Barrera and Company specializes in Reserve Studies that help communities protect their property value by planning for the future. Our reports make it easy for HOAs to set realistic budgets that combat against the dreaded special assessment. This alone is a necessary first step. But, we highly recommend taking a good hard look at your expenses as well. We help Associations determine what needs to be set aside but, at the end of the day, they have to find the funds. The good news is that there are always pennies to be pinched (and reallocated towards reserve funds!)

Here are a few ideas:

1. Consult with your insurance agent

Insurance is probably your Community’s largest expense. It’s extremely important that you have the right coverage in place for the right price. The insurance world is in constant flux and is best understood by your local agent. At the very least, do an annual review with your existing agent. With an expense this large feel free to do some annual shopping around as well.

2. Take a look at utilities 

This is probably your second largest expense so it pays (literally) to keep an eye on it. The lowest hanging fruit here is your bill. Keep an eye on it for major rate hikes and/or spikes in usage. Feeling a little more proactive? Great! Check out local rebate programs for energy and water efficient retrofits. You might be able to upgrade to low flow toilets, and LED lighting for little to no upfront cost. For bonus points, consider low maintenance, drought tolerant landscaping.

3.  Negotiate contracts

Most Boards oversee contract workers. Try to meet with each of them at least once or twice per year to evaluate their work and your rates. Again, don’t be afraid to shop around for better prices.

4. Separate needs from wants

We’ve seen communities cut reserve funds in order to refurbish the club house. This is a great example of short sighted, irresponsible decision making that happens all too often (sorry to be blunt). This will inevitably lead to special assessments and lower property values (try selling a condo in an under funded Association).

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1. Select a mutually convenient location. Your community club house is ideal but a nearby restaurant, school or church might work also. Keep in mind, you’ll need table space and a semi-quite environment. Keep it close to home for a better turn out.

2. Always be prepared. Never wing it. Help others do the same by creating and dispersing the agenda well before the meeting. Keep in mind – meetings are for making decisions. Everything else should be kept to a minimum.

3. Bring your association documents – especially the Covenants, Conditions, and Restrictions (CC&Rs). Any other supporting documentation such as Bylaws or additional Rules and Regulations may prove useful as well. It’s best to keep all these documents together and never leave home without them. You can never be too prepared.

4. All for questions. When allowing association members to attend meetings, be sure to set clear expectations that all comments / questions will be held until the end of the meeting. You want to be inclusive but don’t lose control of your board meeting. Remember – the goal is to make decisions, not argue.

5. End each meeting with a wrap-up – it should include action items and meeting minutes so everyone is prepared for the next meeting. Always share both items with the entire association within 2-3 weeks of the meeting.

6. Never allow alcohol, small children, or pets at the meeting. We love parties, kids and pets as much as the next guy but they have no place in a board meeting. Again, making decisions efficiently and effectively is the name of the game.

Read More: How to Hold a Successful Annual HOA Meeting

Unfortunately, there are many reasons for which HOA board members are ousted from power. Felony convictions, acts of fraud, or simply not performing the duties required of a board member – all are more common than you might think. The silver lining here is that it is possible for an HOA to remove the board member for their mistakes; hopefully before too much damage is done.

Here’s how:

1. See governing documents

The governing documents of your Homeowners Association should clearly state the necessary procedure for recalling board members. Look especially close to the following information: how can votes be submitted? What percentage of votes are needed for removal? How can the new board position(s) be filled?

2. Consult an attorney / See local and state laws

Depending on the situation and state, there may be additional laws your HOA is required to follow. Failure to do the proper due diligence could exacerbate the situation – not to mention cost you a lot of money down the road.

3. Initiate a petition, collect signatures

Draft a proposal to recall the board member(s) and secure the required signatures from homeowners. Depending on your HOA’s governing documents, you may need to include the reason(s) for the removal.

4. Plan to replace the member(s)

Assuming your petition is successful, you’ll need to fill the board seats rather quickly after the offending member(s) are removed. Luckily, the governing documents should determine how to go about this. Either way, it’s important to plan ahead before heading into the war room.

5. Hold a meeting to for the final vote

It’s extremely important to do this in accordance with your governing documents and state laws. Both may dictate how to go about this and also how much advance notice is required for homeowners.

6. Vote!

If the vote is successful in recalling board members, it’s advisable to elect new members immediately to fill those vacant seats. Otherwise, the removed members may be able to continue to serve on the board until the new members are elected.

Removing a board member is certainly possible and in many cases completely necessary. But it’s definitely not easy and in some cases can be personal. It should only be done after careful consideration and for the greater good of the association.

Read More: Role of an HOA Board