Board Packages

We have recently changed Management Companies for our HOA. When we met with our new Management Company for the first time, I was surprised at how little information was contained in the board package that was presented to us. After some discussion with the community manager as what we would like to see, I again was surprised at how little information was contained in our board package.

I have searched for information on standardization for a board package and have been unable to find anything written on this subject.

As a community, we have continued to be plagued with delinquencies and ARC violations. I had expectected to see copies of correspondence to and from homeowners regarding these issues. As a board memeber, how would I know what is happening unless this was not a part of a board package?

Virginia:

Wasn't this part of the discussion when you met with this "potential" new MC?

I would suggest your Board should have made their requirements in regards to the content of the Board packet clear to any MC you were thinking of hiring.

If you were satisfied with the packet provided by your former company why not give a copy to your new management company as a outline of what you would need to see each month.

I would be curious as to why you changed companies and most importantly what preparation did your Board make to find a company that offered an improvement in the area of performance and service to your property.

Does this new MC manage other properties? Why weren't they asked for a copy of the contents of the packet they provide to their other properties?

That should ahve been part of the interview process.

Sometimes people are so anxious to get rid of the old MC they give little if any thought as to who they will be replacing them with.

The bottom line as a Board you will get from the MC what you ask for and require.

If the current content of the Board packet is not satisfactory then the Board needs to inform the MC what they wish to have each month. The MC works for the Board and either does what they are asked or perhaps a change might be necessary.

Jon,

We changed companies because our current company kept dropping the ball of the collections and the violations. They would start to process, (ie send 1st letter, then never follow up). This was clearly discussed in our search for other companies, and (hind sight on my part) we should have requested a sample package. Being a small association, we had few companies respond to our request, and of those that did, we spent a lot of time explaining why we needed a new company.

I am beginning to understand that there is no standardization for Board Packages, and have sent them an expample of what we need.

Thanks so much for your input!

You said:
"and have sent them an expample of what we need."

Good, because they really are not mind readers.

Hi Mary,
I really appreciate your reply. That was a very comprenhensive list. I will suggest that we add the violation log to our board package. That will give us a good handle on one of our main problems.

Thanks,
Virginia