New Federal Law Requires Certain Entrapment Avoidance Devices On Pools

The Federal Virginia Graeme Baker Pool and Spa Safety Act was effective on December 20, 2007.  The Act, which applies to all public pools and spas requires certain types of safety drain covers and suction entrapment prevention devices. The definition of public pool includes any pool open to the public, whether for a fee or not and pools in multiple family residential facilities.  So, certainly, pools in townhome and condominium communities are clearly covered. Pools in single family communities may be exempt unless open to the public.  All pools must be compliant by December 20, 2008 or they can't be open!   Read more  (PDF)  More information

Creating a Newsworthy Newsletter

A newsletter is a great way to keep the community informed. Many owners today have access to email, and the newsletter can be sent as an attachment or it can be mailed to each owner to ensure that news is going out on a regular basis. There are a variety of styles of newsletters used, but there are a few basic things that should be included in the newsletter, regardless of the format selected. One of the most often omitted articles are the current values of the individual units within the community. People are interested in the not only how well the organization is being operated, but how does that translate into the value of their particular home. Be sure to always note the recent sales prices within the community and let people know how many units are currently on the market and how many have recently sold as an indication to the dollar amount the home is worth in today’s market.   Read more

Homeland Security - Service Should Target Your Community's Risks and Match Its Personality

All community associations are concerned about security, at least in the abstract, but the intensity of that concern ebbs and flows, peaking when “something” (a break-in, a car theft, or something worse) happens, and ebbing during the long periods when it seems that those bad things happen only in other communities but not in “ours.” Reality and (for many communities) painful experience suggest otherwise. Bad things can happen to anyone and the more immune we feel, the more vulnerable we are likely to be. That is why security should be an agenda item for all associations – a question boards should revisit periodically, not just when an unfortunate incident demonstrates the need for precautions the community had failed to implement. Security planning should be thoughtful, methodical, informed and objective, which is why many associations find it helpful to retain a security firm or a consulting firm specializing in the area to prepare a formal “risk assessment” for their community. This is a detailed report that reviews the security measures you have in place, identifies “vulnerabilities,” and recommends additional precautions based on the nature of your property, the demographics of its residents, and the risk environment in which your community is located.   Read more

Spring Brings Attack of the Three Ps

With the changing season, associations across the country will be dealing with the Three Ps - Pools, Parking and Pets.  The Three Ps tend to pose problems for most associations during the spring and summer months.  With a little advanced planning and regular attention to these issues, associations can reduce the headaches these common issues cause.   Read more

Tips for Longevity, Sanity, Happiness and Some Success as a Community Manager

How do we last; stay sane; are we really happy and how is success measured in community management? Aren’t they the $64,000 dollar questions? Are we measured by the amount of clients you manage, your Board of Directors, your company or co-workers? In an industry full of Boards who are ever changing and moving the bull’s eyes, how do you know when you have success? Is client retention success? It would appear that the longer you have a client, the better you must be, right? Well not always, so the first tip is not to become complacent. You must always approach your clients with fresh eyes, being pro-active and looking for improvements or that next project coming around the bend. Try not to be lulled into thinking you know everything about your communities because you have been managing them for years and years.   Read more

Audit Obstacles: How a Board Can Stymie Independent Review

Can condo unit-owners compel a condominium board to cooperate fully when the owners seek to audit the books and records of the condominium? Remarkably, no. That was the issue in the recent case Graber vs. Sheridan, where the court held that the board was protected by the Business Judgment Rule. In this case, the condo unit-owners sent a letter to the board of managers of Imperial Towers Condominium on Staten Island in February 2006 requesting that an independent audit be conducted. After months of discussion over the breadth and scope of documents to be provided, the audit was held on June 21, 2006. As a result of the board's alleged failure to provide all requested documentation, the audit was unable to be completed. In March 2007, the owners began an action against the board members, seeking an order to require full disclosure of all requested documents in order to complete the independent audit. The board members contended that they had provided petitioners with all reasonable and available documents as required by law.   Read more

Risk Proof Your Contracts

Associations enter into all sorts of contracts for many types of projects ranging from landscaping to pool maintenance and repair, to name a few.  The majority of contracts involve large sums of money and a major amount of work.  In order to protect the association and its investment, the association should ensure that it has an effective contract with the service provider.  A contract will clarify the scope of work the contractor will perform, giving the association a way to measure the quality of service provided. All contracts should be in writing, incorporating all the material terms and conditions of the transaction, and contemplate how the parties will handle events that may occur during the performance of the contract.  When writing contracts the following key provisions need to be included:   Read more

HOA Committee Gems

Committees are a frequently untapped treasure available to the HOA board. Besides benefitting the board by spreading the work around, committees are an excellent training ground for future board members. Folks that may be reluctant or too timid to step up to a board position often feel right at home on a committee with limited or focused responsibilities.  Committees come in all shapes, sizes and functions and may be temporary or long term, as the need dictates. They are only limited by the board's imagination. A committee can assume a variety of roles, such as:  Read more

To Pave Or Not to Pave

If I was given a dollar for every time that question was asked of me, I would be a very wealthy person. But, if I had to pay a dollar for every time I had to respond “I don’t know,” I would be broke. Why this is such a tough question to answer is not my lack of knowledge or experience, it’s more based on the lack of direction of the clients, their budget, and what they are trying to accomplish. A good community sets aside reserves for projects as large as an asphalt overlay. However, what I run into the most, is their confusion on the many different opinions from the contractors they meet. Additionally, the multitude of asphalt maintenance products presented to them only adds to their confusion. We have many qualified companies in Florida that have the ability to answer the question, but the community usually has unrealistic ideas about what should be done versus what needs to be done and/or the lack of budgeted funds.  Read more

Mowers: The Big Picture

Few things are more pleasing to grounds managers’ ears than the phrase greater productivity. Managers spend many hours mulling over schedules, turf conditions, worker skills, and equipment and materials costs, all in an effort to squeeze even a little more productivity out of their staffs. Because mowing can eat up so much time, equipment and labor, managers are especially pleased when they can find ways to mow more productively. Managers who have landscapes that feature large, wide-open areas face an even greater challenge, given the size of the turf areas to maintain and the specification of mowing equipment.   Read more

How to Kick Your Micromanaging Habit

If you know (or suspect) that you’re a micromanager and want to change, you need to understand why you’re micromanaging and develop skills to allow your team to produce while you focus on leading. Whether you’re a star performer who was promoted to management or you’re managing in a new area where you haven’t done the work yourself, micromanagement can creep in. There are many drivers, such as loss of control or a sense of inadequacy. These all arise from the same inner issue: fear. Why fear? Ask yourself: “If I don’t micromanage, what could happen?”   Read more