Townhomes - Best Practices

We have this semi-organized group of townhome board members here in Woodbury.  

Over the past few years, we have been collecting examples of our budgets, and things like that. This post is a summary of some of the things we have learned from our peers.

Your townhome association should be thinking about doing these things. If they are not—send a copy of this to your manager or board of directors. They can find me and our group at Google Groups—look for WATHA!

Communicate, communicate, communicate

Emails  

It can be annoying to get a lot of "junk" emails, but emails about your garbage collection, lawn care, snow plowing, monthly fees and the like should always be of interest. Your association should have some kind of email distribution list.  The simplest one is a Google Group. This kind of group lets people sign up themselves, and change their emails if they choose.

They can also choose how they get the emails - one at a time, or in a daily batch - or just when they go to the group. Each email also has a tag which informs them of how to control their emails. Our residents generally find these helpful.

If you are open to it, residents can also use the group to ask their neighbors for referrals for contractors, problems, etc. It gives your association a little better sense of community. Remember, we are all in this together.

Emails also save the association a considerable amount on postage. An email is now a legal way to notify people for some things.

Website

There are lots of things that the Association has in the way of formal documents. These would be the original documents of incorporation, the rules and bylaws, Arhitecture standards, etc.  

These should all be available to all of your members onine. Typically, an association will also create rules about other things - like lawn ornaments!  Sometimes your management company will assist with establishing a website, but more often, it is up to you. Google also provides free websites.  They are not amazing, but they are quite workable, and easy to maintain.  

You can also post your minutes and agendas there, and any official actions of the Board of Directors. Instead of attaching documents to the emails, just tell folks where to go to look. For a modest cost, you can even get a domain name for about $6.00 a year, so that anyone who enters that name will get to your website no matter where it is hosted.

Google also supports comments on the web site - in case neighbors want to contribute something about the document in question.  We have posted things like the following:

• How to repair our windows.
• Radon testing results and contractors.
• Exterior lighting with flourescents, a study in cost savings.
• Snow blowing in through attic vents, and how to deal with it.
• Melting siding.

You get the idea. It is a very handy thing to have.

Newsletter

Twice a year, pull together a newsletter. You probably have a spring and fall mailing - put those in the newsletter.  Tell people what kinds of maintenance program the board has drawn up.  Tell them about the snow plow damage and how it is being repaired.  Talk about trees and lawn maintenance programs.  It is their money, after all.  Put some pictures in it.  Post an invitation to the block party, bridge club, coffee club - whatever works.  Some associations publish these quarterly.  There are some examples on our website.

Walk Around

Your board or a committee should walk around your neighborhood at least twice a year.  We use a formal address list with a space for comments for action items.  In the Spring, you want to check the turf for damage from plowing, and from dogs.  Yes, dogs damage the grass, and it is normally the responsibility of the Onwer to repair that damage.  It helps if you notify them about the problem.  We have had many problems with melting siding caused by magnifing windows.  We inspect it each spring and fall.  You will also find holes in siding, roof shingles falling, loose siding - things like that.  Also check the driveways, and the concrete walks for any cracks and openings. Yes, the Owners are supposed to notify you or the manager about these things - but it's cold out there most of the year!

The things to be inspected are the responsibility of your association - so you should be checking on them.  And don't worry about walking in everyone's yard.  For most associations, the association actually owns the lawn in every part of the development.  And as an official or representative of the board you have every right to be walking on that grass.  People rarely call the cops on us!  They are generally happy that someone is worrying about these things.

Decks are a particular problem.  In many Associations, they are NOT the responsibility of the Association.  So when we see one that needs a bit of maitnenace, we will notify the Onwer.  The appearance of the home IS our responsibility - but some maintenance is up to the Owner.

Have a Block Party

The city hosts a "block party" or "national night out" or whatever you want to call it, the first Tuesday in August.  It's a good idea.  Form a small group, designate an area, bring some chairs, tables, grills, and people will show up with food to share.  It always amazes me how much food we have available.  If you have a younger crowd, organize some games - a water balloon toss is always interesting. It really does help to get to know your neighbors.  It's not being nosy, it's being concerned.  If you register with the city, they'll send around a fire track, patrol car, bicycle police - whatever works.

Committees

This Association Board stuff is a real pain in the neck. Don't try to do it all yourself.  Some of your neighbors would love to help, and they can be potential future board members.  The pay really sucks, so you need some incentive. We have a landscape committee, an irrigation committee, a snow board, and a social committee.  We would love to have a finance committee and an insurance committee - but we can't get anyone to volunteer for those.

OK - that's a running start.  How does your association measure up?  Any other good ideas we shoud add here?

Thanks.  And remember, I'm pulling for ya, we're all in this together.