Are you a newly-elected director on a condo or community association board? Hawaiiana Management Company would like to offer some simple tips for successful and productive service to your association.
Always Be Prepared. The board meeting is your opportunity to make decisions on issues that pertain to your property, so it is important that you be prepared for those meetings.
Familiarize yourself with your association’s documents. To begin with, you should familiarize yourself with your association’s documents the articles, bylaws and CC&R’s, which stand for Covenants, Conditions and Restrictions. These documents are like the “constitution” of your property, and all board actions must be in line with these important documents.
Read your Board Packet. About one week before every meeting, your Management Executive will mail a board meeting packet to the board members and building manager. Please take the time to read the material, take some notes on the issues, and be ready to discuss and vote on issues at the meeting.
What Happens at the Meeting? The board meeting is for information dissemination and discussion, and will normally include discussion of the previous meeting’s minutes, monthly financials, committee and building manager reports, unfinished and new business, and executive session items which pertain to delinquencies, legal and personnel matters, and on occasion contracts.
Decision Making: The board makes decisions and establishes policies, while the management (your site manager and managing agent) will implement your decisions. It’s important to remember that you, as a director, also have an important fiduciary responsibility to do what is in the best interest of the association, meaning all of the owners. Other than the monthly board meeting, the board is not involved in day-today implementation of your decisions—the site manager and managing agent will take care of that for you.
Importance of Meeting Attendance: Board meeting attendance is important, and you will need a specific number of board members to reach a quorum. If you do not have a quorum, no business can be conducted, thus the meeting is postponed to another date.
The Role of Your Managing Agent: The managing agent’s job is to help guide the board to make decisions that are in the best interest of the property and all of its owners. Your managing agent is there to provide information on any pertinent property issues, past practices or decisions of the board. He or she can offer an objective point-of-view, which can assist the board’s analysis of the issue at hand. Working on behalf of the board, the managing agent encourages the board to think not only about obvious items, but also about things that are not readily apparent, or may occur before they make a decision.
In every respect, your management executive is intent on helping the board be successful. If we offer a different point-of-view from you or another board member, it is only for the purpose of giving you additional information to consider, and assist the board to make the best decision possible.
Educate Yourself. Professional organizations like the Community Associations Institute (CAI) provide classes and seminars to help board members understand their responsibilities and successfully carry out their duties. Hawaiiana Management Company also holds regular educational seminars as a service to board members.
Hawaiiana’s next seminar for board members, “Preside with Confidence,” will be held on Saturday, May 18, 2019 at the Hale Koa Hotel. It is free of charge to board members of Hawaiiana-managed properties, and open to other board members on a first come, first served basis. In addition to featuring engaging and pertinent speakers, a continental breakfast and full lunch buffet is provided. To learn more about this excellent seminar or to register, please visit www.hmcseminar.com, or call Michelline at 593-6300.
For more information on Hawaiiana’s services, please contact: Mele Heresa, CCIM®, CPM® at firstname.lastname@example.org or 593-6827.