Continuity of Operations Question

We have an on-going problem in the management of our HOA (150 homes and no Management Company). Over the last 10 years, we have had some pretty good Boards and some very bad Boards. Whatever ‘good’ was accomplished in previous years was generally lost or reversed by the not so good Boards. Most of this ‘good’ was lost thru incompetence, ignorance, or the ‘we will do it our way’ syndrome. Our seven person board has overlap – terms expire on alternate years.

We have a pretty good Board now and we are trying to correct things, track down history, and put procedures and records in place that will allow future Boards to more easily transition in and maintain continuity. We will be using a on-line repository, CDs with monthly records, and the ubiquitous 3-ring binder. I have a background in computer systems – making me the target of ‘you fix it’!

I am seeking suggestions for what to put in place and how to best insure a good transition to the succeeding Boards. Perhaps you can comment on:
1. Do you pass resolutions or motions, or other for operating procedures?
2. What is the source or media for your procedures (those not covered by your governing documents)?
3. Can you bind new Boards to old procedures?
4. What innovative or unique things have you done?

I’m sure I’m not the only one with these issues. Please share for all. Thanks.

IMHO, I don't believe you can manage 150 homes without at, a manager.
Could be part time if things run smoothly. The Board needs to be the Board, not the manager, and someone on the board can offer council and help to a manager in specific areas, but you need a constant "resourse" to insure keeping of records, and management continuity. The board will have their hands full guiding and supporting the "Manager" and the manage can take the heat off the board and see things get done as directed. It is much easier for the Board to watch one person that it is for them to have to watch each other. I have no idea of dues paid or amenities maintained but 150 homes is a good sized bite to expect to always have pure motivated board members not involved in personal agendas. DO NOT give the manager full authority but give him some responsibility and lattitude to do the day to day stuff. I have no idea how you can manage what you are doing.

PeterB1 - Agree with others that you need a management company based upon the size of your community. However, I strongly suggest you go through the process you are implementing FIRST because an educated Board will stave the hand of bad management.

For purposes of continuity education is key. Your background in computer science is good for methodical thinking and implementation but volunteer associations are unique rife with egos, agendas, etc. All the things that science can't undo. You can bind the boards to old procedures as long as the procedures are voted upon. The best way is to get the procedures written into the governing documents with a vote of the people. Accomplish that and are gold. As for the source of media an association is bound to govern by no less than local ordinances, state statutes, and federal laws. Look beyond the community, do a search on this and other sites for Florida state statutes.