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