Tool Category: Other Model Tools

Tell Members What to Expect When Using Sports Courts

Setting the following rules for the use of your community’s sports courts is a risk management strategy that will protect the association from liability for accidents and injuries that take place there. The rules not only prevent injuries, but also disputes between members.

Get Signature Before Providing Membership List

You should have any member who is requesting a membership list sign the following agreement before giving the member access to that information. Ask your association’s attorney about adapting it for use at your community.

Set Garden Rules for Residents

Here are rules you can add to the garden-specific rules residents helped draft to create a complete set of garden rules to use for your community. Once all the rules are drafted, give them to the association’s board of directors to have them formally added to the association’s governing documents.

Prevent Bulletin Board Controversy

Set rules that members must follow to be able to hang postings on your community bulletin board. Ask your attorney about adapting the following rules for use at your community.

Give Members Instructions for Using Proxies

We drafted the following proxy instructions as general guidelines, but show this language to your attorney before using it to make certain that any language complies with your state statutes and governing documents. You can use this language to help your members understand the different types of proxies before they attach their signature to anything.…

Get Employees’ Consent to Monitor Internet and Email Use

Having employees sign an agreement giving you the right to monitor their Internet and email use can help you get control over a growing problem for employers: decreased productivity due to non-work-related online activities during the workday. Consult your attorney about adapting this agreement for your community’s use.

Announce Revival of Community Rules

You can adapt this Model Notice to inform members that the board will be enforcing previously overlooked rules. The notice stresses the importance of community rules. It’s important that your letter, like ours, tells members the specific plans you have for reviving rules, such as giving members a grace period in certain circumstances. Show this…

Pass Formal Board Resolution When Making Exceptions to Rules

This resolution can be used as a template to temporarily suspend enforcement of a rule, community-wide (here, the exception refers to seasonal door decorations). The resolution includes a “sunset provision” saying that the exception will expire if it’s not renewed by a specified date. For suspensions for items that are season-specific, carefully think about the…

Inform Members on Bedbug Prevention and Control

Here’s a Model Notice you can distribute to members periodically and whenever a bedbug infestation is reported in the community. The notice describes how to recognize bedbugs and what to do to control and eradicate an infestation and prevent future infestations.

Spell Out Appropriate Employee Response When Faced with Injuries

The following memo emphasizes the point that association employees should refer the victim of an accident, crime, or other incident to you and tells them what not to say to the victim in that event. Distribute the memo to your employees, and periodically remind them about it when you review community procedures with them.