Course Introduction Housekeeping Ground Rules – Be on time – Listen to and show respect for the opinions of others – No disruptive side-conversations – Cell Phone and PDAs off Facilities Breaks Lunch Parking Lot
Course Introduction Professional Management Development Program (PMDP) M-100 Essentials of Community Association Management M-201 Facilities Management M-202 Association Communication M-203 Community Leadership M-204 Community Governance M-205 Risk Management M-206 Financial Management
Course Introduction Importance of Course Led by volunteers Management’s role Provide professional and administrative support Assist volunteer leaders to fulfill roles and responsibilities Strengthen the community management profession
Course Introduction Additional Readings M-100 Excerpts – Chapter 1-3 M-202, Module 4 Access these and others resources on the CAI website and the M-203 CD-ROM
Course Introduction Module 1 The focus is on working with and through volunteer leaders. Module 2 The focus is on helping association leaders resolve issues and prepare for the future.
Module 1: Community Leadership
Module Introduction Focus How to run efficient, legal and business-like meetings, elections and work effectively with and through volunteer leaders.
Module Introduction Module Objectives Identify basic fiduciary obligations of association leadership Identify how to prepare for different types of community association meetings Use the motion-making process to obtain desired outcomes at a meeting Identify appropriate content for meeting minutes Create and populate a management action item list Develop a calendar of significant dates for a community association
Module Introduction Module Objectives, cont. Identify characteristics of a management plan Develop a management plan from a calendar of significant association dates Identify methods to assist board members and their committees in accomplishing specific work of the association Develop and utilize procedures for community elections Develop a filing system Identify records to maintain
Module Introduction Leadership vs. Management A leader is defined as someone people choose to follow. An effective leader will get more out of their followers than the followers intended to give. A manager is defined as a person with the responsibility and authority to direct operational activities of the team by executing and implementing the project plan and scheduling resources.
Module Introduction LeaderManager InnovatesAdministers DevelopsImplements Inspires trustRelies on control Has eye on the horizon Keeps eye on the bottom line Individuals choose to follow Individual who must be obeyed
Lesson 1: Fiduciary Obligations
Fiduciary Obligations Learning Objective Identify basic fiduciary obligations of association leadership
Fiduciary Obligations Board members are charged with running a multi-million dollar real estate project under the of auspices of very stringent fiduciary duties.
Fiduciary Obligations Fiduciary duty Fiduciary standard Business judgment rule Duty of care Duty of undivided loyalty
Fiduciary Obligations CAI strongly encourages managers to attend board orientation training such as The Essentials of Community Association Volunteer Leadership course.
Fiduciary Obligations Activity #1: Fiduciary Duty Purpose: To determine if the board breached their fiduciary duty. Directions Have participant read over the Activity directions and ask if there are any questions. Give the participants about 10 minutes to read over the scenarios. Give participant adequate time to take notes. When the allotted time is up, ask participants if the Board breached their fiduciary duty for each of the scenarios.
Lesson 2: Prepare for Various Types of Meetings
Prepare for Various Types of Meetings Learning Objective Identify how to prepare for different types of community association meetings
Prepare for Various Types of Meetings Volunteers exercise leadership in meetings Manager must prepare for meetings – Inadequate preparation results in ineffective or illegal meetings – Failure to conform with requirements may result in illegal decisions and vote
Prepare for Various Types of Meetings Four types of Community Association Meetings 1.Board 2.Committee 3.Annual 4.Special
Prepare for Various Types of Meetings Activity #2: Prepare for a Community Association Meeting Purpose: To identify the preparation steps different types of meetings require. To compare and contrast preparations for different types of meetings.
Lesson 3: Motion Making Process and Board Resolutions
Motion Making Process Lesson 3 Objective: Use the motion-making process to obtain desired outcomes at a meeting
Motion Making Process According to Robert’s Rules of Order, Parliamentary procedure is a set of rules for conduct at meetings, that allows everyone to be heard and to make decisions without confusion. What is Parliamentary Procedure?
Motion Making Process Parliamentary Procedure Every board needs an orderly process for conducting business and recording its decisions.
Motion Making Process How to Present a motion 1.Obtain the floor. 2.You make your motion. 3.You wait for a second. 4.The chair states your motion. 5.You expand on your motion. 6.The chair calls the question. 7.The chair asks for a discussion. 8.Vote taken.
Motion Making Process Motion to amend a pending motion – Discussion of a pending motion may result in a group clarifying what it wants to achieve. – By changing, adding, or deleting words in a pending motion, a group can agree on a course of action. Motion to end debate – Enables a group to move forward when debate is no longer an aid to decision-making. – A motion can be initiated by a member, even if the presiding officer allows useless and repetitious debate to continue.
Motion Making Process Motion to lay on the table (to table) – Second/not debatable/majority vote – To consider no later than the next business meeting Motion to postpone to a certain time – Second/debate/majority vote – Question is put off within limits to definite day/meeting/hour/until after a certain event
Motion Making Process Motion to postpone indefinitely Enables the group to decline to take a position Kills the pending motion and avoids a direct vote on it
Motion Making Process How can the motion to postpone to a certain time facilitate decision- making?
Motion Making Process Review the Excerpt from CAI’s The ABCs of Parliamentary Procedure
Motion Making Process Activity #3: Parliamentary Procedures Purpose: To practice identifying: What the outcome of a meeting should be. What parliamentary procedure should be used to obtain the desired outcome?
Motion Making Process Activity #3: Parliamentary Procedures Scene 1 Identify problems/difficulties observed What parliamentary procedure should board invoke? Why? What procedure should board follow?
Motion Making Process Scene 1 This scene involves board discussion on a motion to extend the pool season after Labor Day weekend. President Liam Association Manger Garrett President Liam
Motion Making Process Activity #3: Parliamentary Procedures Scene 2 Identify problems / difficulties observed What parliamentary procedure should the board invoke? Why? What procedure should board follow? What do your boards do when a motion is made that needs modification?
Motion Making Process Scene 2 This scene involves board discussion on a motion to paint the perimeter wall white. Emily IsabellaAbigail Madison
Motion Making Process Activity #3: Parliamentary Procedures Scene 3 Identify problems/difficulties observed What parliamentary procedure should the board invoke? Why? What procedure should board follow?
Motion Making Process Scene 3 This scene involves board discussion on a motion to approve a company to sealcoat the tennis courts. President Liam
Board Resolutions Resolution — Formal motion that cites … – Authority – Purpose – Scope and intent – Specifications Motions best in resolution format Resolutions as part of meeting minutes Book of resolutions
Lesson 4: Use of Minutes and Action Item Lists
Use of Minutes and Action Item Lists Learning Objectives Identify appropriate content for meeting minutes Create and populate a management action item list
Prepare for Various Types of Meetings Topic 1: Appropriate Content for Minutes A manager must know what minutes need to contain in order to: Assist the board secretary to prepare accurate and appropriate minutes – Record of what was done (not discussion) – Business record of community association
Prepare for Various Types of Meetings Topic 1: Appropriate Content for Minutes Management Control Any means used to track, record, remind, or to command attention. Usually a form or document.
Prepare for Various Types of Meetings Topic 1: Appropriate Content for Minutes Generally a manager should not take minutes at a meeting because…
Prepare for Various Types of Meetings Topic 1: Appropriate Content for Minutes What you Need to Know What must appear in meeting minutes Whether to present or receive report(s) Whether to adopt or accept reports(s)
What should appear in meeting minutes? Record answers on chart. Prepare for Various Types of Meetings Topic 1: Appropriate Content for Minutes
What does it mean? To present or receive a report To adopt or accept a report A report is entered into the minutes Motion options Prepare for Various Types of Meetings Topic 1: Appropriate Content for Minutes
What should not appear in meeting minutes? Verbatim discussion Statements for which the community association could be held liable Unbusiness-like comments Prepare for Various Types of Meetings Topic 1: Appropriate Content for Minutes
Prepare for Various Types of Meetings Topic 2: Use of Minutes as a Management Control Functions of a management control Record of what was done Means of tracking Reminder Way to command attention Usually a form or document
Prepare for Various Types of Meetings Topic 3: Action Item List and its Use as a Management Control Action Item List Use as management control Effective means for communication
Prepare for Various Types of Meetings Topic 3: Action Item List and its Use as a Management Control Discussion What should be included on an action item list? When should action items be recorded? What are some suggested ways to format an action item list?
Prepare for Various Types of Meetings Topic 3: Action Item List and its Use as a Management Control When should an Action Item List be … Prioritized Distributed
Prepare for Various Types of Meetings Activity #4: Prepare Minutes for a Board Meeting Purpose: Strengthen your ability to identify appropriate content for minutes. Prepare you to train other people to write minutes.
Prepare for Various Types of Meetings Board of Directors Meeting Peaceful Community Association President Matthew Association Manager Jake Treasurer Cal
Prepare for Various Types of Meetings Activity #5: Prepare an Action Item List Purpose: To strengthen the ability to prepare an action item list.
Prepare for Various Types of Meetings Topic 3: Action Item List and its Use as a Management Control Use of Action List as a Management Control Document Remind Track Outline Justify Demonstrate
Lesson 5: Calendar of Events/Management Plans
Learning Objectives Develop a calendar of significant dates for a community association Identify characteristics of a management plan Develop management plan from a calendar of significant dates
Topic 1: Calendar of Significant Events Foundation for — Effective planning process Efficient operations Serves as — Tickler file or planner Deterrent to crisis management Is — Accurate Comprehensive Easy to read
Topic 1: Calendar of Significant Events Activity #6: Evaluate a Community Calendar Purpose: To evaluate a calendar for one of the participant’s communities in terms of its usefulness.
Topic 2: Developing a Management Plan Management Plan Defined: A list of annual cycle of managerial tasks to be performed each month Purpose: Effective and efficient community association operations
Topic 2: Developing a Management Plan Steps in Developing a Management Plan List the due dates Schedule preparation steps Schedule managerial tasks
Benefits — Allows someone else to handle operations when manager is unavailable Defines the association’s annual goals Evaluate manager’s performance Synopsis of annual achievements for the president’s report (at annual meeting) Manager can evenly distribute workload for multiple communities as one large picture Topic 2: Developing a Management Plan
Characteristics — Realistic timing Even distribution of workload Clear and consistent language Clear and consistent format Addresses governance, business, and community obligations
Lesson 6: Accomplishing Work
Accomplishing Work Focus The focus of this lesson is on using committees to accomplish specific work of the association. Learning Objective Identify methods to assist board members and their committees on how to accomplish specific work of the association
Accomplishing Work Topic 1: Special or Ad Hoc Committees Establish a committee when a real need exists Mandatory committees – generally required by governing documents – Elections – Nominations – Architectural Special or ad hoc committee Role of board liaisons
Accomplishing Work Topic 1: Special or Ad Hoc Committees Benefits of Special or Ad Hoc Committee Used to collect information Opportunity for residents to participate Opportunity for board to assign special tasks to others Others….
Accomplishing Work Topic 2: Board Liaison Role of the Board Liaison to Committees Generate interest in serving on the committee Communicate the board’s directions to the committee Follow up to see that deadlines are met and guidelines are followed Report to the board on committee’s behalf Look for potential board members or leaders
Accomplishing Work Topic 3: How to Develop Committee Guidelines Committee Guidelines Also known as committee charter, structure or bylaws. Define the purpose, responsibilities, organization and operation of a committee.
Accomplishing Work Topic 3: How to Develop Committee Guidelines Developing Committee Guidelines? 1.Check the statues and governing document of any committee guidelines 2.Manager should provide the format 3.Committees should follow guidelines set by president and board 4.Where feasible, ask a committee to draft the guidelines for board approval
Accomplishing Work Topic 3: How to Develop Committee Guidelines Committee’s… Purpose describes the ultimate goal, the expected result of the committee’s efforts— not what will be done to fulfill the goal. Responsibilities include those activities or actions the committee must perform in order to fulfill its assigned purpose.
Accomplishing Work Topic 3: How to Develop Committee Guidelines Organization consists of how a group is organized or set up. Operations consists of time, place, and frequency of meetings; meeting minutes; reports to board and when; approval process for committee's use of association funds.
Accomplishing Work Topic 3: How to Develop Committee Guidelines Activity #7: Managing Committees Part 1 - Committee Guidelines Part 2 - Committee Strategies Part 3 - Manager’s Role in Developing Committees Purpose: To practice developing committee guidelines. To brainstorm strategies for developing effective committees.
Lesson 7: Election Procedures
Election Procedures Lesson 7 Objective: Develop and utilize procedures for community elections
Election Procedures Proper Procedures: Produce valid, efficient elections. Build credibility for the board, the association, and the manager. Important – Review and conform to any election procedures required by applicable statutes and governing documents (including resolutions)
Election Procedures Procedures for electing board members at an annual meeting Present candidates Conduct nominations Candidate introductions Provide secret ballots Accept write-in votes, if applicable
Election Procedures I. Election committee II. Nominating committee III. Nominations IV. Proxies A.Absentee Ballot B. Proxy 1. General 2. Direct 3. Proxies assigned to management
Election Procedures V. Ballot/Voting Procedures A. Majority vote B. Direct/Limited C. Cumulative voting D. Eligible voters
Lesson 8: Files and Records
Learning Objectives: Set up a filing system for a community association Identify the records to maintain Lesson 8: Files and Records
Benefits Provides easy access of information Protects community association Demonstrates your professionalism Benefits community association after the fact Who is responsible for maintaining community association records? Lesson 8: Files and Records
Responsibilities Board of Directors Management Lesson 8: Files and Records
Types of Systems Alphabetic Numeric Others…. Lesson 8: Files and Records
Electronic Systems Easy to store and track documents Access to documents is shared among departments Privacy feature control Speed of retrieval Work flow improvement Paper costs are reduced Lesson 8: Files and Records
Folder Structure Example Lesson 8: Files and Records
Maintenance and Retention Consistent recordkeeping / storage procedures – Comprehensive – Accessible Requirements vary from state to state Know requirements of applicable statutes and governing documents Follow advice of counsel Lesson 8: Files and Records
Who owns community association books and records? Association: All of the records pertinent to the association Management contract Management: Only materials identified proprietary per management contract Makes copies of association records at its own expense (unless contract provides otherwise) Lesson 8: Files and Records
Outgoing management firm — Must turn over complete, original, organized files in a prompt and professional manner Should ask new management agent to sign for records with a complete checklist of records received Must avoid withholding records upon termination as a method to settle disputes – Unlawful—exposes management to claims for damages, unless covered in contract / agreement Lesson 8: Files and Records
Know applicable provisions of — Association governing documents State statutes Case law Keep copies with association records Does the association have the right to set conditions for owner access to its records? Lesson 8: Files and Records
Module 1 Summary Module Focus How to run efficient meetings, elections and work effectively with and through volunteer leaders.
Module Objectives Identify basic fiduciary obligations of association leadership Identify how to prepare for different types of community association meetings Use the motion-making process to obtain desired outcomes at a meeting Identify appropriate content for meeting minutes Create and populate a management action item list Develop a calendar of significant dates for a community association Module 1 Summary
Module Objectives, cont. Identify characteristics of a management plan Develop a management plan from a calendar of significant association dates Identify methods to assist board members and their committees in accomplishing specific work of the association Develop and utilize procedures for community elections Develop a filing system Identify records to maintain Module 1 Summary
Discussion Questions Do you see yourself as a community leader? How did you feel about being a leader? Does your association have a record retention policy? Describe your association’s filing system. Is there anything you should or would like to change?
Additional Resources The American Institute of Parliamentarians – www.parliamentaryprocedure.org www.parliamentaryprocedure.org The National Association of Parliamentarians – www.parliamentarians.org www.parliamentarians.org Meeting Wizard – http://www.meetingwizard.org/meetings/taking- minutes.cfm http://www.meetingwizard.org/meetings/taking- minutes.cfm The International Leadership Association (ILA) – http://www.ila-net.org/about/index.htm http://www.ila-net.org/about/index.htm ASAE & The Center for Association Leadership – http://www.asaecenter.org/ http://www.asaecenter.org/ The Community Leadership Association – http://www.communityleadership.org/dnn/ http://www.communityleadership.org/dnn/ FranklinCovey – www.franklincovey.com/msb/www.franklincovey.com/msb/