Interview Committee Questions

Started by AnnaD2 • 17 replies • 8433 views

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AnnaD2 (Florida)
Posts: 960

Posted:

Every time we have a new resident we conduct an interview with those who will be living in the condo unit. We start out with a Welcome Packet which includes the rules and regulations and any phone numbers they may need. We ask the usual questions---who will be living there; what type of vehicles will they have; etc.

Can anyone suggest any other questions we should/could be asking without seeming too intrusive into their personal lives? Or without getting us in any type of legal trouble?

Thank you!

HaroldS (Arizona)
Posts: 906

Posted:

You're concerned about being "Too intrusive?" I suppose your CC&Rs give you this authority?

GlenL (Ohio)
Posts: 5,491

Posted:

While we do not interview new homeowners they and or their renters are supposed to provide most of that information to the Association by law in Ohio.

5311.09
(2) Within thirty days after a unit owner obtains a condominium ownership interest, the unit owner shall provide the following information in writing to the unit owners association through the board of directors:

(a) The home address, home and business mailing addresses, and the home and business telephone numbers of the unit owner and all occupants of the unit;

(b) The name, business address, and business telephone number of any person who manages the owner's unit as an agent of that owner.

(3) Within thirty days after a change in any information that division (A)(2) of this section requires, a unit owner shall notify the association, through the board of directors, in writing of the change. When the board of directors requests, a unit owner shall verify or update the information.

Studies show that 5 out of 4 people have problems with fractions

GlenL (Ohio)
Posts: 5,491

Posted:

Quote:

Posted By HaroldS on 05/04/2008 8:04 PM
You're concerned about being "Too intrusive?" I suppose your CC&Rs give you this authority?

Welcome back Harold. Did you have a nice time?

Studies show that 5 out of 4 people have problems with fractions

BruceF1 (Connecticut)
Posts: 2,535

Posted:

AnnaD2,

Depending on the questions you ask, you could be bordering on civil rights violations, or opening yourself up to a possible lawsuit. I think I recall reading an article about this somewhere. I believe it was concerned with the possibility that some "welcome committees" may not always be covered by the HOA's insurance because of these possibilities. I'll see if I can look it up.

AnnaD2 (Florida)
Posts: 960

Posted:

Thanks Bruce. That's the point, we would never ask questions that would be violating their rights. But we would like to get to "know" the people. I guess maybe we'll just have to simply read them the rules and explain how we enforce them if they're violated. But it just seems so cold; not very "welcoming".

SusanW1 (Michigan)
Posts: 5,202

Posted:

I suggest that instead of an "interview" why not invite them to a 6 month "new resident" party. (Anyone who has moved in within 6 months) is honored.

Sounds like the hard core info is being gathered anyway; you can find out more about people using food and drink than with a clipboard.

BruceF1 (Connecticut)
Posts: 2,535

Posted:

AnnaD2,

I think the issue is how do you acquaint new homeowners with the rights and responsibilities of belonging to an HOA without appearing to "come on too strong"? New homeowners should have been provided with copies of all of the governing documents prior to closing. The problem is, some new homeowners never take the time to read them.

You might begin by simply asking if they've ever lived in a community with an HOA or condominium association before, and if they have received copies of all the governing documents. If they answer yes, then you simply say "that's great, then you already have some idea what HOA living is like" and you then go on to mention that there are some differences and they should go over the governing documents to learn how your HOA works.

If they answer no, then, rather than mentioning specific rules, you simply state that living with an HOA is a little different because there may be some restrictions they haven't encountered before. If they haven't received a copy of all the documents, then provide them with copies. Also, you might suggest parts they may want to read or look over. Offer to answer any questions they may have.

You need to make them feel welcome; not like they've gone to prison or joined some branch of the service (and the two aren't the same, although it may seem so to a new recruit).

As far as personal questions go, some are OK. Our newcomers are asked if they want to be interviewed by one of our staff writers and if they would be willing to be featured in one of our "neighbor profiles" colums.

Oh, and by the way, I found the article I was referring to in my earlier post. It can be found at

http://www.associationtimes.com/articles2006/dirinsurance0206.htm

in the paragraph about committee members.

I think Susan's idea is a good one, too.

AnnaD2 (Florida)
Posts: 960

Posted:

Susan and Bruce, Thank you for your insight and comments! Bruce you hit it right on the head....we don't want them to think they're being "punished" for moving in. They'll learn that later on. LOL I'll take your suggestions and certainly use them. Thanks again!!!

RogerB (Colorado)
Posts: 5,067

Posted:

Anna, you can put a questionaire in the information packet with an explanatin that this information is needed in case there is an emergency and a responsible party needs to be contacted. The welcome committee can get the necessary info when they welcome the new owner.

BruceF1 (Connecticut)
Posts: 2,535

Posted:

Anna,

And, you can get car information too. Don't simply ask what kind of car it is, though. Ask for the registration number, year, make, model, color, etc. Just say all homeowners cars need to be registered with the association. Maybe it's for their own protection.

BradP (Kansas)
Posts: 2,640

Posted:

Anna:

I am not familiar with condo life so I guess I don't understand why you would for lack of a better word, interrogate new owners? Someone mentioned that certain information is required to be handed over by laws, that is fine, that should in my opinion, be requested by mail. What do you do if a resident refuses to be interviewed? I would just stick to the basics and the information that you need.

AnnaD2 (Florida)
Posts: 960

Posted:

Interesting that you ask that question, Brad. I just this morning spoke with our association attorney. Our documents are VERY specific about interviewing people---approval and all that. When people buy a condo they're already agreeing to abide by the documents. Our attorney insists that we enforce them and if someone sidesteps the process we take them to court---and get the violator to pay court costs and attorney fees. But they can avoid all of that if they just sit down and have this little interview/welcome meeting.

BradP (Kansas)
Posts: 2,640

Posted:

Anna:

Interesting...I guess if it is part of the process then it is. Like I said I am not familiar with Condo life so that seems bizarre to me. I would stick to what information your association needs to know and have your lawyer approve any questioning.

HaroldS (Arizona)
Posts: 906

Posted:

Thanks Glen! Nice to be back in warm Arizona. It was COLD in Colorado. Even snow twice. We were mainly in Castle Rock. Very nice, but I don't think the altitude agreed with us. Boring drive to get there too. Next in June off to the California coast between San Deigo and Oceanside - we can get in the back way and avoid the LA and SD traffic. A lot closer too. Still looking for a summer place.

EllenS1 (Florida)
Posts: 1,148

Posted:

CC&Rs are often outdated so I would suggest exploring the current laws of your state. Ours were executed in 1986 so we can't rely on them without checking first.

ChyrllV (Tennessee)
Posts: 2

Posted:

What are CC&Rs? I apologize for my ignorance; I am brand new to our Board. Thanks!

GlenL (Ohio)
Posts: 5,491

Posted:

It's an abbreviation used here for Covenants, Codes & Restrictions. The governing documents of the HOA although they may be called different things in different localities like Declarations, By-laws and Rules.

Studies show that 5 out of 4 people have problems with fractions

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