Boards come in all shapes and sizes and their Board Management is not easy. Some are self managed and others professionally managed by third party management company. Community Association Boards often turn to professional property management companies that are charged with managing the community association property but also the Board. These are two separate and distinct functions of a manager. The trouble is that many management companies are not consistent and organized in their Board management.
For example, like any well-run organization, one would think that the community association or any organization’s information, records, communications are all kept within the organization’s framework. Just like your regular business which typically requires all of its work contained within your businesses’ framework (your work email, documents, etc. are required to stay in the business office framework), your community association’s work should be kept in a framework but it is not.
Board Members and those working with them have emails, documents, information all over the place. They have them in personal or business email accounts with their employers, on their personal computers at home or the office. Management should be keeping the organization’s records but most management companies do not keep them in a consistent and organized fashion.
Each state requires that certain records be kept depending on the organization and other variables. Is management satisfying those requirements? It’s a Board Member’s obligation to make sure that they are doing so. In the end, the buck stops with the Board Members who have a fiduciary duty to make sure their organization is legally compliant.
Office of the Board provides an instant patent pending risk intelligent framework for Boards and management to be consistent and organized. When your organization instantly creates its own Office of the Board, a robust Board Document management system is obtained with legally required and best practice folders for your particular organization. The organization’s information, records, communications can all be created, exchanged and maintained within the organization’s Office of the Board framework. The result for the Board and management is efficiency, consistency and organization which translates into reduced risk for all.