“Wise Man: One who sees the storm
coming before the clouds appear.” - Elbert Hubbard -
Wherever a Timeshare Owners Association exist membership in that
association is generally mandatory. Typically, that Owners Association is incorporated as a nonprofit corporation
and as such a Board of Directors is a requirement. Initially the development entity appoints the members of the
board, however, at some point the owners themselves are required to elect the Board Members. Quintessentially the
By-Laws of the corporation provide for the election of Association officers, subordinate officers and the appointment
committees. Typically these serving in these positions are voluntary.
One of the age old questions within the timeshare industry with respect to the operation
of resorts controlled by the Owners Association is how do you attract volunteers willing to serve for the right
reasons? What are those right reasons? Way back in the year 2000 With Regard was to Owners
Associations and it’s Final Thought was about Owner elected Board Members, three + years later I
don’t believe I can say it any better:
“A good and effective Board Member will understand the purpose of the Owners Association,
perceive the interest and needs of the member, individually and collectively and be able to respond to them appropriately.
They will be, when necessary, able to submerge their own desires and see all issues in regard to the total community.
The demands on the time and energy of those who volunteer to serve as Directors of Owners Associations can be both
immediate and continuous. They must be prepared to devote, for the time they serve, a distinctive part of their
lives to the Associations purpose, interest and objectives.
As to the question: How do you attract volunteers? The solution may be as simple as providing
association members answers to their questions concerning responsibilities, obligations, liabilities and time commitments
if they were to volunteer. In my experience two specific approaches work best. The first is to identify to the
potential volunteer how, in area of their specific interest or professional expertise, their involvement with the
association would benefit their fellow owners and themselves. The second is identify resources that would provide
insight to the volunteer on specific issues rather than winging it or reinventing the wheel each time.
Would you say I was blowing smoke if I were to tell you that an investment of well under $500
dollars could provide resources that answer most of the questions a prospective new volunteer would ask and additionally
form the core knowledge for general operation of the Owners Association?
Let’s see if the following would cover most of those issues: A set of resources that...
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Provides an understanding of how a board should work, including member responsibilities, adopting
rules, oversight, the board and the law, fiduciary duties, finance reporting, working with committees, and more!
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Will help you accomplish two goals necessary in any association: attracting more residents to association
volunteer work and enabling them to perform better by gaining a thorough understanding of committee work and the
volunteer's role.
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Defines the dual role of the president, offers invaluable advice and suggestions on the president's
relationships with the board, other officers, and the residents. Also contains tips on governance topics, goal
planning, volunteerism, and cooperation.
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Outlines in detail the duties of the treasurer and offers advice on most types of letters, reports,
and tax documents. Also contains suggestions for working with the board and residents, including tips on dealing
with delinquencies and record's retention
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Covers subjects such as meeting preparation, maintaining lists, how to establish an effective filing
system, and how long to keep documents. It also answers legal questions and includes examples of agendas, minutes,
and forms.
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Covers such items as how to obtain a quorum, suggestions for conducting meetings, and parliamentary
procedures, plus details on organizing and implementing elections.
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Examines the unseen forces that affect groups of people in community associations—including boards,
management teams, and committees—and the decisions they make.
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Outline how to take minutes that are meaningful, when resolutions should be used, the best place
to hold a meeting, and how to stay on the agenda. Also contains information on tape recording meetings and conducting
executive sessions.
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Examines fiduciary duty obligations, conduct of the directors, managerial conflicts, ethics policies,
and board conflicts to avoid embarrassing problems. Contains sample policies, resolutions, code of ethics, and
cases.
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Tells how to chair meetings with confidence! Read detailed descriptions of key rules, tips on communicating
more effectively, and advice on body language.
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Covers personal communications: body language, behavior styles, and gender differences; written communications:
correspondence, newsletters, annual reports, notices, and handbooks; listening; information on technology; and
more!
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Covers goal setting, creating and maintaining enthusiasm, recruiting volunteers, forming committees,
and improving your communications with residents.
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Describes how an association functions as a business, a community, and a form of governance. Defines
roles and responsibilities of homeowners and boards, and explains assessments, insurance, and more!
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Contains information on how to develop emergency plans, teams, and manuals, how to assess security
systems, public relation, and more!
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Explains how to manage risk by using a five-step decision-making process and how to implement a risk
management program by engaging in four key activities. Also addresses new risks regarding the Internet and September
11th attacks.
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Describes 16 major perils and their probability of occurrence and the seven essential steps for successful
disaster planning. Appendices contain a sample plan and outlines.
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Explains how to reduce utility costs, respond to environmental disasters, save water in the home,
create a healthy plant environment, integrate pest management, and more.
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Contains the pros and cons of in-house vs. outside contracting and helpful advice on establishing
landscape maintenance projects, including common lawn care problems and how to hire the right tree care professional.
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Contains good advice for setting up a recycling plan that covers each type of material to be recycled.
Also includes valuable advice on how to contract for waste removal and recycling services.
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Includes techniques for avoiding disputes and advice on negotiation, mediation, and arbitration of
conflicts, plus tips on building a consensus. A large appendix provides samples of letters, documents, and more.
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Covers collection policies and procedures, documentation, minimizing loss, and special considerations.
Includes sample letters and a sample collection resolution.
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Is loaded with important advice on how to get the best out of your association attorney as well as
what to consider when searching for a new one. Advice on fee structures, interview questions, evaluation criteria,
and more.
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Includes a guide that will show you how to make sure repairs or maintenance go smoothly. Contains
a 27- point specifications chart and a checklist, and samples for repainting.
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Address issues such as vandalism, protecting residents, liability, and the role of security in maintaining
property values. Explores different approaches to crime prevention and provides cost effective strategies.
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Covers such items as how to obtain a quorum, suggestions for conducting meetings, and parliamentary
procedures, plus details on organizing and implementing elections.
§ Covers all you need to know about running
meetings according to Robert's Rules of Order.
By now you must think that I am off my rocker, that no source that cost less than $500 could
possible cover all those issues. Well think again…
Community Associations Institute (CAI) is the only national organization dedicated
to fostering vibrant, responsive, competent community associations. Their mission is to assist community associations
in promoting harmony, community, and responsible leadership. They believe that by giving board members, managers,
and homeowners the knowledge to better run their associations, they can turn "owners" into "neighbors,"
increasing harmony, and leading to more prosperous, safer communities.
Community Associations Press, the publishing division of CAI, is dedicated
solely to publishing the very best resources available for community associations. Here you will find books and
periodicals on a variety of topics. Browse by subject, category, best sellers, or new titles; search our index
of titles; read about CA Press; and check back frequently to view new titles or take advantage of our periodic
promotions.
http://www.caisecure.net/Merchant2/merchant.mv?Screen=SFNT&Store_Code=CAI
Click on the link then Browse by subject.
Final Thought
It was once said that no one ever got up and said to him or herself… “Today I am going out
and buy me a timeshare.” If that holds true, then I am doubly sure that no one ever purchased a timeshare
in order to become a member of its board of directors. That’s like assuming that the slightly overweight guy out
jogging around my neighborhood is training for the Boston Marathon. I am sure that he is more concerned
with the large dog that lives behind the fence at the corner of 43rd and Desert View than he is about
how much he would have to hydrate as he prepares for those 26+ miles along the Back Bay and around the Commons.
However, that jogger could in fact become interested in the a marathon (or maybe a 5k),
if he was provided with information about such a race, how the increased activity would benefit him and that the
answers were available help him understand what it takes to compete and possible excel.
I could understand how you or your organization may not have known about the resources available
through the CAI Bookstore, but now you do. If you want to fill your file with exceptional resumes’
of candidates for your board or committee positions it would help if you filled your bookcase with resources such
as these. Resources that would aid those prospects and assist the existing board or committee members (or even
you) in understanding how to achieve the goals of the Association on behalf of all its members.
What I will never understand is how anyone convinced you that your association doesn’t need
to belong to ARDA and that attendance at any one of its Regional Management Conferences would be
a waste of time and financial resources for the Association. Particularly when HOA Board Members can get their
Conference registration fee waived.
Do you have an answer to that one?
