How to muster the commitment factor amongst board members?

I am wondering what other boards have done when it comes to board member members who can't seem to follow through with commitment.

At times our boards mix has often compensated for the lack of follow through on work promised by board members, and other times the majority is lacking.

A recent example that happened to us. A board member offered to have new pool signs made and posted in our pool area with rules. That was June. It is now November and the excuse is that they can't find gromets to get them hung.. and they were completed in July. ???

Several requests to the board member who claimed they'd do this has brought the same answer. I am try trying to get grommets for it.

As they say the road to hell is paved with good intentions. It's pretty obvious that not all board members see it as a bother to wait 6 months for a pool rules sign, 8 months for another easy project ot complete and even a year on others.

What is the approach when a board member volunteers and commits but clearly can not provide a realistic response to a commitment?

I see your issue is similar to mine. I am happy to say for the most part our board is consistent with board meetings and attendance, but really... 6+ months for a sign. I have lived here long enough to see board meetings hash the same shiteeee month after month with little to no resolution or progression. It took almost a year for our pool furniture to show up for example a few years back.

I have found that out of of odd number board members we usually get enough response to proceed with little items. Recently I emailed URGENT as a subject regarding a budget matter from our PM. NOT ONE board member answered. It took text messsages to get them to respond 2 days later. We all carry smart phones with instant email. I don't see the lack of sense of urgency or better follow through.

Is there a great magic way to assist those who seem to ignore time with month after month issues that have dragged?

Well, we don't let it go that long. Since we meet monthly, we expect progress reports each month (this applies deadlines and accountability). If it appears that the issue isn't being resolved in a timely manner the Board assigns someone to assist or someone who is responsible will offer to assist. This creates peer pressure. If the assistance is turned down and it just isn't happening the Board will reassign the task and, since we now know the character of the individual we are dealing with, we simply quit assigning tasks to them.

As others have said, in time you weed the individuals out.

It can (and does) create burn out. As Roger pointed out, when enough individuals are tired of doing the work for those that simply choose not to do it, they tend to hire help via MC, PM or independent contractors for specific services (bookkeeping for example).

Indeed. Doing damn near everything is why I finally submitted my resignation in June - although it takes effect in January because I’m trying to put some systems in place to enable the board to lean more towards decision making and let our property manager do the donkey work!

We’ve asked for volunteers to do some things, but I’ve told the Board that if we have to turn them over to the property manager and assessments go up to pay for it, so be it. In the meantime, they will have to pull together and do more of the decision making rather than leaving it up to two or three people. At a minimum, that includes careful reading of the materials we receive before the meeting and come prepared to discuss the issue and make decisions so we aren’t in the clubhouse all night!

At one point, our former secretary included action items in the memo so everyone would know who was supposed to follow up with what and that helped keep us on task. However the current secretary (who really wants to give up the job) doesn’t do that and unless people are paying attention, we risk rehashing the same thing month after month.

As Tim and Valerie said, however, it’s a matter of weeding out people who want to do the job vs. show up once a month and fill a seat. We had that problem with one board member, who really did have the potential to be a good one, but it seemed she only attended meetings when she didn’t have anything better to do that night. Our Bylaws say you’re out if you miss three consecutive meetings and she (along with another Board member) would come one month, miss the next two, attend the next three, miss one, attend the next and on and on.

Some of the tasks you mention, Fiona, are often done by PMs. But not in your HOA? What does your PM do?

If directors are expected to do these these tasks, how about having the board secretary or PM make a list or sign-up sheet. Arrange by directors' names, the duties, and estimated date of completion. Insist on a monthly report by each director. You could arrange it like work orders. Make decisions about who does what at open meetings to pressure directors.

But, it seems to me that the items you mentioned could easily be done by a committee. We had a very successful 5-member Building Committee for 6 years that met monthly, did walkarounds, and made recommendations to the board. The BC also reported to the Board where the $$ would come from, e.g., reserves, or?, and would quote prices.

Fiona, are you board president? I ask because you wrote, "Recently I emailed URGENT as a subject regarding a budget matter from our PM. NOT ONE board member answered. It took text messsages to get them to respond 2 days later. We all carry smart phones with instant email. I don't see the lack of sense of urgency or better follow through."

And if you're not the president, should you be sending "urgent" emails? In any case, is it possible that your definition of "urgent" isn't shared by other directors?

Can Board decisions be made without open board meetings in WA?

Same here situation here.

As Treasurer I was doing all bookkeeping but there was no way for me to continue. I was also doing damned near everything else except the meeting minutes. I was writing the agendas, running the meetings, contracting with vendors, all book-keeping, mail-outs, interfacing with the attorney, etc. Basically running an entire non-profit corp on my own. FOR FREE! No compensation whatsoever except a few times for gas going to court and attorney meetings.

We do not even have Board meeting minutes for an entire year except for 2 months. I won't even raise the issue with the meeting minutes as I know it will just cause more problems and upset the Secretary.

This summer I resigned as bookkeeper but was at least able to convince the other Board members to hire a management company.

Now there is backlash from the members over the management company. I spoiled everyone. Many members now hate us, and especially me, as people are livid dues went up enough just to pay for the management company. Everything else is still radically underfunded.

One member stood up at the meeting and said the Board is responsible for doing everything the management company is now doing. Parliamentarian at least informed them these were not the responsibilities of a volunteer Board. They do not want a Board. They want us to slave away so they don't have to pay more. Entitlement mentality run amok.

Yes HOA Board President here.

I'm starting to think nothing will solve our issues completely save a zombie apocalypse.

In addition to what Carol asked: When was the law passed that says I must check my email every hour on the hour? Now I know there are some people who can't go 10 minutes without checking theirs but I have multiple email accounts I use for different things, some I check daily but some I only check once a week.