Process for Board of Directors dealing with repair and maintenance?

Started by JoyceB3 • 5 replies • 1601 views

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JoyceB3 (California)
Posts: 20

Posted:

Our Board of Director President and other board members does not seem to be educated in the proper procedure for the board to direct the management to process request architectual modifications, or some moderate and sometimes major repairs to be done. The process seems to take forever, especially when management is waiting for three bids for some of these repairs or replacements and the vendors take so long to respond after request for bids go out. What has or does your HOA's Board of Directors use as a method for more speedy results?
Thank you,
Joyceb3

MaryA1 (Arizona)
Posts: 7,043

Posted:

Joyce,

The BOD or the Architectural Committee should have adopted architectural guidelines by which the Committee operates. A process should be in place for approving or disapproving any requests submitted. Some CCRs state that if an answer is not received w/o 30 days the request shall be considered approved. Check your docs to see if they contain this provision. If not, the Committee or the BOD should set a deadline by which approvals/disapprovals shall be completed. The BOD and Architectural Committee should strive to complete the process as quickly as possible.

As for bids, perhaps you should set a deadline for responding when sending out the RFB. Some contractors don't like to deal with a small assn and this may delay receiving a bid.

JoyceB3 (California)
Posts: 20

Posted:

Mary,
Thank you for your reply. Our CC&R's do not state a time limit for approving request by the homeowner. I will certainly see if we can make that improvement to the process. Until Jan.of this year, I was not a member of the board, but as a homeowner had made my request to the board for replacing dying grass with Drought Tolerant Plants and Minimal care landscaping in the common area in front of our home. This request was also for installing drip irrigation using the existing system. I even obtained three bids from landscape contractors and at a meeting in January they approved one of them. However, until two weeks ago,the board did not give approval of the requested project. Then the President sends an email to the management co. asking what is the process for getting this done? He has been on the board for six years.
Other members, about the same length of time, but they have hesitated in making repairs and maintenance that the HOA is responsible for. all of that time. We are in a three year drought on the central coast of Ca. and the water dept. is warning of a change to less water use and runoff. I gave my request to the board in June of 2008. As the new kid on the block I am trying to move things along quicker on our responsibilties that have been neglected by these bod's.
Thank you,
Joyceb3

,

BevM (Virginia)
Posts: 34

Posted:

What I would do is first look at the budget. Is the replacement of the plants and the installation of the drip irragation in the budget? If not, than make that YOUR priority when it comes budget time using the three quotes you have as a basis for that budget line. Then, take it before the board one more time, and YOU make the motion to allocate X number of dollars to the replacements of plants and the drip irrigation system for an ammount not to exceed the budgeted allowance.

Adopt this tactic with any thing you have to repair or replace. First work it into the budget using your bids recieved, and don't forget that you SHOULD have a Reserve Fund that is set aside for repair, replacement and maintenace of your community assests. USE IT. it does no good just sitting in the bank if your community is falling apart, or you need to do something to comply with state or local laws.

We have been going around in circles, just as you have been, for years. We are finaly developing a board that is taking action and using the proper tools to do it, budget, reserve fund, and working with trusted contractors with whom we have established good work relations. Many times once those relationships are established, they will cut you cost saving deals because they know they have a stable customer, not one that uses several contractors which are competators.

MaryA1 (Arizona)
Posts: 7,043

Posted:

Joyce,

It sounds like your board is made up of a bunch of procrastinators! Someone needs to light a fire under their butts; perhaps that "fire" is the threat of a recall if they don't step up and start doing their jobs.

JoyceB3 (California)
Posts: 20

Posted:

Hi Mary,
Thanks for your impression of what might be the problem in getting things done. There has been conversations here and there, with the same concerns and thoughts to do as you so well spoke of the real problem, I am a board member and new at that, but I have experience in real estate sales in the 70's and some property management through the years as well. What the HOA membership has been putting up with, is totally not looking out for their best interest and their assets. Before I got on the board I would do research, contact vendors for bids and make many suggestions but even then they did not respond. Now that I am on the board I am doing thee same thing, but get no responses, and repairs and improvements as of this date have not begun. There has been no order to management, to progress even to getting bids for the work. I have almost begged to these persons to get out of the mindset they seem to be in and accomplish some things. What else can I do, but keep trying.

JoyceB3

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