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Course Introduction. Welcome! Introductions Icebreaker Housekeeping Agenda. Course Introduction. Housekeeping Ground Rules Be on time Listen to and show respect for the opinions of others No disruptive side-conversations Cell Phone and PDAs off Facilities Breaks Lunch Parking Lot.

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course introduction
Course Introduction

Welcome!

  • Introductions
  • Icebreaker
  • Housekeeping
  • Agenda
course introduction1
Course Introduction
  • Housekeeping
  • Ground Rules
    • Be on time
    • Listen to and show respect for the opinions of others
    • No disruptive side-conversations
    • Cell Phone and PDAs off
  • Facilities
  • Breaks
  • Lunch
  • Parking Lot
course introduction2
Course Introduction

Professional Management Development Program (PMDP)

  • M-100 Essentials of Community Association Management
  • M-201 Facilities Management
  • M-202 Association Communication
  • M-203 Community Leadership
  • M-204 Community Governance
  • M-205 Risk Management
  • M-206 Financial Management
course introduction3
Course Introduction

Course Materials

  • Participant Guide
    • Lessons
    • Activities
  • Course Evaluation Forms
  • Course Exam
  • M-203 CD-ROM
course introduction4
Course Introduction

Importance of Course

  • Led by volunteers
  • Management’s role
  • Provide professional and administrative support
  • Assist volunteer leaders to fulfill roles and responsibilities
  • Strengthen the community management profession
course introduction5
Course Introduction

Additional Readings

  • M-100 Excerpts – Chapter 1-3
  • M-202, Module 4
  • Access these and others resources on the CAI website and the M-203 CD-ROM
course introduction6
Course Introduction

Module 1

  • The focus is on working with and through volunteer leaders.

Module 2

  • The focus is on helping association leaders resolve issues and prepare for the future.
module introduction
Module Introduction

Focus

  • How to run efficient, legal and business-like meetings, elections and work effectively with and through volunteer leaders.
module introduction1
Module Introduction

Module Objectives

  • Identify basic fiduciary obligations of association leadership
  • Identify how to prepare for different types of community association meetings
  • Use the motion-making process to obtain desired outcomes at a meeting
  • Identify appropriate content for meeting minutes
  • Create and populate a management action item list
  • Develop a calendar of significant dates for a community association
module introduction2
Module Introduction

Module Objectives, cont.

  • Identify characteristics of a management plan
  • Develop a management plan from a calendar of significant association dates
  • Identify methods to assist board members and their committees in accomplishing specific work of the association
  • Develop and utilize procedures for community elections
  • Develop a filing system
  • Identify records to maintain
module introduction3
Module Introduction

Leadership vs. Management

  • A leader is defined as someone people choose to follow. An effective leader will get more out of their followers than the followers intended to give.
  • A manager is defined as a person with the responsibility and authority to direct operational activities of the team by executing and implementing the project plan and scheduling resources.
fiduciary obligations
Fiduciary Obligations

Learning Objective

  • Identify basic fiduciary obligations of association leadership
fiduciary obligations1
Fiduciary Obligations
  • Board members are charged with running a multi-million dollar real estate project under the of auspices of very stringent fiduciary duties.
fiduciary obligations2
Fiduciary Obligations
  • Fiduciary duty
  • Fiduciary standard
  • Business judgment rule
  • Duty of care
  • Duty of undivided loyalty
fiduciary obligations3
Fiduciary Obligations
  • CAI strongly encourages managers to attend board orientation training such as The Essentials of Community Association Volunteer Leadership course.
fiduciary obligations4
Fiduciary Obligations

Activity #1: Fiduciary Duty

Purpose: To determine if the board breached their fiduciary duty.

Directions

  • Have participant read over the Activity directions and ask if there are any questions.
  • Give the participants about 10 minutes to read over the scenarios.
  • Give participant adequate time to take notes.
  • When the allotted time is up, ask participants if the Board breached their fiduciary duty for each of the scenarios.
prepare for various types of meetings
Prepare for Various Types of Meetings

Learning Objective

  • Identify how to prepare for different types of community association meetings
prepare for various types of meetings1
Prepare for Various Types of Meetings
  • Volunteers exercise leadership in meetings
  • Manager must prepare for meetings
    • Inadequate preparation results in ineffective or illegal meetings
    • Failure to conform with requirements may result in illegal decisions and vote
prepare for various types of meetings2
Prepare for Various Types of Meetings

Four types of Community Association Meetings

  • Board
  • Committee
  • Annual
  • Special
prepare for various types of meetings3
Prepare for Various Types of Meetings

Activity #2: Prepare for a Community Association Meeting

Purpose:

  • To identify the preparation steps different types of meetings require.
  • To compare and contrast preparations for different types of meetings.
motion making process
Motion Making Process

Lesson 3 Objective:

  • Use the motion-making process to obtain desired outcomes at a meeting
motion making process1
Motion Making Process

According to Robert’s Rules of Order, Parliamentary procedure is a set of rules for conduct at meetings, that allows everyone to be heard and to make decisions without confusion.

What is Parliamentary Procedure?

motion making process2
Motion Making Process

ParliamentaryProcedure

Every board needs an orderly process for conducting business and recording its decisions.

motion making process3
Motion Making Process

How to Present a motion

  • Obtain the floor.
  • You make your motion.
  • You wait for a second.
  • The chair states your motion.
  • You expand on your motion.
  • The chair calls the question.
  • The chair asks for a discussion.
  • Vote taken.
motion making process4
Motion Making Process
  • Motion to amend a pending motion
    • Discussion of a pending motion may result in a group clarifying what it wants to achieve.
    • By changing, adding, or deleting words in a pending motion, a group can agree on a course of action.
  • Motion to end debate
    • Enables a group to move forward when debate is no longer an aid to decision-making.
    • A motion can be initiated by a member, even if the presiding officer allows useless and repetitious debate to continue.
motion making process5
Motion Making Process
  • Motion to lay on the table (to table)
    • Second/not debatable/majority vote
    • To consider no later than the next business meeting
  • Motion to postpone to a certain time
    • Second/debate/majority vote
    • Question is put off within limits to definite day/meeting/hour/until after a certain event
motion making process6
Motion Making Process

Motion to postpone indefinitely

  • Enables the group to decline to take a position
  • Kills the pending motion and avoids a direct vote on it
motion making process7
Motion Making Process

How can the motion to postpone to a certain time facilitate decision-making?

motion making process8
Motion Making Process

Review the Excerpt from CAI’s The ABCs of Parliamentary Procedure

motion making process9
Motion Making Process

Activity #3: Parliamentary Procedures

Purpose: To practice identifying:

  • What the outcome of a meeting should be.
  • What parliamentary procedure should be used to obtain the desired outcome?
motion making process10
Motion Making Process

Activity #3: Parliamentary Procedures

Scene 1

  • Identify problems/difficulties observed
  • What parliamentary procedure should board invoke? Why?
  • What procedure should board follow?
motion making process11
Motion Making Process

Scene 1

This scene involves board discussion on a motion to extend the pool season after Labor Day weekend.

President Liam

President Liam

Association Manger Garrett

motion making process12
Motion Making Process

Activity #3: Parliamentary Procedures

Scene 2

  • Identify problems / difficulties observed
  • What parliamentary procedure should the board invoke? Why?
  • What procedure should board follow?
  • What do your boards do when a motion is made that needs modification?
motion making process13
Motion Making Process

Scene 2

This scene involves board discussion on a motion to paint the perimeter wall white.

Emily

Madison

Abigail

Isabella

motion making process14
Motion Making Process

Activity #3: Parliamentary Procedures

Scene 3

  • Identify problems/difficulties observed
  • What parliamentary procedure should the board invoke? Why?
  • What procedure should board follow?
motion making process15
Motion Making Process

Scene 3

This scene involves board discussion on a motion to approve a company to sealcoat the tennis courts.

President Liam

board resolutions
Board Resolutions

Resolution —

  • Formal motion that cites …
    • Authority
    • Purpose
    • Scope and intent
    • Specifications
  • Motions best in resolution format
  • Resolutions as part of meeting minutes
  • Book of resolutions
use of minutes and action item lists
Use of Minutes and Action Item Lists

Learning Objectives

  • Identify appropriate content for meeting minutes
  • Create and populate a management action item list
prepare for various types of meetings topic 1 appropriate content for minutes
Prepare for Various Types of MeetingsTopic 1: Appropriate Content for Minutes

A manager must know what minutes need to contain in order to:

  • Assist the board secretary to prepare accurate and appropriate minutes
    • Record of what was done (not discussion)
    • Business record of community association
prepare for various types of meetings topic 1 appropriate content for minutes1
Prepare for Various Types of MeetingsTopic 1: Appropriate Content for Minutes

Management Control

  • Any means used to track, record, remind, or to command attention.
  • Usually a form or document.
prepare for various types of meetings topic 1 appropriate content for minutes2
Prepare for Various Types of MeetingsTopic 1: Appropriate Content for Minutes

Generally a manager should nottake minutes at a meeting because…

prepare for various types of meetings topic 1 appropriate content for minutes3
Prepare for Various Types of MeetingsTopic 1: Appropriate Content for Minutes

What you Need to Know

  • What must appear in meeting minutes
  • Whether to present or receive report(s)
  • Whether to adopt or accept reports(s)
prepare for various types of meetings topic 1 appropriate content for minutes4
Prepare for Various Types of MeetingsTopic 1: Appropriate Content for Minutes

What should appear in meeting minutes?

Record answers on chart.

prepare for various types of meetings topic 1 appropriate content for minutes5
Prepare for Various Types of MeetingsTopic 1: Appropriate Content for Minutes

What does it mean?

  • To present or receive a report
  • To adopt or accept a report
  • A report is entered into the minutes
  • Motion options
prepare for various types of meetings topic 1 appropriate content for minutes6
Prepare for Various Types of MeetingsTopic 1: Appropriate Content for Minutes

What should not appear in meeting minutes?

  • Verbatim discussion
  • Statements for which the community association could be held liable
  • Unbusiness-like comments
prepare for various types of meetings topic 2 use of minutes as a management control
Prepare for Various Types of Meetings Topic 2:Use of Minutes as a Management Control

Functions of a management control

  • Record of what was done
  • Means of tracking
  • Reminder
  • Way to command attention
  • Usually a form or document
prepare for various types of meetings topic 3 action item list and its use as a management control
Prepare for Various Types of Meetings Topic 3:Action Item List and its Use as a Management Control

Action Item List

  • Use as management control
  • Effective means for communication
prepare for various types of meetings topic 3 action item list and its use as a management control1
Prepare for Various Types of Meetings Topic 3:Action Item List and its Use as a Management Control

Discussion

  • What should be included on an action item list?
  • When should action items be recorded?
  • What are some suggested ways to format an action item list?
prepare for various types of meetings topic 3 action item list and its use as a management control2
Prepare for Various Types of Meetings Topic 3:Action Item List and its Use as a Management Control

When should an Action Item List be …

  • Prioritized
  • Distributed
prepare for various types of meetings4
Prepare for Various Types of Meetings

Activity #4: Prepare Minutes for a Board Meeting

Purpose:

  • Strengthen your ability to identify appropriate content for minutes.
  • Prepare you to train other people to write minutes.
prepare for various types of meetings5
Prepare for Various Types of Meetings

Board of Directors Meeting

Peaceful Community Association

Treasurer Cal

President

Matthew

Association Manager Jake

prepare for various types of meetings6
Prepare for Various Types of Meetings

Activity #5: Prepare an Action Item List

Purpose:

To strengthen the ability to prepare an action item list.

prepare for various types of meetings topic 3 action item list and its use as a management control3
Prepare for Various Types of Meetings Topic 3:Action Item List and its Use as a Management Control

Use of Action List as a Management Control

  • Document
  • Remind
  • Track
  • Outline
  • Justify
  • Demonstrate
lesson 5 calendar of events management plans
Lesson 5: Calendar of Events/ Management Plans

Learning Objectives

  • Develop a calendar of significant dates for a community association
  • Identify characteristics of a management plan
  • Develop management plan from a calendar of significant dates
topic 1 calendar of significant events
Topic 1: Calendar of Significant Events

Foundation for —

  • Effective planning process
  • Efficient operations

Serves as —

  • Tickler file or planner
  • Deterrent to crisis management

Is —

  • Accurate
  • Comprehensive
  • Easy to read
topic 1 calendar of significant events1
Topic 1: Calendar of Significant Events

Activity #6: Evaluate a Community Calendar

Purpose: To evaluate a calendar for one of the participant’s communities in terms of its usefulness.

topic 2 developing a management plan
Topic 2: Developing a Management Plan

Management Plan

  • Defined: A list of annual cycle of managerial tasks to be performed each month
  • Purpose: Effective and efficient community association operations
topic 2 developing a management plan1
Topic 2: Developing a Management Plan

Steps in Developing a Management Plan

  • List the due dates
  • Schedule preparation steps
  • Schedule managerial tasks
topic 2 developing a management plan2
Topic 2: Developing a Management Plan

Benefits —

  • Allows someone else to handle operations when manager is unavailable
  • Defines the association’s annual goals
  • Evaluate manager’s performance
  • Synopsis of annual achievements for the president’s report (at annual meeting)
  • Manager can evenly distribute workload for multiple communities as one large picture
topic 2 developing a management plan3
Topic 2: Developing a Management Plan

Characteristics —

  • Realistic timing
  • Even distribution of workload
  • Clear and consistent language
  • Clear and consistent format
  • Addresses governance, business, and community obligations
accomplishing work
Accomplishing Work

Focus

  • The focus of this lesson is on using committees to accomplish specific work of the association.

Learning Objective

  • Identify methods to assist board members and their committees on how to accomplish specific work of the association
accomplishing work topic 1 special or ad hoc committees
Accomplishing WorkTopic 1: Special or Ad Hoc Committees

Establish a committee when a real need exists

  • Mandatory committees – generally required by governing documents
    • Elections
    • Nominations
    • Architectural
  • Special or ad hoc committee
  • Role of board liaisons
accomplishing work topic 1 special or ad hoc committees1
Accomplishing WorkTopic 1: Special or Ad Hoc Committees

Benefits of Special or Ad Hoc Committee

  • Used to collect information
  • Opportunity for residents to participate
  • Opportunity for board to assign special tasks to others
  • Others….
accomplishing work topic 2 board liaison
Accomplishing WorkTopic 2: Board Liaison

Role of the Board Liaison to Committees

  • Generate interest in serving on the committee
  • Communicate the board’s directions to the committee
  • Follow up to see that deadlines are met and guidelines are followed
  • Report to the board on committee’s behalf
  • Look for potential board members or leaders
accomplishing work topic 3 how to develop committee guidelines
Accomplishing WorkTopic 3: How to Develop Committee Guidelines

Committee Guidelines

  • Also known as committee charter, structure or bylaws.
  • Define the purpose, responsibilities, organization and operation of a committee.
accomplishing work topic 3 how to develop committee guidelines1
Accomplishing WorkTopic 3: How to Develop Committee Guidelines

Developing Committee Guidelines?

  • Check the statues and governing document of any committee guidelines
  • Manager should provide the format
  • Committees should follow guidelines set by president and board
  • Where feasible, ask a committee to draft the guidelines for board approval
accomplishing work topic 3 how to develop committee guidelines2
Accomplishing WorkTopic 3: How to Develop Committee Guidelines

Committee’s…

Purpose describes the ultimate goal, the expected result of the committee’s efforts—not what will be done to fulfill the goal.

Responsibilities include those activities or actions the committee must perform in order to fulfill its assigned purpose.

accomplishing work topic 3 how to develop committee guidelines3
Accomplishing WorkTopic 3: How to Develop Committee Guidelines

Organization consists of how a group is organized or set up.

Operations consists of time, place, and frequency of meetings; meeting minutes; reports to board and when; approval process for committee's use of association funds.

accomplishing work topic 3 how to develop committee guidelines5
Accomplishing WorkTopic 3: How to Develop Committee Guidelines

Activity #7: Managing Committees

Part 1 - Committee Guidelines

Part 2 - Committee Strategies

Part 3 - Manager’s Role in Developing Committees

Purpose:

  • To practice developing committee guidelines.
  • To brainstorm strategies for developing effective committees.
election procedures
Election Procedures

Lesson 7 Objective:

  • Develop and utilize procedures for community elections
election procedures1
Election Procedures

Proper Procedures:

  • Produce valid, efficient elections.
  • Build credibility for the board, the association, and the manager.
  • Important
      • Review and conform to any election procedures required by applicable statutes and governing documents (including resolutions)
election procedures2
Election Procedures

Procedures for electing board members at an annual meeting

  • Present candidates
  • Conduct nominations
  • Candidate introductions
  • Provide secret ballots
  • Accept write-in votes, if applicable
election procedures3
Election Procedures

I. Election committee

II. Nominating committee

III. Nominations

IV. Proxies

  • Absentee Ballot
  • Proxy

1. General

2. Direct

3. Proxies assigned to management

election procedures4
Election Procedures

V. Ballot/Voting Procedures

A. Majority vote

B. Direct/Limited

C. Cumulative voting

D. Eligible voters

lesson 8 files and records
Lesson 8: Files and Records

Learning Objectives:

  • Set up a filing system for a community association
  • Identify the records to maintain
lesson 8 files and records1
Lesson 8: Files and Records

Benefits

  • Provides easy access of information
  • Protects community association
  • Demonstrates your professionalism
  • Benefits community association after the fact

Who is responsible for maintaining community association records?

lesson 8 files and records2
Lesson 8: Files and Records

Responsibilities

  • Board of Directors
  • Management
lesson 8 files and records3
Lesson 8: Files and Records

Types of Systems

  • Alphabetic
  • Numeric
  • Others….
lesson 8 files and records4
Lesson 8: Files and Records

Electronic Systems

  • Easy to store and track documents
  • Access to documents is shared among departments
  • Privacy feature control
  • Speed of retrieval
  • Work flow improvement
  • Paper costs are reduced
lesson 8 files and records5
Lesson 8: Files and Records

Folder Structure Example

lesson 8 files and records6
Lesson 8: Files and Records

Maintenance and Retention

  • Consistent recordkeeping / storage procedures
    • Comprehensive
    • Accessible
  • Requirements vary from state to state
  • Know requirements of applicable statutes and governing documents
  • Follow advice of counsel
lesson 8 files and records7
Lesson 8: Files and Records

Who owns community association books and records?

Association:

  • All of the records pertinent to the association
  • Management contract

Management:

  • Only materials identified proprietary per management contract
  • Makes copies of association records at its own expense (unless contract provides otherwise)
lesson 8 files and records8
Lesson 8: Files and Records

Outgoing management firm —

  • Must turn over complete, original, organized files in a prompt and professional manner
  • Should ask new management agent to sign for records with a complete checklist of records received
  • Must avoid withholding records upon termination as a method to settle disputes
    • Unlawful—exposes management to claims for damages, unless covered in contract / agreement
lesson 8 files and records9
Lesson 8: Files and Records

Know applicable provisions of —

  • Association governing documents
  • State statutes
  • Case law
  • Keep copies with association records

Does the association have the right to set conditions for owner access to its records?

module 1 summary
Module 1 Summary

Module Focus

  • How to run efficient meetings, elections and work effectively with and through volunteer leaders.
module 1 summary1
Module 1 Summary

Module Objectives

  • Identify basic fiduciary obligations of association leadership
  • Identify how to prepare for different types of community association meetings
  • Use the motion-making process to obtain desired outcomes at a meeting
  • Identify appropriate content for meeting minutes
  • Create and populate a management action item list
  • Develop a calendar of significant dates for a community association
module 1 summary2
Module 1 Summary

Module Objectives, cont.

  • Identify characteristics of a management plan
  • Develop a management plan from a calendar of significant association dates
  • Identify methods to assist board members and their committees in accomplishing specific work of the association
  • Develop and utilize procedures for community elections
  • Develop a filing system
  • Identify records to maintain
discussion questions
Discussion Questions
  • Do you see yourself as a community leader? How did you feel about being a leader?
  • Does your association have a record retention policy?
  • Describe your association’s filing system. Is there anything you should or would like to change?
additional resources
Additional Resources
  • The American Institute of Parliamentarians –www.parliamentaryprocedure.org
  • The National Association of Parliamentarians – www.parliamentarians.org
  • Meeting Wizard – http://www.meetingwizard.org/meetings/taking-minutes.cfm
  • The International Leadership Association (ILA) – http://www.ila-net.org/about/index.htm
  • ASAE & The Center for Association Leadership – http://www.asaecenter.org/
  • The Community Leadership Association – http://www.communityleadership.org/dnn/
  • FranklinCovey – www.franklincovey.com/msb/