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Summer To-Do List

 

Summer To-Do List

1. Inspect your deck. Are there loose or rotting boards? Hammer any nails that are popping up. Sprinkle water on it – if it beads up, great. If not, it might be time to re-stain.

2. Wash your windows. Wash inside and out, plus the tracks and screens. (Or, better yet, hire a professional to do it for you!)

3. Check your smoke detectors and carbon monoxide detectors. Make sure they’re working, and replace batteries if necessary.

4. Clean your dryer vent. The accumulation of lint in the vent and hose causes 15,000 fires every year! Remove the dryer hose/vent from the dryer and clean the inside thoroughly with a special brush or vacuum. Check the vent opening outside to make sure that is clean as well.  Also, make sure to clean the lint filter every time you dry a load of clothes.

5. Inspect your air conditioner. Make sure exterior units are clean and unobstructed by plants and other objects. It dissipates heat by sucking in air on the sides. If it can’t do that, it won’t operate correctly. Also check the condensing coils and clean if necessary. This can usually be done by spraying the unit down with a hose. Change the filtersin your furnace/air conditioner. Consider hiring a professional to service your A/C to keep it in top shape.

6. Clean the gutters. Get them cleared out before the leaves fall again in a few months.

7. Clean your ceiling fan blades. A Swiffer duster is the perfect tool for removing that layer of dust.

8. Clean the BBQ. For gas grills, turn the heat to high, close the door, and let it cook for about 30 minutes. Then after it cools, use a grill brush to remove the residue. Clean it inside and out with hot, soapy water, and let it dry before using it again.

9. Add mulch to garden beds. Mulch minimizes weeds and helps the ground retain moisture in the heat.

10. Check hoses and exterior faucets for leaks. Even a tiny drip can add up to big water waste. If you have a hose leak, try wrapping it in electrical tape (while it’s dry).

Channel Your Complaints: How Committees Can Become a Board’s Best Friend – Dawn Lower, CMCA, AMS, PCAM

 

Channel Your Complaints: How Committees Can Become a Board’s Best Friend – Dawn Lower, CMCA, AMS, PCAM

 

Do you have a community in your portfolio that seems to have more problems and complaints than the board and manager can handle? Are the complaints revolving around the same topic over and over? Is your board feeling stressed and pushed around by the community members?

Often a community has too many issues for the board to tackle, and homeowners push the board for resolution on topics that the board may acknowledge need to be addressed, but have neither the time, the interest, or the know-how to take on. Maybe they just simply don’t know where to start and feel overwhelmed.

With boards comprised of between 3 and 5 members (in rare cases, more) sometimes there is so much work that needs to be done, and not enough people to do it.  

The above scenario sets the perfect stage for you to talk to your board about forming a committee. The first step is to identify why you need a committee in the first place. For example, is there no set process in place to manage the clubhouse and every resident has a different idea on how it should be done? You may suggest to your board to form a Clubhouse Committee. Landscape complaints can be the bane of every board’s existence, especially in a community that has a lot of common area or more complex than average landscaping. Perhaps a landscape committee is in order. This committee can work closely with the landscape contractor (with the board’s oversight); can solicit bids and recommend community landscape projects. Are residents clamoring for more social events or asking questions about crime prevention? A Social Committee can be a good place to utilize the talents of your more social residents, and a Security Committee can tackle crime prevention and safety measures. Residents who want to get information out to the community can form a Communications Committee to write a community newsletter (the newsletter should always be reviewed by the board and the manager prior to distribution).

Once the need for a committee is established, there are a few steps to get started, assuming your board is amenable to the idea.

  1. Propose the idea to the community members who seem most interested in the topic (also known as problem!) at hand. Ask if they would be interested in assisting the board by forming a committee.
  2. Recruit members. This is most effective by simply asking those who have shown interest and can be done at a board meeting or with a telephone call. Many times, people will step up simply because they are asked, even if they never thought about getting involved with the HOA previously. You can also try to recruit members through a newsletter article or email blast, but in my experience, a personal invitation from a board member or the manager is much more effective.
  3. Require the committee to write a charter and give them examples on what a committee charter looks like (be sure to check the community’s declarations to see if there is any mention of committees currently to serve as a guideline). A charter has a few elements:        a. The purpose of the committee and the scope. This is important to avoid scope creep, where the committee can inadvertently exceed the scope of its authority. b. The type of committee— is it a permanent (standing) committee, or a temporary (ad hoc) committee? Standing committees are needed long-term. The best example would be an ACC Committee. Other committees may be needed to research a one-time project, like the conversion of part of the common area to a playground, for example, and can disband once the project is completed. c. The number of members, their term lengths, and their positions d. How the committee will keep the board informed of what they are working on. Will they provide written reports, and how frequently? e. The budget of the committee, if any. Some committees have line items in the budget—a social committee, for example, may have a budget for community events. Or if the committee will not have a budget, it needs to be clearly stated that no spending will take place without the authority of the board.

The charter, once written, should be forwarded to the board to formally approve. The exercise of writing the charter is important because it allows the opportunity to close the gap between what committee members think they will be working on and what the board would like them to be working on. It is acceptable for the board to make edits to the charter before approving it.

Committees can be a great way to channel residents who seem to want to be involved but are intimidated by the responsibility of being on the board. Committees are less formal, and their meetings are not usually observed by others, so there may be less pressure. In addition to taking some pressure off the board and the manager, you will find that committee members will often become enthusiastic researchers. Sometimes, they may discover through their own research that an idea they once were so set on, may not be feasible (a gate or a swimming pool seemed like a great idea, for instance, until the committee realized the cost involved).

Last, committees are great for community engagement. The more residents feel they are involved in the process, the more they take pride in their own community. They will also begin to see the HOA as less adversarial, as they are now involved in effecting change in their own neighborhood.

For committees to be most effective, the board will need to recognize the committee’s efforts and provide feedback and direction in a timely manner. Also, it’s a good idea for the board to allow committees to be involved in the annual meeting and to publicly praise the work and contributions of committee members.

5 Things to Know Before Home Renovations in an HOA – Scott Roth, CMCA, AMS

 

5 Things to Know Before Home Renovations in an HOA – Scott Roth, CMCA, AMS

Summer is here and many homeowners in HOA communities may have some big renovation plans to spice up the look of their homes. Keep in mind, that even something as seemingly simple as replacing a front yard gate is a renovation that must be well-planned.

Homeowners across the state hear horror stories about working on a large home renovation and mid-way, the HOA board comes calling to shut the unauthorized project down and potentially issue a fine. However, there is always a preferred approach to a project that reduces the risk of violations during the process.

Here’s a look at five actions homeowners can take in order to get their next project off on the right foot.

Read Your HOA CC&Rs

Your association’s CC&Rs, Design Guidelines, Rules or ACC Process are the official guidebooks to the processes that govern your community. An up-to-date document should be able to let you know if your plans fall under the required community standards.

Even if you think you understand the legalities of your planned renovation, it’s always best to reach out to your association’s management team to receive a concrete answer prior to moving forward.

They will be able to help you prepare any required documentation that you’ll need to submit during the official approval process from the board.

Seek Approval Before Starting Your Project

The one item we can’t stress more about is that you should always seek approval before starting a project. Your HOA most likely requires prior approval for the groundbreaking of any renovation.

Failure to seek approval will likely result in a violation notice, fine, or the complete cancellation of your project.

Keep in mind, that there are some projects that don’t always require approval. These can include the following individual property projects:

  • Interior wall painting
  • Appliance replacements (i.e. dishwasher, refrigerator)
  • Updating cabinets and countertops

Once again, your HOA management team can help answer any appropriate questions you may have about the request.  The general rule of thumb is to submit a request for any exterior alterations.  When in doubt, seek the approval of the HOA.

Obtain Permits

Depending on the extent of your renovations, your association and city may require permits in order for the job to start. HOA approval for a project does not assume approval from the City, so even if you have approval from the HOA, it is your responsibility to make sure you obtain all necessary approvals and permits from your City.  Typically, your contractor can handle this requirement.

Be a Courteous Neighbor

Finally, please let your neighbors know when your project is slated to start. Sometimes this little act of courtesy can avoid any awkward situations or HOA complaints to the board that could put a stall on your project’s progress.

2022 National Night Out

 

2022 National Night Out

As a reminder, this year’s National Night out is Tuesday August 2nd, 2022.  National Night Out is an opportunity where Communities big and small can throw get-togethers, potlucks, bar-b-cues, etc.  Often you can invite the police or fire department and they will come by.  It might be a great opportunity for the kids to sit on a fire engine or turn on the police lights. 

This is a chance for the Community to come together, meet your neighbors, and promote relationships.  The best way to build a safer community is to know your neighbors and your surroundings. 

 

Remember, great communities do not just happen; it takes good neighbors to make them.

Rules, Rules, Rules

 

Rules, Rules, Rules – Scott Roth

A lot has been said about homeowner association rules, but most of these discussions center on the content of the rules as opposed to the impression the rules give to owners. Yet, there is another aspect of rules to consider. A good set of rules conveys not only what is permissible, but says something about the character of an HOA. In my years as a Community Manager I have seen hundreds of sets of rules, none are the same, because the communities are not the same.

Some HOAs have no formal rules, instead they rely upon the few vague “use restrictions” in their declarations relating to pets or satellite dishes. Others have a series of one-off policies drafted in response to particular situations that arisen over the years. Finally, some have rules spanning tens of pages, attempting to regulate every action.

Most of the time, rules are provided by the developer and the board simply lives with them without giving thought to whether they serve and reflect the HOA’s style, value, or changing times. Rules hold the lowest position in the hierarchy of governing documents, yet they are probably the most recognized by owners and often perceived to reflect the character of a community. For example, HOAs without a separate set of rules may appear to have a more laid back approach while those whose rules are voluminous or contain negative language may be perceived as being authoritarian and strict. The perceptions may not necessarily be accurate but may appear so if the board is not proactive in creating or revising rules that reflect the homeowner association’s current needs and character.

An HOA that creates a rule every time a conflict arises with an owner may simply be trying to close loopholes, but on the whole, the actions can appear reactionary. In most HOAs, rules can be created, modified or removed by the board of directors without a vote of the owners. So the board should consider not only the content of rules, but the form and language used to express them.

One way to write a pet waste rule might be, “Pet waste in common areas is prohibited” or it can say “Pet owners are responsible for immediate removal of their pet’s waste in common areas.” Both rules address the same issue, but the first seems impossible whereas the second seems reasonable. One may try an even “kinder” version that reads “Owners are encouraged to remove their pet’s waste from common areas” really isn’t a rule at all. It’s a mere suggestion.

So, care should be taken to ensure that rules clearly convey what is acceptable, and what is a violation. The impression that rules make among Members may not the primary factor to consider when drafting one, but it does deserve thought.

Summer Projects

 

Summer Projects

Dear homeowners and board members,

As we approach the summer months, it can be tempting to take on as many projects as you can! The sun is out for the first time in many months, and its finally warm enough to take on those projects! But, how do you know where to begin? Check out this article by Town Sq for information on how to prioritize your projects! https://www.townsq.io/blog/5-projects-your-hoa-should-prioritize?utm_source=ActiveCampaign&utm_medium=email&utm_content=FIRSTNAME+%2C+summer+is+coming%21+Its+time+to+ramp+up+projects+in+your+HOA&utm_campaign=Newsletter+-+all+base+-+05%2F19%2F2022&vgo_ee=Ow7Jn%2BwyeSq1Y6%2BmiOoaTcE8DS86iJPLdtY%2FW8QZci0%3D

Board Resources Page

Board Resources Page

Dear Board of Directors,

We have recently added a Board Resources folder page to your Portal! To access this folder, please visit the “Documents” tab after logging into the Portal. This folder includes resources from the Community Associations Institute, as well as some of our own resources we have compiled over our many years in the industry. Please take a moment to look at your Portal and browse through our resources!

The Origin of “VIS”

 

The Origin of “VIS”

Many board members and homeowners have asked us the origin of our company name – VIS Group. Our company started in 2005 under the name “VIS Group”, after the owners’ initials! Therefore, the correct pronunciation of VIS is “V – I – S”, as opposed to “Viss” or “Viz”.

We are lucky to have been in the Community Management industry for 17 years now. We currently manage 87 communities with a total of 12,367 units in our care. Thank you to all of our homeowners, board members, and vendors for making this possible! We will continue to strive for the highest standard of services here at VIS Group.

Community Associations and Inflation

 

Community Associations and Inflation

Did you know that the Consumer Price Index increase 6.8 percent from November 2020 – November 2021? This is the largest year-long increase since 1982! How does this affect your association? Your HOA/COA likely has seen increases in cost to various vendors recently. Please read the following article by HOAManagement to see how inflation can affect your community, and what your community can do during periods of large inflation.

https://www.hoamanagement.com/preparing-your-hoa-for-inflation/