Common board/council member blunders: 5 do’s and don’ts

Our neighbor Abe Lederman came across this article by FirstService Residential, our Aquarius management firm, and suggested that we share it on aquariusuno.com. Although it was originally published in Canada, its message is highly relevant to our community.

These guidelines, if embraced, can help strengthen our sense of community and foster a more positive and cooperative living environment for everyone.

Condominium board and strata council members are well-intentioned and want to help their communities be their best. And just like everyone, board/council members can make mistakes. Knowing some of the most common pitfalls can help your board/council avoid them and be more effective.

Don’t: Ignore roles and responsibilities

Your job as a board/council member comes with many unique challenges and responsibilities. Don’t skip over the basics, such as your fiduciary duty, rule creation and enforcement and alignment with fellow board/council members.

Do: Pursue learning and education

At a minimum, new board/council members should participate in an orientation and training and become familiar with governing documents (your management company should facilitate this). To take your knowledge to the next level, you may also want to attend (at least virtually) other communities’ board/council meetings.

Don’t: Discount resident feedback and concerns

While it may be tempting to “go your own way” once you’ve been elected to your condo board or strata council, residents who feel ignored are less likely to follow rules or get involved in the community. They are also less likely to trust their board/council. Trust, compliance and two-way communication are key to healthy council and resident relationships.

Do: Make getting feedback a standard operating procedure

Send out regular surveys so residents can express their concerns, ideas and interests, as well as weigh in on future initiatives.

And when you create new policies or make decisions based on their feedback, make sure you communicate how they helped influence those changes.

Don’t: Get a case of burnout

Burnout often occurs when members take on too many responsibilities, such as managing vendors, rules and regulations or financials without the help of a professional management company.

Volunteer board/council members can get overwhelmed with so much added responsibility and may even put the corporation at risk of liability.

Do: Get help from professional management

Getting assistance from a professional management company helps relieve the burden of day-to-day responsibilities like managing paperwork, financials and other tasks. More importantly, having a professional and experienced team on your side can help protect your reputation and ensure you don’t overstep your responsibilities.

Don’t: Make it personal

Some members forget that the condo or strata corporation is a business. And when a certain issue hits close to home, they could take it personally. Some may even want to develop a new rule or make an important decision strictly based on their own personal agenda. Emotions can get in the way of making decisions that benefit the community as a whole.

Do: Put the community’s best interest first

If a fellow board/council member becomes emotional about an issue or during a conflict, you should feel comfortable asking for a break to let things cool off. From a personal standpoint, strive to remain objective when making important decisions and keep your community’s best interest in mind (versus your personal preferences). FirstService Residential helps facilitate productive discussions for the communities we manage by serving as a neutral moderator and guiding the process.

Don’t: Skip long-term planning to meet short-term goals

When board/council members aren’t aligned on important issues or abandon the vision of the community, personal agendas and short-term thinking can take over. Many boards and councils forego long-term planning because they think short-term decisions, like urgent maintenance projects or changes in provincial or local regulations, should be the priority.

Do: Work toward the future with your vision in mind

While short-term actions are key to a functioning condo or strata corporation, board/council members should always work toward the long-term health and success of the community. Though emergencies may force boards or councils to temporarily focus on short-term priorities, like enhanced safety measures, all planning and budgeting
decisions should be made in line with the board/council’s vision for the community.

These simple steps will help your condo or strata corporation avoid unproductive gridlock that will keep you from being able to work effectively in your community’s best interest. To learn more, contact FirstService Residential today.

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