What does that word really mean? I've known a few board members and at least one owner who cringe when they hear that word. Why? Because it has been used as a code word for "someone's attempting to hide something from us."
Ultimately, a request for transparency is, I assume, a request for more information. I'd like to think that is the core issue. If so, then transparency is about communications.
Should owners be genuinely concerned? Well, there are several issues. I did a lot of research on this a few years ago. First, boards are supposed to conduct open association meetings. Second, only certain topics are permitted in executive session, out of view of owners. Do boards adhere to these rules? According to various attorneys and HOA periodicals, some boards attempt to expand the executive session to include topics which should be discussed in front of owners, as a means of avoiding owners. However, I think it's useful to remember that this association has a professional manager who assists the board. The professionals are supposed to know these rules, etc. and keep the board on track. The professional also attends executive sessions. So I suspect that if this is a problem, it's more prevalent in associations which have no professional management.
Emails
Emails can be a powerful tool but they can also be misused and abused.
The use of email is becoming standard at many associations, and even votes can be made via email. To keep this open, the board is supposed to "ratify" such votes during the open part of the next association meeting. Of course, there are those who will argue, that's after the fact. It is. For that reason, it's probably best to minimize the use of email for voting purposes. I do know our board has discussed this with management. I can't recall a recent email vote.
What I do like about emails is the possibility that if used properly, everyone will get the identical information. I consider that to be really powerful. To be really useful, there needs to be a response. Otherwise, hitting the "send" button feels like hitting the "flush" lever on a toilet. Have I experienced this silence? Oh, yes. Many times. What does a lack of response mean? A "yes, I agree" a "No, " a "Just go away?" or "I didn't read this?"
Emails can be a problem. I prefer to avoid "data storms" with emails bouncing back and forth. How to track those ideas?
Another transparency issue is sub-groups on boards who communicate as a sub-group and avoid consensus building or avoid board members whom they find to be disagreeable. Do boards isolate some of their board members? Probably. How to avoid this? I prefer to address emails to the entire board on board matters. That can be a bit unwieldy if everyone begins responding with their opinions and improvements and ideas. I've experimented a bit on this, and if a problem requires coordination with a single board member, I'd prefer to get that resolved and then broadcast to the group with a copy to management. I've also adjusted my notes for association meetings, and use that as a primary communications tool. These notes are rough, and designed to keep the board informed of project and problem statuses, and to solicit comments from the board. So they're not fit for prime time. However, some parts are being published in the newsletters, and some are on this blog.
But what to do when a board member or members simply don't return emails? I've gotten desperate and sent emails in which I said "I do need a response!" My experience indicates that in autocratic organizations, there is no need for discussion. That's not the best approach for most day to day activities in an HOA. If we take that approach we end with a board that votes in a strange manner. I once cringed when a board member told me "I vote with the majority."
My experience also indicates that "management by committee" doesn't work well, either. However, an HOA board needs to come to a consensus on significant issues, ranging from hiring and firing to expenditures of funds. So a dialog seems to be necessary. Most decisions involve a question about "what is to be done, by whom, and for how much." I don't have single authority to do that. That's why the board votes on contracts, bid award, etc. I'm willing to do the "grunt work" but I do want bona fide input on issues when I raise them.
One concern I have with emails is that they can be used improperly. For example, it's very easy to transmit information between board members and owners, or others. I think this can be abused. I view email to owners as one of those things to be used carefully. The Illinois Condominium Act prohibits the creation of sub-groups or classes of owners. When a board member sends emails and association updates to a select group in an association, that would seem to be a violation of the act. Has that happened her at BLMH? Yes it has. I suppose the excuse would be that it's difficult to run or be intimately involved in a political organization and simultaneously be a board member. So I suggest that it's best to just be a board member and leave the politicking to others.
I do sometimes get emails from an owner. When I respond, I may copy the entire board and management, or I may forward a copy. In that manner, everyone is "in the loop," and the entire board is aware. Sometimes a board member may send me a comment, or may then also send a response to the owner. That's their privilege.
Communications Limitations and the Newsletter
There are limitations to all of these communications methods and so it isn't possible to get all communications at all times to everyone, except by one means, and that's the newsletter. I really want a more informative as in "substantive" newsletter in this association. Why? Because then certain important information is provided to all owners and other residents, equally. No one is limited because they don't have email or a LinkdIn account or whatever. It's my personal preference that the newsletter be the primary communications device at BLMH. Sending other broadcasts to sub-groups or other select owner or resident groups is probably a violation of the Illinois Condominium Act.
The Ultimate Challenge
The real issue is trust. Each owner is entrusting the members of the board to spend about $3,600 annually of their hard earned money. Will or can owners trust board members to spend it well? What is the definition of that? If a group of owners wants an on-site picnic and the insurance rider is $1500 or so, would we all agree that's a good use of association money, with a convenient park and shelter immediately across the street and no association funds required? When the issue came up, owner's didn't agree and I doubt that all owners would. Is money spent on landscaping that is out of my personal view, is that money well spent? Apparently not to some.
I'll be posting on the challenges of "My Castle is a Part of Your Castle" in the near future. That will look more closely at some of these issues.
The Future
In the future, with Realtors grandfathered into the new requirements for HOA management licensing, it remains to be seen if competency will increase or decrease on the part of management companies. I personally continue to be apprehensive about the possibility of operating and maintaining an approximately 40 acre middle-aged community with a handful of "handymen" and a multi-purpose firm that does real estate, etc. or a single manager rather than a firm. Arguments will continue to go back and forth on this, I expect, well into the future. In the end, we won't know how it turns out until it happens. But that's another issue.
I do understand where some of the owners are coming from. But who is going to lead this group of "handymen" and women? Who is going to manage the insurance, etc.? I've had owners argue both sides of this. Yes, we need professionals, yes, we need liability, workers comp. and health insurance and vehicles, equipment and tools, including the gas and maintenance of these, but we should be able to get that for $15 an hour! Well, with overhead and profit, that's a pretty tall order. It's possible to get a job at a fast food restaurant and make that kind of money.
The Board
The only people who are willing to work at BLMH for nothing are the members of the board. We've also had various sizes of committees. Now we have a few owners who are "testing the waters" by tending grass in shady or hard to grow areas. What other opportunities are coming? Everyone else gets paid. As "volunteers" we shouldn't have to have special cell phones, or be available 24/7 or provide "sweat equity" for the other owners, but we do. Personally, I'm willing to put in my time "building something" but I won't spend it on damage control. So I am choosy and "cautious" about taking on projects.
Continuing with "transparency" I would think that the people who are concerned about this would have come to me when I began filming the association meetings, and congratulate me. But no one did. Funny how it works here. Instead, a few yelled at me. Hmmm, would you describe a person yelling "I don't like you and I don't like what you do" as being "hostile?" I've been very considerate of the association activities during meetings and attempted to be "discrete." The camera is on a tripod and usually unattended and off to the side or rear. In fact, I attempt to locate it where owners are not in the frame. As I said, funny how it works here. "Do what works for me" and you are a hero. Otherwise, you are a chump.
How to Improve Transparency
When someone uses the word "transparency" as it has been used in this association, I think that it's a request for more information and to be "more informed." I've already expressed my commitment to the newsletter. What more should be done? Read the By-Laws, the Rules and Regulations and the Welcome Packet. Become more familiar with the workings of this association. I suggest that owners come to the association meetings several times a year. Get involved in your association. There are options. Join a committee. Consider "being of service."
I'd like to see 150 owners involved in "clubs" here at BLMH. I'd like to see a "spring" or "fall" cleaning drive. I think involvement with a purpose to enhance the association is a good thing.
My Concern
I am apprehensive about sub-groups in the association or owners who think they are "guests" in the BLMH motel, management is the concierge, and the board is the servant staff. "I paid for my room and I expect SERVICE!"
In the end, it's a matter of trust. What I know is, there is absolutely no way for everyone in BLMH to be "happy." Attempts to spend money to achieve that are not a good use of association funds. I say, "keep it simple" and uphold the rules, spend money on maintenance and leave the pursuit of happiness in the hands of the individuals.
Comments, Corrections, Omissions, References
Note 1. In future posts I'll be taking a look at a few other "buzz words" that circulate here and I'll also take another look at "ownership" and what that means. There have been a few developments and I think a few of you might be interested. One of the ongoing issues at our HOA is "I want a well run association on the cheap," with streams and paths but I really don't want to get involved!" Now we have a middle-aged association infrastructure and it's getting interesting!
Note 2. Good communications is a very time consuming thing. That's one of the reasons that boards will tend to skimp. Creating a detailed report or spread sheet, then a graph, and formatting it for inclusion in the newsletter or this blog can take an hour or hours. Some of the spreadsheets I created for the budget meeting last fall and the subsequent association meeting, those, the charts and the PDFs for the meeting took days to create. Why? Because the information contained within spanned decades and was distilled from several sources. I requested some input from the board, but it was mostly input from management. Then there is the text. My communications with complete explanations is only as good as the amount of time spent preparing. The running of this association takes precedent over some of the communications and that includes my personal blogging. I'm attempting to prepare several series of posts so I can again publish these on a routine and regular basis.
How is this relevant to "transparency?" Owners will make all sorts of requests for more information. But once they get it, what do they do with it? The feedback I'm aware of on recent newsletters was mixed. That might be good, because there were no "transparency" questions about the newsletter.
Note 3. We recently had a water main break. Communications was the old fashioned "walk door to door" and tell anyone who opened "You will be without water for several hours while repairs are made, etc., etc." There were a lot of questions about "why" and so forth, but generally it seemed to work OK. One owner did complain that "I wasn't notified."
The association has not yet received all census forms and those include email addresses. I'll be interested in how owners responded to a communications question.
Note 4. The complications for me are based on the need to be a board member AND a fiduciary. Being a board member in closely held corporations never posed a problem for me. Ditto as president. If I made a mistake it was my money, or a goodly part of it, and I was completely free to make any and all decisions to clean it up if things did "go wrong." In this HOA, I'm spending 335 other folks' money. I think that is far more difficult. I'm dealing with a "consumer" culture and I'm just one guy on the board. So I need to count on my board members to do their homework, become cognizant of the issues and then vote as fiduciaries. Sometimes it won't work out. But the measure of success isn't "is everyone is happy." It's a success if the association is strengthened and improved. What are the definitions of such "improvement?" Well, if we had a clear and concise "mission statement" we would know, and so would the owners. I asked our former president what was her vision for this association. I never got an answer. I assume that for the present this is for a future board to formulate.
Association Meetings
The actual format of association meetings is flexible. Different board presidents like different formats. Some owners have preferred the Homeowner's Forum occur prior to formal votes. A problem supposedly occurred at this association a year or so ago, when after Executive Session the board made a motion and a vote. The owners were not invited in. That posed a "transparency" issue for some owners. It's my opinion that such things are "poor form." But such occurrences will "feed the flames."Should owners be genuinely concerned? Well, there are several issues. I did a lot of research on this a few years ago. First, boards are supposed to conduct open association meetings. Second, only certain topics are permitted in executive session, out of view of owners. Do boards adhere to these rules? According to various attorneys and HOA periodicals, some boards attempt to expand the executive session to include topics which should be discussed in front of owners, as a means of avoiding owners. However, I think it's useful to remember that this association has a professional manager who assists the board. The professionals are supposed to know these rules, etc. and keep the board on track. The professional also attends executive sessions. So I suspect that if this is a problem, it's more prevalent in associations which have no professional management.
Emails
Emails can be a powerful tool but they can also be misused and abused.
The use of email is becoming standard at many associations, and even votes can be made via email. To keep this open, the board is supposed to "ratify" such votes during the open part of the next association meeting. Of course, there are those who will argue, that's after the fact. It is. For that reason, it's probably best to minimize the use of email for voting purposes. I do know our board has discussed this with management. I can't recall a recent email vote.
What I do like about emails is the possibility that if used properly, everyone will get the identical information. I consider that to be really powerful. To be really useful, there needs to be a response. Otherwise, hitting the "send" button feels like hitting the "flush" lever on a toilet. Have I experienced this silence? Oh, yes. Many times. What does a lack of response mean? A "yes, I agree" a "No, " a "Just go away?" or "I didn't read this?"
Emails can be a problem. I prefer to avoid "data storms" with emails bouncing back and forth. How to track those ideas?
Another transparency issue is sub-groups on boards who communicate as a sub-group and avoid consensus building or avoid board members whom they find to be disagreeable. Do boards isolate some of their board members? Probably. How to avoid this? I prefer to address emails to the entire board on board matters. That can be a bit unwieldy if everyone begins responding with their opinions and improvements and ideas. I've experimented a bit on this, and if a problem requires coordination with a single board member, I'd prefer to get that resolved and then broadcast to the group with a copy to management. I've also adjusted my notes for association meetings, and use that as a primary communications tool. These notes are rough, and designed to keep the board informed of project and problem statuses, and to solicit comments from the board. So they're not fit for prime time. However, some parts are being published in the newsletters, and some are on this blog.
But what to do when a board member or members simply don't return emails? I've gotten desperate and sent emails in which I said "I do need a response!" My experience indicates that in autocratic organizations, there is no need for discussion. That's not the best approach for most day to day activities in an HOA. If we take that approach we end with a board that votes in a strange manner. I once cringed when a board member told me "I vote with the majority."
My experience also indicates that "management by committee" doesn't work well, either. However, an HOA board needs to come to a consensus on significant issues, ranging from hiring and firing to expenditures of funds. So a dialog seems to be necessary. Most decisions involve a question about "what is to be done, by whom, and for how much." I don't have single authority to do that. That's why the board votes on contracts, bid award, etc. I'm willing to do the "grunt work" but I do want bona fide input on issues when I raise them.
One concern I have with emails is that they can be used improperly. For example, it's very easy to transmit information between board members and owners, or others. I think this can be abused. I view email to owners as one of those things to be used carefully. The Illinois Condominium Act prohibits the creation of sub-groups or classes of owners. When a board member sends emails and association updates to a select group in an association, that would seem to be a violation of the act. Has that happened her at BLMH? Yes it has. I suppose the excuse would be that it's difficult to run or be intimately involved in a political organization and simultaneously be a board member. So I suggest that it's best to just be a board member and leave the politicking to others.
I do sometimes get emails from an owner. When I respond, I may copy the entire board and management, or I may forward a copy. In that manner, everyone is "in the loop," and the entire board is aware. Sometimes a board member may send me a comment, or may then also send a response to the owner. That's their privilege.
Communications Limitations and the Newsletter
There are limitations to all of these communications methods and so it isn't possible to get all communications at all times to everyone, except by one means, and that's the newsletter. I really want a more informative as in "substantive" newsletter in this association. Why? Because then certain important information is provided to all owners and other residents, equally. No one is limited because they don't have email or a LinkdIn account or whatever. It's my personal preference that the newsletter be the primary communications device at BLMH. Sending other broadcasts to sub-groups or other select owner or resident groups is probably a violation of the Illinois Condominium Act.
The Ultimate Challenge
The real issue is trust. Each owner is entrusting the members of the board to spend about $3,600 annually of their hard earned money. Will or can owners trust board members to spend it well? What is the definition of that? If a group of owners wants an on-site picnic and the insurance rider is $1500 or so, would we all agree that's a good use of association money, with a convenient park and shelter immediately across the street and no association funds required? When the issue came up, owner's didn't agree and I doubt that all owners would. Is money spent on landscaping that is out of my personal view, is that money well spent? Apparently not to some.
I'll be posting on the challenges of "My Castle is a Part of Your Castle" in the near future. That will look more closely at some of these issues.
The Future
In the future, with Realtors grandfathered into the new requirements for HOA management licensing, it remains to be seen if competency will increase or decrease on the part of management companies. I personally continue to be apprehensive about the possibility of operating and maintaining an approximately 40 acre middle-aged community with a handful of "handymen" and a multi-purpose firm that does real estate, etc. or a single manager rather than a firm. Arguments will continue to go back and forth on this, I expect, well into the future. In the end, we won't know how it turns out until it happens. But that's another issue.
I do understand where some of the owners are coming from. But who is going to lead this group of "handymen" and women? Who is going to manage the insurance, etc.? I've had owners argue both sides of this. Yes, we need professionals, yes, we need liability, workers comp. and health insurance and vehicles, equipment and tools, including the gas and maintenance of these, but we should be able to get that for $15 an hour! Well, with overhead and profit, that's a pretty tall order. It's possible to get a job at a fast food restaurant and make that kind of money.
The Board
The only people who are willing to work at BLMH for nothing are the members of the board. We've also had various sizes of committees. Now we have a few owners who are "testing the waters" by tending grass in shady or hard to grow areas. What other opportunities are coming? Everyone else gets paid. As "volunteers" we shouldn't have to have special cell phones, or be available 24/7 or provide "sweat equity" for the other owners, but we do. Personally, I'm willing to put in my time "building something" but I won't spend it on damage control. So I am choosy and "cautious" about taking on projects.
Continuing with "transparency" I would think that the people who are concerned about this would have come to me when I began filming the association meetings, and congratulate me. But no one did. Funny how it works here. Instead, a few yelled at me. Hmmm, would you describe a person yelling "I don't like you and I don't like what you do" as being "hostile?" I've been very considerate of the association activities during meetings and attempted to be "discrete." The camera is on a tripod and usually unattended and off to the side or rear. In fact, I attempt to locate it where owners are not in the frame. As I said, funny how it works here. "Do what works for me" and you are a hero. Otherwise, you are a chump.
How to Improve Transparency
When someone uses the word "transparency" as it has been used in this association, I think that it's a request for more information and to be "more informed." I've already expressed my commitment to the newsletter. What more should be done? Read the By-Laws, the Rules and Regulations and the Welcome Packet. Become more familiar with the workings of this association. I suggest that owners come to the association meetings several times a year. Get involved in your association. There are options. Join a committee. Consider "being of service."
I'd like to see 150 owners involved in "clubs" here at BLMH. I'd like to see a "spring" or "fall" cleaning drive. I think involvement with a purpose to enhance the association is a good thing.
My Concern
I am apprehensive about sub-groups in the association or owners who think they are "guests" in the BLMH motel, management is the concierge, and the board is the servant staff. "I paid for my room and I expect SERVICE!"
In the end, it's a matter of trust. What I know is, there is absolutely no way for everyone in BLMH to be "happy." Attempts to spend money to achieve that are not a good use of association funds. I say, "keep it simple" and uphold the rules, spend money on maintenance and leave the pursuit of happiness in the hands of the individuals.
Comments, Corrections, Omissions, References
Note 1. In future posts I'll be taking a look at a few other "buzz words" that circulate here and I'll also take another look at "ownership" and what that means. There have been a few developments and I think a few of you might be interested. One of the ongoing issues at our HOA is "I want a well run association on the cheap," with streams and paths but I really don't want to get involved!" Now we have a middle-aged association infrastructure and it's getting interesting!
Note 2. Good communications is a very time consuming thing. That's one of the reasons that boards will tend to skimp. Creating a detailed report or spread sheet, then a graph, and formatting it for inclusion in the newsletter or this blog can take an hour or hours. Some of the spreadsheets I created for the budget meeting last fall and the subsequent association meeting, those, the charts and the PDFs for the meeting took days to create. Why? Because the information contained within spanned decades and was distilled from several sources. I requested some input from the board, but it was mostly input from management. Then there is the text. My communications with complete explanations is only as good as the amount of time spent preparing. The running of this association takes precedent over some of the communications and that includes my personal blogging. I'm attempting to prepare several series of posts so I can again publish these on a routine and regular basis.
How is this relevant to "transparency?" Owners will make all sorts of requests for more information. But once they get it, what do they do with it? The feedback I'm aware of on recent newsletters was mixed. That might be good, because there were no "transparency" questions about the newsletter.
Note 3. We recently had a water main break. Communications was the old fashioned "walk door to door" and tell anyone who opened "You will be without water for several hours while repairs are made, etc., etc." There were a lot of questions about "why" and so forth, but generally it seemed to work OK. One owner did complain that "I wasn't notified."
The association has not yet received all census forms and those include email addresses. I'll be interested in how owners responded to a communications question.
Note 4. The complications for me are based on the need to be a board member AND a fiduciary. Being a board member in closely held corporations never posed a problem for me. Ditto as president. If I made a mistake it was my money, or a goodly part of it, and I was completely free to make any and all decisions to clean it up if things did "go wrong." In this HOA, I'm spending 335 other folks' money. I think that is far more difficult. I'm dealing with a "consumer" culture and I'm just one guy on the board. So I need to count on my board members to do their homework, become cognizant of the issues and then vote as fiduciaries. Sometimes it won't work out. But the measure of success isn't "is everyone is happy." It's a success if the association is strengthened and improved. What are the definitions of such "improvement?" Well, if we had a clear and concise "mission statement" we would know, and so would the owners. I asked our former president what was her vision for this association. I never got an answer. I assume that for the present this is for a future board to formulate.
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