What
to Expect from Your Property Manager
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Expect your Manager to be
aware of their fiduciary responsibility to the Association and to do what
is in the best interest of the Association.
It is the same fiduciary responsibility
that the Board of Directors has and is very unlike Contractors who have
no obligation to act on behalf of anyone other than themselves. A fiduciary
obligation represents the highest level of responsibility under the law.
The Agent and the Board will be held to the same standard that applies
to a guardian or person who has custodial care of someone else, or someone
else's money.
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Expect your Manager to professionally
advise your Board on issues within their scope of knowledge and alerting
the Board when consulting other professionals is prudent.
Your Manager should be knowledgeable
about your governing documents as well as local and federal laws affecting
common interest communities. The Manager's role is to advise the Board
on issues within their scope of knowledge and then, based on experience,
to advise the Board when guidance from other professionals is prudent.
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Expect that your Manager
and the Board will conduct business in a professional manner.
You should expect that the Manager
be professionally credentialed.
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Expect your Manager to work
with you to develop an annual work plan that provides clear direction to
the management team and demonstrates strong leadership to the community.
The Board of Directors and the
Manager represent the leadership of the community. Planning sessions that
produce an annual work plan should take place every year.
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Expect your Manager to establish
and promote effective communications with the Board and between community
leaders and the membership.
Establishing and maintaining
good methods of communication between the Board and the Manager are essential.
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Expect your Manager
to be a valuable resource for quality goods and services.
Although the Manager may not
directly provide many of these services, you should look to your Manager
for contacts, options and resources to obtain whatever services and goods
the Association needs.
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Expect your Board members
and your Manager to protect privileged Association information and executive
session confidentiality.
In order to be a productive
and mutually rewarding relationship, the relationship between the Board
and their Manager must be one of trust and confidence.
-
Expect your Manager to be
flexible and willing to revisit service levels as Board or community needs
dictate.
To minimize misunderstandings,
be honest with the Manager about your Association's needs and articulate
what you expect the management company to do.
-
Expect your Manager to establish
and maintain a high quality customer service program for your community.
Your Manager should demonstrate
a commitment to customer service and an understanding of its importance
in the management of common interest communities.
What
Your Property Manager Should Expect
The Board should bring the same
level of professionalism to the governing process. Be respectful of the
manager's time by being prepared for meetings and arrive on time. Keep
meetings moving and on track by sticking to the agenda. Ask questions prior
to the meeting to allow the Manager time to research an answer. Be respectful
when dealing with management staff and homeowners. Set a positive tone
for the conduct of business. Encourage the positive exchange of ideas and
diversity of opinion. Work to build consensus. Agree to disagree and attack
issues, not the people who brought them forward. Exercise common courtesies.
A little diplomacy goes a long way and the Board relationship with management
often sets the tone for the rest of the community.
Leadership is also about setting
an example for others. The Board and the management staff will be held
to a very high standard by the community. Understand that your actions
and demeanor will be seen by the membership and will reflect on the community.
Communication is a two way street
and key the successful collaboration between the Board and Management.
Remember, management is not
a cookie cutter product. One size does not fit all! Different communities
have vastly different needs that change over time. Every time Board members
change, expectations and group dynamics are altered. The entire direction
of the community can be changed with one Board election. Be prepared to
re-visit the management agreement and realign service levels as needed.
Dragon Property Management
PO Box 542876
Merritt Island, FL 32954-2876
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Phone 321-338-2588
Fax 321-574-4155
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www.dragonpm.com
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