This is our representation of what and how a Manager's report should contain.
It is for example only, each Board of Directors and Manager will have their own format.
It is imperative that both the Board of Directors and the Manager fully understand that communication needs to be in two directions, as with any business candid discussions behind closed doors resulting in a resolution when ever possible is critical to effective communications between the BOD and the Manager.
Provided this doesn't violate any laws.
Care must be used in not violating any privacy laws or credit laws also.
If in doubt contact the Association Attorney.
The Managers Monthly Reports
There should be in actuality two reports. One should be provided to the Board three to five days in advance of the meeting. This report is the same as the one provided at the monthly meeting with the difference that the Manager will have the opportunity to provide His/Her comments, suggestions, statute findings or recommendations for professional services from the Association Accountant, Attorneys or other services.
Example:
Due to the hurricanes our community has suffered a great deal of damage to our landscaping. We are in the process of conducting a general clean up.
This is what would be provided at a monthly meeting. It is not up to the Manager to discuss expenditures. In the case of where the manager has negotiated a better contract his abilities should be recognized as such he/she will express a saving over last years contract or between vendors.
This is what the Board would receive two to five days in advance: (Pre-report)
Due to the hurricanes our community has suffered a great deal of damage to our landscaping. We are in the process of conducting a general clean up.
I have contacted our landscape and he states he cannot do anything but clean up at a cost of $12000. I have contacted three vendors to do the tree removal, stump grinding and debris removal. Bids are forth coming and can be expected within two weeks.
This provides the Board with important information COST of clean up and the fact that additional expenditures will be forth coming. The Board can address these additional expenditures or elect not to until all the bids are in at the next monthly meeting. It also provides the board an opportunity to discuss where the funds are coming from, if there will be a special assessment ,etc.
Board Report:
The paint company we selected last month has some difficulties in matching the quality of paints we had specified as such the painting project has been stopped until the contractor can obtain the correct quality of paint the Board had selected. Work is expected to restart within the next two weeks.
Pre-Report:
The paint company we selected last month has some difficulties in matching the quality of paints we had specified as such the painting project has been stopped until the contractor can obtain the correct quality of paint the Board had selected. Work is expected to restart within the next two weeks.
I have found out that the painter substituted the paint with out prior approval and that the paint being used is of a lesser quality and is a water based rather than the oil based paint we had specified. I stopped the job and discussed the problem with the contractor who refuses to stick to his price and is claiming the cost of the oil based paint was over looked on his part and we need to pay an addition $5000 dollars. Your direction is needed! I have the second nearest bidder standing by which is $2000 less the additional amount requested by the first contractor.
Board Report:
We are having difficulties in meeting our monthly maintenance payments from all of the members. We have an outstanding balance of $6000 and letters have been sent to collect the balance. Without success!
Pre-Report:
We are having difficulties in meeting our monthly maintenance payments from all of the members we have an outstanding balance of $6000 and letters have been sent to collect the balance. Without success!
We have one person not paying. Mr. John Smith Unit 234 North Tower. I have sent out the two letters requesting payment, the second went out certified and we have not received a reply or call to the office in the past 45 days, I suggest we turn Mr. John Smith unit 234 North Tower over to the attorney.
Board Report:
The Board may elect to do something like this at the meeting:
President: Mr. Jones (Manager) how long has this debit been outstanding
Manager: Mr. Brown (President) the debit has 3 missed maintenance payments plus late fees and an additional 45 days total time from first due date is 4 1/2 months.
President: I move that we send the offending homeowners to the attorney for immediate action since there has been no contact or explanation as to why they are so late.
And so forth.
Managers Report:
A Managers Report should contain the following:
Day to day issues resolved or brought to the Boards attention
Number of maintenance orders received and number completed
Any contracts coming up for renewal or expired
Monthly budget expenditures summary (under, over or at the budget amount not specifics unless under or over)
Projects requiring immediate attention
Projects pending and Status
New projects
Items for Board consideration
General comments
Keep in mind Communication is critical to maintaining solid Board relations, send each Board member a brief synopsis each Friday, this can be from a sentence to a couple of paragraphs to a single page.
Keep the Board in the "LOOP", these weekly reports will become the monthly report.
Having the Board in the LOOP will enhance community relations, keep the Board advised of problems and issues, permit active communication, and enhance the understanding of the Managers position, actions and activities.
