We need involvement from the membership, as you know. Here’s my take on how it might work out. The #Planning committee will propose a timeline for maintenance and improvement–fix the old stuff, do some new stuff–based on the results of the Building assessment (and our own eyeballs) and coordination with the #Budget committee who will use the planning committee’s desires to form a budget. You can see how this is circular, but it needs to be that way. One, we don’t have all the money in the world (Yes, Mike, I know that) so we need to make sense of how-to-do-with-what-we’ve-got. And two, we need to have this done in the open, with as much involvement as we can muster. I need to see this community being involved with it’s own management. The more involvement there is, the less room for blaming and objection. These plans are OUR plans, not Those Damn Board Members, if you get my drift.
Every committee must have at least one board member on it, but the owners’ involvement is critical.
The finance committee needs to have at least one member who is familiar with the details of the past years operations, and has memory of the circumstances–did the budget work? if not, why not? and knows how to read and interpret the paperwork our accounting firm provides us. The committee need to have some insight into the human needs of the larger group and can take into account the pain caused by raising the required contributions of the owners.
The planning committee must be able to read and understand the reserve study (it’s 85 pages) and work to accomplish the demands of that document, coupled with the recommendations of the condition assessment, and do it all with the money at hand –or else make a case for a special assessment (to be passed to finance). Planning should take the requirements noted, produce requests for bids on the projects, assemble the bids, present them to the board who will receive the proposals, coordinate with the finance committee to ensure the payment schedule is appropriate, and then award the job and pass the responsibility for implementation to the maintenance manager (person or company).
The maintenance manager is responsible for “making it happen” under the gentle supervision of every owner in the association –through and more specifically by the board of directors. He is (they are) responsible for the work– processing change orders, coordinating the relationship between the contractor(s) and any affected resident(s), reporting progress and serving as the contact point for all inquiries.
Sound like a plan?
Can we do this?
Failure is not an option.