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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 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
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 Introduction Course Materials • Participant Guide • Lessons • Activities • Course Evaluation Forms • Course Exam • M-203 CD-ROM
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 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 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 Focus • How to run efficient, legal and business-like meetings, elections and work effectively with and through volunteer leaders.
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 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 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 Learning Objective • Identify basic fiduciary obligations of association leadership
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 Obligations • Fiduciary duty • Fiduciary standard • Business judgment rule • Duty of care • Duty of undivided loyalty
Fiduciary Obligations • CAI strongly encourages managers to attend board orientation training such as The Essentials of Community Association Volunteer Leadership course.
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 Learning Objective • Identify how to prepare for different types of community association meetings
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 Meetings Four types of Community Association Meetings • Board • Committee • Annual • Special
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 Lesson 3 Objective: • Use the motion-making process to obtain desired outcomes at a meeting
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 Process ParliamentaryProcedure Every board needs an orderly process for conducting business and recording its decisions.
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 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 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 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 Process How can the motion to postpone to a certain time facilitate decision-making?
Motion Making Process Review the Excerpt from CAI’s The ABCs of Parliamentary Procedure
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 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 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 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 Process Scene 2 This scene involves board discussion on a motion to paint the perimeter wall white. Emily Madison Abigail Isabella
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 Process Scene 3 This scene involves board discussion on a motion to approve a company to sealcoat the tennis courts. President Liam
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 Learning Objectives • Identify appropriate content for meeting minutes • Create and populate a management action item list
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 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 MeetingsTopic 1: Appropriate Content for Minutes Generally a manager should nottake minutes at a meeting because…
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 MeetingsTopic 1: Appropriate Content for Minutes What should appear in meeting minutes? Record answers on chart.