Does Your Board Consist Of The Correct Number Of Directors?

Recently, our management office surveyed all of the communities that we manage in order to determine whether or not each board is comprised of the appropriate number of directors as required by the bylaws. We learned that, while most were compliant with the bylaws, some had either too many or too few directors.
by Sherrill Schafer
PCAM®

My First Experience with “Transition Time”

The day began as many do, with follow up on issues that had been called in overnight and a review of my action list. Confident those issues were in good shape I focused my attention on a newly arrived email from the sales office that contained the latest statistics. Sure enough, the required percentage of lot transfers had been reached and critical mass attained. “Transition Time” was at hand!
by David Gauvin
PCAM®

Understanding the Mixed Use Association

As more and more new community associations are becoming part of the American landscape, a large number of these properties are mixed use associations. These mixed use associations have a different structure than the traditional condominium or homeowners association and having clarity on the unique dynamics involved is one of the keys to having a pleasant experience when moving into this type of community.
by Association Times' Staff Writer

A Day In The Life Of A Community Manager

Someone asked me a few years ago to describe a “normal” day in the life of a community manager and I had to laugh… normality and community management seem such a contradiction in terms.
by Association Times' Staff Writer

A Case For Reserves

How often do you hear the question “why do we need reserves? After all, this association is only a few years old?”
by Association Times' Staff Writer

Establishing a Landscape Liaison

One of the keys to a maintaining a successful community association landscape is a Landscape Liaison Program. What is a Landscape Liaison Program? The Landscape Liaison is a vital communication link between the Board of Directors, the Landscape Committee and your landscape contractor.
by Lucinda Hoe

Cats and Dogs... A Manager's Tale

There is an old saying that “it's raining cats and dogs”. Well, this saying (or so I'm told) came from days of yesteryear when roofs were made of straw and the steep angle required for good run-off brought the eve way down - fairly close to the ground. The cats and dogs weren't allowed in the house in those days, let alone in the bed as present-day pampered pets prefer.

It seems that we are raining cats and dogs in America's community associations, too.
by Association Times' Staff Writer

Creating the NEW Community Association

The community association of tomorrow is a vibrant, healthy organization of happy residents. They view their community association as their neighborhood - a place they call home. The benefits of living in a community association make it the best housing choice.
by Craig Koss
AMS®, PCAM®

Computer Safety in the Modern Age

Computers are wonderful tools. They allow us to display and sort information in new ways and present that information quickly and easily to many people. By using the internet we can connect office and home computers to vast sources of information and to each other. With these connections come a few responsibilities.
by Scott Coleman

Reserve Studies

Preparing the annual budget and overseeing a community association's finances are perhaps the most important responsibilities of the association's board members. It is a primary business duty of a community association to maintain and preserve market values of both the residential and common area property.
by Vicki Ward
AMS®,CMCA®, PCAM®

Reducing the Costs of Association Communications

In community associations, one complaint you often hear from owners is lack of communication from the board of directors about what is going on in the community, how their money is being spent and what, if any, activities are planned.
by Carolyn Cummins
CMCA®, PCAM®

Quick Tips for . . . An Effective Meeting Agenda

We all know that some Board meetings can run longer then necessary. In most cases, though, Board meetings should take no longer than two hours.
by Diane S. Gothard
AMS®,CMCA®, PCAM®

Maintenance Projects – In House or Outsourced?

Many of us managing community associations are fortunate to have an in house maintenance staff at our disposal to perform the routine tasks that are primarily driven by an effective work order system.
by Carol Villei-Richard
AMS®,CMCA®, PCAM®

Protecting the Age-Restricted Status of Your Community

Aging baby boomers and improved medical care, both having increased our life expectancy, combine to create a huge housing need for seniors. It is projected that by 2030 there will be almost 88 million people age 60 or older in the United States.
by Gail VanDyke
PCAM®

Condominium - A Type Of Ownership

So you think you know what a condominium is? Well everyone does - right? You don‘t know exactly how to define it, but you know one when you see one. Wrong.
by Steve Castle
AMS®,CMCA®, PCAM®

The Art of Communication (Balancing Homeowner Desires and Contractor Actions)

As a community manager, the ability to effectively service association's vis-à-vis contractors and to satisfy homeowner expectations is a difficult balancing act. When working with a contractor, there are specific roles and responsibilities enumerated within a contract for the performance of services, and in particular, architectural and landscape improvements.
by Bryn Cushman
AMS®, CMCA®, PCAM®

What Should You Expect from Your Management Company?

One of the first things to recognize is that the Managing Agent for your Association is most typically not a Contractor.
by Susan Blackburn
CMCA®, PCAM®

Community Advocacy For Fire Victims

Fire! This is one of the most horrific words in the English language. Fires occasionally do happen, however, and to make it through such a disaster, preparedness is the key. However, something rarely considered in a contingency plan is the affect such a disaster will have on the lives of the people involved.
by Jeff Gourlie
AMS®, PCAM®

Newsletters – A Valuable Tool

An association newsletter is a valuable tool for educating and informing owners. The job of a community manager and board member is to communicate with the property owners. A great way to do that is to use the power of print. Here are some ideas for how an association can best use the newsletter to its advantage.
by June Irey
CCAM®

Back To The Basics

How many times have you heard someone say that they're safe because they live in a gated community, have an alarm on their car and home, or live in a nice neighborhood? Some don't even lock the doors to their home or car. It's understandable that this way of thinking can result in someone becoming the victim of a crime.
by Jan Svoboda
AMS®

It’s Never too Early to Cover Your Assets

Community associations are typically incorporated entities that often have physical plant assets such as roads, roofs, pools, sidewalks, gutters, siding, landscape, etc. that require evaluation and funding for replacement. Who is responsible?
by John Cox
AMS®, PCAM®

Safe at Home

Home, sweet home! For most of us, home is the place we most like to be. It’s where we unwind after a long day at the office, play with our children and spend time with our spouses. It’s also the place where most of us feel the most safe and secure. Unfortunately, just because we feel safe at home, doesn’t mean that we are safe at home.
by Paul Reyes

Board Members and their Roles

It’s that time of year again… new members have just been elected to serve on their Board of Directors. With this comes the election of officers and thus a new tone is set for the Association.
by Heather Graham
CMCA®, PCAM®

Customer Service and Communication

Early one morning, after the kids were off to school, Mrs. Smith put a leash on Oliver, her little Yorkshire Terrier, and headed for her daily walk in the community park. Halfway around the park, Mrs. Smith and Oliver were confronted by a rather large pool of water.
by Jan Lines
AMS®

Effective Meetings

Want to find out how well your Association is being managed? Attend the next Board of Directors meeting and request a copy of the minutes for the past year. A well run meeting is a good indicator that the leadership of your community is managing the affairs of your Association effectively. The focus of this article will be to establish procedures and guidelines for an effective Community Association Board of Directors Meeting.
by Hal Hildebrandt
AMS®, PCAM®

Deferred Maintenance... Procrastinators Beware!

Deferring the common area maintenance of an owners’ association, though sometimes necessary, can have negative and lasting effects upon a community. Deferrals are occasionally a financial necessity. That is, if you don’t have the cash on hand, certain expenditures must wait.
by Association Times' Staff Writer

The Most Valuable Asset is...

Association management, to many, is another term for property management. These two words, property management, actually create a misnomer in terms of attempting to adequately describe the demands placed upon managing homeowner associations each and every day.
by Dustan Goodell

Meeting Agendas... the Key to Order and Efficiency

Have you every wondered why the best laid plans for a successful community association meeting can go awry immediately following the beginning of the meeting? The usual culprit is the failure to have a well-organized and clear agenda for the meeting.
by Association Times' Staff Writer

Landscape Renovations

Because community associations have existed across the U.S. for over a quarter century, landscaping in many older communities is showing signs of aging. Over the years, landscaping has gone through many trends. Remember the popularity of railroad ties? Or bark as ground cover? Or painted concrete?
by Lucinda Hoe

The Role of the Association Committee

The existence of volunteer committees to support a community association's board of directors can be essential to the success of a productive board and may also serve as the training ground for new and future board members. Sound simple? Read on.
by Association Times' Staff Writer

Maintaining and Reconstructing Asphalt Pavement Systems

As the roadways and parking areas of your community age they will require increased maintenance and repair. Typically, the useful life of an asphalt pavement system is between twelve (12) and fifteen (15) years. However, the actual useful life of a pavement system varies based upon many variables.
by Andrew Amorosi
B.S., P.E., R.S.

Motivating Homeowners

As a community manager, I can't tell you how many times I have been asked by Boards what they should do to motivate their homeowners. The age old dilemma of how to get the homeowners to the annual meetings or to the scheduled social events never seems to go away.
by Association Times' Staff Writer

Workers Compensation Insurance

Your Homeowners Association has no employees and your legal documents require that you carry Workers Compensation insurance. Sounds strange doesn't it?
by Meg Kitchin
AMS®, CMCA®, PCAM®

A Place to Call Home?

Mrs. Holly Dayspirit just loved her new home and couldn't wait for her daughter and grandkids to come over for the weekend. They would be driving down in their RV from upstate and would be staying in their 20 foot self-contained home on wheels because grandma's new one bedroom town home just didn't have the room for mom and three kids.
by Matt Englert

Managing Conflict And Difficult People

At a recent Annual Meeting of our Company, we performed an exercise which defined our behavior styles. Which one are you?
by Susan Oles,
AMS®, CMCA®, PCAM®

Roof Replacements: No Margin for Error

Roofing has been a topic of conversation among thousands of people who live in community associations since the occurrence of two events: the failure of fire retardant treated plywood and severe ice damming.
by William J. Pyznar
B.S.A.E., B.S.C.E., P.E.

Establishing Rules

Community association living is a lifestyle and it is a choice. The problem is, not all associations are created equal and many members do not read and/or understand their governing documents. Establishing rules that balance architectural uniformity with a desire for personal expression is an ongoing challenge for any association.
by Association Times' Staff Writer

Selecting a Certified Public Accountant (CPA)

More and more Associations are being required to engage the services of a CPA to conduct annual audits and to report these results to the membership. No longer may it be deemed sufficient to rely upon the Management Company, Association Treasurer, or Finance Committee of the association to present an unbiased and independent audit of the financial records.
by Patti Jo Lewis
AMS®, CMCA®, PCAM®

Planning for Disaster

At some time during your involvement with community management you will be faced with a disaster. The question is, “Will you be prepared?”

When that first real disaster call comes to you it will stop you in your tracks for a moment, especially if it involves a life. But what happens after you take the call? In an instant you go from Community Manager to disaster scene coordinator. What steps do you need to take, what do you need to know and what really are your responsibilities?
by Paula Santangelo
AMS®, CMCA®, PCAM®

Financial Management: Getting Comfortable with HOA Financial Statements

Receiving a financial statement on a monthly basis can be one of the most important management tools in helping you oversee your association's daily operations. The financial information, when complete, will create a road map for ongoing decision making.
by Nicholas J. Mazzarella
MBA, CMCA®, PCAM®

Why Have A Professional Reserve Study?

Every community association has three functions - to serve as a business, a government and a community. Community associations are generally nonprofit corporations, functioning in many ways as businesses with revenues and expenses.
by John Poehlmann
R.S.

Making the Connection with Your Local Government

In the beginning, we have the Developer and the Builder. Then construction takes place, and the roads, infrastructure, amenities and homes emerge. Finally, the homeowners move into their homes, creating a sense of community.
by Association Times' Staff Writer

Coordinate Utility Installation In Your Community Association

The first inkling you have that something is going on within your community is the orange spray paint. You ask the worker why there is spray paint throughout the community, and he tells you that the underground utilities are being marked in advance of digging that will take place.
by Donna Cawthorne
CMCA®, AMS®, PCAM®

Ice Damming Leaks: What Happened?

Why do we have leaks from ice damming? Wasn't the roof replacement performed correctly or designed correctly? The answer is simple, with a properly designed and installed roof system, the possibility of damage resulting from ice damming should be significantly reduced.
by Andrew Amorosi
B.S., P.E., R.S.

Association Budget Preparation

In order to operate a successful community association, there are many important facets of association governance that must be understood and implemented by its board of directors. One of the most important is the budgeting process.
by Dawn Braddy
CCAM®

Is Association Living for Me?

“Not the way we did it up north” describes association living for most people, whether it's a single-family homeowner association or a condominium community. Association living may seem quite different to some from our traditional concept of home ownership.
by Association Times' Staff Writer

Toxic Mold Environments: Moisture and My Building

Molds can be found almost anywhere and can grow on virtually any organic substance with the presence of moisture and oxygen. It is nearly impossible to eliminate all mold and mold spores in the indoor environment as mold spores are nearly everywhere.
by William J. Pyznar
B.S.A.E., B.S.C.E., P.E.

Preparing the Pool for Memorial Day Weekend

We all know that opening a pool for Memorial Day week-end can be one of the most challenging and frustrating tasks a manager can go through. Pools can be one of the biggest liabilities an association has and the selection of a pool management company is probably one of the most important contractors a Board must hire.
by Lou Ann Hingley
AMS®, PCAM®

Out! Out! Darn Spot!

Where did that darn oil spot on the driveway come from? The car? The truck? Suzie's boyfriend's hotrod? Wherever it came from, it still has to be cleaned up. Bad oil stains, whether on the driveway or the street, are a health and safety concern.
by Association Times' Staff Writer

A Funny Thing Happened on the Way to the Property

With the end of June 2005, I realized I had passed a milestone - twenty years of involvement in property management. A job that started out typing leases in 1985 for a large apartment community in Richmond, Virginia has brought me to a Vice Presidency in 2005 for Community Group, an Associa Member Company.
by Philip Adams
CMCA®, PCAM®

FCC Satellite and Antenna Regulations

Community associations were once free to adopt and enforce restrictions and regulations on satellite dishes and other types of antennas. Following the enactment of the Telecommunications Act of 1996, federal law preempted all state, local and other non-governmental restrictions regulating satellites and antennas, thus, the landscape for community and condominium associations was significantly changed.
by Wendy Wilson

Risk Management & Insurance

Good risk management and the securing of an insurance policy are primarily the responsibility of the Board of Directors of an association. The purpose of this article is to help clarify these subjects and assist you as a Board member in meeting your responsibilities. So what is Risk Management?
by Judy Rose
CPM®, AMS®, PCAM®

Transitioning to a New Community Manager

Every Condominium and Homeowner Association Management Company eventually comes face to face with the need to change the community portfolio manager. The actions taken by Management Company officials and Boards in managing the change process can play a critical role in how effective and successful the transition is.
by George Gardner
CMCA®

Organization: The Key To Effective Management

Can you find that paper you're looking for with minimal effort, or does it take hours? Organization is key to minimizing the time it takes to perform any task.

We all know that there are a multitude of things we need to keep track of for each property we manage. Setting up a useable file system is invaluable.
by Cathy Blake
AMS®, PCAM®

The Great Debate: Should We Reserve for Siding?

The primary purpose of a Capital Reserve Funding Analysis is to offer recommendations as to the amount of monies an Association should fund on a yearly basis for the future replacement of commonly owned elements of a single or multi-family community. The analysis and recommendations are important in that they help to avoid possible future special assessments of the individual unit owners.
by Andrew Amorosi
B.S., P.E., R.S.

What Can You Expect Insurance Costs To Be In 2005-06?

Hidden Home Health Hazards

As a homeowner, you strive to make your house a safe environment for your family and friends. You use non-toxic cleaning supplies and routinely replace the batteries in smoke and carbon monoxide detectors. You keep air vents clean and use insulated electrical cords. Your house is a model of a healthy, safe home. Or, so you think.
by Paul Reyes

Deed Restriction Enforcement

“Neighbor complaints” probably generate the greatest number of phone calls to a property manager from homeowners living in a community association. “My neighbor won't pick up after his dog.” “My neighbor parks his pick up truck outside.” “The kids next door play the stereo full blast at two in the morning.” “My neighbor's grass is two feet tall.” “My neighbor leaves the garbage cans out all day.” “How come my neighbor can have a 95-pound Rottweiler and I can't?!?”
by Association Times' Staff Writer

Transition Inspections: What are the Engineers Looking at?

Transition, to community Associations, represents a time and series of processes when the Developer passes ownership, governance and responsibility to the Association. Transition is a time when the Association has the opportunity to uncover potential deficiencies before they become the complete responsibility of the Association.
by Andrew Amorosi
B.S., P.E., R.S.

Six Pillars Of Neighborly Living

1. Trustworthiness
2. Respect
3. Responsibility
4. Fairness
5. Caring
6. Citizenship
   by Rhonda Major
   PCAM®