fines can be assessed. This process must be conducted impartially, and all parties need to be respectful. Each party needs know what information should be prepared prior to the meeting, given equal time to speak, and know when to expect a decision will be reached. The board or hearing panel should not favor a one-size-fits-all approach, as it creates more conflict in the long run.

Compromise. Having these foundations is important, but they will not prevent compliance issues in your community. So how does the board move toward a consistent but flexible process? By having face-to-face conversations with owners who are noncompliant and coming to a compromise—one that works for the owner but also meets the community’s guidelines.

Katie Anderson is founding owner of Aperion Management Group, AAMC, in central Oregon.

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Made in the HOA: 5 steps for effective community association leadership

Some volunteers who have served on a community association board have realized that much of what works for them in their day job doesn’t work as well in the context of board governance. That’s because, in an association, no single person is in charge. Decisions are made by the consensus of board members, so the chain of command is horizontal and less hierarchical.

The best board members understand this very different paradigm. They also prepare for the role and follow the steps below.

Embrace group decision-making

The individual director typically has no power. Once directors embrace the framework of the board as decision-maker, they understand that they cannot make individual promises. This restraint can be very freeing since no individual is responsible for the association and its actions.

Know limitations

A director’s role is in the title; he or she is a person who gives direction. Directors are not normally required or expected to act. The board directs its manager, employees, and service providers to act through association policy and individual decisions.

A director has got to know his or her limitations. The best accept that they do not know everything; they rely upon managers, consultants, and committees. Such directors handle board disagreements much better by accepting the possibility that another sees or knows something that they do not.

Prepare for meetings

The dynamic between group decision-making and relying on experts should be on full display during association meetings.

The most productive and efficient meetings are the result of committed and prepared volunteers, normally assisted by a great manager. To help bring about the best board meetings as a director:

  • Read the agenda packet.
  • Stay on topic.
  • Talk to the board, not the audience.
  • Ask the manager for input on most motions.
  • Encourage open forum as an important part of meetings, and pay attention.
  • Don’t comment on every motion.
  • Respect your board colleagues.

Handle disputes without hostility

During your board service, there will occasionally be violations of the governing documents or other un-neighborly conduct. Try to work things out. Gentle escalation is almost always preferable to “going legal” right out of the gate.

Don’t assume the violating homeowners are disrespecting the board. They might not understand their rights and responsibilities. Give them a chance to do the right thing.

In addition, don’t be too quick to take sides in a dispute between residents, unless there is independent corroboration of the problem. Encourage residents to work things out as neighbors.

Recruit replacements

Finally, begin identifying and preparing your replacement on the board. Volunteer service should not be a life sentence. Committees are a great place to identify people who not only have the interest but will demonstrate commitment to the association and proper attitudes of service and governance.

April is National Volunteer Month. Stay tuned for a look at some of the inspiring work done by homeowner leaders.

The post Made in the HOA: 5 steps for effective community association leadership appeared first on Ungated: Community Associations Institute Blog.