Corporate Knowledge - How do you pass it on?

My Association does not do staggered terms. Therefore, it is highly possible for my Association to lose all corporate knowledge from one board to the next.

To try and minimize this I've created binders for each office position (Pres, VP, Secretary, Treasurer, Maintenance) listing the minimum required things that must be done along with examples on how to complete the paperwork.

I've titled them "I've been appointed [name of Office] Now what do I do?"

Besides the examples, the biggest compliment I have received is on the calendars I created. They include:

Calendar of Association Events - Starts from the first board meeting (what needs to happen-appointment of Officers, establish budget, mailing of assessment notices, etc.) and goes through to the first meeting for the new board (prepare agenda, prep annual report, etc.). Throughout the calendar are when taxes, reports, contracts, etc. are due.

Schedule of Repairs, Replacement and Maintenance - Based off the reserve study, identifies what planned maintenance, replacement or repairs should be done each year.

Calendar of Expected Invoices - Exactly what it says. This way the Treasurer and other board members will know what to look for or needs to be paid.

Association Financial Calendar - Runs from Nov to Nov (our elections are in Oct) and includes things like Set up Treasurer’s e-mail account settings, when 1099's should be completed an mailed, when taxes are due, when to solicit bids for audit, when the draft budget should be completed by, etc.

I've attached a sanitized version of our President's Binder (less examples) and our Association Calendar to give a better idea of what I'm talking about.

I'm sure that there may be errors or omissions. However, these can be easily corrected and it's better than what we had: a hearty hand shake and boxes of files.

Tim

"Tim, your association is damn lucky to have you. If all board members, officers, and homeowners would take the time to keep themselves informed the way you do there would be a lot less trouble in all HOA's". Wish you were on our BOD, they sure could use your wisdom. Thanks for this information.

Nancy

I think staggered terms are critical but also is record keeping. Personally I believe in audio recording meetings just in case.

I almost had to laugh a bit about this post. How I passed on our information was simply being accused of stealing it! LOL! The new board went around accusing me of taking all the records with me to explain all their bad decision making. I was on the new board as a "consultant" but had already moved away to remodel another house. (A house next door to the HOA). So I was only short walking distance away. Plus the fact the very records I was accused of stealing were locked inside the closet in the clubhouse where they had their meetings!!! The new president had the key! I had even re-organized the records and put them in the proper order. It took them a few months before they could admit they were lying. That's because they got called into court and the records were requested. Funny how they found them all nice and organized in their own binder...

So even if you pass your records on, it's not a guarantee the new board is going to have the sense of a Billy Goat not to ignore them. Remember, some board members wanted to be elected because everything you did was "Wrong". So why follow those documents when they can do it the "Right" way by doing it "Their way"? HOA documentation is like Karma...It will come back and bite you when you least expect it and be deserved...

Well now as I enter my 26th year serving on our Board this question being raised brings to mind several points I have learned over my years of service.

During those 26 years even I have gained some limited knowledge as to how an association should operate, how to deal with common and frequent
issues that have been dealt with before, what serves the property best, legal issues how best to deal with them, and of course personalites good and bad and how to deal with them. After 26 years there is not much I have not run across either on our property or through conversations I have had with other properties, MCs, contractors, etc. I now have a network of people I trust and beleive to can and do provide me with information and opinions should I require them.

Now to Tim's point how do you pass this knowledge along? Well for me a more pressing question would be WHO is willing or interested in recieving what you have learned? I sit on a Board with 8 other members most of whom have no REAL understanding of what is being done day to day and they like it this way. Most occupy a seat each month and that is all they can and will ever offer as far as servcie or input.

I have learned over these 26 years that what you find important and worthwhile does not guarantee others can or will feel the same as you.
I view our property as being my home. I see the ENTIRE property as requring the same effort as far as upkeep and maintenance. I view the CCs paid as OUR money and treat it in the same manner I would use if they were my personal funds. Since taking over as President 10 years ago our assets have gone from $28,000 to more than $460,000 due to my efforts. I would have to think that alone would be something I would want to learn and understand. How over 10 years, including the worst economy of our lifetime, were we able to increase our assets 16 fold.
If not for the property for my own finances. To be honest most on the Board have no clue. Why because they have no real interest. There is plenty to learn but you cannot teach or provide information when the other parties have no real interest.

So books, files, tapes, audio, video whatever my concern would be do you really think there are people that will take the time to educate themsleves no matter how organized or simple you make the process. I don't believe so.

My reality is when I leave after say 6 months the property as a whole will fall back into the condition that reflects the effort made by the remainder of property owners. The efforts I have made can't be continued because no one bothered to follow along or they are not willing to do what I have done. I had hoped to set up some system where the progress I have seen during my time would continue but I just don't see that happening. Not because of a lack of effrot on my part to pass this along but rather there is and will never be anyone willing to accept it.

Common sense, effort, and a willingness to get involved all in short supply today.

Through your Managing Agent. Of if you do not have a good professional manager we recommend 2 or 3 years staggered terms plus an operations manual and rules and regulations (with details) such as those required in Colorado.