Board-Management Relations

The right relationship between a community manager and board members should be an ever-changing, innovative relationship of partners in which each partner adds its strengths and counsel to the wise operation of the corporation. It is much like a close marriage. And, like a close marriage, clarification of roles and responsibilities can make for smoother sailing. The following steps will help boards and managers alike to establish a long-lasting partnership:

First and foremost, one must remember that the board sets policy and management carries out policy. The board is the director - management is the advisor. Trouble occurs when there is a lack of understanding about the two roles; when both perceive they must be in conflict for power or when all functions are performed by either management or the board. The right relationship occurs when each is clear about its own role. To understand this, analyze the tasks involved in doing any chore with a technique I was taught many years ago: PODCOR (Planning, Organizing, Directing, Coordinating, Operating and Reviewing). The following is a summary of what the board and the manager each do in each of these phases.

Planning - identifying objectives by which to carry out the Association's mission

• The Board
  • Establishes the plan
  • Accepts information and advice from management
  • Reviews management's recommendations
  • Considers various plans
  • Selects the Association's objectives
    
    
• The Manager
  • Provides research and information
  • Offers expert knowledge
  • Comments on operational aspects of each plan
  • Does not argue in favor of any particular objective

Organizing - pulling together the resources needed to achieve the objective.

• The Board
  • Chooses the path it feels is most likely to be successful
  • Judges management's ability to carry out plans
    
    
• The Manager
  • Offers expertise on resources needed, such as personnel, capital, building space, communication with members, licenses, etc.
  • Accept Board's decision to go different route

Directing - Communicating decisions to each person expected to participate in the plan.

• The Board - takes the initiative by contacting the volunteers involved in the project.
  
  
• The Manager - carries out the initiative, communicating with all other involved parties

Coordinating all tasks so that things go smoothly:

• The Board - supervises and provides suggestions for ‘course corrections'
  
  
• The Manager - makes certain everything happens per the planned schedule and makes adjustments as required.

Operations - the event(s)

• The Board
  • Observes
  • Does not interfere
    
    
• The Manager
  • Runs the show
  • Solves unexpected problems

Review - Board and management get together to review the entire process and debrief after the event, not to allocate blame, but to learn from the process and make notes for future reference.

By understanding and maintaining separate functions, a harmonious relationship is more likely. There will be a happier marriage between board and management, with more satisfied members among the association itself.

John Lawton, CMCA®, PCAM®
President
HRW, Inc.
Raleigh, NC