Speak At The Upcoming HOA Board Meeting
If you’re an owner at 175 E Delaware Pl, you should know that for the first time in years, our HOA board is permitting owners to speak during an official board meeting. This is the first small step in a positive direction for our community, and I encourage every owner to seize the opportunity to make your voice heard.
Brought to you by Drew McManus, your neighbor in 7908.
When And Where
- DATE: Monday, December 16, 202,
- Time: 7:00pm – 7:20pm CT.
- WHERE: Club 44
- DETAILS: each owner is only permitted 2.5 minutes to speak so have your remarks prepared. I recommend writing them out or having written talking points with you.
Suggested Topics
When preparing to speak, it’s important to focus on the issues that matter most to you. While everyone’s priorities will differ, here are a few suggested topics to spark ideas:
Currently, our HOA has no ethics policy for board members. You could recommend our HOA should adopt a formal ethics policy that includes conflict of interest, fairness and impartiality, confidentiality, transparency, accountability, and education elements. Learn more about this issue:
- The Impression of Easy Answers When It Comes to HOA Ethics
- HOA President’s Board Election Endorsements
- Ethics Policies: The Golden Rule for HOAs
Here’s some sample language you can use and customize for a message:
“Good evening, Board Members, I’m {Your Name} from {Unit Number}. I’d like to recommend that our Association adopt a comprehensive ethics policy for board members. Currently, there is no formal policy in place to guide ethical conduct, which leaves room for potential conflicts of interest and erodes trust within the community.
A robust ethics policy should address key areas such as conflict of interest, fairness and impartiality, confidentiality, transparency, accountability, and ongoing education for board members. Adopting such a policy would demonstrate the board’s commitment to integrity and professionalism, while also providing clear guidelines to ensure decisions are made in the best interest of all owners.
This is a critical step in fostering transparency and trust between the board and the community. I encourage you to prioritize this initiative for the benefit of our Association. Thank you.”
Currently, the board endorses the Sudler Automated Clearing House (ACH) solution, SNAPP, which does not provide essential consumer protections under the Electronic Fund Transfer Act (EFTA). You could recommend that the board ensures all electronic payment methods used by our Association meet federal consumer protection requirements, including providing clear Terms of Use and safeguarding owners’ bank account information. Here’s some sample language you can use and customize for a message:
“Good evening, Board Members, I’m {Your Name} from {Unit Number}. I want to address the critical need for stronger consumer protection in the electronic payment methods endorsed by the Association. Currently, the Sudler ACH solution, SNAPP, does not provide the essential consumer protections guaranteed under the Electronic Fund Transfer Act (EFTA).
To ensure that owners’ bank account information is safeguarded and that we are all protected under federal law, I recommend the board require all electronic payment methods used by the Association to meet these consumer protection standards. This includes providing clear Terms of Use and implementing robust security measures.
Taking this step would not only protect owners financially but also build trust and confidence in the payment systems endorsed by the Association. I hope you’ll prioritize this critical issue for the benefit of our community. Thank you.”
To improve financial efficiency, transparency, and security, the board should investigate transitioning from manual spreadsheets to a dedicated accounting platform like QuickBooks. Here’s some sample language you can use and customize for a message:
“Good evening, Board Members, I’m {Your Name} from {Unit Number}. I’d like to recommend that the Association investigate transitioning from manual spreadsheets to a dedicated accounting platform, such as QuickBooks.
Modern accounting systems offer significant advantages in terms of financial efficiency, transparency, and security. They can automate many time-consuming processes, reduce the risk of human error, and provide clear, professional reports for both the board and owners. Additionally, these platforms include robust security features to protect sensitive financial data, which is increasingly important in today’s digital environment.
Making this transition would not only streamline financial management but also demonstrate the board’s commitment to good governance and accountability. I encourage you to explore this upgrade to ensure our financial practices keep pace with modern standards. Thank you.”
The Association currently uses paper ballots for voting and resists adopting a secure, affordable digital voting system that includes both digital and paper ballot options. Here’s some sample language you can use and customize for a message:
“Good evening, Board Members, I’m {Your Name} from {Unit Number}. I’d like to recommend that the Association adopt a modern voting platform that incorporates both secure digital voting and paper ballot options. Currently, we rely solely on paper ballots, which can be inefficient, outdated, and more prone to errors or delays.
A modern voting system would improve accessibility and convenience for owners, particularly those who are out of town or unable to attend in person. Additionally, many platforms offer robust security features and are cost-effective, making them a practical solution for our community.
By modernizing our voting process, we can increase participation, streamline vote tabulation, and reinforce confidence in election outcomes. This is an investment in transparency and inclusivity, which are essential to building trust and engagement among owners. I encourage the board to explore this option. Thank you.”
Our current board does not use any formal rules of order to manage meetings, leaving all decisions to the board president. You could recommend the board adopt formal rules of order, such as Robert’s Rules, as part of the House Rules to manage meetings and ensure consistent decision-making. Here’s some sample language you can use and customize for a message:
“Good evening, Board Members, I’m {Your Name} from {Unit Number}. I’d like to recommend that the board formally adopt a set of Rules of Order, such as Robert’s Rules, to guide the management of our meetings. Currently, meetings are conducted without a consistent framework, leaving all decisions on procedure and order to the discretion of the board president.
Adopting formal Rules of Order would provide a clear structure for meetings, ensuring fairness, consistency, and transparency in decision-making. It would also help create a more inclusive environment where all voices—both board members and owners—are respected and heard.
Incorporating Rules of Order into the House Rules would demonstrate the board’s commitment to good governance and professionalism, which in turn builds trust and confidence in the community. I hope you will consider this recommendation. Thank you.”
We’ve all seen just how bad the carpets and flooring look throughout the building’s common areas. Here’s some sample language you can use and customize for a message:
“Good evening, Board Members, I’m {Your Name} from {Unit Number}. I want to bring attention to the poor condition of the carpets in our common areas. They are dirty, stained, and frankly, they project a negative image of our building to both visitors and prospective buyers. This impacts not only our quality of life as residents but also the perception of our community, which can ultimately affect property values.
Well-maintained common areas are a direct reflection of the care and pride we have in our community. I urge the board to prioritize a plan for either deep cleaning or replacement of these carpets. It’s a relatively small investment compared to the long-term benefit of maintaining a welcoming and high-quality environment for everyone. Thank you.”
Why It’s In Your Interest To Speak
- Direct Impact on Decisions
When you share your perspective, you help shape decisions that affect our property values, community amenities, and the rules we all live by. The board needs to hear from owners to understand what matters most. - Reminding Leadership That Accountability Matters
Speaking at meetings helps remind board members that transparency matters and keeps the board focused on the priorities of our community, not just their own. By participating, you reinforce that the HOA exists to serve all owners, not just a select few. - Prioritize What Matters
Your feedback and insights allow the board to better prioritize the most pressing issues and allocate resources effectively.
A Small Step, But A Long Way To Go
While accommodating the right to speak is a step in the right direction, the process is far from ideal. As of now:
- No Official Record of Owner Input: Unfortunately, none of the feedback shared during these forums will be officially recorded as part of the meeting minutes or otherwise.
- No Access for Out-of-Town Owners: Owners who are unable to attend in person are excluded from participation, as requests for call-in options have been denied.
- Infrequent Schedule: The infrequent scheduling of these forums, once every several months, makes it difficult to provide timely feedback, especially considering the monthly frequency of board meetings.
What’s more, several board members have tried to further dilute this process. One even proposed informing owners that no questions would be answered, and no responses would be given during these sessions. Thankfully, the suggestion met resistance from other board members.
Empowering Yourself = Empowering Our Community
There’s something deeply satisfying about standing up for what matters to you and being part of the governance process.
While it may seem daunting, speaking at a board meeting fosters a sense of ownership and connection to our community. It’s empowering to know you’ve contributed to building a better future for your home and your neighbors.
I’m Here to Help
If you’re unsure about what to say or how to frame your comments, I’m happy to help. Whether it’s reviewing your ideas, assisting with clarity, or helping you focus on the key points, don’t hesitate to reach out. Together, we can make sure your voice resonates and drives positive change. Send Drew An Email
My Statement to the HOA Board on Election Integrity Concerns
Good evening and happy holidays. I’m Drew McManus, the co-owner of unit 7908.
I’m glad to have the opportunity to speak tonight as a committed owner who cares deeply about our community’s future and as someone who recognizes the immense responsibility that comes with your roles.
Our recent HOA election revealed significant issues that expose our Association to unnecessary legal risks, harm our community’s reputation, and ultimately diminish property values for every owner.
- Unresolved Discrepancies: Irregularities such as unexplained vote count changes, missing time stamps, destroyed ballots, and the inclusion of a sample ballot in official results are not minor clerical errors. They represent a fundamental breach of the trust owners’ place in our electoral process.
- Litigation Risks: Turning a blind eye to these issues invites potential lawsuits that jeopardize the financial health of our Association, delay closings, and make it harder for prospective buyers to secure mortgages, a situation we must avoid. This isn’t speculative, it’s a documented outcome when trust in governance falters.
- Community Reputation: Doubling down on an outdated and vulnerable electoral process undermines trust and reduces our building’s appeal.
- Property Values: As a result, all owners are seeing their property values stagnate or decline.
I’m here to urge the board to act decisively:
- Initiate an independent audit of the election process to fully identify the extent of the issues and ensure that every owner who cast a vote confirms its validity.Transparency is key to rebuilding trust and is a responsibility that comes with the board’s authority.
- Implement corrective measures to ensure these mistakes are not repeated in future elections. The bylaws were never intended to hinder accountability or improvements to governance.
Our goal is simple: protect our community’s integrity and everyone’s property values. Addressing these concerns isn’t just good governance, it’s essential to maintaining the stability and value of our community.
Thank you for your time and for taking action on these urgent matters.
Curious to learn more about some of these issues? Feel free to get in touch, I’m happy to chat.