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Ask the HOA Expert

Question: How should we handle compensation, benefits and expenses to board members? Answer: Most governing documents prohibit board members from receiving compensation and benefits. Even if they don"t prohibit it, it"s a good idea due to conflict of interest. Reasonable out of pocket expenses and mileage should be reimbursed. If the board wants to hire a director to do work, the director should resign and be hired as an employee. But this is kind of like hiring your brother. It may work out but chances are pretty good it won"t and then you have to fire a neighbor and maybe a friend. Better to hire an outsider. Question: Is it appropriate to include in meeting minutes the names of delinquent owners? Answer: No. Delinquency information should only include amounts and status of collection (payments being made, 10 day demand letter sent, lien being filed, etc.). Leave the names out for potential libel reasons. Question: As Secretary, I take minutes of our meetings. The President often "edits" my minutes which is very upsetting to me. What do you suggest? Answer: If there are additions and corrections to be made, they should be done at a board meeting for all to hear and approve. You should discuss the matter with the President. Is the issue grammar, content or accuracy? All are important. Are the changes relevant or simply "fiddling"? If the President is adding nothing new, or worse, adding things that didn"t happen, advise that it"s the your job to take minutes and the Board"s job to change them. (So there!) When taking minutes remember: "Minutes are minutes, not seconds or hours." Make sure there is enough there to explain what actually happened...but not too little...not too much. Summarize discussions, include all approved motions and include relevant facts and circumstances. Question: Smoking on the decks drifts to decks and into open windows of non-smokers. Suggestions? Answer: Since smokers have been driven outdoors in most places, they believe it"s their last safe haven. Of course, smoke can migrate into common hallways, HVAC ducts and through windows. Bring the issue up to the smoker and hope for the best. If that doesn"t work, a fan on your deck or window will help blow the smoke away and be a subtle reminder to the smoker. For more information on this subject, see www.Regenesis.net.


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