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COMMUNITY RELATIONS

PURPOSE: Assisting communities in the ongoing process of building community.

POLICY: Review communities on an ongoing basis to recognize opportunities tocontinually assist associations in building community.

PROCEDURES:

I. BOAROINVOLVEMENT

A community association combines the functions of government, business andcommunity. A successful association balances the three functions. However, thetendency of many associations is to focus on governance and business. The boardof directors has the responsibility to provide an opportunity for members tobecome involved in their community. It is the management company's role toserve as a catalyst in assisting the board of directors in developing a plan for acohesive neighborhood through community involvement. The board and themanager must first assess the community's current status in order to create a planthat will provide an opportunity ~or membership involvement.

Good management which incorporates building community relations enhances thelifestyle of individual homeowners within the community.

Inspect the Physical Property

1.1.1 Assess level of Community PrideCommunity pride is reflected in the overall appearance and maintenancelevels of both individual homes and the common areas. The lack ofcommunity pride is equally as evident.

1.2 Determine Community Personality (Examples)

1.2.1 % of Owner Occupied UnitsNumerous rental or vacant units within a community generally denote aneighborhood with little or no community involvement. Local Realtorscan provide information regarding the increasing or decreasing valueswithin a community.

1.2.2 Assess Leadership Style & PersonalitiesAffinnative community leadership invites community participation andpromotes community cohesiveness. Active committees within thecommunity are generally a sign of positive leadership. Boards thatfunction as a unit and do not allow one board member to override thewishes of others is another sign of positive leadership. Affinnative boardleadership invites community input on a regular basis.

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Autocratic community leadership discourages participation from boardmembers believing that it has full knowledge and power to make alldecisions without input from the community. This form of leadership canbe from the board as a unit or a board that allows one board member toforce decisions that only agree with hirn/her.

1.2.3 Possible Examples of Community ProfileMany communities are developed with specific interests as a focus; i.e.,equestrian communities, tennis communities, boating communities, activeadult communities, etc. For communities not built around a particularfocus, it is the residents and their needs who create the community profile.

1.2.4 Financial PositionReviewing the community's financial records can assess the potential of acommunity. Is the association well funded? Is a reserve program in placefor common area elements? Does the community have an on-goingcommon area maintenance and improvement program in place?Communities that have been unable or unwilling to fund more than thosebasic services on an annual basis have a different personality than thosewho are willing to set up long-term programs to ensure that thecommunity maintains its appearance and property values.

1.3 CommunityProblems?

Problems - Does Your Community Have These

1.3.1 ApathyPoor attendance at annual meetings is a sure sign of a totally contentcommunity or one that simply is apathetic. The inability to obtain a boardquorum, poor collections, poor deed restriction enforcement, poormaintenance of homes and of common areas are all signs of communityapathy.

1.3.2 Factions at War?Many times a dysfunctional board can create such tremendous frustrationamong active members that they give up. Warring board members ormembers at war with one or more board members create havoc anddiscourage community participation in the building of a community.

1.3.3 Lack of Firm Leadership?The absence of linn leadership from the board and/or the board presidentcan create an apathetic community. The board's inability to properlyconduct meetings can discourage active members from participating.Board members allowing one board member to continually disrupt boardmeetings can discourage active participation from the community. Boardmembers who take actions outside of the governing documents can alsodiscourage active community participation.

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1.3.4 Lack of Follow-Thru?Boards who do not follow through with board decisions and/or residentreferendums can create an environment of apathy and a feeling amongresidents of no voice in the associations operation. Poor collections andlack of deed restriction compliance can be the result of the board's failureto enforce the governing document requirements.

1.3.5 Crime and/or Fear of Crime?Communities that are located within a high crime area often reflect theproblem with security measures such as burglar bars, electronicmonitoring systems, notices placed prominently at the front of thedwelling, or on-site security officers around the clock. Fear of crimemight be noted in communities that have patrol service while locatedwithin an area with low crime statistics. One method of determiningwhether a community falls within a high or low crime area is to contactthe local police substation requesting call statistics for the last six monthsto a year. If in the City of Houston, this information may be found on theInternet at HTTP//www.ci.houston.tx.usldepartmentJpolice/home.htm.

1.3.6 Failure to Properly Fund?Some board members are afraid to raise assessments for fear it will makethem unpopular or that it will create dissention between the communityand the board. Some board members want to issue rebates whetherfeasible or not in order to be heroes. Board members may sometimes behesitant to pursue collections for the same reasons. Ultimately, these fearsare based on personal perception, a failure to understand financialrequirements for the community and a failure to understand their fiduciaryresponsibilities to the community.

2. PROPERTY OWNER INVOLVEMENT- ~ -

2.1 Form CommitteesCommittees generally serve in an advisory capacity at the pleasure of theBoard. Committee service invites homeowner participation and serves asa training ground for future board members.

2.1.1 Permanent Committees for On-Going Projects and/orFunctions

Examples of pennanent committees are architectural review committee,newsletter committee, deed restriction committee, Neighborhood Watchcommittee, pool committee, social committee, etc. Although they arepennanent committees they are appointed by, report to, and makerecommendations for Board action. These committees should beappointed by the Board annually.

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The architectural review committee may be an exception to this rule inaccordance to the governing documents.

2.1.2 Ad Hoc Committees for Specific Issues or ProjectsExamples of Ad Hoc committees are reserve study committee,revitalization committee, pool or playground improvement committee,decorating committee, etc. These committees are appointed for a specificperiod of time, or until the committee has completed the task for which itwas created.

2.2 Social Activities (Examples) (Phase III- Functions In A Box)

2.2.1 4th of July4th of July celebrations could be anything from children's parades andblock parties to one large community celebration with fireworks,barbecue, games, etc.

2.2.2 HalloweenHalloween celebrations could be a small costume contest at thecommunity center or a full blown Fall festival with a parade, games andfood. This type of activity involves all ages and gender.

2.2.3 Neighborhood Night OutCommunities may want to invite local law enforcement and firedepartment representatives to attend community gatherings.Neighborhood Night Out observances may take the fonn of individualblock gatherings to entire neighborhood sections. The National Night Outobservance is done annually, generally on the first Tuesday of August.

2.3 Promote Community Interest (Examples)

2.3.1 Recognition of Individual ContributionsIndividuals who have contributed might be recognized at board and/orannual meetings either verbally or with certificates of appreciation.

2.3.2 Committee Awards at Annual MeetingsCommittees might be recognized at annual meetings for contributions andachievements throughout the prior year. This recognition could be verbal,certificates of appreciation or small plaques.

2.3.3 Committee Member Recognition at Annual MeetingsCommittee members might be recognized at annual meetings forcontributions and achievements throughout the prior year.

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Good Neighbor Program (Examples)

2.4.1 Welcome New ResidentsOne committee that might be established is a welcome committee for newresidents. Committee members could call on new residents with awelcome packet to include association infonnation, emergency servicesinfonnation and discount coupons from neighborhood businesses.

2.4.2 Invite Participation in Association ActivitiesA welcome committee would have the perfect opportunity to inviteparticipation in the association via committees and attendance at board andannual meetings. Newsletters can also provide an open invitation to

encourage participation.

2.4.3 National Neighbors Night OutDiscussed under 2.2.3.

OwnershipPride ofPromote Community(Examples)

Pride & Property

2.5.1 Yard of the MonthYard of the month signs and recognition should be published in thecommunity newsletter and/or intranet with photographs. The communitymight decide to present a yard of the month award to one home per street.It makes for good relations for the inspector/property manager to send aletter to an individual that has beautified or otherwise improved hisproperty. This could be determined on the regularly scheduled inspectionsof the neighborhood.

2.5.2 Common Area Beautification ProjectsCommittees for specific beautification and/or improvement projects wouldallow community participation. (Project Eden)

2.5.3 Create Community TraditionsCommunity traditions are not easily created, but enthusiasm, excitement,and energy from those creating the traditions will certainly be a catalysttoward success. Ralph Waldo Emerson said, "Every great andcommanding moment in the annals of the world is the triumph of some

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great enthusiasm". Some of the ideas that have a good chance for successare seasonal decoration projects involving blocks or cuI de sacs with cashprizes or gift certificates being awarded. Communities with cable stationscould provide video coverage of the seasonal decorations with appropriatemusic accompaniment.

Recycling, community wide maintenance projects, litter contro] , childsafety programs, blood drives, food drives, animal neutering andimmunization, flu shots and other medica] screening procedures, pestcontrol, water conservation, and participation in the adopt a highwayprogram could all qualify as a community tradition inviting communitywide participation. Neighborhoods with cuI de sac streets could adopt amedian on their street with recognition or prizes being given.

Annual Neighborhood Crime Watch programs would be another exampleof a community tradition.

COMMUNITY INVOLVEMENT (Examples)3.

Community involvement is essential to the cohesiveness of a neighborhood. Thecentral theme of community building should be to build attitudes of selfconfidence and responsibility for the neighborhood. It is critical in buildingcommunity to form networks of neighbors who know and trust each other, whomaintain and reinforce values, provide contacts to help the neighborhood as awhole, and assume responsibility for action when common interests arise. It ishelpful if the community's assets can be identified and built upon.

Some communities are planned for age-related reasons. To many people.planned communities offer the perfect combination of the "neighborhood"concept of living with the optimum in financial and physical security. Atrend is to build communities around recreational facilities.

3.1

3.1.1 Health FairsArea doctors offices, dentists, weight clinics, stress therapists, hospital andEMC representatives, etc. sometimes offer a one day health fair toresidents and can be sponsored by the association and area businesses.

3.1.2 Arts & Crafts ShowsThese types of shows bring in adjacent neighborhood members to shop inarea stores and to enjoy the community activities. Booth registration feescould cover the cost of the shows and possibly raise money for specialprojects for the association.

3.1.3 Community Garage SaleAn annual garage sale for all owners can be held with newspaper coverageand maps of each street where garage sales are being held.

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3.1.4 Seasonal ActivitiesDiscussed under 2.2 and 2.5.3

3.1.5 Education AffairsThe association and/or local business owners could sponsor educationalseminars such as investment seminars, health education seminars, homeimprovement seminars, etc. (Hint - Beware of commercializationaspects and development guidelines)

4. COM M UN ICA TIONS

Communication is the heartbeat of society and the lifeline of the community.Successful communication can be the solution to any problem. In the importantgoal of building "community", the development of effective communications willallow that goal to be reached more effectively. Positive communication within acommunity motivates residents toward involvement in the community associationfor effective participation and Jeadership. Communication educates associationmembers in their responsibilities and rights as well as the privileges of belongingto the association and coordinates and facilitates the social, recreational, cultural,and educational opportunities sponsored by the association. Communicationfosters members' sense of security regarding their financial investment andengenders a cohesiveness and viability in and among the association membership.Communication provides for the free exchange of community and associationsalient information including members' ideas, problems and attitudes affecting theassociation. It can consciously change barriers of racial, creed, and income. Mostimportantly, communication generates community pride.

A method of communication should be fonned in order to impart infonnation toall that are or should be involved. Fonns of communication should, at varioustimes, include all aspects of media; newsletters, bulletin boards, web sites,telephone, email, meetings, and word of mouth.

4.1 NewslettenNewsletters are a great opportunity for community involvement from writing toprinting to distribution. Newsletters allow all residents to know what ishappening in the community and of scheduled future events that may be ofinterest. It is also an opportunity to highlight seasonal violations such as storingof firewood and boats, landscape maintenance, etc. and to recognize member andarea business participation in association functions. Neighborhood display boardsand community bulletin boards are another method of communicating withowners/residents and creating a sense of community involvement.

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4.2 Multi-Community InvolvementMulti-community events may create an even larger sense of community. Withregard to larger issues, several communities could pull together to effect thedesired change to the area while achieving an economy of scale in the cost of sucheffort. An example of larger issues would be a county project that mayor maynot be desirable to the area; i.e., a proposed landfill that would be undesirable foran area, or a large scale beautification project.

4.3 Press ReleasesArea newspaper press releases noting achievements within the community adds tothe prestige of the community and enhances the community's visibility.

4.4 Internet/IntranetEstablishment of an association web site opens great communication potentialbetween residents, the board and the management company. This is anotheropportunity for committee involvement or the community may wish to hire a website maintenance professional. (AMI provides this service for additional fees.)

5. DEVELOPER INVOLVEMENT (Examples)

In an ideal scenario, the beginning of the development of a communityassociation starts when the developer meets with attorneys, architects, lenders,accountants, marketing, and management consultants. As the communitydevelops, the developer offers education to the owners in preparation for eventualtransition. As owners increase in number, they begin more formal involvement ingovernance of the Association. Eventually, the developer relinquishes a]l controlto the owners.

In this scenario, the "turnover" is a mere formality. The transition should beginearly in the "sales" phase and include involvement of the owners in areas such aslandscaping and pool committees. This transition involves a carefully, well-conceived and multi-faceted plan by the developer. During the course of thisplan, the developer can stay involved and on good terms with the owners bysponsoring activities.

5.1 Event Sponsorship5.1.1 Holiday Gatherings5.1.2 Community Marketing Events

5.2 Community Contributions5.2.1 Donation of land for schools5.2.2 Contributions toward emergency facilities (i.e. fITe stations)5.2.3 Contributions for playground equipment or other improvements

within the community

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6. GOVERNMENTAL INVOLVEMENT

There has been and continues to be a question of whether a communityassociation can be defined as a government. Most court cases concern eithermaking and enforcing rules or exterior alterations and additions. However, thecategory of governmental responsibilities and liabilities includes due process,civil rights, discrimination, right of first refusal, assessments and fiscalresponsibilities, amendments to the declaration, and voting.

Over a period of time, governmental bodies have more strictly regulated rightsand duties of property owners and those involved in the management and transferof real property. This regulatory control has been evidenced by passage of lawson a federal, state, and local level. In any case, the communjty association is aform of mini government. Some of the examples are:

Federal6.1.1 Fair Housing Act6.1.2 Telecommunications Act of 19966.1.3 Housing of Older Persons Act6.1.4 Americans with Disability Act

State6.2.16.2.26.2.36.2.46.2.5

Texas Unifonn Condominium ActTexas Non-Profit Corporations ActFair Housing Act, Title 15, Chapter 301, Texas Property Tax CodeSexual Offender Registration ProgramChapter 201-209 of the Texas Property Code

6.3 Local6.3.1

6.3.2

6.3.3

County (Example)6.3.1.1 Harris County Animal Control OrdinanceCity (Example)6.3.2.1 BARC Ordinance (Leash Law)Utility District6.3.3.1 Taxing authorityManagement District (TIRZ)6.3.4

7. MANAGEMENT INVOLVEMENT

7.1 Facilitating

TheThe

Community building is hard to define but important to enact.manager can and should be instrumental in orchestrating the process.

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meaning of community as it relates to the association has changed over aperiod of time from conformity to hannony. The CommunityAssociations Institute (CAI) has taken certain steps to help associationsbuild community. Community building is a volunteer-led activity. Themanager needs to know how to ignite the process and serve as aknowledgeable coach and catalyst.

The manager can encourage and steer board members to inviteparticipation from owners by creating opportunities for communicationbetween homeowners and board, homeowners and management,homeowners and homeowners. This participation could take the form ofmember surveys, annual meetings, town hall meetings and communityactivities.

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