Joy sent out a notice to everybody in the building including the consultant, explaining the process to elect a new president for the committee. She mentioned that Lynda Ali was gracious enough to take over from her.
We didn’t get around for a couple of days to deal with the draft that I had prepared for Lynda to review. Once we finished our supper and came to our favorite seats in the living room, I gave her the draft and said these are only guidelines for structuring a committee in a small condominium building to deal with day-to-day activities. I continued, the structure as well as activities related to each area could be modified based on the relevancy and willingness of the members of the committee. Realizing the fact that Lynda needs some time to review the document carefully before we started discussing, I excused myself to go and check something on my laptop.
By the time I came back, Lynda had just finished reviewing the draft. She said excellent research, Mir. She said it’s intimidating to note that there is so much that could be done. I said, it all depends on how much time and energy you’re prepared to invest in this project. She said, I don’t mind helping the folks, but I don’t think I am prepared to dedicate all my time to work on the committee. Furthermore, I don’t believe that nobody is currently doing a fraction of the things that you have drafted. I said, if we continued to live here in Sidney, we would have no choice but to deal with those facts. Unless we decided to go back to living in Las Vegas.
I said if you decided not to help them out, I don’t believe anybody else would come forward. We have 27 units in the building but counting some folks maybe living here as singles. Say the total number of folks living in this building is 50 and out of that figure how many do you think can help you out with the committee. She said she had no idea. I said, why don’t we give it a try and find out. I continued, after drafting the brief document on the subject, I realized that there was no mention of entertainment. When I said entertainment, what I meant was that somebody to organize “outings” for the owners. Arranging to go out for a meal as a group or going to see a show somewhere. Lynda said in my view that’s an important aspect of the committee.
I said, why don’t we review the functions or responsibilities of the committee. Lynda said, let’s do it. I said, here’s my proposal:
- You as a President should be responsible for more than one portfolio:
- PRESIDENT: Preside meetings, provide the leadership, enforce bylaws and rules, prepare meeting agendas, maintain records, and establish a committee and hire members for the following responsibilities; and
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- CONTRACTOR MANAGEMENT: Obtain quotes, negotiate contracts, supervise vendors, evaluate performance, and ensure contractors have proper insurance and licenses.
- Carol as a Vice-President should also be responsible for more than one portfolio:
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- FINANCIAL MANAGEMENT: Prepare budgets, collect condominium fees, pay invoices, maintain reserve funds, oversee investments, produce financial reports, coordinate audits, and monitor spending; and
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- COMMUNICATIONS: Issue newsletters, meeting minutes, maintenance notices, emergency updates, and maintain transparent communication with owners.
- Joy should be responsible for:
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- ENTERTAINMENT: She can be responsible for organizing outings for trips and meals.
- Bill should take care of the following two portfolios:
- BUILDING MAINTENANCE: Schedule routine maintenance, oversee repairs, manage preventative maintenance, inspect common areas, maintain elevators, HVAC, roofing, plumbing, lighting, and accessibility features; and
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- RESIDENTENT SERVICES: Respond to resident concerns, communicate building notices, coordinate move-ins and move-outs, manage amenity bookings, and assist residents with understanding building policies.
- Mir should be responsible for:
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- CAPITAL PLANNING: Develop long-term maintenance and replacement plans, manage reserve fund projects, and oversee major renovations;
We need people for the following portfolios:
- SAFETY AND SECURITY: Maintain fire safety systems, emergency plans, security systems, access controls, lighting, and coordinate required inspections and drills; and
- INSURANCE AND RISK MANAGEMENT: Coordinate insurance renewals, manage claims, identify risks, and recommend preventative measures.
Lynda said, you’re right. If we want to control the cost, I must take care of Contractor Management. She continued, if Carl prepares the list of contractors, we had done business with, that will give me a better start.
I said that you will have to convince the crowd present at the meeting to accept responsibilities for the reaming three portfolios. She said, I totally understand, and I will do my best on Monday.
I said now we need to talk about the consultant. She was surprised that he was invited to the meeting. I said I know, but the question is, do you need him to manage the committee? She said probably he would be some help initially, but I know for sure. I said if you got the list of contractors from Carol that would empower you to deal with the future requirements, but the consultant appeared to be involved with two or three current issues. She said I can take the information from him and get in touch with the contractors, or I let him deal with that before I fire him.
I said how about if you put him on as needed bases for a couple of months before deciding to totally get disconnected with him. She said I don’t like that option. I am totally annoyed with him, and I would like to get rid of him ASAP. However, my question is, would we be in serious trouble if something went wrong and we needed help badly. I said there are more people and companies in town who would be able to help us. She said then the consultant was yesterday’s news.
I suggested Lynda get some copies made of the proposed structure of portfolios for the committee to explain the situation as well as the owners for the three positions that are vacant. We should have enough copies to share with the owners who are present there. She said it was an excellent idea.
We heard a knock on the door and Lynda rushed to see who was there. I heard she was asking somebody to come in. The next thing I saw was Carol was walking in with a piece of paper in her hand. I said hello to Carol and asked her to take a seat. Before she sat down, she handed over the paper she was holding in her hand to Lynda. Lynda browsed at it and said thank you, Carol. Lynda handed over the paper to me, and I saw it was the list of contractors. There were 12 names of companies with addresses and telephone numbers.
I asked Carol if she knows the companies currently working on the problems which were reported to them by the consultant. She said the first three companies listed on the page. I said excellent.
Lynda said I was planning to come and see you about something else, Carol. Carol said, I am here. Lynda forwarded the piece of paper on which I had suggested the function and responsibilities briefly for Carol. Once Carol looked at the paper, she said, WOW. She continued and said I am totally blown out of order. She said you both have spent quite a bit of time figuring it out, what you came up with is very impressive, and it should work. Lynda said then you don’t mind accepting the position of the vice-president with the responsibilities listed on the piece of paper? Carol said it would be my honour to work with you, Lynda.
Once Carol left, we were looking at each other before Lynda said; it seemed to be easier than I thought. I said the next thing we need to do is to see Joy. Lynda said it’s getting kind of late but tomorrow first thing in the morning I will call Joy to see if we can see her ASAP. I agreed with her and started watching the news on TV.
The next day, we went to see Joy. She was very relaxed and chatty. We thought she felt as if she was relieved from the responsibilities and headaches associated with the presidency.
Lynda presented the paper on which we had defined the portfolios for the committee. She glanced at the document and when she reached the part where we had put her name for the portfolio of entertainment.
Lynda said while I want you to be on board to make sure that I don’t run into difficulties with the owners, I couldn’t possibly put you as an advisor. Hence, we decided that you could possibly be responsible for the entertainment committee. Joy said, I liked that. She continued, to be totally honest with you when I browsed the document that you just presented to me, I realized how much time and energy you already invested in the process. I had no skills or desire to do what you have already done. Hence, I will support you with anything you would like to do, Lynda.
I said, thanks for saying those nice words. Lynda and I are eager to help the owners of this building and you have already been there for such a long period of time. My recommendation to Lynda once we get the folks going in the right directions, we need to move along and let somebody else with less or minimum skills to get it going. Unfortunately, we cannot guarantee to be here all the time either. We have family in Ottawa, and we have friends in Loss Vegas where we would like to spend our winters. Joy said, Mir, you said it all, and I support anything or the way you want to proceed.
On that note, Lynda said, I need to ask you how to deal with the consultant. Mir and I feel as if we don’t need his help anymore. Perhaps he was very helpful when we needed it but now, we are here to take care of anything and everything. Following this theme, Mir and I had Carol prepare a list of vendors who dealt with in the past which provided us with the basic information I need to act upon. For instance, in addition to presiding the committee, I have accepted the responsibilities associated with Contractor Management.
Lynda continued, I would follow through with the outstanding tasks and at this stage of the game, I don’t feel as if I need the consultant’s help. Joy said, I agree with you, and if you want me to fire him before you take over, I will find a way of doing that for you, Lynda. Lynda said I cannot possibly ask you for anything more.
I said, Carol came by and we reviewed the proposed responsibilities associated with the position of the Vice-President and she accepted as defined. Joy said that’s great.
I continued, the other thing that we need to talk about is whether Bill would be happy to accept the responsibilities we have defined in the document. Joy said he is doing some of those things right now, and I don’t anticipate any problems from him.
Lynda said, the final point is that we need three owners to come forward and volunteer for their services for the three portfolios that we have defined in the document. Joy turned pages to what I was talking about. Joy said, wouldn’t that be nice if it had happened. I have tried my best to get other people interested, but it didn’t work for me. I said, Lynd must give it a try. Lynda said I am determined to do so. She continued, it would be a real test for the owners as they never stopped complaining and if they are not prepared to work with me, I will have no sympathy for them. Joy said, I agree with you wholeheartedly, Lynda.
I said, Joy, are you going to take care of the consultant as well as Bill or do you suggest we should meet with Bill? She said, yes, I am going to meet with Bill and show him the document that you both have prepared, and I don’t anticipate any difficulties from Bill. Yes, I will resolve the problem associated with the consultant, too.
Lynda said, you have been a great help, Joy.
On that note, we left Joy’s home.
