Remembering infrequent tasks?

Started by DaveD3 • 13 replies • 1660 views

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DaveD3 (Michigan)
Posts: 796

Posted:

How does your BOD keep track of infrequent things that need to be done?
For example, if we're intending to review our reserve study every 5 years, how is that kept track of when the board changes? The 5 of us on the board might not even be in the association, let alone on the board by then.

Thanks
Dave

SheliaH (Indiana)
Posts: 6,964

Posted:

The easiest way would be to put it in the minutes - for example, the Board could pass a resolution calling for the study to be done every five years beginning in 2012.

The board could also prepare a calendar of activities and stick in those tasks.

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius

TimB4 (Tennessee)
Posts: 21,062

Posted:

For us, we have made an Association calender of tasks.

Additionally, the outgoing board makes the agenda for the first meeting of the new board. On that agenda we include everything that the board needs to deal with during the year and include a look ahead section.

MelissaP1 (Alabama)
Posts: 13,836

Posted:

This is why I don't advocate a HOA ever suing a member. A lawsuit is just a judgement. The owner can walk away and never pay the judgement. The judgement has to be renewed after 7 years or so to keep pursuing it. Who is going to remember 7 years down the line about the situation if you change board members so often? Liens and foreclosures are the best tool in the HOA's arsenal to handle back dues situations...

Now that I am off on my high horse on that subject...The best solution is the easiest solution. Each new BOD should review the requirements of the job each time elected. Review the CC&R's and have them with you at each meeting. The question should come up as when was the last time we did such and such? That would cause the ball to start rolling to find the answer. All it takes is a simple question and your HOA should be rolling in the right direction over the waterfalls...LOL!

Former HOA President

JohnC46 (South Carolina)
Posts: 14,265

Posted:

I believe a simple project management software will easily suffice. Quite often the updates are that nothiong has been done as one is using it as a tickle/reminder file. It also workds to be sure people are doing what thye should be doing. One member of the BOD is assigned the task of updating it.

We used one in a social organization but if I remember right, it was MicroSoft Project Management and it cost us $500.00.

Hope this helps.

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

A simple printed paper calendar is sufficient. You dont even need to know how to use a computer if you can read a sheet of paper.

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

Personally, we have 1 email account for the association with google gmail. All things that need to be done are setup in the calendar and an email reminder set for each thing that needs to be done. So who ever is currently using the account will see it.

LarryB13 (Arizona)
Posts: 4,099

Posted:

For really long range projects, like the reserve study, you might want to amend your bylaws to state that in 2017 and every five years thereafter the board is directed to perform a reserve study. Placing it in the bylaws puts in front of everyone and creates a duty for the boards that follow. (Of course, a later board could just as easily repeal the bylaw as do the reserve study.)

DaveD3 (Michigan)
Posts: 796

Posted:

Quote:

Posted By SteveM9 on 09/12/2012 7:00 AM
Personally, we have 1 email account for the association with google gmail. All things that need to be done are setup in the calendar and an email reminder set for each thing that needs to be done. So who ever is currently using the account will see it.

I think I'll look into the gmail calendar options and see if I can set reminders in there.

While a piece of paper works, and I might put together a multi-year calendar, it still is something that needs to be passed along (and remembered) by each subsequent board.

TimB4 (Tennessee)
Posts: 21,062

Posted:

Since all board members are volunteers, there will be some point in time that an individual will be assigned as an Officer who doesn't really know how to perform the duties of that office. To help this individual I actually built up various reference binders for each office. These are titled:

I've been appointed (name of office) Now what do I do?

It's within this manual that the calender is located (and all officer manuals have a copy of the calender). This seems to help.

I also like the idea of automated e-mail reminders. I'll look into incorporating that also.

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

Quote:

I think I'll look into the gmail calendar options and see if I can set reminders in there.

I would recommend gmail "and" print it. I know many people who have never used a computer and while most of them have a cell phone, they have never used text messaging ever. Many of these people will be future board members and officers.

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

You dont always get the right person for the job. Many people get on the board/officer simply because they are the only one to volunteer and no one else wants to do it. So you get what you get. I remember teaching one officer how to use a mouse. And this wasn't 10 years ago, this was a few months ago.

LisaF6 (Florida)
Posts: 13

Posted:

Tim,
Any chance you would be willing to share your reference binders?

TimB4 (Tennessee)
Posts: 21,062

Posted:

Lisa,

I can certainly provide the meat of what I have but it's too large for an attachment.

Contact me at [email protected]

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