The Election – Cc&R/Bylaw Project – HOA Management
Special Report on Copper Cove Association Board Meeting
As a volunteer Board of Directors and members of Copper Cove Association, we have worked over the last two years to improve the association’s operations and facilities building on the hard work of other association boards. This Thursday night we met and took action on some vital issues which we are pleased to report to you as members:
- 2019 Election
- CC&R/By Law Project
- Facts on Management and Budgeting
2019 Election
Due in part to problems with the mailing of ballots to members by our vendor, the CCA Board will meet next Monday to discuss and act on cancelling the current election and the beginning of a new election process. This cancellation will include a new solicitation of candidates for the three director seats on the board beginning next week. Current candidates may apply as well as others interested in serving the HOA during the next 45 days. The new ballots will be mailed approximately October 2.
The annual meeting certifying the election would tentatively held on November 7. This calendar is consistent with the election rules of the association. Ballot Box Services will mail, collect, and certify the election independently.
CC&R/By-Law Project
Over the years, various CCA Boards considered updating the documents that have governed the association since 1969. Late last year the board undertook a project to create draft documents which would begin the process of updating our half century old CC&Rs and By Laws. We retained a law firm with expertise in HOA legal documents and issues. We instructed them not to include stringent narrow rules that overly limit our members use of their property. The firm produced a detailed updated set of draft governing documents. The goal was always to conduct workshops with members to get their input The total cost for all of the legal work done so far is $6,323, not the $15,000 as posted on social media.
The draft documents can be used the basis for future CC&Rs and By-Laws. We agree with the legitimate concerns voiced by members the documents prepared by the law firm included language that was overly regulatory and inconsistent with our life style here in Copper. At the directive of the Board, a special committee was chosen independently, by a draw, to review the draft documents and provide to the Board of Directors their suggested By-Laws and CC&Rs. That committee continues to meet.
Action – The process to revise the documents will move forward but with a change. On Thursday night night the board voted to cancel the contract with the law firm that provided the draft set of documents. They will be doing no further work on the documents now. The next Copper Cove Association Board of Directors with the help of the advisory committee can edit and change the proposed changes and they can be submitted by the new board to the membership for ratification. That new board can decide if they want to seek legal expertise in the creation of the final document.
Management
Recently there has been some misstatement of fact regarding the spending of the association for its General Manager (GM). A statement was made online and in one board candidate’s statement falsely reporting our GM is being paid $109,000. That is totally incorrect.
It is correct the association budgets $109,000 for the management costs including the manager’s compensation, accounting services, reserve analysis, management consulting and services to members. The cost for the General Manager including compensation, health insurance, social security and other costs related to his employment is $65,760. This about 12% of the association’s annual budget. At the same time, our manager is being training to become a qualified HOA General Manager capable of handling all of our day to day operations. We have not had such support previously.
Summary
Homeowner Associations are governed by volunteer members who try, by and large, try to do the best job they can and often with no previous management of an HOA or even a nonprofit institution. All of this occurs with state laws becoming more complex.
The current Copper Cove Board has attempted to improve the association while addressing legitimate concerns. Did we encounter problems? Absolutely and one of the biggest was the effort to recast the half century old governing documents of the organization. The board also attempted to professionalize management to provide continuity from board to board with a new management consulting firm.
In the past two years working together with members the association accomplished a lot including:
- Permanently repaired the boat launch ramp
- Retained a full time General Manager for the association.
- Established a state-of-the-art web site that can be managed by staff and not paid consultants.
- Expanded direct member communication through email adding more members to email list reducing the need for costly newsletters.
- Improved the Kiva and Black Creek Park with park beautification and a new HVAC system for Black Creek Park
- More activities for members
- Expanded effort to crack down on nuisances and criminal activity working with local agencies including Sheriff, Code Compliance, and Animal Control.
- Cut Insurance Cost for members wanting to use HOA facilities
- Reduced length of meetings
These are just some of the accomplishments in the last several years. At the same time, it is incumbent on the Board of Directors to address problems which we have done. All members will be receiving shortly a mailing with information on the election which seeks candidates for the three open seats. Later this year there will be a new board in place that will continue to move the association along and we will wish them well.