Messages from the Board

Special Board Meeting

A Special Board Meeting has been scheduled for Monday, July 9, 2018 at 7:00pm to take place at the Clearwood Office.

This Special Meeting agenda will include ratifying board polls and an open forum for those who wish to be seated on the Board of Directors. If you wish to be considered for the 2 open positions, please go to the office and fill out the background check form and ensure your account is in good standing.

The agenda will be posted early next week and you will be notified when it is posted.

Please also note: the meetings that were previously scheduled for June 30th and July 7th have been cancelled. This Special Meeting will take the place of those meetings.


 

Professional Property Management vs. Self Management Comparisons

 

We have compiled comparisons for the community to view. The first one is Self Management costs vs. VIS Group, Inc. preliminary costs. The second one is Self Management vs. Total Property Management. These numbers were taken from preliminary proposals and are NOT the final numbers. We have showed the Administration costs and savings along with explanations of what each line item entails and why they will save us in those areas.

Click here for the VIS Group, Inc. comparison
Click here for the Total Property Management comparison

 


 

Professional Property Management (PPM) Q & A

 

Posted June 25, 2018

Please click the link to read a Q & A regarding PPM. The questions were sent by a member and answered by President Laura Drybread.

 

 


 

A Letter from Director Linda Doucette

 

25 June 2018

After Saturday’s unruly Board meeting, I, along with the rest of the Board, felt it was time to set the record straight about why the Board is looking at professional property management.

Until you have been on the Board, you cannot begin to understand the responsibilities and liabilities. You cannot just get elected and sit at the table and be effective. It takes years to understand all the nuances. And by the time you have it figured out, you are either not reelected, choose not to run again or you just quit.

The standard for all the decisions made while a director is on the Board is fairly simple. They must perform their duties “in good faith, in a manner such director believes to be in the best interests of the corporation, and with such care, including reasonable inquiry, as an ordinarily prudent person in a like position would use under similar circumstances.” What this means is a director must have a good working knowledge of our governing documents and some of the state laws, management, administrative and maintenance experience and an idea of what Clearwood is.

Managing Clearwood is a lot of work. Effectively managing Clearwood requires tremendous effort and being available 24 hours a day, seven days a week, most of which our members do not see or hear about. And that is just the day-to-day business.

Now add on to the workload the committees that either act under the authority of the Board or advise them. If a committee acting under the authority of the Board violates Clearwood’s governing documents, the liability belongs to the Board, not the committee.

There are not enough hours in the day to fix everything that is wrong with the management of Clearwood. Everywhere you look, something needs to be fixed. And after fifty years of self-management, there is a lot to fix. And some members want all of this to be fixed by volunteers. It is never going to happen. Trying to manage a community this size is using volunteers unrealistically. The number of volunteers keeps decreasing and they come and go. Volunteers do not provide the stability we need to successfully manage Clearwood.

There are penalties to self-management. We have lost so much money to inexperience, ignorance and ineffective management. So many lost opportunities to generate and collect revenue which would keep our assessments low. But that is in the past and there is nothing we can do about the past. All we can do is move forward and try to do better.

That is why we are looking at professional property management. The numbers so far look promising. We would be saving money and what money we are spending we would be getting more services. Most of the prior Board directors understand the challenges we face and are in favor of professional property management.

At this point in our history, I do not see any other choice for us. We cannot keep going as we have been. Our only choice is some form of property management.

When you read on social media all these opinions about property management, keep in mind that almost all of those people have never been on the Board and have no idea of what that entails and the responsibilities. Add to that, directors are responsible for their actions for years after they get off the Board. In plain English, that means a director can be sued for a long time after they step down.

At the end of the day, we just need to do better, and we cannot do that with our current process. For the last ten years we have tried, and we still could not get it right.

We desperately need professional help and the current and past Boards all know it.