This Isn’t Social Hour

BY LORI R STORM, CCAM

o you ever find yourself sighing inwardly during a board meeting as the directors wander far afield of the agenda?

The agenda item discussion starts off well enough, as everyone goes over the background information you provided and looks at the bid matrix for the new gutters and downspouts. But in some strange and subtle manner, the directors start to drift.

“I think the larger diameter downspouts will be a great help to minimize backups,” starts off Director Mitchell. “Manager, what is the increased percentage of capacity for the new downspouts over the old downspouts?”

Director Jenkins, “I can Google that right now.” (Proceeds to pull out phone and repeatedly press screen.)

Director Smithers, “What about that nifty gutter system I’ve seen on TV?”

Manager, trying to tighten up the conversation, “We discussed alternate gutter systems at the last board meeting and it was decided to replace like with like.”

Director Smithers, “I think we should have the manager go out and get some information on the gutter system I saw on TV.”

Director Jenkins, looking up from his phone, “What program were you watching?”

And off the rails goes the board meeting. Continued on page 40

Even the most dedicated and well-intentioned board members can have a meeting go off the tracks now and then. But if you find yourself caught in this type of tangent on a regular basis, here are some things you can do to bring your board – and the meetings – the structure that make them (and you) look good. First, have you given them detailed information for each agenda item? You should provide background, historical information if relevant, the reasoning you brought to the issue and your recommendation for a resolution to the matter at hand. This board is paying you for your expertise in management – provide them with your experience and guidance. That is why they hired you.

Next, consider putting a schedule in the agenda.

Call to order and roll call 6:00 – 6:01

Committee Reports 6:01 – 6:10

Management Report 6:10 – 6:15

And so on. While this doesn’t guarantee that the board will keep to the schedule, it does provide a subtle psychological nudge to the proceedings. Chances are they will keep a closer eye on the clock if there is a schedule to follow. Then, take charge of the meeting if the board starts to wander off topic. My favorite question is, “What action would the board like to take on this item?” That usually brings them back to the matter at hand. Another possibility is to propose a motion for the board, such as, “So, is the motion that the board would like to approve using Company X to replace the gutters with the work to begin as soon as the contractor can schedule the work?” Remember that these people are volunteers for their communities and rely on you to assist them with the meeting process. Do your best to help them along. Finally, have you had a direct conversation with your board president about meeting structure and conduct? You can offer guidance and tutoring to the person who runs the meeting, asking her to watch the discussion and keep the meeting from losing direction. Sometimes, you can just offer to run the meeting yourself, bringing up agenda items, keeping the discussion productive and asking the directors if someone is ready to close discussion and vote on the motion presented. Remember, as the management expert, you have influence over how meetings are conducted. Take charge of the process!

Board Members

First, thank you. Not only have you volunteered to serve the community as a board member, which is indeed admirable, you are called upon to answer questions and hear concerns as you walk your dog each day. On top of that, you have willingly given up your valuable time, frequently in the evening, to attend board

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meetings where you are asked to decide on budgets and repairs and disciplinary matters. So, how can you make this time you have donated to your association be meaningful? First, let’s take a look at what a board meeting is not. A board meeting is not the opportunity to visit with the other board members or residents who are attending the meeting. Save that for when the board’s business is done and everyone can relax. A board meeting is not a time to gossip or gripe about situations or ne’er do wells in the community. Nor is a board meeting about speculating on what went wrong in the past. It’s time to take charge of the present and prepare for the future. How to ensure a smooth and productive meeting? Remember, you have hired a professional to manage the association. Rely on that person for his expertise. Your job is to be prepared. Study your board packet and agenda when it comes to you. I am going to repeat this since it is the most crucial action you can take before each meeting. Study your board packet. Please. There is a secret joy that all managers experience when they arrive at a board meeting and discover that their boards have made notes in the margins, have put sticky flags on pages, have dog-eared parts of their board packets. On behalf of all managers everywhere – Thank You. Next, keep to the topic before you. Listen to other board members’ thoughts and insights, be polite when providing your own opinion, and check to see if the board can make an informed decision or whether critical information is missing. Make a motion on the matter, discuss and vote, or turn the matter back to the manager for more research. Be sure to provide direction on what you will need to decide on the matter at the next board meeting. Then move on with the agenda. Finally, remember that although you are not being paid, this is still a job, and the homeowners are relying on you to take this work seriously. You are spending their money, affecting their quality of life and their property values. If you come prepared to make the best decisions you can after hearing all the input and you focus on what is the best for your community – that is all anyone can expect. Pat yourself and the other board members on the back.

Lori R. Storm, CCAM has more than a decade of community management experience.

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Thank You to Our Sponsors

Thank you to our sponsors for the second and third quarter of 2017 for their generous contributions. The next time you encounter a CACM sponsor, please join us in acknowledging the work and generosity of these supportive members.

A.C. Enterprises, General Contractor Accurate Termite & Pest Control

Action Asphalt Paving & Maintenance, Inc. Adams Stirling PLC Alliance Association Bank

Alta Roofing & Waterproofing, Inc. American Geotechnical, Inc. AMS Paving, Inc. Angius & Terry LLP Antis Roofing & Waterproofing Association Construction Services, Inc. Association Services Network

Bald Eagle Security Services, Inc. Behr Paint Berding | Weil LLP Bergeman Project Group Black Diamond Paving, Inc. Boland LLC

BrightView Landscape Services BTC Bob Tedrick Construction Inc.

California Pavement Maintenance (CPM) California Safety Agency CBCI Construction, Inc. CGSystems, Inc. - California Gate and Entry Systems Chaix Law

CID Insurance Programs, Inc. CINC Systems City National Bank Clean Earth Restorations

ClickPay CM Squared, Inc. Community Legal Advisors Inc. Dale Carlon Consulting LLC Dunn-Edwards Paint Corp. Enviro Views, Inc. EPipe Restoration Epsten Grinnell & Howell, APC eUnify Fenton Grant Mayfield Kaneda & Litt, LLP Fiore Racobs & Powers, A PLC Firstline Security Systems, Inc. Flood Pro The G.B. Group, Inc. GP Landscape Harvest Landscape Enterprise, Inc. Heritage Bank of Commerce Kasdan LippSmith Weber Turner LLP Kelly-Moore Paint Co., Inc. Kone Inc.

Kriger Law Firm Leak Control Services, Inc. McKenzie Rhody, LLP Michael Abdou Insurance Agency, Inc. The Miller Law Firm

MPS Financial, LLC Mutual of Omaha Bank

Nabr Network

Pacific Green Landscape, Inc. Pacific Premier HOA & Property Banking Pacific Western Bank Painting Unlimited, Inc. Payne Pest Management Peters & Freedman, L.L.P. Popular Association Banking Prendiville Insurance Agency PrimeCo Construction

Pro-Tech Painting Company Robert A. Owens, CPA Roofworks & Construction, Inc. Saber Foundation Repair Securitas Security Services USA, Inc. Socher Insurance Agency Southern California Edison

Southern Cross Property Consultants Stonehenge Trustee Services Sunwest Bank

TARC Construction, Inc. Three Phase Electric, Inc. Union Bank HOA Services

Unlimited Property Services, Inc. Vista Paint Corporation WICR Waterproofing and Decking

The number of common interest developments (CIDs) in California continued to grow modestly over the past year, posting an overall increase of 1%, with slightly faster growth in Northern California (1.3%) than in Southern California (0.8%). California is now home to more than 52,500 CIDs statewide!

Continued growth is no surprise, as millions of Californians enjoy the many benefits of CID living including life enhancing amenities, a sense of community and preservation of their investment. The increase in associations also means the need for qualified, professional community managers remains strong.

CACM is proud to offer programs designed to prepare California community managers for their critical roles in the CID industry. Educational courses, certification programs, legislative advocacy and a network of likeminded professionals are just a few of the many ways CACM supports your success.

By taking advantage of the professional growth opportunities CACM has to offer, you are setting yourself up for success as our industry continues to grow. This 2017 industry snapshot proves just how indispensable you and your expertise are to millions of Californians.

BY THE NUMBERS

2,051

CACM manager members statewide who represent the group of professionals overseeing California CIDs

Increase in California BRE subdivision filings from 2015 to 2016

California CID Stats and Figures

52,507

Total number of community associations in California

Number of Californians who live in CIDs

97

Average number of units in a California CID

58

California counties with community associations $12.4 Billion Aggregate annual revenue estimated for California associations

Percentage of California housing units represented by HOAs