CAI-NJ February 2021

Annual Meetings In addition to the “laundry list” of requirements that managers must follow for the noticing and execution of an annual meet- ing, we also need to ensure that our vendors are prepared with clear instructions prior to and for the day of the meeting. Depending on the type of community, this may even include directing the maintenance company, superintendent, and/or committee when to have the meeting facility prepared. Within our new pandemic world, meetings in general have become virtual, eliminating the need for setting up a meeting facility. In larger communities, an outside auditor may be used for the counting of ballots. As you would with unit owner judges or Inspectors of Election, the manager needs to ensure the audi- tor is provided directive on how the votes are to be tallied and the understanding of what these numbers are to represent. For example, some documents determine length of terms based on the number of votes received for each candidate. The documents provided to the auditor, in addition to the ballots, should clearly state such items to be completed. This will assist in efficiently running the meeting. If the association has an attorney oversee the meeting proceedings, you also want to ensure they received all necessary documents, including governing documents, Call for Candidates, Notice of Annual “As property managers, our oversight of a project is made easier when surrounded by knowledgeable vendors to whom we can delegate.” Defining Roles and Managing Expectations Regarding Vendors By Katie Zsamba, CMCA, AMS, Associa Community Management Corporation of New Jersey, AAMC

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Meeting and Election, candidate biographies, and ballots. By providing these different vendors with clear instructions and all available documentation a manager can focus on other tasks associated with the annual meeting.

Roles in Bidding for/Completing Major Capital Projects

A major capital project is a stressful undertaking for any community. As property managers, our oversight of a project is made easier when surrounded by knowledge- able vendors to whom we can delegate. In preparation for a project, be it roofing, siding, or repaving of roads, it is paramount to discuss with the financial advisor the available funds within the reserve accounts, timelines when different investment accounts could be liquidated, and if the project can be funded in whole based on the bid prices being received or estimated by the engineer. Providing the financial advisor a clear understanding of the project being undertaken, and estimated cost will also allow for alternate funding options to be addressed for those associations whose reserves are not adequate or readily available. At the start of a major capital project, a key player is the engineer. The engineer will assist the bidding process, by

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