Policies and Procedures

This came across my desk the other day and given some of the posts lately I wondered how many Associations actually took the time to sit down and write a policy and procedures manual? A tool so everyone knew in advance how to handle a situation instead of making it up as you go or relying on "Old Sam" who has been on the Board forever to remember how a Board in the past took care of it and more importantly published to the homeowners so they know that they will be dealt with fairly.

Policies Every Board Needs before They Are Needed

Collection Policy
Policy on Publishing Names of Delinquent Homeowners
Enforcement Policy and How to Appeal
Fine Policy and How to Appeal
Code of Conduct Policy for Board Members
Conflict of Interest Policy
Handling Board Member Conflicts
Conflict Resolution and Arbitration Policy
Policy on Reimbursing Board Member Expenses
Policy Regarding Nomination to Run for a Board Position
Election Policy
Policy on Committee Appointments
Policy on Adopting and Amending Policies and Rules
Meetings Policy - Board, Member and Special
Policy on Conducting Executive / Closed Session of Board Meeting
Policy on Use of Clubhouse and Other Amenities
Records Retention Policy
Records Examination Policy
Architectural Review Policy
Board Communications Policy with Management Company and Attorney
Board - Homeowner Communication Policy
Reserve Investment Policy
Reserve Expenditure Policy
Policy on Reserve Study and How Often to Update It
Policy on Receipt of Assessments, Disbursements and Check Handling
Audit Policy
Policy Regarding Advertising in Newsletter or on Website
Policy on Requesting, Reviewing and Awarding Bids
Insurance Guidelines Policy
Policy on Claim's Submission to Association Insurance Carriers
Policy Regulating Flags and Flagpoles
Policy Regulating Signs - Political, For Sale and Other
Policy on Landscaping and Maintenance
Policy on Fences
Parking Policy

For Associations with Employees
Application and Hiring Policy
Policy Regarding Discrimination
Policy Regarding Sexual Harassment
Policy Regarding EOE
Policy for Employee Discipline - Termination
Policy for Drug and Alcohol Testing
Policy Regarding Employment at Will
Policy Regarding Access to Employee's Personnel File
Policy Concerning "Whistle-blowing"
Employee Rules and Regulations
Employee Handbook

Glenn,

I agree with Mary…WOW!! Let me say, I think this is a very important topic and one that should prove quite active as well as informational. Thanks for starting the discussion.

I’ve often looked at our Rules and Regulations, along with various guidelines we have in place. They both tend to be general and can be interpreted in a variety of ways. One might say we need to tighten our Rules and Regulations. I tend to think that if every board would have policies written down it would greatly enhance the board’s duties as well as association life. Rules and Regulations are not typically easy to change. Board policies, in written form, allow owners to follow the thinking and actions of a board. Policies can be more easily changed as the board and the homeowner’s association evolve over time.

It would be interesting to see a thread on each policy topic and watch how each person posting will be a part of forming policies for varying boards. Some policies wouldn’t apply to some associations and I bet if we gave it some thought, we could come up with a few more policies to formalize in writing. (i.e. dying as Mary suggests LOL)

I envision this policy manual being quite distinct, a few bullets to target under each item. The policy manual could be revised as time goes on, as the community changes. This could also provide better communication between the owners.

I have to wonder, are you in the process of preparing such a manual or are you thinking of doing so? It would be really interesting to develop one through this forum.

Ask and you shall receive (Except money)
Company Policy on Death While at Work

INTEROFFICE MEMORANDUM

To: All Personnel
From: The Management
Date: April 1, 1985
Subject: Standard Procedure on Death of an Employee

It has been brought to the attention of the management of this company that
many employees have been dying while on duty for no good reason. Furthermore,
it also appears that some employees are refusing to fall over after they have
died. This, in some cases, has resulted in unearned overtime payments which are
not provided for under our employee benefit program.

Effective immediately, this practice must be discontinued!

On and after today, any employee found sitting up after he/she has died will be
dropped from the payroll at once, without further investigation. This action is
covered by Company Regulation #20 (non-productive labor).

When it can be proven that the employee is being held up by a desk, typewriter,
drawing board, telephone, or any other means of support which is the property
of the company, a one (1) day period of grace will be granted.

In the event of apparent death, the following procedures will be strictly
adhered to:

1. If, after several hours, it is noted that any employee has not moved or
opened at least one eye, the department head will investigate. Because of
the highly sensitive nature and/or origin of some employees and because of
the close resemblance between death and their normal working attitude, the
investigation will be made quietly so as to avoid waking the employee if
he/she is asleep (which is, of course, permitted under present union
contracts).
2. If some doubt still exists as to the true condition of the employee, a
pay check will be used as the final test. If the employee fails to reach
for the check, it is reasonable to assume that death has occurred. Note
that in some cases the instinct is so strongly developed that a spastic
clutching may occur even after death; do not be misled by this
manifestation.
3. In the event that an employee fails to abandon whatever he/she is doing
at coffee break time, no investigation is necessary as this is conclusive
proof that rigor mortise has already set in.

Thx Glen!!! I especially liked #2 & 3 under "event of death".
I've printed this out for future reference.

Was this from a fed gov agency?

Rick I did understand that you were suggesting tackling them in a new thread but I was afraid we would take over the front page and bury everybody else's posts. I contacted the site moderator and they thought it was a good idea to tackle each one but asked if we could only do a few at a time. I'm going to post three and see if there is any response.

Great list! During our board meeting last month, our president said that all of the board members need to do a complete reading of the CCRs so we'll be sure we're doing things right. I suggested publishing a plain English version of rules some years ago - everyone thought it was a good idead, but because of other problems (mostly dealing with delinquencies), the matter was shelved.

Now, I think we need to bring it up again and this time follow through. In looking at this list, I'm thinking a few of these may be better suited for a type of Policy Procedure and Protocol manual for board members that can be passed down to new ones so they know what's what