Introducing a newbie to your Phoenix HOA board of directors or perhaps hiring a new community manager can be a bit of a hassle, and if you don’t have a manual with descriptive information it can be quite a lot to handle. New community managers have to review insurance coverage, financial reports, old meeting minutes, and vendor contracts. Wouldn’t it just be so much easier if there was just a set manual for them to go over when they take over? Yes, yes it would.
So let’s figure out how to comprise the perfect Phoenix HOA manual for board members and community managers. When you get your manual all put together just the way you’d like, give a copy to every board member and community manager, then when a newbie comes in they can also receive a copy of the well put together community manual. The best way to keep your manual organized it to keep it in a three ringed binder with tabs sectioning off each section. Make sure to keep this manual updated and full of only relevant information.
Below are items that you may want to include in your Phoenix HOA community manual. Obviously you will need to customize these items to fit the needs of your own community.
Always include your community manager’s name and contact information. This is very important. Keep a record of your community manager’s name, the name of the company they are associated with, the address, telephone number, fax number, and of course e-mail address.
Obviously you will also want to include the names and contact information of your board members. Also, you will want to include the title that coincides with the name.
Keep a record of the members’ and residents’ names and contact information. If at all possible, also include their e-mail addresses.
Keep a list of committees and the responsibilities of those committees.
Include a site map of your community! Trust me, you’re going to want to have that handy.
Include your rules and regulations. Keeping that information in a handy manual will be very beneficial in case an issue were to arise.
Your approved annual budget should be included in your manual as a reference. You always want to keep track of where your money is being spent.
Keep a list of vendors in your manual, include the names, phone numbers, and addresses.
Keep copies of any association forms. If you ever need a quick copy of a document or form, it will be handy to have it in your manual.
So what are you waiting for? Get your Phoenix HOA board together for a manual recreate party!