Austin summers are scorching, and our CAMs face extra demands from their HOAs while balancing summer vacation expectations from family and friends. I encourage you to find moments to relax amidst the chaos. Take a breath, go for a walk, or read a good book. Enjoy this time.
Recently, I came across a thought-provoking Forbes article on rebuilding community post-pandemic. The key insight was the importance of purpose. What is the driving force behind your association? Thriving communities are united by a shared vision and purpose. This purpose is nurtured through connection, time, energy investment, and a sense of belonging, which fosters trust and safety.
Open communication is the cornerstone of a strong community. Encourage your boards to communicate frequently and transparently. Even those who are often seen as 'snoopers' can become allies if you change your approach and invite them to share positive messages and event notices on social media.
A community flourishes when its members feel valued and acknowledged.
As leaders, we have the power to help our associations articulate their purpose and foster inclusivity. Reflect on your influence in strengthening and sustaining your communities. Remember, growth is gradual. Start small and keep building. Every positive interaction between neighbors 1s a step toward building community.
Join CAI Austin as we share strategies for building communities and improving your associations. Meet vendors who want to help you succeed at our annual Expo in June. In August, we'll gather again to learn about issues affecting your associations from industry experts.
Let's build strong, vibrant communities together.
Best regards,
SARAMARIE BLUNT, CPM®, CMCA®, AMS® 2024 CAI Austin President
What's Inside
•How to Get the Most from Your HOA
•How to Put Your Best Foot Forward When Pursuing a Bank Loan
•Navigating Election Year in Your HOA Community
•Steps to Manage Increasing Hostility and Misinformation on POA Socia Media Pages
•That Guy!
HOW
By Pioneer Beck
Living in a community governed by a Homeowners Association (HOA) can offer numerous benefits, from mainta1n1ng property values to fostering a sense of belonging. However, to truly make the most of your HOA experience, it's best to understand how to engage effectively with it. Here are some practical tips and tricks to help you build a strong bond with your HOA for a better living experience.
The first step in max1m1z1ng your relationship with your HOA is to understand its purpose and function. HOAs are typically responsible for managing and maintaining common areas, enforcing community rules and regulations, and collecting fees from homeowners to fund these activities. You can gain insight into its policies and procedures by familiarizing yourself with your HOA's governing documents, such as the bylaws and covenants.
Active Participation
One of the best ways to get the most out of your HOA is to actively participate in its activities and decision-making processes. Attend board meetings, volunteer for committees, and voiceyour opinionson mattersthataffectthecommunity. By actively engaging with your HOA, you can contribute to shaping its policies and priorities while also staying informed about important developments.
Effective Communication
Make sure to keep your contact information up to date with the association so that you receive important notices and updates promptly. Additionally, if you have any questions or concerns, don't hesitate to reach out to the board or management company for clarification. Open and respectful communication can help prevent misunderstandings and foster a sense of trust and collaboration within the community.
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Respect Community Rules
Adhering to community rules and regulations maintains harmony within the neighborhood. Take the time to familiarize yourself with the HOA's governing documents and follow the established guidelines regarding property maintenance, noise levels, and other common areas. By respecting these rules, you contribute to the community's overall well-being and demonstrate your commitment to being a responsible homeowner.
Building Relationships
Positive relationships with your fellow homeowners and HOA board members can go a long way toward enhancing your living experience. Take the time to get to know your neighbors and participate in community events and activities. Building a sense of camaraderie within the neighborhood can lead to stronger social connections and a greater sense of belonging.
Your input as a homeowner is valuable to the HOA's decision-making process. Don't hesitate to provide feedback to the board or management company if you have suggestions for improvements or concerns about existing policies. Constructive feedback can help the HOA better understand the needs and preferences of the community and make informed decisions that benefit everyone.
Providing Feedback
Continuous Education
Stay informed about HOA-related mattersbystayinguptodatewith newsletters, emails, and other communication channels provided bytheassociation.Additionally,take advantageofyourHOA'seducational resourcesandtrainingopportunities to learn more about community managementandgovernancebest practices.
Proactiveengagementandeffective communicationarekeytoabetter living experience in a HOA-based community. With PioneerBeck Community Association Management, you can make the mostofyourHOAexperienceand contribute to a thriving neighborhood. Looking for professionalcommunityassociation managementservices?Contactus today for expert guidance and support in managing your HOA effectively.
By: Brian Hallock
Brian Hallock
Vice President, Association Banking, American Momentum Bank
Imagine a world where associations could always budget for and have the funds available to cover all expenses that arise. Capital improvement projects like installing new roofs and replacing windows never go over budget. Natural disasters never cause damage that exceeds the cost of what's available in reserves. Pool pumps and fire sprinkler systems never need to be replaced earlier than planned.
Unfortunately, a perfect world like this does not exist.
In the real world, associations face situations where, for various reasons, they don't have or can't access operating or reserve funds to cover over-budget or surprise projects. That's when borrowing money may be a good option.
If your association has decided to pursue a bank loan, the following insights and tips can help you put your best foot forward.
assessrJi1e
COri1Sisterit
issue because, for example, if your community has 100 units and 40 are owned by one investor and that investor goes under, that investor could take the property down with it.
Fauorable Repayment Capacity
Banks will take a close look at the likelihood that your association willbe able to repay the loan. One areaa bank will review is whether or not it's feasible for your association to increase the budget and special assessments to cover loan payments
For example, an association with no reserves seeking a $1 million bank loan would need to substantially increase assessments to owners. Even if the budget increase passes a board vote, the bank could decline the loan application if it thinks the assessment increase is either too high to collect on realistically or may cause a spike in delinquencies.
Also, depending on the circumstances, banks may be less willing to approve a loan following natural disasters. For example, a community with units valued at $125,000 per unit seeking a $25 million loan to repair roofs following a catastrophic event may have difficulty securing a loan. A bank could anticipate that unit owners may walk away from their damaged units, thereby decreasing the amount of assessments collected and needed to repay the loan.
EXCEPTIONS TO THE ABOVE RULES
If you've made the decision to borrow,it'simportanttofindtheright bank. Some banks specialize in Association Banking. Because these banks better understand an association's budgeting process, financialpositionandothervariables specifictoassociations,theytendto be less conservative than other banks. Banks that specialize in Association Banking can be particularly helpful forassociationsthatmaynotbeable to check off all the items listed above. For example, even though banks typically like to see a low percentage of investor-owned units, institutionswithAssociationBanking experts may be willing to take a closer look at the details during underwriting, such as how many investorsareinvolved.
The bank may look more favorably onacommunitywith40unitsowned by 35 different investors than 40 units owned by one investor. If the other numbers look good, these banks may also be more willing to work with communities with delinquencyratesover5%.
When the real world presents financial challenges that your associationdidn'tplanfor,theabove insightsshouldhelp prepareyoufor pursuingaloan.
Brian Hallock is Vice President of Association Banking at American Momentum Bank and has over a decade of experience in property management and finance technology. Hecanbereachedat bhallock@americanmomentum.bankand (469) 910-2930.
With astrongcommitmentto thecommunitymanagement industry,backedby sizablenationalresources, Alliance Association Bankprovidesanunmatched level of expertise and responsiveness. Our customer-focusedapproach means you get a dedicated, experienced relationship manager-a single point of contact-to help with yourunique needs soyou'reable to focus on what matters most yourbusiness andyourcustomers.
Holton, CMCA, AMS, PCAM SeniorVice President (512) 520-7066 sholton@allianceassociationbank.com Joanne Haluska, CMCA, AMS Senior Managing Director, Central Region (216) 314-9100 jhaluska@allianceassociationbank.com
During these times, clear community guidelines can help keep things civil and foster an environment of respect. Here are some things to remember as you strive to help your community navigate this potentially contentious season.
Many homeowners choose to express their political allegiance through signage and flags. While HOAs have the power to create and enforce their own rules regarding signage and flags, it's also important to note that there may be other regulations that dictate what homeowners can and can't do. The HOAs desire to maintain a certain aesthetic within the community must be balanced with homeowners' freedom of expression.
When drafting or reviewing rules regarding political signage, consider the following:
Flagsand banners
Some residents may choose to display flags or banners to express their community views aswell. Similar guidelines regarding size, placement, and duration can help regulate these items while respecting residents' rights to display them. When it comes to flags, remember the following:
• Residentsare allowed to fly the American flag at any time throughout the year, per federal law.
• State laws may regulate things like flagpole location and height.
• Other flags may also be regulated by local or federal regulations.
These basic guidelines can help you set some ground rules within your community during an election year.
Q: Howdomanagersobtain the CMCA?
The process to obtain the CMCA comes down tothree steps:
1. Meet a prerequisite
2. Submit the CMCA Examination Application
3. Take the CMCA Exam
0: What arethe prerequisite options?
There are currently 3 options to meet the prerequisite:
Education. Complete and pass one prerequisite course on community association management, including CAi's M-100 course.
Experience. Demonstrate at least five years of experience as a community association manager to receive a one-time waiver of the prerequisite course. The experience must be as a community association managernot as an assistant manager. If the candidate does not successfully pass the examination the first time, they will be required to take the prerequisite course prior to retaking the examination.
Licensure. Hold an active license or credential approved by the Board. Check out the currently approved list at www.CAMICB.org.
How do managers submit theCMCAExamination Application?
After a candidate has met a prerequisite, they can submit the CMCA Examination Application to become approved for the CMCA Exam at www.CAMICB.org. The cost for the CMCA Exam is $315.
How do managers obtain accommodations if they have special needs?
CAMICB abides by all applicable federal and state statutes relating to the accommodation of disabled individuals. All requests for special accommodations must be submitted in writing along with the submission of the application. Candidates should apply for accommodations at least 30 days before they plan to test.
What happens after a manager has submitted theCMCA Examination Application?
The CMCA Examination Application takes between 3-5 business days to be reviewed and approved. Once a manager has been approved they will receive an Authorization to Test (ATT) e-mail with instructions on how to schedule their exam with a Pearson VUE testing center.
Where do managers go to schedule their exam?
Managers will need to schedule their exam with PearsonVUE with the information included on their ATT e-mail either by creating an account at https://home.pearsonvue.com/cmca* and scheduling online or by calling them at 888-536-1460.
*Candidateswill need to select Create Account if they are a new CMCA candidate or Sign In ifthey are a returning candidate. Please note that account creation may take up to 24 hours. Candidates will be notified by email when their account is activated.
How long can a manager schedule their exam?
Managers areprovideda one-year authorization window to schedule andtake theirCMCA Exam. This windowwill beginthe date they receive their Authorization to Test(ATT) e-mail.
Where canmanagers find information to prepare for the CMCA Exam?
CAMICB has many study materials to prepare for the CMCAExam online at www.CAMICB.org with materials including theCMCA Handbook, CMCA Study Guide,Quizlet, the CMCA Practice Exam, and more!
How long isthe CMCA Exam?
The CMCA Examis 2.5 hours and consistsof 120 multiple-choice questions.
What happensafter a manager takesthe CMCA Exam?
Managers willreceive their testing resultsimmediately after completing their exam at a PearsonVUEtesting center confirming if theypassedtheCMCAExam or not.
What happens whena manager does not pass the CMCA Exam?
If acandidate does not pass the CMCAExam, they can submit the CMCA RetakeApplication online at www.CAMICB.org. Thecost for the Retake Application has beenreduced to $150.
How manytimes cana manager retake the CMCA?
There is no limit tothenumber of times the CMCA Examcan be retaken, however a new RetakeApplication must be completedeach time theCMCA Examis retaken.
When does the manager officially become a CMCA?
After a manager haspassed the CMCA Exam, CAMICBstaffwill receive their results within thenext couple of business days. Once the manager'stestresultsare receivedandrecordedin therecords by CAMICB, a confirmation e-mail will be sent to the manager congratulating them that they have officially been awarded theCMCA.
Does CAMICB provide physical certificates? When doesa CMCA get their certificate?
CAMICBprovides physical CMCA certificates that areincludedin anew CMCA'sWelcome Kit. This kit is mailed to a CMCA's home address and is typically received 2-3weeks after thecongratulationse-mail isreceived. CMCAs willalsobe issued aDigitalBadgewhich can besharedonline onsocial media, websites, and more.
Whodo managers contact if they have anyquestions about the CMCA? Managers cancontactCAMICBdirectly at info@camicb.org.
1-
Strike theright 1 balance
You want to encourage civic engagement, but you don't want the election yearto take over your neighborhood for
months. Consider a few key events where you will allow political discussions to take place. Make it clear that political talk will be welcome at these events.
Prior to HOA meetings or community events where political issues may arise, establish ground rules to keep things respectful and productive. Some of these rules may include:
• Listen to different viewpoints.
•Only speak when it is your turn to do so.
•Avoid personal attacks.
•void inflammatory language.
Stayneutral
HOA board members must remain neutral and impartial when facilitating discussions or addressing political issues within the community. Avoid expressing personal opinions or taking sides, and focus instead on creating a fair and inclusive environment for all residents. Do not hold partisan events that are hosted by the HOA.
Most residents want the same things for their communities. They want to create safe, happy, clean neighborhoods to live in and raise their families in. Encourage residents to focus on these common goals and shared interests rather than political divisions. Emphasize the importance of working together to address community issues. Point out that cooperationis muchmore likely toimprove the quality of life for all residents.
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Social media has taken root in the daily lives of almost every person in the world. With billions of users, the various social media platforms have enabled communication to be shared around the world instantly. But with that instantaneous communication, negative side effects have appeared. Over the last several years, increasing hostility and misinformation have become thenorm for social media and POAs are not immune to online abuse and misinformation spread about the POA. As online abuse continues to rise, POAs should have a plan in place on how to respond to negative posts, online abuse, and misinformation.
POLICIES
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Managing Disruptive or Negative Posts
Once the social media policyis enacted, this should serve as the guide for how to respond to those disruptive or negative posts, but not everyone will be receptive to the policy. All violations of the social media policy should be documented with a screenshot of the post violating the policy to give the POA a record if removal from a page needs to occur. If the board chooses, a courtesy violation notice can be directly messaged to the offending user with an explanation of why the post was taken down and a reminder of the POA's social media policy. If the user continues to violate the social media policy, the steps for removal outlined by the policy should be taken Should the offending user become threatening or harassing towards board members on their private social media pages or on unofficial pages, the attorney for the POA may have to become involved to address the matter.
POA board members or community managers with questions on actions the POAsshould take in their policies or how toeffectively deal with violationsshould contact their legal counsel to have their questions answered and receive guidance on next steps.
ExperienceMakesADifference
You knowwho I'm talking about.
(for simplicity's sake, we'll use "guy" as the collective term).
Understand Thatguy's
motivation (
Doesn't that guyjust want to get things done? Good things? Maybe, but never in regular order. He can'tjust send in a complaintform on the website; he emails the manager directly and cc's his friends and neighbors (LOOK AT ME!). His issues are pressing. They're special. He's special. If his issues aren't responded to in a few hours, he's calling. Or emailing again and copying your boss and the Board. He's doing what no one else will do because he's noticing what no one else does.
He is on it!... and by implication... you're not. Though that guy's complaint may be legitimate, his method isalways topoint out how great he is and how incompetent everyone else is. LOOK. AT. ME.
Managing That guy
Attachnone of your emotion to that guy. Becauseyou're busy and he's annoying, it's easy to get sucked into that guy's vortex, where you're mad and he's getting what he wants (LOOK AT ME). When you stop thinking he's going to be any different than he is, yourexpectations change and your emotions go back into the normal range. He is how he is, and no amount of frustration or anger on yourpart is going to affect him; it only affects you.
Take critical, positive action that's helpful. Of course, that guy drives you nuts and tries your patience with all his petty issues, but butting heads with him only makes matters worse. To that end, when you've done all you can for that guy with little if any positive results, and it's time for the Board to get involved, suggest he put all his issues in one communication to the Board and let him know the date you'll need it for the packet. Tell him it's the best way for him to get his points across and for the Board to review them systematically, without having to wade through 52 emails and 17 phonemessages. Thiswillsave you andthe Board time and emotional energy over the long haul. Also, you're channeling his energy into something productive and positive for him, you, and the Board. That's your job.
Know whenit'sfaster to pick up the phoneand talk to that guy. We resist phone conversations these days in favor of email, as we think it takes less time... Until it doesn't. Sometimes, youjusthaveto pick up the phone and callthat guy when he least expects it. Listen to him and give him a reasonable amount of your time and attention. It's attention that he wants, and though maddening, giving him some on your terms is a part of managing him, not him managing you.
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