How to start a Neighborhood Crime Watch

Many of you have mentioned incidents in your neighborhood that could have been prevented if you had a Crime Watch group. Here is a simple step by step process on how to establish a Crime Watch Group in your neighborhood.

1. When a resident calls the Citizens Crime Watch office at 305-470-1670, a request for service is created listing to all their information and concerns so that it can be forwarded to the appropriate law enforcement department.
2. An initial meeting, which last about an hour, is scheduled for a weeknight at 7 p.m. — a good time for people to be home from work.
3. The meeting preferably is held in the neighborhood at someone's home. This way people can just walk to the meeting. This has been found across the country to be much more effective since the objective is to meet and get to know your neighbors. In some areas, this part may not be possible due to crime issues, so we try to find a safe location nearby for the meeting — a church, a clubhouse or in some cases, in the middle of the street. For those who live in apartment buildings, we have held meetings in parking lots too.
4. Once a meeting date has been established with the police officer and the host, a flier and brochure are provided to be distributed to all neighbors. English, Spanish and Haitian Creole versions are available. This is to inform everyone of the meeting; the brochure speaks to the implementation of a Neighborhood Crime Watch.
5. The night of the meeting, the police officer and someone from the Citizens Crime Watch office will attend. The officer provides information regarding crime trends, crime statistics, the police departments role in the community and what their department is doing to assist the community.
6. The officer also discusses alarm issues as well as how and when to call the police. The officer teaches residents what information is needed when calling police about a suspicious person or vehicle. The officer also answers questions.
7. The Citizens Crime Watch coordinator explains how to set up a phone chain — a collection of phone numbers, addresses and special needs or information pertinent to each home in the neighborhood. When the phone chain is completed, it is shared with all neighbors participating in the crime watch. 

Creating a phone chain is the most crucial part of Neighborhood Watch because it's how everyone stays in touch, as you witnessed from last week's article. Once the above is completed and the Neighborhood Watch is organized, the Citizens Crime Watch and Police Department then provide Crime Watch signs, house stickers and T-shirts. All of this is paid for with your tax dollars.

Implementing a Neighborhood Watch is not easy. It takes dedication and "sweat equity", but as the thousands already involved will say, it's the best thing that can happen to a neighborhood.

The above steps may differ for some municipalities that implement their own programs. If they don't have a Neighborhood Watch program, contact the Citizens Crime Watch office and they will be happy to supply you with some crime prevention materials.

Credit to Carmen Caldwell, executive director of Citizens’ Crime Watch of Miami-Dade for article content. She may be contacted at 305-470-1670 or carmen@citizenscrimewatch.org.

The Handy Pantry - 5 Items You Should Always Keep on Hand

So with this post I decided to stay away from the usual Condo and HOA Management talk and focus more on something "off-topic". Believe it or not, we're already planning for Hurricane Season, and I thought this fit right in. This post will focus on 5 simple, but very important things every family should always have in stock at home. 

It's been a long day at work, and you arrive home tired and hungry. After rummaging through the kitchen, you discover that your fridge is pretty much empty and your cupboards are bare. It's been such a long day that you just can't bring yourself to go to the market. So, what do you do? Chances are, you pick up the phone and call a local restaurant or pizza chain that delivers. Has this happened to you? It feels as though it happens to me at least once per week...

Ordering in can be a nice solution once in a while, but over time the costs can add up. Not only are you paying more for your food, you're also probably eating meals that aren't very healthy. Although it may seem difficult, this can be easily avoided by keeping a few very specific products in your pantry. With these items in hand you'll be able put together a quick and nutritious meal in no time.

The first step is to stock quality items that are flexible enough to work with the ingredients you may have on hand in your fridge. Here are five great products to get you started:

1. Canned Tuna (packed in olive oil) - Tuna has a myriad of uses. For starters, it's the key ingredient of a killer Salad Nicoise. Anyone who has a George Foreman Grill, panini press, or a grill pan can also use this tuna for an authentic Italian tuna panini. Canned tuna can even be used in making a great sauce for pasta. Simply drain the tuna and toss it into warm pasta, along with capers, cherry tomatoes, parsley, and olive oil.
   
   
2. Dried Penne Pasta - Everyone knows about the many different uses of dried pasta, but dried penne offers even greater flexibility. It is a fantastic replacement for elbow macaroni in mac and cheese. It can also serve as a terrific starch component in any casserole. Another nice feature of penne is its ability to be served at room temperature. If you've got cooked penne in the fridge, you can add it to leftover veggies, toss the mixture with a little Italian dressing, and serve it as an entrée pasta salad.
   
   
3. Canned Beans - Beans are great for chili, stews, and soups. They also make a nice addition to any salad. But maybe the best reason for keeping canned beans on hand is their use as a quick appetizer for guests who drop by without warning. A can of cannellini beans (drained) mixed with olive oil, garlic, chopped tomato, and any fresh or dried herbs you have on hand makes a great topping for grilled bread.
   
   
4. Canned Chicken Stock - This product has improved a great deal and is a far cry from the salty version you may remember from the past. Now, you can actually purchase organic and free-range chicken stock. Having stock on hand allows you to whip up a quick gravy or sauce for any meat dish. It's also a great base for many soups. Simply simmer one pound of vegetables, like carrots or cauliflower, in 4 to 6 cups of stock for 10 minutes. Process or blend until smooth, season with salt and pepper, and finish with a touch of cream.
   
   
5. Canned "San Marzano" Tomatoes (chopped and whole) - Imported from San Marzano, Italy, these are the best canned products on the market. Unless you have tomatoes growing in your back yard, you can't do much better, especially when it comes to making a great marinara sauce. They also make a fantastic tomato soup.

By keeping your pantry stocked with these flexible ingredients, you'll be able to prepare tasty meals in no time while also eating healthy and saving those pennies!

Decision Making at Board Meetings

It is easy at times for Board Members and Managers alike to lose sight of the Associations goals in between board meetings. This may occur for many reasons, including too few or too frequent meetings, lack of preparation between meetings, etc. It’s important to remember that the board meeting is the end of the decision making process for the board and not the beginning. The Board needs to be prepared to make decisions at every meeting.

Below are some tips that will assist your board and manager in preparing for effective decision making during your board meetings:

o       Schedule your board meetings in advance for the entire year. Notify your association members, board members, and management to note their calendars. Schedule them around holidays to guarantee high attendance and involvement.

o       Schedule your board meetings in accordance with your community by-laws. However, be sure to schedule them often enough to allow for timely attention to association issues, projects, improvements, and any other matter requiring management or board member action or decision. Some boards hold meetings monthly, others hold them quarterly. We believe these to be good meeting strategies.

o       Prepare and distribute your meeting agenda at least 3 to 5 days prior to the scheduled meeting. The agenda should be detailed and provide a time limit for each item. This will allow your manager and board to better prepare for the meeting and the decision making process.

o       Make room on the agenda to involve and invite members to join or start committees. Provide sufficient time for committee volunteers to provide their reports and suggestions to the board.

o       Once the agenda has been prepared, distribute any supporting documents such as meeting minutes, proposals, written requests, etc. prior to the meeting. This will allow board members to read each document, prepare questions, and attend the meeting ready to make decisions.

o       Train and educate board members to attend meetings prepared and ready to make decisions.

Now, we know your board may not hold frequent meetings, or may not even be used to preparing for meetings, but we are certain that by following these simple steps your community will run effectively, decisions will be made wisely, and homeowners will be happy to see the Board and Management taking timely action to the items that concern them.

New FHA Guidelines and Approval Process for Community Associations

On December 7^th, 2010 the Federal Housing Administration (FHA) announced the NEW expiration dates of their Condominium/Homeowners Associations Project Approvals and Re-Certifications. These new expiration dates will affect Community Associations and Unit Owners throughout the country.

It is recommended that all Community Associations wishing to obtain FHA Certification begin the lengthy application process as soon as possible.

In recent weeks we have received many questions about the FHA Certification process. A majority of the questions we receive have been regarding the length of time that it will take to get a community project approved by the FHA. We have also received a number of questions on the possible pros and cons to FHA Certification, as well as concerns on the differences between the FHA new project approval and the project re-certification process.

The FHA has set the following deadlines for community project approvals. Due to the large number of communities nationally, it is important to remember that time is of the essence in order to avoid the potential delays in application processing. 

Initial Project Approval Date	New FHA Expiration Date
1972 - 1985	December 31, 2010
1986 – 1990	May 31, 2011
1991 - 1995	July 31, 2011
1996 – 2000	August 31, 2011
2001 - 2005	September 30, 2011

Although it may seem simple, a very common question we get asked is why go though the process and why get certified? The answer is quite simple. It is estimated that approximately 40% of all new loans will be insured by the FHA. The FHA has the most aggressive loan programs in the market and without them the owners of the properties within the association would be at an EXTREME disadvantage when it comes to selling and/or refinancing their homes. Not being FHA approved would obviously drive property values down in your neighborhood. 

Community Board Members are encouraged to begin the approval or recertification process as early as possible, as it is still uncertain if any further extensions for project approvals will be granted.

Fortunately, we have been helping Condominium Association communities get FHA approvals since the new guidelines have been in effect. We’ve successfully helped many Associations obtain FHA Recertification or FHA New Project Approvals and we recommend that all Associations begin the process or recertification immediately. 

Do not hesitate to contact us with any questions about these deadlines or the FHA application process. We look forward to the opportunity of getting your Community Association approved by the FHA.

8 Tips for Communicating with Your Community Association

How you view a condominium or homeowners association is going to depend on what you have heard and what you believe. Some people think that community associations are the best form of residential living because the association is responsible to provide services that you would normally have to do yourself. On the contrary, some people believe that homeowner's associations are not a good idea because the people who make up the board and management have a reputation for being power hungry and that they usually do not care about the general upkeep of the property.

In order to assist you in communicating and dealing with the common misconceptions of community association living we’ve prepared our 8 Tips for Communicating with Your Community Association.

Tip #1:
You need to communicate with the board and management. If you do not communicate, you are never going to have a good relationship with them, nor will your opinion ever be heard. Never hesitate to ask questions or to question what the board is doing, but you do need to remember that in order for your opinion to be heard you must maintain a courteous and positive communication level.

Tip #2:
Get involved with the association and participate. In order to maintain a positive relationship with your association you are going to need to get involved with the board. This can be as simple as attending membership meetings and voting when necessary. You can also attend the monthly board meetings, join or form a committee, or even become a board member. There are many ways to get involved with your association which can help you maintain a positive relationship with the association and management.

Tip #3:
Never assume that the board or management does not care. It’s important to remember that the board and management will always consider any circumstances that affect property maintenance, violations, or anything else that can negatively affect the community. However, unfortunately, there are always matters out of their control that may be cause for delay. Additionally, the board and management may not always have a realistic understanding of the urgency of some items, therefore, it’s important that you maintain constant communication with them about what is going on so that they can work with you on the issue.

Tip #4:
In order to fully understand what the association is and what they do you need to take the time to learn about them. There are numerous things that you can do to learn about an associations including reading books, attending board meetings, and attending educational seminars. By learning about the associations, you will find out that although some can be power hungry, most associations work hard to make their community a great place to live.

Tip #5:
Always expect the best out of your association. Remember that the board is made up of your own neighbors, who want the best for their community. Since you are paying for the services you should expect the best, if things aren't going as expected make it a point to talk to your board or manager to see if things can be changed, but be prepared to provide specific issues and examples that can be addressed.

Tip #6:
If you have something that you want to take up with the board or management be sure to plan ahead. The reason for this is that time is needed to research and to respond to your requests and questions. By giving plenty of notice, they can provide you with the best answers and assistance.

Tip #7:
Learn to appreciate your board. The board members are there to help you resolve problems and to fix things for the best of the entire community. Board members do not get paid for their positions, they simply volunteer what time they have to serve the community.

Tip #8:
If you do not like how things are going then you need to do something to help change it. By running for a position on the board you can start making the changes that you feel are necessary. You can also begin to make your board or management aware of what you think is needed to make positive changes. In order to better serve the community, they are always welcoming feedback and input on what is going on throughout the community.

Steps to Take When Changing Management Companies - A Brief Look at How We Do It

If your community is like most others, you will at some point be faced with the tough decision of changing management companies. A majority of our business comes from dissatisfied Board of Directors who are looking to take their communities management in a new direction. When that time comes, it is helpful to the community and the outgoing and incoming managers if the Association has taken the necessary steps to insure a smooth transition. We have substantive experience in handling these transitions and in this article we have detailed some necessary steps that all Boards should be sure to take when changing management companies.

Pursuant to the Florida Administrative Code, a Community Association Manager or management company is required to provide all original books, records, accounts, funds and all other property of the Association within 20 business days of such request or termination. This time frame gives the existing management company sufficient time to compile all of the records which it must provide to the Association.

Financial Records:

Perhaps of most importance during the transition process is the smooth turnover of the Association’s finances and official records. This is particularly true when talking about Associations where the management company accepts direct payment of assessments from the owners and where the management company performs the day to day banking and accounting for the Association.

Although it may be overwhelming, there are steps the Association can take to minimize the risk of an assessment check going missing, or a vendor not being paid in a timely manner. These types of situations are common when changing managers and can be avoided with some careful planning by the Board. Your incoming manager should be able to assist in providing assistance.

The Association should first arrange a specific and mutually agreed upon date for the turn over of financial records. The Association should avoid having two management companies maintaining two separate financial books and records. This should be separate and apart from the reconciliation of the final month’s accounting by the existing management company which should be provided to the Association on the date determined in the existing management contract, or a date agreed upon by the parties. The new management company will need the current year’s finances as early as possible to have their accounting system up and running by the date of the transfer of services.

A list of all Association vendors should also be made available to the new management company as soon as possible. This will insure that vendors are properly informed by the new management company of the change and helps avoid having any lost or misplaced invoices or bills during turn over. This process is important because if not handled correctly the Association could be subject to unnecessary late fees and charges from its vendors.

A list and current status of all collections files should be prepared prior to the transfer. The report should detail whether an account has been forwarded to counsel for collections or foreclosure efforts. Considering the financial state of many communities, particularly those looking for new management, it is imperative that any possible delay in the processing of delinquent accounts or collections matters be prevented.

Collection of Maintenance/Assessments:

Although, this may seem obvious, you’d be surprised how often it is overlooked. The first step the new management company should take is to send an introductory letter to all the members of the Association advising them of the change of management. This step should take place well before the start of new management. Association members must be advised where their current assessment payments should be sent and new coupon booklets, if any, should be distributed. This is critical or your community will not receive very many monthly assessment payments on the first month of management change. This can greatly affect your communities’ financial position and also risk the credibility of the Board among Association members, not to mention the credibility of the new management company.

Correspondence and Service of Process:

Arrangements must be made with the existing (prior) management company to make sure that they forward any correspondence they may receive for the Association to the new management company in a timely manner. Correspondence received by them should be forwarded to the Association, or picked up at their management office at least once a week during the first month after transfer. This will make sure that all correspondence is received, that bills do not go unpaid, and that the payments of any unit owners still sending their payment to the prior management company get processed.

The new management company should also update the Associations corporate record with the Department of Corporations and the Division of Condominiums to be certain that the existing (prior) management company is not listed as the Associations registered agent. If so, the new management company should submit a change of corporate record as soon as possible to be certain that the Association is made aware of any and all legal matters.

Other Official Records:

The transfer of the official records of the Association may also be a troublesome process when changing management. This is particularly so when an Association has had its existing (prior) manager for many years prior to the transfer. In those circumstances, the composition of the board of directors may have changed a number of times between the time in which the existing (prior) manager first began servicing the community and the time of the transfer to the new management company. In these instances it become difficult for the board of directors to determine what records were initially given to the manager to maintain, and what records the manager has been maintaining since he began servicing the community. It is also important to note that management companies usually do not always keep records in a uniform way, only making it more difficult to really know what they have and what they are expected to turn over.

The Florida Statutes, Chapters 718.111 and 720.303, attempt to facilitate the turn over of Association records by providing an official list of all of the records of the Association which must be maintained and/or kept for at least a period of seven (7) years. Even if your Association is not considering a change in management in the near future, it should always maintain a list based on the official records listed in Chapters 718.111 and 720.303, identifying where those records are kept, and to whom they have been entrusted, even if they have all been entrusted to the management company. The most difficult time for the Association to try to make this determination is during a transfer of control between management companies. This will lead to confusion, and possibly lost or missing records.

With an updated list of the Associations official records, the Association (or the new management company) should inventory the records provided by the existing (prior) management company at the end of their services. This inventory should be kept as part of the official records of the Association. Thereafter, should the Association wish to again change its management, an inventory will exist of all the records the manager received. The official records inventory list benefits both the Association and the management company by providing peace of mind for all.

Conclusion:

Ultimately, should problems arise in the transfer of management services the Association should always consult its legal counsel for advice. However, a professional management company with experience, specialization, and a proven system for the transfer and turn over of management companies should be able to provide invaluable input and assurance during this important time for the Association and the Board.

Should your Association be considering (or is in the middle of) a transfer of management companies, please do not hesitate to contact us so that we can assist you by answering any questions or concerns you may have.

A Condo Association’s Board Responsibilities Defined

A condo association is a miniature form of representative government. The board members are elected by the condominium unit owners (the membership) to run the association and to manage the condominium property. In most cases the board will need to hire a professionally licensed manager to assist in managing the Associations day to day activities. Condominium unit owners rely on the board to resolve community problems ranging from building maintenance to unruly residents.

Rules and Covenants

The first priority for a condo board of directors is to carry out its duties in accordance with state law and the governing documents of the condo association. Directors are also responsible for enforcing the governing documents, the community rules, and doing so uniformly and fairly, including obeying the same rules themselves. This responsibility requires the directors to review complaints, reports from management, and decide if the rules have been violated. The Board (or a committee appointed by the Board) may choose to impose fines on owners who have broken the rules. In the course of business, it may also become necessary to change or revise the association rules, doing so is also the board's responsibility. Beyond the requirements specifically written into the law and the governing documents, directors also have a fiduciary responsibility to the Association and its membership. The board is obligated to always act in the best interests of the association.

Maintenance

Condo owners handle repairs on their own units, but it's the board's job to fix problems with the common areas, this includes the building's exterior, the hallways and amenities such as a pool or tennis court. The board must arrange for regular inspections and maintenance of such elements and, if major repairs or upgrades are necessary, the directors must set priorities for which problem needs fixing first. In most cases, the board will need to put projects out to bid, at which time the directors must review the bids and select the best one. Many associations hire a manager to deal with such issues.

Finance

It's up to the board of directors to handle the condo association's money. Every member of an association is assessed a fee which funds the associations’ day to day operations, such as maintenance, repairs, and administration. It's the directors' job to review and approve the annual budget and reserve schedule for the association. The directors must also take action against owners who don't pay their portion of the assessments; if an owner continues to refuse, the directors have an obligation to the other association members to take legal action against the non-paying unit owner.

As you can see, being on the board of directors of any condominium association takes a lot of hard work, dedication, and responsibility. The hiring of a professional manager will assist your board with many of the day to day activities of the association.