THE SELF-MANAGED HOA
Thoughtful Project Preplanning Ensures Project Success
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or the most part, boards of directors are optimistic about their odds of success in accomplishing their goals and objectives in the first quarter of a new year. With one or two board meetings under their belt, chances are that the board has outlined some projects for 2022. Before getting too deep into potential projects, let’s back up the bus and consider the importance of careful, thoughtful, and deliberate project preplanning. Taking the time and effort to preplan can ensure that 2022 projects are successful and meet project objectives. Proj·ect – Definition: “an individual or collaborative enterprise that is carefully planned to achieve a particular aim.” The Project Management Institute defines a project as “any temporary endeavor with a definite beginning and end.” For homeowner associations, projects can take many forms. Boards most often consider “capital” projects, better known as common area maintenance, repair, and replacement projects funded by the association’s reserve account. Examples are roofing and building envelope repairs such as dry rot and painting. However, a capital project may also include governing document revisions and common area improvements and enhancements that are not included in the association’s reserve study. These could be things like adding security equipment or renovating common area landscape. A final category of projects includes evaluations and searches for new service providers, such as community association management companies or landscape maintenance companies. All of these fit the definition of a “project,” and both require and deserve careful and thoughtful project preplanning.
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ISSUE ONE 2022 | ECHO journal
Project preplanning basics. A critical error that most homeowner association boards make when considering a project is to jump right to the development of the request for bid (RFB), quote (RFQ), or proposal (RFP). Before committing the time and energy to create a meaningful RFB, RFQ, or RFP, take a step back and consider these project preplanning basics: What is the aim or objective of the project? Project aims or objectives can be straightforward, such as “to replace the common area roofing on all the residential
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