“leadership is the ability to establish standards and manage a creative climate where people are...

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““Leadership is the ability to establish standards and Leadership is the ability to establish standards and

manage a creative climate where people are self-manage a creative climate where people are self-

motivated toward the mastery of long term motivated toward the mastery of long term

constructive goals in a participatory environment of constructive goals in a participatory environment of

mutual respect compatible with personal values.”mutual respect compatible with personal values.”

Mike VanceMike Vance

““Leadership is the ability to establish standards and Leadership is the ability to establish standards and

manage a creative climate where people are self-manage a creative climate where people are self-

motivated toward the mastery of long term motivated toward the mastery of long term

constructive goals in a participatory environment of constructive goals in a participatory environment of

mutual respect compatible with personal values.”mutual respect compatible with personal values.”

Mike VanceMike Vance

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““Leadership is the willingness to to pay the price."Leadership is the willingness to to pay the price."““Leadership is the willingness to to pay the price."Leadership is the willingness to to pay the price."

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Mini-GovernmentMini-Government

(community)(community)

vs.vs.

Business EnterpriseBusiness Enterprise

Mini-GovernmentMini-Government

(community)(community)

vs.vs.

Business EnterpriseBusiness Enterprise

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Maintain - Protect - EnhanceMaintain - Protect - EnhanceMaintain - Protect - EnhanceMaintain - Protect - Enhance

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Value Equals Curb Appeal Value Equals Curb Appeal ++

Perception of Quality of Perception of Quality of LifeLife

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Of or relating to a holding of something in trust Of or relating to a holding of something in trust for another: a for another: a fiduciary heirfiduciary heir; a ; a fiduciary contractfiduciary contract..

Of, relating to, or being a trustee or trusteeship.Of, relating to, or being a trustee or trusteeship. Held in trust.Held in trust.

FiduciaryFiduciary

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““One, such as an agent of a principal or a company One, such as an agent of a principal or a company director, that stands in a special relation of trust, director, that stands in a special relation of trust, confidence, or responsibility in certain obligations to confidence, or responsibility in certain obligations to others.”others.”

FiduciaryFiduciary

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Value of assets year over yearValue of assets year over year Appraisal of standard units as base lineAppraisal of standard units as base line Communication of successCommunication of success

Measuring SuccessMeasuring Success

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All decisions are informed by the value of assets All decisions are informed by the value of assets affectaffect

Budgets, expenditures and activities are Budgets, expenditures and activities are influenced and informed by total value of assetsinfluenced and informed by total value of assets

Measuring SuccessMeasuring Success

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FFederal Lawsederal Laws

NNon-Profit Corporations Codeon-Profit Corporations Code

SSpecific HOA State Statutespecific HOA State Statutes

CCounty & Municipal Ordinancesounty & Municipal Ordinances

DDeclaration of Covenants, Conditions & eclaration of Covenants, Conditions & RestrictionsRestrictions

BBylawsylaws

RRules and Regulationsules and Regulations

Hierarchy Of AuthorityHierarchy Of Authority

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A Big WordA Big Word

EXPECTATIONSEXPECTATIONS

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Member’s ExpectationsMember’s Expectations

Board will protect value of the assetBoard will protect value of the asset

Board will act in a business-like wayBoard will act in a business-like way

Board will act in fiduciary capacityBoard will act in fiduciary capacity

Board will act lawfullyBoard will act lawfully

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Member’s ResponsibilitiesMember’s Responsibilities

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Business Judgment RuleBusiness Judgment Rule

Act in good faithAct in good faith

Fair dealingFair dealing

Act within limits of expertiseAct within limits of expertise

Act lawfully & with ethical intentAct lawfully & with ethical intent

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Business Judgment RuleBusiness Judgment Rule

Rely On ExpertsRely On Experts

Don’t Reinvent The WheelDon’t Reinvent The Wheel

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Board May Delegate All of It's Board May Delegate All of It's

Authority and None of It's Authority and None of It's

ResponsibilityResponsibility

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CEOCEO

Liaison to managerLiaison to manager

Prepares agenda (input from others)Prepares agenda (input from others)

Presides at meetingsPresides at meetings

Sets a positive exampleSets a positive example

Prepares others for future leadership rolesPrepares others for future leadership roles

Appoints & supervises committee chairsAppoints & supervises committee chairs

Official representativeOfficial representative

PRESIDENTPRESIDENT

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Assist the President with all dutiesAssist the President with all duties Assume duties of President in President’s absenceAssume duties of President in President’s absence

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VICE PRESIDENTVICE PRESIDENT

Maintain corporate record bookMaintain corporate record book

Maintain “Book of Resolutions”Maintain “Book of Resolutions”

Attest to authenticity of all corporate documentsAttest to authenticity of all corporate documents

Certifies all meeting notices and election resultsCertifies all meeting notices and election results

Responsible for taking minutesResponsible for taking minutes

Responsible for all “official” corporate communication Responsible for all “official” corporate communication with the memberswith the members

Meeting timekeeperMeeting timekeeper

SECRETARYSECRETARY

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Chief financial officer of associationChief financial officer of association

Ultimately responsible for collection and expenditure of Ultimately responsible for collection and expenditure of all assessments & feesall assessments & fees

Reviews and monitors financial statementsReviews and monitors financial statements

Reviews and monitors investment policyReviews and monitors investment policy

Reports to Board at each meeting on budgetary Reports to Board at each meeting on budgetary matters. Summarizes financial statements as part of matters. Summarizes financial statements as part of Treasurer’s report.Treasurer’s report.

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TreasurerTreasurer

Example: Cash on hand

Status of reserves

Amount of uninsured balances

Unusual accounts payable and receivable

Variance of actual to budget for month & year (if substantive)

Example: Cash on hand

Status of reserves

Amount of uninsured balances

Unusual accounts payable and receivable

Variance of actual to budget for month & year (if substantive)

Treasurer’s ReportTreasurer’s Report

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ALL Come to meetings prepared - Do your homeworkCome to meetings prepared - Do your homework

Maintain a professional demeanorMaintain a professional demeanor

Ask questions ahead of timeAsk questions ahead of time

Accept and support the President as the leaderAccept and support the President as the leader

Put personal issues asidePut personal issues aside

Encourage others to participate by exampleEncourage others to participate by example

Be open and fairBe open and fair

Avoid surprising members and the manager at meetingsAvoid surprising members and the manager at meetings

Keep a healthy perspectiveKeep a healthy perspective

Have a little fun!Have a little fun!

ALL Come to meetings prepared - Do your homeworkCome to meetings prepared - Do your homework

Maintain a professional demeanorMaintain a professional demeanor

Ask questions ahead of timeAsk questions ahead of time

Accept and support the President as the leaderAccept and support the President as the leader

Put personal issues asidePut personal issues aside

Encourage others to participate by exampleEncourage others to participate by example

Be open and fairBe open and fair

Avoid surprising members and the manager at meetingsAvoid surprising members and the manager at meetings

Keep a healthy perspectiveKeep a healthy perspective

Have a little fun!Have a little fun!

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Elements of Effective MeetingsElements of Effective Meetings1.1. PreparationPreparation

a.a.Reports & AgendasReports & Agendas1.1.5 to 7 days prior5 to 7 days prior

b.b.Room arrangementsRoom arrangements

2.2. ConductConducta.a.Friendly formalityFriendly formalityb.b.Roberts RulesRoberts Rules

3.3. Roles & ExpectationsRoles & Expectations1.1.Role of President & BoardRole of President & Boarda.a.Role of the managerRole of the manager

4.4. Management Reports – Purposes and ContentManagement Reports – Purposes and Contenta.a.Informational itemsInformational items1.1.Action itemsAction items

a.a.Bids, analysis & supportive communicationBids, analysis & supportive communication

a.a. Follow-upFollow-up1.1.Management summary for consensusManagement summary for consensus

Elements of Effective MeetingsElements of Effective Meetings

Agenda & ReportsAgenda & Reports3 to 5 days prior3 to 5 days prior

Contact All ParticipantsContact All Participants Timed AgendaTimed Agenda Member InputMember Input Parliamentary ProcedureParliamentary Procedure FriendlyFormalityFriendlyFormality

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Theatrical - Presentational StyleTheatrical - Presentational Style

PM S

Working Meeting StyleWorking Meeting Style

P

M S

Working Meeting StyleWorking Meeting Style

PM S

Purpose Of A Board MeetingPurpose Of A Board Meeting

To make effective decisions in accordance To make effective decisions in accordance with the with the “business judgment rule”“business judgment rule” which will which will positively impact the value of the assets.positively impact the value of the assets.

The BoardThe Board

1.1. Sets PolicySets Policy

2.2. Relies on expertsRelies on experts

3.3. Relies on staff/managerRelies on staff/manager

4.4. Exercises oversightExercises oversight

Purpose of AgendaPurpose of Agenda

Road map of topics – not a reportRoad map of topics – not a report

Lists ReportsLists Reports Secretary’s ReportSecretary’s Report Treasurer’s ReportTreasurer’s Report President’s Report?President’s Report? Management ReportManagement Report Committee Reports (only if actions are requested)Committee Reports (only if actions are requested)

Sets out order of topicsSets out order of topics May include subtopic overviewMay include subtopic overview

““Delinquencies”Delinquencies” Action items under appropriate reportsAction items under appropriate reports

Parliamentary Procedure - Victoria CohenParliamentary Procedure - Victoria Cohen

Roberts Rules of OrderRoberts Rules of Order SturgisSturgis JeffersonianJeffersonian House of CommonsHouse of Commons

These are procedures – not lawsThese are procedures – not lawsMay be modified by motion resulting in “special orders” May be modified by motion resulting in “special orders” that can be perpetual.that can be perpetual.

Member InputMember Input

Open Meeting LawOpen Meeting Law

Members allowed to speak at meetings of board Members allowed to speak at meetings of board & association (beginning & end)& association (beginning & end)

Exception: executive sessionsException: executive sessions

Topics restricted to agenda items prior to Topics restricted to agenda items prior to meetingmeeting

Board may impose time constraints on members Board may impose time constraints on members wishing to speakwishing to speak

Sample Timed AgendaSample Timed Agenda

Working With VolunteersWorking With Volunteers

Why People VolunteerWhy People Volunteer

Altruism

Self-Esteem

Sense of Responsibility

Family Tradition

Self Protection

Issue Resolution

Sense of Community

Altruism

Self-Esteem

Sense of Responsibility

Family Tradition

Self Protection

Issue Resolution

Sense of Community

Why People VolunteerWhy People Volunteer

Maslow

Within 90 days of a major life change

Moving

Familial status

Divorce

Good fortune or tragedy

Within 90 days of a major life change

Moving

Familial status

Divorce

Good fortune or tragedy

All Volunteers NeedAll Volunteers Need

To feel useful

Appreciated

To feel useful

Appreciated

The BoardThe Board

CommitteesCommittees1.1. Work at the will and direction of the boardWork at the will and direction of the board2.2. Are an adjunct to the boardAre an adjunct to the board

The distinction: Board and CommitteesThe distinction: Board and Committees

1.1. Board sets policy & delegates/directsBoard sets policy & delegates/directs2.2. Board and committees rely on expertsBoard and committees rely on experts3.3. Relies on staff/manager and committeesRelies on staff/manager and committees4.4. Exercises oversight of allExercises oversight of all

Standing vs. Ad Hoc or Task ForceStanding vs. Ad Hoc or Task Force

Standing committees are often creatures of the bylaws: Architectural, Finance, etc.

Ad Hoc committees are created for specific purposes and are disbanded/dismissed and recognized for their efforts when task is complete.

Task Forces function very much like Ad Hoc committees in that they are tasked by the board with a specific purpose and are recognized for their efforts when their task is complete.

Standing committees are often creatures of the bylaws: Architectural, Finance, etc.

Ad Hoc committees are created for specific purposes and are disbanded/dismissed and recognized for their efforts when task is complete.

Task Forces function very much like Ad Hoc committees in that they are tasked by the board with a specific purpose and are recognized for their efforts when their task is complete.

Committee Volunteers?

Some Typical CommitteesSome Typical Committees

Architectural Review (often established in bylaws)

Finance

Rules

Welcome or Social

Newsletter/Communications/ Website

Landscape or Building & Grounds Social

Architectural Review (often established in bylaws)

Finance

Rules

Welcome or Social

Newsletter/Communications/ Website

Landscape or Building & Grounds Social

Business Judgment Rule Applies to Committees

Act in good faith Fair dealing Act within limits of expertise Act lawfully & with ethical intent

Business Judgment Rule Applies to Committees

Act in good faith Fair dealing Act within limits of expertise Act lawfully & with ethical intent

Business Judgment RuleBusiness Judgment Rule

Don’t Exceed Your Personal or Professional LimitationsDon’t Exceed Your Personal or Professional Limitations

Don’t Reinvent The WheelDon’t Reinvent The Wheel

Rely On ExpertsRely On Experts

CommitteesCommittees

Work At The Will And Direction of The BoardWork At The Will And Direction of The Board

Are Most Effective When Assigned Specific TasksAre Most Effective When Assigned Specific Tasks

GGoaloal- - a clearly defined and stated goal established by the boarda clearly defined and stated goal established by the board

RRewardeward – – adopt recommendations without debate & make a “big adopt recommendations without debate & make a “big

noise” in newsletter, on website, at annual meeting & anywhere else you cannoise” in newsletter, on website, at annual meeting & anywhere else you can

OOrganizationrganization- - clearly defined written committee structureclearly defined written committee structure

UUnitynity- - strong chair in agreement with committee’s goalsstrong chair in agreement with committee’s goals

PProcessrocess- - a defined process for reporting (in writing) ongoing progress a defined process for reporting (in writing) ongoing progress

to the President or liaison and finally to the entire board.to the President or liaison and finally to the entire board.

GGoaloal- - a clearly defined and stated goal established by the boarda clearly defined and stated goal established by the board

RRewardeward – – adopt recommendations without debate & make a “big adopt recommendations without debate & make a “big

noise” in newsletter, on website, at annual meeting & anywhere else you cannoise” in newsletter, on website, at annual meeting & anywhere else you can

OOrganizationrganization- - clearly defined written committee structureclearly defined written committee structure

UUnitynity- - strong chair in agreement with committee’s goalsstrong chair in agreement with committee’s goals

PProcessrocess- - a defined process for reporting (in writing) ongoing progress a defined process for reporting (in writing) ongoing progress

to the President or liaison and finally to the entire board.to the President or liaison and finally to the entire board.

Effective Group Process - CommitteesEffective Group Process - Committees

CommitteesCommittees

Effective leadershipEffective leadership Specific tasksSpecific tasks Time frames to accomplishTime frames to accomplish Method to report progressMethod to report progress Method to report recommendationsMethod to report recommendations Reward by adopting recommendationsReward by adopting recommendations

without debatewithout debate Inspire others by public Inspire others by public

acknowledgementacknowledgement

Effective leadershipEffective leadership Specific tasksSpecific tasks Time frames to accomplishTime frames to accomplish Method to report progressMethod to report progress Method to report recommendationsMethod to report recommendations Reward by adopting recommendationsReward by adopting recommendations

without debatewithout debate Inspire others by public Inspire others by public

acknowledgementacknowledgement

Focus on Process-OutcomesFocus on Process-Outcomes

Celebrate SuccessCelebrate SuccessCelebrate SuccessCelebrate Success

Live WellLive Well

Try To Be Nice To Each OtherTry To Be Nice To Each Other

Cause GoodCause Good

Larry J. Pothast, PCAMLarry J. Pothast, PCAM®®

Vice President of Manager and Board TrainingVice President of Manager and Board Training

AssociaAssocia® ®

[email protected]@associaonline.com

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