Archives: Model Tools

You can use this model letter to notify association members that a crime has occurred at the community. The letter briefly describes the crime and where it happened, encourages members to take precautions to protect themselves, and tells members that if they notice any suspicious activity, they should report it to the local police. Show…

Here’s an example of a letter you can send to your members to announce the new and convenient option they have for voting on community association matters. Before you adapt this letter to meet the needs of your community, consult your attorney.

Ask your board to consider including the following language, drafted by attorney P. Michael Nagle, in your collections policy. It specifies how collections will be handled by management and when the case will be turned over to an attorney. Following this policy can help you avoid liability for violating the Fair Debt Collections Practices Act.…

Ask your attorney to adapt the following hot tub rules for use at your community. Then, be sure to post them in a prominent place.

The following charts include some of the rules governing the most frequently used motions in Robert’s Rules of Order Newly Revised (11th Edition). The motions in Chart 1 are listed in order of precedence. (Note that a motion can be introduced if it is higher on the list that the pending motion.) The motions in…

Here’s a lease restriction bylaw drafted with the help of Massachusetts attorney Stephen Marcus. The bylaw sets a limit on the number of units that can be leased at any one time, lists leasing requirements, addresses subletting, sets protections for the association, and says when exceptions can be made. Show this bylaw to your attorney…

An acceleration policy can be very effective for cutting assessment delinquencies, but it should be drafted carefully. Keep in mind that your governing documents and state law will influence what you can and can’t put in your policy. Ask your attorney about adapting this policy for use at your community

You can adapt the following clause for the management contracts used by your management company. Its provisions effectively prevent manager burnout and help you retain good employees by setting limits on the number and duration of meetings a manager must attend. Show this clause to your attorney before adapting it for your own use.

After finding a homeless individual in the community you manage, it’s helpful to send a letter to residents assuring them that the association is aware of the problem, has taken care of it, and will continue to monitor the situation. The letter is also a good opportunity to advise residents about how their actions can…

Here is a letter you can adapt and send to all members, informing them of volunteer opportunities in your community. It explains the scope of a volunteer’s duties and how volunteering can help maintain community property values and keep association fees low.