Peer into the workings of any successful community association and you’re bound to note an active volunteer force. Too often, however, willing hands are the exception. No one wants to run for the board, sit on a committee, attend meetings, vote for candidates or even fill out a survey.
On one hand, apathy can be construed that owners are satisfied with their associations. That’s because unhappy owners tend to be vocal. But not always, said association attorney Sima Kirsch, of Chicago.
“In associations where the board has encountered a multiplicity of problems, unit owners understandably avoid association governance at all costs,” she said.
Owner contributions are essential to an association’s well-being. Owners must pay assessments, follow the rules and elect board members from among their ranks. Each year, a handful of owners must step forward to serve as board members. Meetings require quorums.
Serious apathy can lead to dissolution of the association, warned Kirsch.
So how do you involve more owners? We asked several industry pros. Follow their suggestions and you might need more chairs at your next meeting.
Tone down the drama. Don’t let rudeness, blame or heavy-handed leadership run your board meetings, said Cathy Ryan, chief operating officer for Property Specialists Inc. management company in Rolling Meadows.
“No one is enamored of witnessing a board at odds and then being expected to jump into the lion’s den to volunteer their time,” she said. “But if all board members are allowed to be heard and their opinions valued, the team approach that ensues makes the task more appealing.”
If you allocate part of your meeting to a homeowners forum, maintain control and civility by setting rules such as limiting speaker time or requiring written comments on contentious issues, said Kirsch.
Establish committees. Some owners want to help out but aren’t ready to commit to board service. Recruit them to a committee.
Some committees are ongoing, such as landscaping and finance committees. Others are temporary, such as a hallway redecorating committee. They typically research an issue and make recommendations to the board.
“Committees give residents a distinct purpose, and they get a feel for what participation can be like,” said Kara Cermak, president of Rowell Inc., a management company in Elgin.
One of Cermak’s clients sent applications for committee membership along with the annual election materials. The result? A 50 percent increase in volunteers.
Get out the vote. Barrage owners with reminders — mail, email, newsletter and hallway postings —to fill out and return their ballots, said Fred Rodriguez, director of property management for Heil Heil Smart & Golee in Evanston.
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More of his recommendations:
Include detailed but clear instructions with election materials. People who don’t understand the paperwork are more likely to throw it away.
Attach prestamped envelopes.
Host a “meet the candidates” event. People are more likely to vote if they know who is running.
Check the response level a week or two before the annual meeting and then launch a telephone or door-to-door campaign (or both) to remind owners to attend the meeting or send in their ballots or proxies.
Get tough. Kirsch has composed a memo that explains the consequences of not having the necessary board contingent. In short: Because the association can’t conduct business, a single board member can file a legal complaint for appointment of a custodian or dissolution of the association. A custodian would have full authority to manage the association and would be paid from association funds. The association would have no say in the matter.
“The last time one of my boards sent the memo around, a whole new group stepped up,” she said.
Have a good time. Combine your annual meeting with a social gathering, such as a holiday party, to make the occasion more festive. Recognize outstanding volunteers with small gifts or certificates.
“If you serve food, people will show up,” said Rodriguez.