Seven Habits of a Healthy Subdivision

Summer 2023

Questions or comments Contact:

St. Louis County Department of Planning

41 S. Central Avenue, 5th Floor

Clayton, MO 63105

P: (314) 615-2520

E-mail: planning@stlouiscountymo.gov

Keep your trustee contact information up-to-date

This documents is part of a series of resources that the St. Louis County Planning Department maintains for subdivision trustees throughout unincorporated St. Louis County. To ensure that your subdivision hears about future activities please make sure that your trustees’ contact information is kept up-to-date. Contact the Planning Department with any changes.

Seven Habits of a Healthy Subdivision

Table of Contents

Habit #1 Know Your Documents

Habit #2— Manage the Association in a Business-like Manner

Habit #3 Run Effective Meetings

Habit #4— Communicate with Residents

Habit #5 Organize Events & Activities

Habit #6 — Build Capacity Among Residents

Habit #7 Use Available Resources

Habit #1 Know Your Documents

Why?

The legal authority or power of an association is derived from various sources, which are commonly referred to as ―legal documents‖. These documents may include trust indentures, covenants and restrictions, articles of incorporation, and bylaws.

Trust indentures typically contain the basic legal structure of the association, usually define the powers of the association, and include covenants and use restrictions that control important aspects of the subdivision.

Articles of Incorporation are executed and filed with the state government if the association is a corporation.

Bylaws of an association contain the basic rules for operating the association. They tend to be more of a working document than trust indentures and articles of incorporation. They are generally easier to amend than other documents.

In St. Louis County, a trust indenture must be recorded with the Recorder of Deeds if a subdivision in an unincorporated area includes common land, private streets, street lights, drainage and detention facilities or other improvements that require continuous maintenance. The indentures must provide for the maintenance of these facilities by trustees who are selected in accordance with the terms of the trust indenture.

Key Points

Read Your Documents - It is the responsibility of trustees to read and become familiar with the legal documents of their association. They should be familiar with the major components of the trust indentures, such as covenants (promises to do or refrain from doing something), use restrictions, amendment procedures, elections, assessment fees, etc. Particular attention should be paid to ―words of authority‖ in the documents, such as ―shall‖, ―may‖, and ―shall not‖. An attorney may need to be consulted to interpret specific provisions of the trust indenture.

Private Agreements - Trust indentures are private, contractual agreements between homeowners and associations. The enforcement of covenants, use restrictions, and association rules are civil matters. County and municipal ordinances are separate from trust indentures and government personnel can only enforce their jurisdiction‘s public ordinances, not private trust indentures.

Enforcing Subdivision Restrictions – Restrictions identified in the trust indentures must be enforced fairly and consistently to withstand legal scrutiny. Instances where there is no objection to violations of restrictions or they become unenforceable may constitute an abandonment or waiver of the restriction. An attorney should be consulted regarding the enforcement of indentures.

Collecting Assessments - Subdivision trust indentures provide that each owner of a lot agrees to pay to the association annual assessments and special assessments. Annual assessments are to cover the cost of the maintenance and operation of common property, while special assessments can be made for the purpose of construction, repair or replacement of common property. When a

homeowner fails to pay their required assessment, it may be necessary to file a lien against the property. A lien is a legal document that becomes a monetary encumbrance on the property deed and is required to be paid as part of the closing when the property is sold. Liens are filed with the Recorder of Deeds. The assistance of an attorney is generally necessary when drafting a lien, especially if the association has not filed liens in the past.

Amending Indentures – As a general rule, unless a subdivision indenture expressly provides otherwise, the indenture may not be amended without the consent of ALL of the owners of the subdivision lots. A trust indenture may specify a time and procedure for making amendments. For example, “these covenants are to run with the land and shall be binding on all parties and persons claiming under them for a period of thirty (30) years from the date these covenants are recorded, after which time the said covenants shall be automatically extended for successive periods of ten (10) years unless . . . ― It should be noted that even if indentures permit approval of an amendment by less than 100% of the lot owners, a new restrictive covenant that imposes a new burden on the lot owners must be approved by owners of the ALL the subdivision lots. An attorney should be consulted when amending indentures.

County Ordinances – St. Louis County has the responsibility of enforcing its ordinances to ensure the health, safety and welfare of the public. There are many ordinances that directly affect subdivisions in unincorporated areas, including zoning regulations, building codes, property maintenance standards, parking and traffic restrictions and regulations, and nuisance controls. In some cases, the rules and regulations in a subdivision‘s trust indentures may be more restrictive than County ordinances. It is the responsibility of the association to enforce its restrictions; an attorney may need to be consulted to determine the enforceability of some restrictions.

Self Assessment

Does your association keep copies of their legal documents on file?

Are they easily available to residents? _____Yes _____No

Does your subdivision have an attorney on call for legal purposes (amending indentures, enforcing restrictions, filing liens, etc.)? _____Yes _____No

Do you know the rules for amending your indentures? _____Yes _____No

Is your association aware of the process necessary to place a lien on a property for unpaid assessments? _____Yes _____No

Habit #2— Manage the Association in a Business-like Manner

Why?

A properly run subdivision association helps protect the neighborhood‘s property values and promote the concept of community. All residents who buy into a community with a mandatory homeowners association have the obligation of paying assessments and following the covenants and restrictions set forth in the indentures. In turn, trustees of the association are obligated to see that common properties are maintained, assessments are collected, and the association is managed in accordance with its governance documents. To be successful, associations must be properly run by its trustees and have some level of participation by its members. A properly run association reduces its risks by exercising sound business judgment and following established management practices.

Key Points

Hold an annual meeting – Homeowner associations are typically required to hold an annual meeting. The primary purpose of the annual meeting is to elect new trustees/directors. It is also an opportunity to present the annual budget and address other important association business. A well run annual meeting will maximize the opportunity for trustees to present information to the homeowners and for homeowners to provide input.

Conduct open, fair, well publicized elections – It is the responsibility of the trustees to manage the business of the association and, therefore, their selection is vitally important. While some associations suffer from the ―trustees for life‖ syndrome, it is prudent to make the election of trustees a priority. An association that is managed smoothly will be able to attract potential candidates more readily than one that is characterized by strife and disorganization. The process of elections is usually described in an association‘s trust indentures or bylaws.

Prepare an annual budget and year-end financial statement – Every homeowners association should have a financial plan that sets forth the year‘s anticipated revenues and expenses. The financial plan, or budget, is the foundation for the association‘s operation and stability. Members of the association should be made aware when the budget is to be adopted. Depending on its governing documents, an association‘s budget may need to be approved either by a vote of the membership or by the board. At the end of the year, a complete accounting of the association‘s finances should be made available to the membership.

Secure adequate insurance coverage - For many homeowner associations, one of the more significant financial responsibilities is to provide adequate insurance coverage for the association and the common property. Types of insurance coverage for associations to consider include casualty (property) insurance, liability insurance, and Director‘s and Officer‘s (D&O) liability insurance. If an association has any employees, worker‘s compensation insurance is required.

Put collection procedures in writing – It is the fiduciary responsibility of the trustees to notify homeowners of their annual and special assessments and collect them. Many associations contract with a collection agency to handle notification and collection of assessments. Typically, homeowners are notified on an annual basis to pay their assessments by a specific date and a follow-up form letter is sent to those who do not pay by the due date. The best and most successful collection methods are those in which action is taken early and consistently to collect

outstanding assessments. Associations are advised to review their governing documents, consult an attorney if necessary, and put their collection procedures in writing.

Maintain minutes and records – A record of the association‘s meetings and important documents should be properly maintained and available for inspection by the membership. Examples of documents to maintain include: minutes of annual, board, and committee meetings; annual budget, financial report, and balance sheet; copies of federal and state income tax returns; copies of insurance policies, leases, contracts and permits; copies of any personal property owned by the association; original recorded legal documents and any amendments. Official records should be in the custody of the officers who are responsible for them and passed on to new officers when elected.

Maintain common properties – One of the most important reasons for the existence of a homeowners association is to maintain common properties for the benefit of all property owners. The level of maintenance depends on the size of the budget and the amount of assessments allocated for maintenance. The level of maintenance should be sufficient to protect and preserve property values by preventing deterioration.

Solicit bids openly and fairly – It is highly likely that an association will have the need to enter into contracts, especially for the maintenance and repair of common properties. Depending on the type of common property in the subdivision, contracts may include mowing of common ground, pool maintenance, and landscaping. In soliciting bids or proposals from contractors, at a minimum the association should require: 1) contractor‘s license number; 2) number of years in business; 3) a bank reference; 4) name of their insurance carrier and amounts of coverage; 5) a list of subcontractors; and 6) a list of comparable jobs completed. It is important to solicit multiple bids and to follow through with reference and insurance checks.

Use an attorney when necessary – Associations are sometimes reluctant to use an attorney due to cost. However, an attorney knowledgeable in the area of community association and/or real estate law can be an extremely valuable resource to trustees. The legal nature of an association‘s governing documents means that there will be circumstances under which the expertise of an attorney becomes necessary. An association can consult with the Bar Association of Metropolitan St. Louis to identify potential attorneys.

Self Assessment

Annual Meetings

Do you hold an annual meeting? _____Yes _____No

Election of Trustees

Do you have annual elections of one or more trustees? _____Yes _____No

Do you regularly have new people stepping forward to run for trustee? _____Yes _____No

What percentage of your residents would you say regularly vote in trustee elections? _____<25% _____25%-50% _____>50%

Budget

Do you prepare an annual budget? _____Yes _____No

Is your budget approved by _____Board of Trustees _____Members _____Don‘t Know

Is your budget presented to your residents at an annual meeting? _____Yes _____No

Insurance

Does your association have insurance? _____Casualty/Property _____Liability _____Director‘s and Officer‘s

Assessments

How much is your annual assessment? __________

How are residents notified of their annual assessment? _____________________

What is your collection rate for subdivision assessments? _____<25% _____25%-50% _____>50%

Are your assessment and collection procedures in writing for your residents? _____Yes _____No

Do you use a collection agency to handle notification and collection? _____Yes _____No

Minutes & Records

Do you maintain records of regular meetings? _____Yes _____No

Who is responsible for keeping the subdivision‘s official documents? ___________________________________________________________

Professional Services

What types of services do you regularly contract for? ___________________________________________________________

Do you have a regular process for soliciting bids for professional services? _____Yes _____No

Have you consulted an attorney to review subdivision documents or for other subdivision matters? _____Yes _____No

Habit #3— Run Effective Meetings

Why?

An association operates as a business. As a business, an association must conduct meetings of its shareholders – the property owners. These meetings provide a forum to conduct association business, share information, and elect those who will govern the association. Successful association operation usually requires regularly scheduled board meetings, an annual meeting of its members, and periodic special meetings to address specific issues. Effective meetings are well publicized, organized, conducted using established procedures, and allow for reasonable discussion of association business.

Board Meetings

 Are usually held monthly or quarterly for members of the board

 Allow for trustees/directors to conduct the business of the association

 Are communicated to homeowners

 Are rarely closed to homeowners except when the board goes into ―executive session‖ to discuss sensitive matters, such as personnel or legal issues

Annual Meetings

 Provide a forum for all business, elections, and officer and committee reports

 Require the association to notify all owners

 Meet minimum quorum requirements specified in the governing documents

Special Meetings

 Provide a forum for business that was stated in the meeting notice. No other business may be conducted.

 Require notice to be sent to all owners

Key Points

Notification - It is important to notify property owners of meetings, especially the annual meeting and any special meeting. Notification must include the time, date and place of the meeting. Some governing documents may specify how much time must be given for notification.

President’s Role -The president, or chair, of the association is responsible for conducting the association‘s meetings. As the presiding officer, the president is responsible for:

 Calling the meeting to order on time

 Announcing business according to the prescribed order to business

 Recognizing members who are entitled to the floor

 Ruling on points or order and maintain order throughout the meeting

 Expediting business fairly

 Declaring the meeting adjourned

Quorum – The term quorum refers to the minimum number of owners who must be present at a meeting, in person or by proxy, before business can be validly transacted. Association officers must review their governing documents to determine how a quorum is constituted.

Agenda – It is customary for an association to have a permanent order of business or ―agenda‖. Such an agenda may be established in the associations by-laws. If not, a typical fixed agenda includes: 1) Call to order, 2) Minutes, 3) Officer‘s Reports, 4) Committee Reports, 5) Unfinished Business, 6) New Business, 7) Adjournment.

Parliamentary Procedure – Governing documents may require the board to use parliamentary procedures to conduct annual or special meetings. Many associations use Robert‘s Rules of Order to conduct meetings. There are many versions of Robert‘s Rules, including simplified versions for smaller organizations. An association board may wish to choose a preferred version and stick with it.

Speaking limits – The board may wish to have rules on how speakers are managed at meetings. For formal meetings, there may be a sign- up sheet to speak, time limits of three to five minutes, a limit on the number of times a speaker can speak and whether or not speakers can yield time to other speakers. Rules should be established prior to meeting.

Minutes – The association has an obligation to keep records of annual and special meetings. Generally, this responsibility resides with the secretary, who records and files minutes for all annual and special meetings. At each annual meeting the minutes of the previous annual meeting and any intervening special meeting should be distributed. Annual meeting minutes should include the date, time and place of the meeting, the number of persons in attendance, any votes taken, election results, and identify and officer and committee reports presented.

Self Assessment

Do you have regular subdivision meetings?

How do you notify residents of your meetings?

Do you have regular procedures in place for running your meetings? _____Yes _____No

Who runs your meetings? ____________________ What is a quorum for your meetings? ________

Do you always have an agenda for your meetings? _____Yes _____No

Do you have procedures for allowing residents to speak at your meetings?

Do you have time limits for speakers? _____Yes _____No

Do you have someone assigned to take minutes at your meetings? _____Yes _____No

Habit #4 Communicate with Residents

Why?

Aside from competent decision-making and leadership, communication is the most vital element to running a subdivision. Clear and concise communications can play a key role in fostering community interest, partnerships and solidarity. Written communication provided by Trustees to the homeowners should be short, clear, concise and professional. Currently, some subdivisions have begun to use technology to communicate to residents through e-mail list serves and websites. However, these technological advances still rely on written communication to inform current and prospective residents about subdivision news and information. The communication within the subdivision should function as a two way street, with trustees sharing information and homeowners having the opportunity to provide input.

Key Points

Written Communications Basics

 Keep communications simple and consistent

 Be positive, polite and professional

 Focus and state messages clearly

Community Signs

Signs that provide general instructions or information can greatly increase the association‘s communication efforts. Below are some uses for informational signs within subdivisions:

 Signs can broadcast a brief message to the entire community

 Signs can notify residents of Trustee meetings, community events, etc.

 Signs should be easily read from a moving car, so they must be brief and to the point (NOTE: Signs cannot be placed in the public right-of-way)

Newsletters

A recent study done by the Community Associations Institute found that 93% of residents that receive a community association newsletter read it all or most of the time. This statistic illustrates that a newsletter is a great way to communicate with all residents. It also highlights the importance of a well-written and designed newsletter.

Ideas for Newsletter Topics

 Message from the Board – Have one member write a message for each newsletter

 Committee Reports – Including committee reports will increase the level of transparency, which will keep residents informed of the trustee‘s efforts and activities

 Project Status Updates – Let residents know when the pool will open for the summer, or when the common ground will be mowed

 Financial Reports – Keep it simple, using graphs and charts when available

 Meeting Minutes – In an effort to keep the community up to date, recap any activities by the trustees in this portion

 Rule Reminders – If there is a rule that is frequently violated, call it out and explain it in this section

 Events – Announce meetings, block parties, cookouts and other trustee sponsored events

 Local News – Announcing area news affecting residents makes a strong addition to newsletters

Other Documents Associations Should Make Available to Homeowners

 Annual Reports – Annual Reports are an excellent way to highlights the association‘s accomplishments. Annual Reports can provide a permanent record of yearly accomplishments. This information can be useful in recruiting new residents to the subdivision.

 Governing Documents - The trustee association should have a copy of the governing documents (indentures, bylaws, incorporation articles, etc) available for residents

 Rules (If such a document is available) – Separate from the governing documents, the rules of a subdivision should be available for residents. The rules should be developed in language that is easy to understand. The more complex language of the governing documents will support the rules document.

 Resident Handbooks – A resident handbook is a document given to new residents upon their arrival. The handbook can include newsletters, annual reports, governing documents, rules and directories, etc.

 Financial Information – Annual budgets, financial statements and information about annual and special assessments should be available to homeowners at the annual meeting or by request

 Miscellaneous Materials – FAQs (Frequently Asked Questions), Maps, Meetings Schedule, and other documents may also be given to residents to help them become acclimated to the area

 Buzz Books – Many associations provide a directory of homeowners contact information

Input from residents - Residents should have an opportunity to provide input into association matters. Structured opportunities for this include town hall meetings, surveys, forums and suggestion boxes.

Surveys - Surveys are a great way to check the pulse of the community as a whole on pertinent issues, however there are a few steps that need to be taken to ensure a good survey.

Surveys should:

 Be short

 Ensure Anonymity

 Focus on bigger issues (ex: focus on constructing a welcome sign, not the font of the sign

 Be easy to interpret and answer

Town Meetings and Forums - Town Meetings and Forums will provide an open arena for residents to provide opinions on key issues affecting the subdivision. Keeping the meeting on track and structured can be a challenge but basic rules and a moderator can work to ensure this occurs. If there is a single issue that has taken over the community, consider having experts on hand to answer questions to insure the meeting moves along efficiently.

Websites and E-mail - Websites and E-mail list serves are relatively new ways to perform community outreach within associations. While some communities may use the internet heavily for communication and outreach, others may not find it as useful. Websites require maintenance and are most effective when managed by a webmaster. Associations that determine the internet to be an area of interest can use the following tools to keep residents abreast of important events and dates.

Free web-based groups – Yahoo and other internet sites offer the ability to create a public or private group for any group out there. The site has a message board that allows users to post announcements and other types of information. (groups.yahoo.com)

Free web-based calendars – Each web-based group comes with a calendar. A calendar can be used to post important meeting dates and topics. It can also serve to remind residents of due dates and election dates. (groups.yahoo.com)

E-mail List Serve – An e-mail list serve is simply a mass e-mail distribution list that can be managed by the association. (groups.yahoo.com)

Websites – Tripod and other websites allow for the development of free websites. The user determines the level of complexity of the website. Tripod makes it is easy enough that a novice can do it. (www.Tripod.com)

Social Networking Sites – Facebook, among other social networking sites, is a great place for neighbors to connect. The ability to form a group allows users to announce and invite others to meetings and events. (www.facebook.com)

Self Assessment

Do you have regular subdivision newsletters? _____Yes _____No

If yes, how are they distributed?

______ Mail ______ Hand Delivered ______ E-mailed

Does your subdivision have an informational sign for meetings and events? _____ Yes ______ No

If yes, how often is it updated?

_____ Once a Month _____ Once a Quarter _____ Once a Year

Has your subdivision ever published a newsletter? _____ Yes ______ No

How often does your trustee group solicit input from residents regarding projects and goals for the trustees?

_____ Once a Month _____ Once a Quarter _____ Once a Year

Has your subdivision ever developed a survey to help determine the interest of the residents?

_____Yes _____No

Does your subdivision use to internet to provide information to the residents as a whole?

_____Yes _____No

Where do you think your subdivision can improve the most in terms of communicating with residents?

_____ Internet Communication _____ Newsletters _____ Surveys _____ Information Signs

Habit #5 Organize Events & Activities

Why?

Subdivisions can further their reach by organizing events and activities within the neighborhood. Simply put, these activities can bring about a feeling of community among residents that may not be active in the community. Events serve to improve familiarity amongst neighbors, which will ultimately improve the flow of information between residents and trustees as these relationships get stronger. This positive information flow can facilitate residents serving as the ‗eyes and ears‘ of the community as they discuss emerging trends and issues with trustees.

Key Points

Benefits of Community Activities and Organization

 Civic Responsibility

 Community Spirit/Pride

 Community Involvement

 Constant Improvement

Ideas for Events

 Block Party

 National Night Out (1st Tuesday of August)

 Bake Sale

 Easter Egg Hunt

 Visit from Santa

 Teen Dances – (requires approximately 1 adult for every 10 teens)

 Food Drives

 Fundraisers (for local schools, girl scouts, etc.)

 Cookouts for specific holidays (Memorial Day, Independence Day, etc.)

 Health Fair

 Educational and training events

 Trustee Election Day Events

 Neighborhood Clean Ups

Partnership Opportunities for Events

 Churches

 Schools

 Volunteer Groups

 Local Civic Groups

 Local Government (couple the cookout with a community clean-up)

Obstacles to Community Events

 Low Attendance

 Apathy from Residents

 Financial Limitations

Ways to Overcome Obstacles

 Populations change, refocus the programs to fit your current demographics

 Recognize the trustees aren‘t just there for the physical upkeep, but for the residents, too

 Meet annually to revisit the community outreach efforts. Be sure to set a plan for the upcoming year and stick to it

 If finances are an issue, hold events that can pay for themselves (e.g. bake sales, potlucks)

 Involve residents in planning the event. Consider an activities committee

 Solicit attendance prizes from local merchants and restaurants

Information, Outreach and Target Audience

 Be sure to advertise the events to the entire community, not just trustees

 Make sure you cater to different age groups each time

 Make sure volunteers are available. They can be used to advertise the event. (door to door leafleting for example)

 Use events to facilitate the flow of information (setup informational tables and booths)

 Have plenty of information available regarding the association and its activities (meeting calendars, annual reports, etc)

 Develop an alternate plan in case there is inclement weather

Self Assessment

Does you subdivision have an activities committee? _____ Yes ______ No

Does your subdivision advertise events with in the subdivision? _____ Yes ______ No

How many events did your subdivision host last year? _____ (0-1) _____ (2-3) _____ (4 or More)

How is attendance at events within the subdivision? ______ Excellent _______ Good ______ Fair ______ Poor

Does your subdivision try to host events that appeal to different age groups, or do they target the same audience? _____ Yes ______ No

Have the demographics of your subdivision changed over the past 10-20 yrs (eg gotten older, younger)? _____ Yes ______ No

If you answered yes, did your trustee association change some of the events to appeal to the change in population? (ex. If your population got younger, have you added youth oriented activities such as block parties and Easter Egg hunts?) _____ Yes ______ No

Habit #6 Build Capacity Among Residents

Why?

One common complaint heard from trustees everywhere is that no one else steps up to help run the association. They have a hard time getting neighbors to attend regular meetings, volunteer for activities, and run for election. Year after year the same people attend the same meetings, nothing other than the basic needs get done, and the same trustees run unopposed in annual elections. It gets very easy for trustees to get burnt out. One way to overcome this is to build a network of residents, a pool of people that the trustees can tap into to handle the myriad responsibilities and tasks that keep a subdivision thriving. While the previous habits all help trustees be more effective leaders, it is also vitally important to build that leadership from within, and pass those habits on to future subdivision leaders.

Residents are the lifeblood of any neighborhood. Without their active involvement, no trustee association, no matter how competent and professional, can expect to satisfy all of the needs of the subdivision. Residents need to maintain their properties, pay their assessments in a timely fashion to support the upkeep of common amenities, and they need to be active in their association. Being active in their association means, at a minimum, voting in annual and special elections, but it also means running for trustee positions, participating in any association committees, and volunteering for activities and events. The more residents get involved in any and all aspects of their subdivision, the easier the work becomes, the more entertaining and beneficial the projects can be, and the more enjoyable it is to live in the subdivision.

Key Points

Association Committees – One of the best ways for trustees to build a network of eyes and ears on the street is to create opportunities to engage residents, empower them to take responsibility for their subdivision, and to link them with the right tools and resources. The most effective way to do this is through formal committees that report to the trustee association. Committees are a great way to get residents involved in subdivision affairs that interest them, such as organizing activities and events, looking out for property maintenance issues, welcoming new residents to the subdivision, or creating a subdivision newsletter or website. Committees should have tangible projects that people can get involved in and regularly report to the trustees about their work. Committees are also a great place to find new trustees for annual elections.

The following are examples of the tasks and responsibilities of committees found on many subdivision trustee associations:

 Communications Committee responsible for collecting neighborhood information, writing articles and disseminating the information via a newsletter or website.

 Welcome Committee responsible for welcoming new residents to the subdivision and providing them with information on the rights and responsibilities of living in the subdivision, contact information on the trustees and any committees or block captains, as well as general information about how the business of the subdivision is run.

 Property Maintenance Committee responsible for ensuring that subdivision covenants and restrictions are being met, and coordinating with St. Louis County property maintenance inspectors when violations are suspected.

 Activities Committee responsible for organizing subdivision events, such as block parties or National Night Out.

Neighborhood Block Captains – Block Captains could be considered an extension of the board of trustees. They are often not explicitly spelled out in trust indentures, but should be identified in the subdivision by-laws. Block Captains would live on different blocks throughout the subdivision, and would help the trustees communicate with neighbors and bring any neighborhood issues to the trustees. Having a network of Block Captains is a great way to get neighbors involved in their subdivision without the added responsibility of trustee business, and is another great place to find new trustees to run for annual elections. One of the most common ways Block Captains are used is in Neighborhood Watch, where the Block Captains act as the link with the Neighborhood Policing Officer.

Self Assessment

Does your association have any standing committees? _____Yes _____No

If Yes, what are they or what function do they perform?

If No, what sort of tasks and responsibilities would you like to see performed by committees?

Does your subdivision have an active Neighborhood Watch? _____Yes _____No

Do the trustees coordinate regularly with the Neighborhood Watch members?

_____Yes _____No

Habit #7 Use Available Resources

Why?

The health and vitality of any subdivision is supported by three key groups: trustees, residents, and St. Louis County government. While a lot of emphasis is placed on the association trustees as the leadership of the subdivision, the truth is their effective leadership requires the active participation of the other two groups. It is important for all three to be aware of what is going on around their neighborhood, to share information, and to ask questions and seek answers to the issues affecting the neighborhood.

St. Louis County government is an integral piece to the health of the neighborhood in a variety of ways. Every County Councilmember has a full-time aid to assist residents. A variety of inspectors are responsible for enforcing County Ordinances on zoning, building code, re-occupancy permits, and property maintenance, to name a few. Area Engineers for the Highway Department help coordinate road projects, including maintenance of subdivision streets and sidewalks. Neighborhood Policing Officers act as a link between residents and patrol officers on issues of neighborhood safety. And planning liaisons are assigned to areas of the county to assist trustees with the business of running a subdivision and linking residents with other county services. Each of these staff interacts with residents and trustees in various ways, and efforts are coordinated through an interdepartmental neighborhood services committee.

Trustees are often the vital link between the residents of the subdivision and the services offered by St. Louis County government. When residents don‘t know where to turn, they often turn to their trustees with questions. When trustees don‘t know the answer, or need assistance that is beyond their means, or the issue is one for County enforcement, they turn to a County representative. This three-way partnership is key, as it is impossible for any one person to know everything that is going on in their subdivision, and no one person will have all the answers. Knowing where to turn, what resources are available, can make all the difference in whether an issue is successfully resolved.

Key Points

St. Louis County Resources There are a variety of ways trustees and residents can find out about St. Louis County services, and which is the right personnel to address a particular issue.

 The first and most direct source is the St. Louis County website www.stlouiscountymo.gov where information on St. Louis County officials, department, staff, services and programs are available 24/7.

 The St. Louis County Customer Service Line (314) 615-5000 or 311 allows residents to call during business hours and speak with a live representative who will answer their questions or direct them to the appropriate staff.

Resources for Subdivision Trustees The St. Louis County Planning Department provides a complete package of resources to support subdivision trustees in their work.

 The Planning Department maintains a Subdivision Trustee Resource Center, an online resource with presentations, tools for trustees such as sample welcome or violation letters, and guidebooks published by the Department such as the Clean Up Guide and the Subdivision Trustee Resource Guidebook.

 The purpose of the Ordinance Guidebook is to provide a quick reference of St. Louis County laws and regulations that commonly affect everyday life in our subdivisions and neighborhoods. The Ordinance Guidebook is primarily targeted to subdivision trustees and neighborhood leaders in unincorporated areas who frequently deal with property maintenance problems, nuisance complaints, and other issues that have an impact on a community‘s appearance, safety, and environment. The Ordinance Guidebook, however, also includes laws that are enforceable throughout St. Louis County and may be of interest to municipal residents.

Self Assessment

Do members of your association attend County Workshops?

_____Yes _____No

Have you visited St. Louis County‘s Trustee Resources website within the past year?

_____Yes _____No

Has anyone from your association used the Planning Department‘s Library in the past year?

_____Yes _____No

Do you consult other associations in the area for ideas on how to improve service to your association?

_____Yes _____No

Do you update the Planning Department of trustee changes or new contact information?

_____Yes _____No

Do you routinely invite County staff and police to your subdivision trustee meetings?

_____Yes _____No