LindaK5 (California)
Posts: 242
Posts: 242
Posted:
What does everyone here do in regards to training new Board members? Specifically, Board members who have no HOA experience?
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Started by LindaK5 • 16 replies • 1346 views
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RichardP13 (California)
Posts: 3,868
Posts: 3,868
Posted:
Linda
First, IF you had a MC, they should have a program to train new Board members. I believe you are self-managed, and I believe you are in Ventura County. In looking at the CAI Channel Island website, I don't see any information in regards to Board Training that other chapters offer. I know that Los Angeles has classes. Their next one is in April and the cost is between $80-$100. The Greater Inland Empire chapter has more extensive training and the cost is considerably less.
First, IF you had a MC, they should have a program to train new Board members. I believe you are self-managed, and I believe you are in Ventura County. In looking at the CAI Channel Island website, I don't see any information in regards to Board Training that other chapters offer. I know that Los Angeles has classes. Their next one is in April and the cost is between $80-$100. The Greater Inland Empire chapter has more extensive training and the cost is considerably less.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
Our MC provides a 1-1/2 hour training seminar led by their CEO and head accountant on our premises. IMO, they talk too much about their resources at their HQ that we directors can access, and not enough about our governing docs, running effective meetings, our fiduciary obligations and a few basics of the CA Open Mtg. Act. Our PM has tried to set one up for us for the past two months but can't even get a quorum of the board to attend, so it's being held next month when our new director--to be appointed to fill a vacancy next week.
Ironically our (I hope!) newest director has experience on three boards of nearby HOAs where he did or is still is serving (off-site owner). At least one has the same (basic) governing docs that we have. He is an attorney with a lot of experience in contract law. I am thrilled we'll appoint him as none of our other directors show much interest in learning.
You've mentioned, Linda, that your county has very few or no HOA attorneys, so I don't think you're in Ventura Co, but it might be well worth paying an HOA attorney to offer a seminar to your new board. Directors could choose topics, and and I'm sure you know which ones need the most emphasis.
I pay close attention to the various seminars that Mgmt. Companies offer in my urban area. Always free, sometimes with lunch, good speakers and break-out groups, etc. But I don't know if your area offers anything like that. I've paid to go to some really useful all-day CAI confabs.
Ironically our (I hope!) newest director has experience on three boards of nearby HOAs where he did or is still is serving (off-site owner). At least one has the same (basic) governing docs that we have. He is an attorney with a lot of experience in contract law. I am thrilled we'll appoint him as none of our other directors show much interest in learning.
You've mentioned, Linda, that your county has very few or no HOA attorneys, so I don't think you're in Ventura Co, but it might be well worth paying an HOA attorney to offer a seminar to your new board. Directors could choose topics, and and I'm sure you know which ones need the most emphasis.
I pay close attention to the various seminars that Mgmt. Companies offer in my urban area. Always free, sometimes with lunch, good speakers and break-out groups, etc. But I don't know if your area offers anything like that. I've paid to go to some really useful all-day CAI confabs.
TimB4 (Tennessee)
Posts: 21,059
Posts: 21,059
Posted:
I've created Binders for each Officer position.
The binders lay out, with examples when needed, what the duties are and the minimum tasks that need to be accomplished.
This helps individuals who are new to the position and helps minimize the lost of corporate knowledge.
If the individual simply follows the binder, the Association will be fine.
The individual is free to do more then whats in the binder (and is encouraged to do so).
They are also encouraged to amend the binder with what they have learned so the next person has an easier task then they did.
My tongue in cheek title is: I've just been appointed [name of Office], Now what do I do?
The binders lay out, with examples when needed, what the duties are and the minimum tasks that need to be accomplished.
This helps individuals who are new to the position and helps minimize the lost of corporate knowledge.
If the individual simply follows the binder, the Association will be fine.
The individual is free to do more then whats in the binder (and is encouraged to do so).
They are also encouraged to amend the binder with what they have learned so the next person has an easier task then they did.
My tongue in cheek title is: I've just been appointed [name of Office], Now what do I do?
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
Tim's approach seems very useful in your HOA, Linda, as his also was self managed.
I know you do most of the heavy lifting, but would you be the one to compile the initial ones?
Go to CAI's website and see if you can get their "Toolkit" -- I think that's the title --publication. It could be pared down for use by your Board and officers.
I know you do most of the heavy lifting, but would you be the one to compile the initial ones?
Go to CAI's website and see if you can get their "Toolkit" -- I think that's the title --publication. It could be pared down for use by your Board and officers.
SheliaH (Indiana)
Posts: 6,964
Posts: 6,964
Posted:
We had a binder everyone was supposed to get (I never got one, despite asking several times). Our former HOA attorney also sponsored an annual training every year (with dinner) which was open to his clients - you could send one person or the entire board if you wanted. I think binders are a great idea to provide basic information you might get from something like CAI along with your own HOA documents and procedures.
For someone who's brand new to the life and times of a HOA board, the association should either send that person or persons to a local seminar, if available, or sponsor a day long orientation at the community clubhouse (with food!) Sessions on specific topics can be covered by the property manager and the attorney, as well as other people. For example your consumer protection division might provide a speaker on how to avoid home improvement fraud - although those are usually geared towards individuals, the information on topics like what to look for in a contractor is just as relevant. You might also have everyone sign up for a webinar geared towards new HOA board members.
As far as the binder goes, one way to ensure people keep them updated is to have them pay some sort of binder deposit when they join (they get the money back when they resign and the binder is inspected to ensure the member kept it in good condition and added the updated information as needed)
For someone who's brand new to the life and times of a HOA board, the association should either send that person or persons to a local seminar, if available, or sponsor a day long orientation at the community clubhouse (with food!) Sessions on specific topics can be covered by the property manager and the attorney, as well as other people. For example your consumer protection division might provide a speaker on how to avoid home improvement fraud - although those are usually geared towards individuals, the information on topics like what to look for in a contractor is just as relevant. You might also have everyone sign up for a webinar geared towards new HOA board members.
As far as the binder goes, one way to ensure people keep them updated is to have them pay some sort of binder deposit when they join (they get the money back when they resign and the binder is inspected to ensure the member kept it in good condition and added the updated information as needed)
If it is not right do not do it; if it is not true do not say it. Marcus Aurelius
TimB4 (Tennessee)
Posts: 21,059
Posts: 21,059
Posted:
Linda,
If desired, I'm willing to share my basic write-up for the binders.
You could then use them as a starting point (if you wanted to do the same sort of thing).
Email me: [email protected]
If desired, I'm willing to share my basic write-up for the binders.
You could then use them as a starting point (if you wanted to do the same sort of thing).
Email me: [email protected]
TimB4 (Tennessee)
Posts: 21,059
Posts: 21,059
Posted:
Quote:
Posted By SheliaH on 02/27/2017 8:59 AM
As far as the binder goes, one way to ensure people keep them updated is to have them pay some sort of binder deposit when they join (they get the money back when they resign and the binder is inspected to ensure the member kept it in good condition and added the updated information as needed)
As far as the binder goes, one way to ensure people keep them updated is to have them pay some sort of binder deposit when they join (they get the money back when they resign and the binder is inspected to ensure the member kept it in good condition and added the updated information as needed)
Shelia,
An idea that certainly works with children/teenagers.
I would be skeptical of any organization where I, an adult, was volunteering my time and they wanted a deposit so I could have the information needed to volunteer.
What should happen if I refuse to give such a deposit?
By having a binder for the Office, it should be passed along with the records.
In fact, we encourage that the binders are brought to the first meeting of the new Board (where both the previous and current board attends) and as the Officers are elected, the binders are handed out.
SheliaH (Indiana)
Posts: 6,964
Posts: 6,964
Posted:
The main reason I suggested a deposit is because it usually takes a lot of time, printing and postage to put these things together. Some people will take care of them, others will tear up pages, mark all over them, spill coffee on them, shove pages anywhere they like, thus having everything out of order. The fee shouldn't be huge, but may serve as an incentive to take care of the binder, as it will be passed on to new members after the old ones leave - thus saving everyone time in having to print out more pages to clean up the damaged parts.
Of course, these days, one could like post the binder online, perhaps in a board members only section, where it could be updated in real time and if anyone wanted to print off sections or even save it to their hard drive, they could do that too.
Of course, these days, one could like post the binder online, perhaps in a board members only section, where it could be updated in real time and if anyone wanted to print off sections or even save it to their hard drive, they could do that too.
If it is not right do not do it; if it is not true do not say it. Marcus Aurelius
JohnC46 (South Carolina)
Posts: 14,265
Posts: 14,265
Posted:
Quote:
Posted By SheliaH on 02/27/2017 12:44 PM
The main reason I suggested a deposit is because it usually takes a lot of time, printing and postage to put these things together. Some people will take care of them, others will tear up pages, mark all over them, spill coffee on them, shove pages anywhere they like, thus having everything out of order. The fee shouldn't be huge, but may serve as an incentive to take care of the binder, as it will be passed on to new members after the old ones leave - thus saving everyone time in having to print out more pages to clean up the damaged parts.
Of course, these days, one could like post the binder online, perhaps in a board members only section, where it could be updated in real time and if anyone wanted to print off sections or even save it to their hard drive, they could do that too.
The main reason I suggested a deposit is because it usually takes a lot of time, printing and postage to put these things together. Some people will take care of them, others will tear up pages, mark all over them, spill coffee on them, shove pages anywhere they like, thus having everything out of order. The fee shouldn't be huge, but may serve as an incentive to take care of the binder, as it will be passed on to new members after the old ones leave - thus saving everyone time in having to print out more pages to clean up the damaged parts.
Of course, these days, one could like post the binder online, perhaps in a board members only section, where it could be updated in real time and if anyone wanted to print off sections or even save it to their hard drive, they could do that too.
It was a bad idea. Stop defending it.
SheliaH (Indiana)
Posts: 6,964
Posts: 6,964
Posted:
That's YOUR opinion and you're entitled to it. Actually, I saw such a binder (a rather extensive one) for a HOA near me and that was their policy. They came up with it for the reasons I mentioned above and it worked rather well, actually - the homeowner didn't have to pay the deposit, but wouldn't get the binder either and would have to keep up in whatever manner worked for him/her.
If it is not right do not do it; if it is not true do not say it. Marcus Aurelius
RichardP13 (California)
Posts: 3,868
Posts: 3,868
Posted:
Quote:
Posted By LindaK5 on 02/26/2017 9:11 AM
What does everyone here do in regards to training new Board members? Specifically, Board members who have no HOA experience?
What does everyone here do in regards to training new Board members? Specifically, Board members who have no HOA experience?
If you would like to email me directly @ [email protected] I can send you information I have.
KerryL1 (California)
Posts: 14,550
Posts: 14,550
Posted:
While I usually like Sheila's insights, I think anything about preventing fraud against homeowner is off base, especially in Ca where there's so much else to learn about HOAs per se.
She does remind me, though, that Davis-stirling.com has a good section on contracts including, if I remember right, a nice checklist. In a self managed HOA like Linda's, I suspect that directors need to gather contracts, etc. much more than those of us who have PMs.
She does remind me, though, that Davis-stirling.com has a good section on contracts including, if I remember right, a nice checklist. In a self managed HOA like Linda's, I suspect that directors need to gather contracts, etc. much more than those of us who have PMs.
TimB4 (Tennessee)
Posts: 21,059
Posts: 21,059
Posted:
Quote:
Posted By SheliaH on 02/27/2017 12:44 PM
Of course, these days, one could like post the binder online, perhaps in a board members only section, where it could be updated in real time and if anyone wanted to print off sections or even save it to their hard drive, they could do that too.
Of course, these days, one could like post the binder online, perhaps in a board members only section, where it could be updated in real time and if anyone wanted to print off sections or even save it to their hard drive, they could do that too.
We provide a copy of the binder on a flash drive that is included with the binder.
My concern with placing the binder sections on the website (even if only board member access) is that it may minimize any pen and ink changes for the binders. Something that can be done in seconds vs. needing to log onto the website, find the document, make changes, upload a replacement document, hope they got it right.
KP3 (Texas)
Posts: 124
Posts: 124
Posted:
Quote:
Posted By TimB4 on 02/27/2017 10:43 AM
Linda,
If desired, I'm willing to share my basic write-up for the binders.
You could then use them as a starting point (if you wanted to do the same sort of thing).
Email me: [email protected]
Linda,
If desired, I'm willing to share my basic write-up for the binders.
You could then use them as a starting point (if you wanted to do the same sort of thing).
Email me: [email protected]
I too would be interested in these. Sending you an email...
LindaK5 (California)
Posts: 242
Posts: 242
Posted:
Thank you Tim and Richard - I've e-mailed you both.
RobertM25 (Florida)
Posts: 12
Posts: 12
Posted:
Thanks again Tim B4 .You have come through again I really like your way of thinking and help. Reel McCoy
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