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The Association's Annual Meeting is the best opportunity for you to learn about this year's events and get caught up on everything happening in your community. Here are a few agenda items and meeting activities you won't want to miss:
Meet Board and Committee members and the Community Manager.
Learn about the Association's mission statement.
Get an update on all current and future scheduled projects.
Receive an update on the financial condition of your Association and learn how your assessments are being used and reserves are being invested.
Participate in the election of Board members for your community.
Be an active community resident and attend the annual meeting. Come introduce yourself to the Board, the Community Manager and your neighbors and find a wealth of information about your community!
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Have you lost your copy of the Bylaws? Would you like to read minutes from past Board meetings, newsletters, financials, etc.? Would you like to read a resolution for background information on an Association policy?
Some of these documents can be found on your Association website. However, these and other Association documents are available to all members for review; owners have the right to inspect them, and the Association is happy to make them available. However, we ask that you follow a few standard procedures so we can serve you efficiently.
First, submit a written request to the Community Manager stating which documents you wish to read. Submit your request five business days before you need the documents. We may need extra time to locate older documents if they're in storage.
Before submitting a request, get a clear understanding of what you are looking for and why. Be specific. A request for "documents relating to the capital improvement project" is too broad. Instead, request "vendor contract and blueprints for the capital improvement project undertaken last year."
Your request will be filled as soon as possible, usually within five business days. You will be contacted to set up a time during normal business hours when the documents may be viewed. You can view original documents at no charge. If you want copies of pages from the original documents, make a list or mark the pages you want with a paper clip or sticky note. You will be charged per page for copying.
Some Association records are confidential. Requests for sensitive information, such as personnel files, owners' ledgers or legal files, will be denied. This protects the Association and you from liability. The exception is requesting documents about yourself.
While viewing original documents, do not remove anything and keep pages in the same order as presented.
If you have any questions or need further information, please call or email the Community Manager for your Association. We're here to help.
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Community associations are a representative form of government founded on the principle of elected individuals representing the people. Much of our country is based on the principles of representative democracy. It starts with organizations like community associations and progresses through our schools boards, city governments, county governments, state governments-all the way to the federal government. We vote for a person, or persons, who will act on our behalf.
Some might advocate that a board should not take action without a vote of the members to find out what the people want. That would be counter-productive. If association members were to vote on every issue before a decision was made, there would be no need for a board, but simply someone to send out ballots and tally results. However, boards find out what their constituents want in other ways. Many make time to hear from residents at each board meeting. But, it's up to you to attend meetings, voice your opinions and participate in the exchange of ideas with the board. We also encourage your involvement and participation. Perhaps you would consider joining a committee. We want your input, ideas, thoughts and opinions.
When the season for community association annual meetings and annual board elections approaches, consider carefully which candidates you select-including yourself. Consider running for the board to help shape the future of your community.
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