Property Manager Vacation, etc.

I'm an HOA president and we recently were "given" a new property manager since the old one resigned. This new property manager acts much differently of course. By that I mean the old one would make me aware of items and then I would tell her to send it to the board, or sometimes it didn't need to go to the board. This new property manager sends every single thing to the board, as she tells me that's what she needs to do (this is her first on-site property as property manager). In addition, the old property manager would ask if she could take off certain days for vacation, training, etc. This new property manager tells us when she's taking off.

I'm asking other HOA presidents and board members, is this normal?

Thanks

I am not sure why they are asking the HOA for permission as do they not work for a Management company? They typically are not a HOA's direct employee.

Sounds like they are new and nervous. I would be too with all the arrows headed my way. Maybe request a daily report format emailed. Just communicate what your HOA needs/wants. If they can't work within those terms and on theirs... Time to shop for another MC.

What Melissa said. The lady is new and I'm sure she's anxious about doing a good job, so cut her a little slack. It's ok to talk to her about expectations and I would hope you would do it in a friendly but professional manner. Then get out of the way and let her grow into the job.

Rob,

Per our contract with our management company, our (offsite) property manager sends everything to a single point of contact, which is usually the President. That person is me. Then it is my job to provide her with the Board direction. Thus, all responsibility to deal with board drama falls on my shoulders, and I am simply supposed to provide her with the direction.

It's nonsensical to send everything out to every Board member. For one, your PM will receive 5 responses, all of which might be different. For example, PM sees that there is a gopher hole in a lawn. Board 1 might say "fill it" while Board 2 says "hire an exterminator to get rid of the gophers" while Board member 3 says "gophers were here first and this is their home. leave it as is". Then your PM has no idea what she is supposed to do because there is no consensus.

For our PM, it's my job to sort this out and come out with a board direction, which probably would be "hire an exterminator to kill the gophers and repair the holes".

Yes, your PM should let you know when they are not going to be working.

What does your contract with the management company say about who gives direction to the manager and how time off is arranged?

I know the PM isn't employed by the board of course, but they do "work" for the board and the residents.

I find it overwhelming for the board members that every single email gets sent to them. Doesn't your PM's send you, as president, many of the emails for you to decide what goes to the board, what you can handle yourself with the PM, and what you send to the board yourself for discussion so you can add your own two cents?

I am asking how you deal with your PM. Contracts don't go to that detail and this isn't about a contract.

Vacation policy procedures certainly should be in the contract. Also in our contract with our MC and in others I've read about here, the contract specifies that one board member, usually the president, or someone else chosen by the Board, interacts with the manager.

But the board should determine how communication from the PM should be handled. Unless a board micromanages their manager, there is no need for much communication from the manager to the board between meetings. What's the reason for sooooo much communication?

The board directs the PM at board meetings with its votes. The prez follows up on these directives. At each meeting, th manager has an agenda item with her updates on the board's directives and projects.

I disagree with the suggestion that the manager should write a daily report to the Board; that's asking way too much of a PM and I doubt it is typical.

I might help if RobW tells us the sizes of his HOA, size of the Board, and if the PM is on the premises full time.

So, the PM is on the premises full time? does she have an assistant? Does your HOA have a lot of amenities? I'm still wondering why the PM feels so many reports to you/the Boar are needed.