Conflict Resolution
It’s not uncommon for differences to arise between neighbors and townhome and condo living is no different. If you find yourself in a situation where you feel you must speak up about a neighbor’s behavior or treatment of property, there are several ways to start the process and even resolve it without involving your Community Manager. Some of the steps we recommend you start with include: 1. Talk to your neighbor. Sometimes people aren’t aware that they’re doing something to bother you. Starting a face-to-face conversation to express your concerns can many times clear it up before it goes any further. Your approach to the situation can “make or break” the outcome. Some tips we suggest include: Assume the other person is unaware of the problem. Use problem-solving phrases, such as “How do you suggest we approach this?” or “I think I have a solution.” Don’t let the issue fester. If you bring your concern to the table, try to come to a resolution before your leave. Situations tend to get worse when one or both parties overthink it. If possible, avoid discussing your issue with other HOA members. Getting too many people involved can make it harder to solve in the long run. 2. Check your HOA’s Bylaws Be sure you know the bylaws of your HOA to ensure you have a valid complaint. This information can give you ground to take your issue further or put into perspective the validity of your complaint. 3. Mediation Not all disputes between neighbors should involve your HOA board. Third-part mediators can provide a non-biased and safe table to for you and your neighbor to discuss the problems and find peaceful resolution. 4. Suspecting criminal activity. It is important to note, if your suspect criminal activity is occurring in your neighborhood, it should be reported to the local authorities. When involving the police, your written log of complaints and observations will be useful for the authorities. 5. Destruction of HOA common areas or property. If you witness a neighbor intentionally destroying HOA common property, bring it to the attention of your community manager or HOA board. We hope you find this information helped. Our HOA communities are wonderful places to live and we strive to keep them that way!
Another Successful Sharper Golf Scramble
On behalf of the leadership team and everyone at Sharper Management, thank you for making the third annual Sharper Scramble appreciation golf tournament another success. Despite the 110-degree heat index, nearly 130 Sharper staff members, Board members and trusted business partners came out for a fun day of golf, food and fellowship. The event was held July 19th at Boulder Pointe Golf Club in Elko. “We put together this event as a way of saying ‘thank you’ to the many important people that have helped shape Sharper Management to the company we are today,” said Dan Cunningham, principal and chief executive officer. “From valued Board members making up our robust client list, to trusted business partners who’s quality of work reflects on our company, to the many Sharper staff members that keep this train rolling down the tracks, this event is our way of bringing us all together to celebrate.” In addition to providing a fun afternoon, the Sharper Scramble also has a charitable outreach component, important to the mission and core values of Sharper Management. This year the event helped raise $2,000 for Open Arms – a local nonprofit that cooks and delivers free, nutritious meals to people living with life-threatening illnesses across the Twin Cities. If you were unable to join us this year, we hope you will consider being a part of this great event next summer.
Sharper Offers Board Training Opportunities
Sharper Management will present two free Board training opportunities in the coming months. All Board members from community associations managed by Sharper are welcome to attend. Tuesday, October 15th at 6 p.m. – “Financial Fundamentals and Simplifying Insurance” Wells Fargo Plaza, 2nd Floor Training Room at 7900 Xerxes Avenue, Bloomington, MN 55431 This focused session coincides with most association’s end-of-fiscal year and insurance renewal seasons. Insurance and financials are always large and complex topics. Led by Sharper’s two directors of community management, Candy Lee, CMCA, AMS, PCAM and Michelle Stephans, Director of Business Development, in addition to trusted insurance vendor and expert, Eric Skarnes, of Insurance Warehouse, this session will cover topics such as: * Defining Types of Insurance Policies & How they Interact * Insurance Claims & How They are Handled * Market Place Update * Basic Financial Reporting * Understanding Operating Cashflow & Reserve Savings * Budgeting Process & Methods * Replacement Reserve Studies & Requirements Tuesday, January 14th at 6 p.m. – “Board Basics: An Orientation for Board Members” Bell Plaza office building in Bloomington (3800 American Blvd W) This general orientation session will be led by Sharper’s two directors of community management, Candy Lee, CMCA, AMS, PCAM and Josh Reams, CMCA, AMS, PCAM. Topics covered will include: * Defining Types of “Associations” * Roles & Responsibilities of the Board * Financial Fundamentals * An Overview to Governing Documents & State Statutes * How to Run Effective Board Meetings * Insurance Basics * Property Management Practices If you are interested in reserving your spot, please email info@sharpermanagement.com
Creating Successful Annual Meetings
For some Board members, the annual meeting can be a source of anxiety. And for many community associations, the annual meeting has become the collective wasteland for complaints, critiques and requests from residents. The first step in creating constructive and beneficial annual meetings is understanding the definition and primary purpose of it. Definition & Function – Minnesota Statute 317A, Nonprofit Corporations Act, mandates that all corporations with members (which all homeowner associations are) “shall hold at least an annual meeting of members with voting rights.” Minnesota Statute 515B, Minnesota Common Interest Ownership Act, mirrors the language, “a meeting of the association shall be held at least one per year.” Perhaps more importantly, though, is understanding the primary role of this meeting. Once again, both 317A and 515B provide context. The fundamental reasons for an annual meeting are as follows: (i) an election of successor directors for those directors whose terms have expired (ii) a report on the activities and financial condition of the association, and (iii) consideration of and action on any other matters included in the notice of meeting. Put simply, the purpose of the meeting is to vote in board members, approve the minutes from the previous year, and give a brief financial and activities report of the past year. That’s it. Rarely are there other items requiring a membership vote. And never should that vote happen unless it is included in the notice of the meeting. Pitfalls – where many associations might struggle with the annual meeting, it typically comes down to the same reason. The perception is that it is the annual meeting of the members, therefore owners should have a say and a vote on various matters. Many associations have years of precedence that’s been set where there is no control and other topics dominate the meeting. Solutions – first, control and order must rule at an annual meeting. The meeting facilitator, typically the Board President, should open the meeting by stating the expectation that the purpose of today’s meeting is to vote in Board members. Other operational business should be brought more appropriately to an open Board meeting, where action can be taken. It is so important to recognize section III. of the state statute cited above. “Consideration of and action on any other matters included in the notice of meeting.” To reiterate, no other business can be conducted at the annual meeting if it was not included in the meeting notice. Any motion from the membership on this or that could be grounds for an illegal vote. Think about it. What if you choose not to go to the annual meeting because there was nothing listed on the agenda (which is typically the case for an annual meeting) and then you learned that at the meeting the membership voted to raise dues? You probably would have gone had you know that was going to be voted on. While it might seem counter-intuitive and cold to keep an annual meeting of members very brief and matter of fact, it is important that it be run as a business meeting. If an association wants to use the meeting as an opportunity to hear concerns and have dialog between the board, management, owners, etc., have an open forum session after the annual meeting is adjourned. No minutes. No votes to be taken. Just a forum for dialog. And, once again, try to push those conversations and request to a Board meeting, where action can be taken. Hopefully a more thorough understanding of the definition and function of the annual meeting, along with the pitfalls and solutions mentioned above, can help your association create more successful and constructive annual meetings going forward.