handling an insular board of directors

Started by JamesC32 • 7 replies • 1622 views

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JamesC32 (California)
Posts: 20

Posted:

I am an owner and recently elected Board member of a self managed complex (65 units)

I am frustrated with how the landscaping of our complex is being handled, and have spoken with other owners about this issue. Even though many people would like to see a change in how things are being done, they are reluctant to approach the board because of a history of being bullied, marginalized or otherwise meant to feel they should not be giving feedback to the Board about issues.

My current idea is to speak with owners directly and try to get their anonymous.. feedback, and then take that information to the Board. Having tried to break the insular nature of this Board before, I expect to get pushback about being out of line in having spoken with other owners. It is likely they will have a negative reaction to the topic solely based on the fact that I talked to owners 'without the Board's permission'

One of the techniques this Board uses is giving minimal information to owners about decision making, and consistently creating an atmosphere where many owners have given up giving feedback or suggestions to the Board.

I'm interested if anyone has any good ideas about responding to the very well established assumption that Board members work only within the board, and that it is somehow disloyal or troublemaking to have regular discussions with owners who are not on the Board. There is an additional issue of the person who does landscaping being a Board member; this person is quite defensive and not above exhibiting an obvious conflict of interest when any suggestion is made about changing her contract to reflect the kind of landscaping work owners would like to see happen.

NpS (Pennsylvania)
Posts: 4,216

Posted:

Congratulations James

As you already know, you are dealing with a political process.

If you openly campaigned on the message that you were going to clean up the landscaping issues, then sure, go for it.

But if not - Why would you want to tackle one of the hardest issues you've got first?

Your first goal should be to gain an understanding of the lay of the land - Where's your support going to come from? Will anyone else stand up to the landscaping contractor/board member.

There's a potential conflict for sure. But has it already been discussed? If yes, what happened? If no, why not?

My recommendation would be to choose something non-controversial. Pick a project that no one disagrees with but no one has taken the time and effort to accomplish. Show that you can make things better on something small. Earn your stripes. Gain converts.

Then decide when it's time to deal with the landscape issue or some portion of it.

Just my opinion tho.

Sikubali jukumu. Read all posts at your own risk.

GenoS (Florida)
Posts: 4,276

Posted:

Ultimately you're going to have to generate enough interest in getting people to run for the board and oust the sitting control freaks.

Raising awareness of the issue is a good way to start.

Can you broach the subject at a boad meeting? Get it on the agenda? Then let other owners know it's going to be discussed and encourage them to attend the meeting.

SheliaH (Indiana)
Posts: 6,964

Posted:

What Geno said. You could also take photos of some of the problem areas – sometimes photos can drive home a point when mere talking doesn’t get it done. Ask the landscaper to come to a meeting and make sure the other owners are there to listen in. Better yet, have them send questions to the board that the landscaper can answer and those responses can be put in the minutes. If people are really upset, perhaps a special meeting would be in order.

I agree you need to encourage people to come to board meetings and ask questions, and I don’t know why people keep forgetting history. Bullies will continue to do what bullies do as long as people stand there wringing their hands. I’m glad you’re trying to be more open, but you can’t do this alone – these are homeowners and they vote these people into office (if they didn’t bother to vote, why are they shocked at what’s happened?) There’s strength in numbers – you might intimidate one person, but a whole group of people???

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

LarryB13 (Arizona)
Posts: 4,099

Posted:

Quote:

Posted By JamesC32 on 03/04/2016 11:24 AM
I'm interested if anyone has any good ideas about responding to the very well established assumption that Board members work only within the board, and that it is somehow disloyal or trouble-making to have regular discussions with owners who are not on the Board.

The board did not elect you and you do not answer to the board. The BOD is not a social club and you have no duty to do as other board members wish. Talk to those members who elected you. Talk to the members who did not vote. Talk to the members who do not like you. It's your choice as to whom to speak to. It will not endear you to the other board members but the owners may rally behind you.

MelissaP1 (Alabama)
Posts: 13,836

Posted:

Have you shopped around for new landscapers? When we had an issue with our landscaping company, I shopped around for new contractors. Once I found 3 of them, I submitted them to the board for a vote. The best of the 3 got the bid. Our current landscaping company was able to re-bid during the process. He did not get renewed and he was a HOA member. After that, we made sure lawncare contracts were always YEARLY contracts ONLY. They are renewable around April/May time period. May is the month that the grass grows to October. The fall time it was reduced to blowing leaves and general maintenance. It was around January to March we then shopped for potential new lawncare which ANYONE could recommend.

Former HOA President

JohnC46 (South Carolina)
Posts: 14,265

Posted:

James

As a BOD Member you have the right to put anything on the agenda to be talked about. Begin by saying that since you have been elected to the BOD, several owners have approached you and expressed their displeasure in how the landscaping is being done. Even be prepared with pictures and factual information.

You will then find out how your fellow BOD MEmbers align. Do not be afraid to take on the fellow BOD Member who does the landscaping. Jimmy me boyo. Grow a pair and go after him.

KerryL1 (California)
Posts: 14,550

Posted:

I think John's advice is very good. It gets the issue going without your seeming to sneak around whispering in Owners' ears. If other directors feel that way, they will not support you no matter how worthy your topic. btw, how many are on your Board. Are any others new like you?

What's your HOA? Detached homes, or?

John wrote: "Begin by saying that since you have been elected to the BOD, several owners have approached you and expressed their displeasure in how the landscaping is being done. Even be prepared with pictures and factual information."

Because it's a personnel issue, you may do this in ex. sess. in CA. Your Board may ask the landscaper/director to leave the room during the discussion as there is indeed a conflict of interest. You could invite her back and ask questions. Your Board then might vote to interview other firms; she should recuse herself.

Well, that would be ideal. But ask yourself, first: will any other director support you even when you say a "number" of Owners have complained to you, and you show directors pix?

Could you start out with the suggestion that the Board appoint a Landscape Committee? And have some Owners lined up to serve?

Do NOT go out on your own to interview landscapers, that only will earn you the wrath of the other directors and you need their votes to get things done!

Good luck!

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