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too many things expected of me

Started by BonnieG1 • 25 replies • 2012 views

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BonnieG1 (Nebraska)
Posts: 1,186
Posted:
The response I have gotten from some of my posts has made me realize too many things are expected of me as President.
I have been texted about someone using the community room phone for personal phone calls. My thought was "Who Cares we have a long distance block on the phone. I could care less if someone used that phone all day for personal calls.

I have also been texted that a realtor left a lock box on top of our mail boxes. My thought again was "who cares where the realtors leave the lock boxes."

Long story but we have a big black box that the newspaper carrier is to put all of the newspapers into and anyone with a subscription has a key to open the box and get a paper. The carriers puts the papers through a small opening in the back of the box. This box was the brain child of our previous President. (At least no one needs to be awakened a 5:00 A.M. on the weekend to let the carrier into the building.) People tell me if they don't get a paper. I don't know how many times I have told a person to call the newspaper office.

One day I was doing the routine I do before I leave for work and I got a phone call about our resident with the odor. I just listened to this caller repeat herself about 5 or 6 times and when she hung up went back to my routine and on to work.

We have a locked mailbox that clearly states "Outgoing mail only". At times someone puts an outgoing piece of mail in our Association incoming box. The mailman does not have a key to even open the incoming box.

This is basically just a rant, but sometimes I fell like a baby sitter and not just to the mentally challenged couple that live in our building.
KerryL1 (California)
Posts: 14,550
Posted:
Bonne, you havesaid in the past that you like your property mgr. (PM) Shouldn't he be doing some of these things?

We live in a condo too, and if our paper doesn't come, they phone the delivery service. Can't you put a notice on the box saying exactly that?

It seems to me that you, your board and your PM need to specify who does what? Publicize it and stick to it!!
MarkM31 (Washington)
Posts: 556
Posted:
Good luck Bonnie. I think your fellow homeowners are starting to think you're an employee.

Nothing wrong with quiting
TimB4 (Tennessee)
Posts: 21,059
Posted:
Bonnie,

The only things that are expected of any HOA/COA President is:

1) set the agenda
2) preside over the meetings
3) See that the decisions of the Board are carried out
4) Be the face and voice of the Board

That's it. Anything else are requests (not expectations). Requests can be denied or put on hold (as in, I'll place it on the agenda for the next meeting).

What I'm saying is that you don't have to answer everything yourself. Delegate.

Additionally, slow things down when appropriate. For example, when people call with issues, explain that you don't want take the chance of things being lost or forgotten in the rely of the message to the Board and therefore, it's best that the individual places the issue in written form (e-mail, letter). If they don't want to place it in writing, then it's not that big ov an issue.
SteveM9 (Massachusetts)
Posts: 3,699
Posted:
Quote:
For example, when people call with issues, explain that you don't want take the chance of things being lost or forgotten in the rely of the message to the Board and therefore, it's best that the individual places the issue in written form (e-mail, letter). If they don't want to place it in writing, then it's not that big ov an issue.


Yep.

The only reason your feeling overwhelmed is because your doing it wrong. There is no way I would ever accept a text message unless it was an emergency and the building was on fire. If someone repetitively texted my personal phone, I would reply with "mailbox full, message deleted"
JohnC46 (South Carolina)
Posts: 14,265
Posted:
Bonnie

You need to make yourself less available. You need to get people to communicate with the PM rather then you.

You have to stop feeling you are responsible for everything including smelly people. When someone say so and so smells, reply to them well what are you going to do about it.

PitA
Posts: 311
Posted:
Bonnie,

As president you are NOT the members' friend.

(even though you may be friendly)

You are the members' elected representative ~ elected to serve as a DIRECTOR, not an ombudsman.

The membership needs to be educated that the HOA is NOT a 'nanny', merely the manager of the actual physical property.

If they want a 'nanny' they are free to enter the 'home'. (at their expense)

It is your JOB to dispense TOUGH LOVE as the Director of a corporation.

You need a policy:

Either place your complaint/suggestion in writing to the mgmt. co.

or

state the nature of the actual emergency.

THEN: walk away !

While you mean well, you are enabling the insanity to continue ~ yes, insanity, as in not rational, outside the norm, demented.

? too strong ? ! just my opinion !
BonnieG1 (Nebraska)
Posts: 1,186
Posted:
I appreciate all replies, even Pita's and I usually just read his and ignore it.
Since I had been friends with these people before I was elected to the Board, it will be difficult but not impossible to back away from being friends to being friendly.

BonnieG1 (Nebraska)
Posts: 1,186
Posted:
Quote:
Posted By JohnC46 on 05/06/2015 5:00 AM
Bonnie

You need to make yourself less available. You need to get people to communicate with the PM rather then you.

You have to stop feeling you are responsible for everything including smelly people. When someone say so and so smells, reply to them well what are you going to do about it.


I am working on getting the people to communicate with the PM instead of me. It is a little difficult but not impossible for the older members who were here when we were self managed to change gears and communicate with the PM. Multiple times I have told people to contact our PM.
JohnC46 (South Carolina)
Posts: 14,265
Posted:
At our recent Annual Meeting the floor was opened to discussions concerning our #1 hot button issue which is landscaping. Our HOA does all landscaping including that around each home.

The President did a very good job. After a few questions, he said he would answer any questions he could pertaining to the entire association but he was unable to address specific/individual issues (as some requested) as he would not be familiar with the situation. He requested that anyone with a specific issue put it in an Email so there is a record of the issue and it can be addressed.

This is a good policy especially when the questions become unit specific versus association specific.
KerryL1 (California)
Posts: 14,550
Posted:
You've received some excellent advice here.

JohnC makes a very good point. You do NOT work for individual homeowners and your concerns are not about individual condos. Your (and my) job is the entire community. We need to try to see it as a whole not individual personal parts each needing your personal attention. thinking that way will only lead to exhaustion and dismay.

Tim's #4, for instance, imo, means your the "face" of the Board to the entire membership--not any individual in it.

Remember that most of us here who volunteer do have friends in our HOA. My spouse & I moved here from a distant county, we knew no one in this county. All of our friends, with two exceptions, live right here. But they never ask me about personal issues, their individual condo water pressure, for instance. And even rawly about overall HOA topics. There seems to be a respect for our volunteer status. But it's also try in our 211 residential condos and several commercial suites, that our 40-hour a week on-the-premises PM & her asst. are very available.

How often is your PM on the premises, Bonnie? How many units are you again?

I used to think your weekly coffee hours with the Board and PM was a nice idea, but I'm beginning to think it generates too much closeness, too much coziness. Based on your many posts, it seems to mer you need to do a little social distancing.

Along with so much good advice above, I believe you, via your PM, need to send a brief, crystal clear letter about exactly what tour duties are, what other directors duties are and especially what your PM's duties are.

CfD (Virginia)
Posts: 265
Posted:
Quote:
Posted By TimB4 on 05/05/2015 10:39 PM
Bonnie,

The only things that are expected of any HOA/COA President is:

1) set the agenda
2) preside over the meetings
3) See that the decisions of the Board are carried out
4) Be the face and voice of the Board

That's it. Anything else are requests (not expectations). Requests can be denied or put on hold (as in, I'll place it on the agenda for the next meeting).

What I'm saying is that you don't have to answer everything yourself. Delegate.

Additionally, slow things down when appropriate. For example, when people call with issues, explain that you don't want take the chance of things being lost or forgotten in the rely of the message to the Board and therefore, it's best that the individual places the issue in written form (e-mail, letter). If they don't want to place it in writing, then it's not that big ov an issue.

Agree with 3 out of 4 Tim. I think the President should ask for input from the board members as to what should be included on an agenda and then prioritize as needed. When the president alone sets the agenda it sets the tone that only he or she can decide what is important enough to be discussed during a meeting. I've seen our president make the claim that he controls the agenda and have witnessed him remove topics other board members thought were important.
GenoS (Florida)
Posts: 4,276
Posted:
Good luck, Bonnie. I have seen first-hand how much work our president does since I got elected to the board in January. Besides the things he's required to do, there is a lot of time required for dealing with small-stuff issues like you describe.
TimB4 (Tennessee)
Posts: 21,059
Posted:
Quote:
Posted By CfD on 05/06/2015 10:44 AM
Posted By TimB4 on 05/05/2015 10:39 PM
Bonnie,

The only things that are expected of any HOA/COA President is:

1) set the agenda


Agree with 3 out of 4 Tim. I think the President should ask for input from the board members as to what should be included on an agenda and then prioritize as needed.

Agree.

I didn't mean to imply that the President sets the agenda without input from the Board or even the membership. It's simply the Presidents responsibility to make an agenda for each meeting.
BonnieG1 (Nebraska)
Posts: 1,186
Posted:
Kerry

Someone from our property management company is on site in the morning Monday through Friday. The President of the company is on site at least once a week at our coffee hour and usually two or three other times during the week.

We did recently send a memo explaining when our PM should be called and when the owner should handle the issues.

We have a new owner who already has been a tremendous help to the Board. She suggested we send this memo.
It is so nice to have someone that actually helps as opposed to our CCO who thinks she is helping by complaining. And she usually complains about things she does not understand and won't listen to reason.

I would like to get the helpful owner on the Board when there is an opening, but she said she wouldn't be able to sleep if she were on the Board.
AllisonD (Florida)
Posts: 449
Posted:
Quote:
Posted By BonnieG1 on 05/06/2015 4:18 PM
Kerry

Someone from our property management company is on site in the morning Monday through Friday. The President of the company is on site at least once a week at our coffee hour and usually two or three other times during the week.

We did recently send a memo explaining when our PM should be called and when the owner should handle the issues.

We have a new owner who already has been a tremendous help to the Board. She suggested we send this memo.
It is so nice to have someone that actually helps as opposed to our CCO who thinks she is helping by complaining. And she usually complains about things she does not understand and won't listen to reason.

I would like to get the helpful owner on the Board when there is an opening, but she said she wouldn't be able to sleep if she were on the Board.

You do not need to immediately answer every text, email and phone call. Let it sit and forward it to the property manager to take care of, unless its an emergency. You are the master of your time, not the residents. Sometimes, if you let something sit long enough, it works itself out!
KimR4 (Florida)
Posts: 33
Posted:
Bonnie,
Thank you for being so willing to share and be so open about your experience thus far as president of your HOA. I truly hope things get better for you going forward. You have received a lot of good advice.

People new to, or contemplating running for, their hoa board will learn a lot from this thread.

KerryL1 (California)
Posts: 14,550
Posted:
Congrats on your new owner, Bonnie. She may be a good advisor for you!

With your MC there daily M-F, there should be NO issues that owners bring to you personally. In a few weeks, you might need a follow up and even more clearly stated letter about what your CC does, what owners do and what directors do. Time stated directors duties pretty well!

You must be firm with owners, Bonnie; you're paying an MC, get your money's worth!
KerryL1 (California)
Posts: 14,550
Posted:
Sorry--what your MC should do, and Tim typo.
CyrstalB (Maryland)
Posts: 457
Posted:
I would like to suggest a "come to jesus" meeting with your PM. It would seem that they are quite happy to let you shoulder all of the stuff they are being paid to do. As suggested, with each call, text or email, I would forward to the PM, copy or include the complainer and pass it to the PM with your blessing.

And do that with every single item, that way you are educating everyone, especially the PM that it all goes to them. With our experiences of PM's, they love to collect the money and love to get the board to do it all. They love new board members, especially the clueless ones who step up to do some good for their community. They feed on them like ants to sugar.

For your close friends, you can tell them that this is what you have to do for your own sanity, let alone it's the right thing to do, otherwise, you should be paid for your babysitting fees and not the PM.

Dr. Suess once said, do as you may because those who matter, won't mind, and those who mind? Just don't matter!
CyrstalB (Maryland)
Posts: 457
Posted:
Quote:
Posted By CyrstalB on 05/07/2015 6:16 AM
I would like to suggest a "come to jesus" meeting with your PM. It would seem that they are quite happy to let you shoulder all of the stuff they are being paid to do. As suggested, with each call, text or email, I would forward to the PM, copy or include the complainer and pass it to the PM with your blessing.

And do that with every single item, that way you are educating everyone, especially the PM that it all goes to them. With our experiences of PM's, they love to collect the money and love to get the board to do it all. They love new board members, especially the clueless ones who step up to do some good for their community. They feed on them like ants to sugar.

For your close friends, you can tell them that this is what you have to do for your own sanity, let alone it's the right thing to do, otherwise, you should be paid for your babysitting fees and not the PM.

Dr. Suess once said, do as you may because those who matter, won't mind, and those who mind? Just don't matter!

and I was beyond clueless when I stepped up. It was a follow the leader type board, no one being educated as to what a board does.
BonnieG1 (Nebraska)
Posts: 1,186
Posted:
Just today after I came home from work, I heard about two items. One was something about a drain pipe being blocked. I told the owner to let the PM know. She said the PM already knew so I told her he will let us know about it. I am certain he will take care of it.

One of our former Presidents complained to a board member who then told me. We had our common area carpets cleaned today. I told him she needed to let the PM know if she wasn't pleased with the cleaning.

But the other Board Member and I did go to check it. And it was just what a thought it was. An area that gets used more than any other area (steps) was extremely dirty to begin with and the only way to get it completely clean would be to put down new carpeting. Then hear complaining about spending money.

Even before I posted my vent, I had told owners to call our PM. One member asked me about a fee. I told her I could get it for her but advised her to call the PM as his staff gets paid and I am a volunteer.

I may be a slow learner in not allowing members to contact me, but I am learning.
KerryL1 (California)
Posts: 14,550
Posted:
Way to go, Bonnie, Stick to your guns!

But, what do you mean when your wrote, "One member asked me about a fee"? Does this mean the owner wants the PM to do work in her unit? Or does the member just want to know how much the Management Co. (MC) charges?
BonnieG1 (Nebraska)
Posts: 1,186
Posted:
Quote:
Posted By KerryL1 on 05/07/2015 3:46 PM
Way to go, Bonnie, Stick to your guns!

But, what do you mean when your wrote, "One member asked me about a fee"? Does this mean the owner wants the PM to do work in her unit? Or does the member just want to know how much the Management Co. (MC) charges?

It has been some time ago, but I believe it was about the monthly fee for a unit that was for sale.
PitA
Posts: 311
Posted:
See, Bonnie, simple!

Just do your actual job as specified in the by-laws!

Way to go!

Atta Girl!

Bravo!

SERIOSLY

no sarcasm intended
PitA
Posts: 311
Posted:
'dam' no edit

SERIOUSLY

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