Survey sez???

It's a nice gesture to send out the "survey," but are you required to do so in your governing documents? And, are you required to abide by the "majority" rule of the returned responses, regardless of how reflective they are of the wishes of the community as a whole?

Here's the thing, the board was elected to handle the day-to-day business and that includes the business planning.

As I said, it's a nice "gesture" to send out a survey on what is top-of-mind for the members, but in the end, the board needs to make the decisions and they should make them based on a variety of input and research, not simply by way of a low-response-rate survey.

I'm guessing it's a low-response rate as 34 does not seem to be very representative.

How many people received the survey?

At any rate, this isn't the same thing as a formal vote by the membership, so you are free to discount whatever replies you consider questionable, and you don't even need to justify it.

The survey is simply a planning tool. One of several planning tools I hope your BOD is using.

Sheila:

We do a survey each year and make it clear that it is NOT a vote on the survey itself. It is very helpful and full of surprises each year. I think it is great that you guys are taking the time to get some feedback. That said, I agree with the other posters ... it's just a tool for you to use. There are many things that HOs do not know that complete the "big picture" and that's what the board is there for.

I think it's an interesting factor to consider when evaluating your results, but nothing more. We have multiple homes owned by the same person, but we let them fill out a survey for each home, as they would also have multiple votes in a formal voting situation. The same is true for our new builder who owns several lots.

Do you know that the surveys got to each household? If yes, and they determined to let one person fill them out, I don't think it's a problem. If, on the otherhand, the board member didn't give them out and just completed them for other family members, that's a little less above reproach.

Thanks for the response everyone! I was speaking to our president as I read them – she spoke to the board member, who said the family got together a few weeks ago (most live out of state) and discussed the survey and voted accordingly. It still doesn’t explain the same handwriting, but we may go ahead and count this stuff. Now that the board member knows our concerns, I’m hoping he’ll forward this to his family, and maybe next year, they’ll fill out the thing themselves.

We’re not required to do a survey, but do use it as a guide to set priorities (along with the usual stuff). To wit, we’ve decided to go ahead and budget for replacing the playground equipment because many surveyors also complained about the kids playing in the street. Between the pool’s closing this year and the playground equipment being torn down (partly because older children and teens vandalized it), the community isn’t very child friendly right now. We’re hoping by getting more durable equipment, the street playing will be reduced.

You’re also correct that 34 isn’t a huge representation of the community, as there are about 300 residents and everyone (including the renters) got a survey. However, we’ve gotten an average of 13 surveys in the past, so ANY increase in the numbers is good.

Since the pool is going to be closed next year, our documents do require a formal homeowner vote on whether to close it permanently or reopen it – I’ve suggested to the board that we should plan on scheduling a special homeowners meeting sometime next year to debate the issue and then hold an election (maybe we can finally get our CCRs revised while we’re at it).

As for the vocal minority (the family owning the multiple homes), they really haven’t said a lot in the past few years. We’ve worked hard in explaining to homeowners why things are happening and if they’re unhappy, they can always replace the board or volunteer to serve on an advisory committee (of course, no one has.) I don’t know why more people don’t speak up – their silence could be interpreted as “keep things the way they are” or “I’m not happy, but I’m not going to stick my neck out and actually do some work, either.”

In all seriousness, Sheila, I wasn't implying in any way, shape or form that the doctored "votes" were the "vocal minority."

No, rather it's worse than that.

All 34 replies are the "vocal minority," and, even though 34 is better than 13, it's a pretty worthless planning tool with a response rate that low.

To direct your priorities based on 34 out of 300 (and half of those are already questionable at best), is not very good planning.

It's nice to have them, for sure.

ANY feedback from residents is valued!

It's just those particular surveys, because the response is so low, cannot in any way help shape your planning process.

I really think it's time to re-think your survey process and the questions asked.

You may want to provide some incentive for participation.

Just be careful basing too much on the 34 who responded. The board has to think broader and more inclusive, even if the residents themselves perpetuate their apathy.