Can Associations Restrict Access to Census Workers??

Once again, the government is ramping up efforts to tally the country’s population. With the 2010 census underway, the U.S. Census Bureau is asking Condo Associations and HOA's to help them reach as many residents as possible. Since participation in the census is a federal obligation for all U.S. Residents, associations need to determine how census workers will gain access, especially in secured communities.

The U.S. Census Bureau has made it well known that their Census workers are given carte blanche when it comes to gaining access and possibly gaining repeated access in order to fully complete their responsibilities. Therefore, Associations cannot deny access to any Census worker who has shown proper identification.

In order to comply with federal regulations, make sure your property manager or any security staff understand that access must be granted to Census workers. That includes allowing them access to secured buildings and any apartments they request. They are allowed to knock on doors, ring doorbells, use call boxes, etc. Also, there may be times when the Census workers must return to the building to attempt resident contact again. If Census workers cannot locate occupants, it is within their right to ask property managers and associations for occupancy information and resident contact information. While you’re not expected to supply the information immediately, you should provide the requested information within a reasonable amount of time.

But how do you know if the census worker is legitimate? All census workers will be issued a census badge, which property managers may ask to see. When in doubt, contact the nearest Regional Census Center to verify a census workers status.

Associations should expect to see Census workers after the April 1st deadline, in which all residents are required to have returned their mailed questionnaires. Expected in-person visits are scheduled from May through August of this year.

25 Common Board Member Mistakes

Board members are subject to many demands and expectations. Serving on the board of an association can be a rewarding experience. The majority of board members have strong ideas of what being on a board is all about. Capturing the board's eagerness, enthusiasm, and will to govern for the common good of the community can be accomplished in conjunction with the manager's experience, knowledge, and guidance. Managers are licensed professionals and have specific knowledge that is required of them to maintain their license and a code of ethics that must be followed.

To be effective, managers need the cooperation of all board members. Experienced managers are knowledgeable and educated. Once trust and confidence has been established, the board of directors should consent to allow their manager to manage and provide guidance in leading them in the right direction. Here are 25 common mistakes that boards make: 

1. Failure read and understand their governing documents, rules and regulations, and State Statutes. 
2. Failure to be prepared for meetings and follow the meeting agenda. 
3. Selective enforcement of the rules and regulations or the governing documents -- playing favorites. 
4. Failure to conduct open meetings and elections. 
5. Failure to maintain confidentiality or generating gossip. 
6. Ignoring responsibilities to fulfill fiduciary duties in maintaining the property - - overlooking needed repairs due to costs. 
7. Failure to hire experts and professionals in their respective fields - - engineers, managers, attorneys, etc.
8. Being emotional and hindering their capacity to make business decisions. 
9. Being swayed by others when making business decisions. 
10. Being swayed by others and not voting their conscience. 
11. Micromanaging and abusing their power and authority. 
12. Failure to disclose personal interests and considering taking kickbacks and/or hireing someone that creates a conflict of interest that may involve self-dealing. 
13. Harassing community members and slandering them. 
14. Failure to clearly define the roles and responsibilities of the board of directors, committee members, and management and taking action contrary to the board's decisions or acting unilaterally. 
15. Failure to obtain two signatures on checks and contracts.
16. Not taking the time to read and understand the financials and budget, and not asking questions about them.
17. Failure to follow a consistent collection policy - - playing favorites.
18. Failure to act professionally, courteously, and respectfully at meetings. 
19. Failure to outline and summarize their expectations and establish that everyone is on the same page. 
20. Self-serving interests -- rather than making decisions to serve the community as a whole, decisions are made in favor of themselves personally, breaching community trust. 
21. Failure to post notices, newsletters, and memos, communicating the board's activities. 
22. Failure to review and evaluate contracts and decide how and when the various maintenance tasks will be performed. 
23. Failure to plan, focus, and follow through. 
24. Failure to make timely decisions. 
25. Attempts to institute new policies and ground rules without doing their homework.

Board members are usually elected because they are movers and shakers. They have the ability to get things done. The board should expand upon defining their overall goals of the association and communicate them to the manager. Very often boards micromange because they think that is what they should be doing.

The board needs to have a clear idea of their role in the community. Management of day-to-day activities is the responsibility of management. Boards are to lead and serve in the capacity as an advisory body. As managers, we can navigate and guide the board to focus on ensuring that the community will function in a positive direction, providing a safe and healthy community and follow the path and mission that the board will lead.

Nevertheless, everyone needs a clear understanding of what is expected of them and must have concise expectations in order to measure performance. A competent manager knows the ropes and need for improvements. Boards spend an exorbitant amount of time discussing possible scenarios and solutions. Managers have the ability to make recommendations and save precious time in fully addressing the issues.

Therefore, good communication will aid the process. Sharing information on the issues and discussing issues with the members gives them a sense of purpose in the operation of the association. Board members that rely on seasoned managers can effectively approach a variety of issues and deal with the challenges of managing a successful community association. Listening is the most essential tool for all.

The purpose of the Board is to represent the interests of the owners as a whole, as these interests relate to the property. They are responsible for making timely decisions on behalf of the owners. Being a board member is not a casual undertaking. By working closely and proactively with management, the board can spend its time on areas that can move the community forward, enhancing results and solutions. Mistakes will occur, but with proper guidance and the hiring of experts in their respective fields, the board can reduce the number of mistakes and develop a full understanding of what it takes to manage the community.

I hope that these suggestions will offer a positive and satisfying direction in which the community can work together for the best interests of the association. 

Taken from http://www.caionline.org/

Miami Beach Condo Association Has Very Creative Idea for Project Funding.

A Miami Beach Condominium who has been unable to obtain a loan or grant for building restoration, and with little hope of gaining funds any other way, looks to Corporate America for assistance to restore their beautiful building, in an imaginative way.

Located on busy Collins Avenue and built in 1940 as the Lord Baltimore Hotel, this beautiful example of art deco architecture has undergone a long history. During World War II the building was used to house troops, and later become "La Playa" apartment building in the 1960's. In 2003 at the peak of the South Beach real estate boom it was converted to a Condominium Association.

Soon thereafter, in 2005 the City of Miami Beach issued the Association a violation to repair exterior concrete throughout the building. The Board passed a special assessment on the 32 units, and work began. Once the selected contractor had commenced work, additional extensive damage was discovered which had been unanticipated. The Board passed a second special assessment, and the work continued. However, in December 2008 the Associations funds ran out, the contractor ceased work, and the building was left looking like a gray shadow of its former glory.

The Board of Directors, unable to get a loan or grant, and with little hope of gaining funds from another special assessment, decided that the only way to get this project completed was to seek assistance from a corporation

The Board of Directors, unable to get a loan or grant, and with little hope of gaining funds from another special assessment, decided that the only way to get this project completed was to seek assistance from a corporation willing to fund the project, paying off the debt to the contractor, and completing the job.This is estimated to cost close to $250,000. "With its prime location, the building would be a great space to wrap with advertising (subject to city approval) in return for the funds and it would be great PR as a community project for any company willing to take up this unique opportunity. The tower on the north east corner of the building would make the perfect setting for a beverage company to advertise, " says Anthony Parker, President of the Board. "I love this neighborhood, this is my home and it's just such a shame that we can't get it back in the shape it should be; I worry constantly that we will lose it all if we can't get the funding to fix this."

He advised that the Board has considered several creative ideas and are currently willing to rename the building, wrap the building with advertising, or do whatever else it takes to get this project completed and their beautiful building back to the South Beach gem it once was.

For more information or to assist this community please contact Anthony Parker at 305-534-1212 or antparker@msn.com

Eliminate Flood Insurance Premiums for your Community

Don't you wish that you could eliminate Flood Insurance premiums for your community, forever? Did you ever think that this could be possible? We know just how to do it.. Read the following link to learn how, and contact us so we can help you today!


'Eliminate your Communities requirement for Flood Insurance'

8 Tips For A Successful Board Meeting

To ensure that your Board's meetings are efficient and effective, consider the following Board Meeting tips:

1. An agenda is developed for the meeting and provided to all board members and management before the meeting so that they know which topics are going to be considered and they can come prepared.

2. Minutes of the last meeting are distributed in advance so that they can be reviewed before the members come to the meeting. Any changes or corrections that have to be made can occur at the meeting.

3. A moderate degree of formality must be used in conducting the meeting. Certain rules for discussion are defined. Everyone's expectations regarding decision making are agreed upon and understood.

4. Principles of good communication are practiced. These principles include; only one person may speak at a time. No interrupting. No ridiculing another person's point of view. If it seems that there is another, unspoken meaning behind the words being used, it is the board's job to work with the speaker to identify the message.

5. Set time limits. For example, the meeting will start at 7:00 p.m. and adjourn at 8:00 p.m. Set a specific time limit for each particular agenda item (example: no more than 10 minutes will be spent on the financial report). If board members wish to continue beyond the agreed upon time limit, there should be a procedure for approval to continue the discussion.

6. The chair (usually the President or Manager) must encourage free discussion of the topic being considered, to keep the discussion moving, and to identify issues relating to the topic. It is also the chair's job to define the decisions that are made. The chair must always remember that the board members have been elected to govern the association, not just to discuss it.

7. Adjourn the meeting on time.

8. Follow up. There always will be action items that require attention from the manager or from specific board members. See that the follow-up is accomplished before the next meeting.

If you follow these guidelines you will spend less time in your meeting. You will accomplish more. And you may find more qualified owners willing to participate and assist the board of directors.

Law Gives Tenants Rights During Foreclosure - News Story - WFTV Orlando

Some of the biggest victims of foreclosures throughout Florida are not the homeowners, but the tenants living and renting the homes from the homeowners facing foreclosure. Florida, unlike other states, does not currently have any laws that protect the rights of renters in a foreclosure action, but a new federal law may provide these renters and their families some protection.

Read more about this and how it can affect your Community Association below...


Law Gives Tenants Rights During Foreclosure - News Story - WFTV Orlando

Why your lawyer won't take or return your phone calls - top 10 reasons

We found this to be a great "Top 10 List". Its a great report we wanted to share.


Why your lawyer won't take or return your phone calls - top 10 reasons