CAI KENTUCKY PRESS

Volume 3, Issue 2
July
2013
CAI Kentucky Press
Clarifying the Manager’s Role
Guidelines & Policies
An important area of responsibility for Boards is
the drafting of rules and
regulations concerning
board and resident governance.
This session
will discuss how to make
rules that promote community harmony.
August 8, 2013
Wildwood Country Club
5000 Bardstown Road
Louisville, KY 40218
REGISTER
HERE!
ONLINE
WIN A CAI MEMBERSHIP!
Non-members
who
attend this educational event are automatically entered to win a
one year membership
with CAI!
Winner will be announced at this event.
Many association’s employ a highly-qualified professional community manager, and
we think residents should know what the manager has—and has not—been hired
to do. The manager has two primary responsibilities: to carry out policies set by
the board and to manage the association's daily operations.
Some residents expect the manager to perform certain tasks that just aren’t part
of the job. When the manager doesn’t meet those expectations, residents naturally
are unhappy. Since we want you to be happy, we’re offering a few clarifications to
help you understand what the manager does.
• The manager is trained to deal with conflict, but he or she will not get involved in
quarrels you might be having with your neighbor. However, if association rules are
being violated, the manager is the right person to call.
• While the manager works closely with the board, he or she is an advisor—not a
member of the board. Also, the manager is not your advocate with or conduit to
the board. If you have a concern, send a letter or e-mail directly to the board.
• Although the manager works for the board, he or she is available to residents.
That doesn’t mean the manager will drop everything to take your call. If you need
to see the manager, call and arrange a meeting. If a matter is so urgent that you
need an immediate response, call the association emergency number or 911.
• The manager is always happy to answer questions, but he or she is not the information officer. For routine inquiries, like the date of the next meeting, please read
the newsletter or check the association website.
• The manager is responsible for monitoring contractors’ performance, but not supervising them. Contractors are responsible for supervising their own personnel. If
you have a problem with a contractor, notify the manager, who will forward your
concerns to the board. The board will decide how to proceed under the terms of
the contract.

The manager inspects the community regularly, but even an experienced manager won’t catch everything. Your help is essential. If you know about a potential maintenance issue, report it to the manager.
Continued on Page 10
SAVE THE DATE!
Guidelines & Policies— Louisville, August 8th
7th Annual Charity Golf Outing—Louisville, September 19th
Since 1976, Robins Insurance Agency,
Inc. has represented many of the most
respected insurance companies in
America. It's enabled us to meet the
most comprehensive insurance needs of
our clients while growing into one of the
most successful independent insurance
and risk management organizations.
Are you a business that services community associations? If so you should
consider advertising with the CAI Kentucky Press! Reach the people who
make the decisions for their community! Contact us to find out how you can
take advantage of this opportunity.
Organization Name
Tel: 555 555 5555
Advertisement Heading
Advertisement Heading
Joseph P. Waldron - AMS, PCAM,
CIRMS, Senior Account Executive
PO Box 48218
Louisville, KY 40222
615.579.1054 -Cell
800.526.9271 -Toll Free
www.robinsins.com
TO: 800.526.9271
List your hours or the time and date of your
event.
Mail to: Place your
address here.
Organization
Tell readers to mail this back for a catalog, brochure, or
price list.
NAME
ADDRESS
P a g e
3
C A I
K e n tu c k y
P r e s s
Raising the Bar High
By: Tom Engblom
“I ain’t settlin for just getting by, I‘ve had
enough so for the rest of my life, tired of
shooting to low, so raise the bar high” are
the lyrics from Sugarland’s Settlin. Realistically these lyrics have so many applications to
the Homeowners Industry that we are involved in daily.
Recently I was appointed to the National
Business Council for Community Associations
Institute and as a member each volunteer is
assigned chapters to create a communication
conduit between National and the local chapters. Numerous responses were positive while
others were reflecting the urgency for sponsors, and volunteers. The organization is invaluable with the education for membership.
Recently I received training wherein the instructor reiterated the Pareto Principle, which I have studied in
the past. Vilfredo Pareto an Italian economist in 1906 determined thru observation that 80% of the land was
owned by 20% of the population in Italy. Vilfredo applied the same application to his garden whereas 20% of the
pea pods contain 80% of the peas. The Pareto principle is directly correlated to the Association industry in fact the
blueprint I believe was taken from the Principle. The 80 - 20 rule common acumen for salespeople is a mantra
that numerous individual or association must overcome. Typically 20% of the membership or board does 80% of
the work creating overwhelming task and burnout for association volunteers.
I don’t have a resolution for the Pareto Principle related to your association but I do have numerous suggestions to an environment of 100%. It’s not about being flashy more it’s the ability to inspire people to follow
leaders because they trust them. Create committees for the association, attend educational seminars, communicate to the membership, hire professionals in their respective industry, listen and learn from the professionals, get
membership involved so their input is important and discuss with other associations their success stories. In addition, social events such as a community summer barbeque bring the membership together in a relaxed atmosphere. Leadership and a sense of belonging to the community inspires 100% environment. The first and last
breaths are not important it’s what’s in between and the same hold true for being a member of the association.
Sometimes you have to lose before you win. You can raise the bar for your association by leading your
membership to the next level of expectations for your association.
Tom Engblom is a licensed instructor in Illinois for Real Estate for the past 28 years and National instructor for
CAI and CAI National Business Council Member. Tom began a career in property management in 1984 and earned
ARM, CPM, CMCA, AMS, and PCAM managing a minimum of 3,500 units within the suburbs and Chicago for 20
years. Tom joined Community Association Banc, a division of Mutual of Omaha Bank, in March 2004 as a Regional
Account Representative for the upper mid-west accelerating to Vice President achieving deposits in excess of 220
million covering Minnesota, Wisconsin, Illinois, Indiana, Michigan, Kentucky and Ohio. Tom can be reached at
[email protected] “AKA Super Condo-man”
P a g e
4
C A I
K e n tu c k y
P r e s s
CAI National Business Partners Council Election
Joe was nominated by his industry
peers to serve on this board. As a
member of the CAI Business Partners
Council, he will provide input on policy matters to the CAI Board of Trustees, help elect members to the
board and partner with other industry leaders to improve CAI’s ongoing
education, services, designations and
member benefits.
When the elections are sent out by
CAI National in August 2013, we ask
that you consider taking the time
It has come to our attention that our and voting for our past president,
former Board President, Joe Wal- Joe Waldron.
dron, has been nominated for a second term on the National CAI Business Partners Council.
CAI Kentucky’s 6th Annual Charity Golf Tournament
Thursday, September 19, 2013
The CAI 6th Annual Charity Golf Outing will be held at Quail Chase Golf
Club in Louisville. Come join us for a day of fun that helps benefit the
Kids Center for Pediatric Therapies!
Think you can meet the hole in one challenge to win a brand new Honda
Accord?! Come on out and test your skills!
 ALL GOLFERS RECEIVE A DOOR PRIZE OF THEIR CHOICE
Group Fee $400 per foursome and single player $100 includes:
 Greens Fees with Cart
 Driving Range Balls
 Lunch with Drink
 Entry into all contests
 Guaranteed Door Prize for each player
Please note we still have sponsorships available!
Click here to register!
Outdoor Water Conservation Tips
Even though we use water every day, it’s easy to take it for granted. Just imagine how you would function without clean water. It’s everyone’s responsibility to conserve and protect water resources. The decisions and actions you
make today truly affect our water resources for the future. The following suggestions will help you get in the habit of saving water in the great outdoors:

Get a rain gauge to measure rainfall. One inch of rain per week is generally sufficient for lawns and gardens. Supplement only when rainfall is inadequate.

Use mulch around landscape plantings. Mulch will help eliminate weeds
and hold moisture in the soil.

Select hardy plants that don’t need much water. Native plants that are well
adapted to your climate and soils will survive well without supplemental watering.

Water during the cool part of the day to avoid rapid evaporation.

Raise the mowing heights on your lawn mower. This promotes healthier
grass that can better survive dry periods.

When watering is necessary, water slowly and thoroughly. If you notice
puddles or runoff, turn water off and wait for water to soak in. Also be sure
your sprinkler puts water where you need it—not on driveways or sidewalks.

Wash cars efficiently. First give the car a quick rinse, and then turn the water off. Wash one section of the car at
a time and rinse that section quickly. Turn the water off each time.
Visit http://wateruseitwisely.com for more conservation tips.
Attention
Grabber
This space could be
yours for as little as
$100
List your featured items
 list item here
 list item here
 list item here
 list item here
Use this space to tell your readers about your business, product, service, or event. This text
should tell the
reader what
your offer can
do for them.
Organization
Name
Describe your location by landmark or
area of town.
Tel: 555 555 5555
List your hours or the time
and date of your event.
Organization
V o l u m e
3 ,
I s s u e
2
P a g e
6
What Is Alternative Dispute Resolution?
(And Why Does the Association Use It?)
Community associations and their members disagree from time to time. When they do, the association board attempts to resolve problems by using a three-step, problem-solving approach called alternative dispute resolution
(ADR). It’s an effective and money-saving alternative to the traditional justice system; the three steps are negotiation, mediation and arbitration.
In negotiation, we identify the issues, educate each other about our needs and interests, brainstorm settlement options and hammer out our final terms. It’s an informal, cooperative process in which we can focus objectively on our
interests.
Because negotiation is informal, it requires the least amount of time and expense. The board believes that when reasonable people engage in honest negotiation, this is the only step needed. But, in those unfortunate situations
where
we
can’t
find
a
solution,
we
take
the
second
step —mediation.
In mediation, a neutral, trained mediator resolves conflict between two or more parties. Mediation is collaborative,
but it does require a little more time and money. It tends to preserve relationships because the people involved create their own settlement agreements, which are not legally binding unless everyone agrees to formalize them. If
mediation doesn’t work, there’s still one more step to take before we all head off to court—arbitration.
Arbitration is a formal process that can require considerable time and money—but usually less than lawsuits, which
motivates the board to resolve disputes before we reach this final step.
Arbitrators are usually highly trained legal experts who render final, legal decisions based on evidence and testimony. Only under limited circumstances can the arbitrator’s decision be appealed to the courts.
The board subscribes to ADR to conserve your resources. Clearly, the more steps we take, the more we have to pay.
Fees for negotiators, mediators or arbitrators would be paid out of your pocket—in the form of assessments—and
Governing by Representation
Community associations are a representative form of government founded on the principle of elected individuals representing the people. Much of our country is based on the principles of representative democracy. It starts with organizations like community associations and progresses through our schools boards, city governments, county governments, state governments—all the way to the federal government. We vote for a person, or persons, who will act
on our behalf.
Some might advocate that a board should not take action without a vote of the members to find out what the people
want. That would be counter-productive. If association members were to vote on every issue before a decision was
made, there would be no need for a board, but simply someone to send out ballots and tally results. However,
boards find out what their constituents want in other ways. Many make time to hear from residents at each board
meeting. But, it’s up to you to attend meetings, voice your opinions and participate in the exchange of ideas with the
board. We also encourage your involvement and participation. Perhaps you would consider joining a committee. We
want your input, ideas, thoughts and opinions.
When the season for community association annual meetings and annual board elections approaches, consider carefully which candidates you select—including yourself. Consider running for the board to help shape the future of your
community.
P a g e
7
C A I
K e n tu c k y
P r e s s
CAI Kentucky is proud to announce the following
new members to our Chapter.

Charisse Luckey, Granite Spring Condominium
Please help us make them all feel at home here.

Kelly Smith, Complete Property Management Group
Brenda Harral, Springhurst Community
Association

Mr. Timothy Rohrmoser, RS, Design
Management Associates
Walt Zalewski Springhurst Community
Association

Patricia Chapman, Granite Spring Condominium
Terri Hamilton, CMCA, Pacific Premier
Bank

Carolyn Pearre, Lake Side at Independence



Win a CAI Membership!
Becoming a member of CAI offers many advantages!
Guests who do not currently have a CAI membership can
win a one year membership just by attending the Policies
and Guidelines educational seminar on August 8th nonmembers are automatically entered to win a one year
membership with CAI!
Winner will be announced at this event.
2013
Sponsors
Without the help of sponsors our chapter could not provide you with all that it
does. We want to make sure that everyone knows who our sponsors are and
thank them for their support.
Kentuckiana Pool Management
Affirmed Sponsors-
K&P Roofing
KT SIGNS, INC.
Logan Lavelle Hunt
Off Duty Police Services
Miller Dodson Associates
SmartStreet Bank
Secretariat Sponsors
Robins Insurance
Tom Powers Painting
Paragon Management
War Admiral Sponsors
Seattle Slew Sponsors-
BB&T Bank
Community Management
Associates
Mutual of Omaha Bank
Hebel & Hornung P.S.C.
ValleyCrest Landscape
Maintenance
V o l u m e
3 ,
I s s u e
2
P a g e
8
Grill Safety Tips
When firing up your grills this summer, the U.S. Consumer Product Safety Commission (CPSC) reminds you to barbecue safely whether you use gas or charcoal.
Gas Grills
Liquid petroleum (LP) gas or propane, used in gas grills, is highly flammable. Each year about 30 people are injured as a result of gas grill fires and explosions. Many of these occur when consumers first use a grill that has
been left idle for a period of time or just after refilling and reattaching the grill's gas container.
To reduce the risk of fire or explosion, consumers should routinely perform the following safety checks:
 Check the tubes that lead into the burner for any blockage from insects, spiders, or food grease. Use a pipe
cleaner or wire to clear blockage and push it through to the main part of the burner.
 Check grill hoses for cracking, brittleness, holes, and leaks. Make sure there are no sharp bends in the hose or
tubing.
 Move gas hoses as far away as possible from hot surfaces and dripping hot grease. If you can't move the hoses, install a heat shield to protect them.
 Replace scratched or nicked connectors, which can eventually leak gas.
 Check for gas leaks, following the manufacturer's instructions, if you smell gas or when you reconnect the grill
to the LP gas container. If you detect a leak, immediately turn off the gas and don't attempt to light the grill
until the leak is fixed.
 Keep lighted cigarettes, matches and open flames away from a leaking grill.
 Never use a grill indoors. Use the grill at least 10 feet away from your house or any building. Do not use the
grill in a garage, breezeway, carport, porch or under a surface that can catch fire.
 Do not attempt to repair the tank valve or the appliance yourself. See an LP gas dealer or a qualified appliance
repair person.
 Always follow the manufacturer's instructions that accompany the grill and when connecting or disconnecting
LP gas containers.
 Consumers should use caution when storing LP gas containers. Always keep containers upright. Never store a
spare gas container under or near the grill or indoors. Never store or use flammable liquids, like gasoline, near
the grill.
 To avoid accidents while transporting LP gas containers, transport
the container in a secure, upright position. Never keep a filled container in a hot car or car trunk. Heat will cause the gas pressure to
increase, which may open the relief valve and allow gas to escape.
Charcoal Grills
Charcoal produces carbon monoxide when burned. Carbon monoxide is a
colorless, odorless gas that can accumulate to toxic levels in closed environments. Each year about 30 people die and 100 are injured as a result
of carbon monoxide fumes from charcoal grills and hibachis used indoors.
To reduce carbon monoxide poisonings, never burn charcoal indoors, in
vehicles, tents or campers, even if ventilated. Since charcoal produces
carbon monoxide fumes until the charcoal is completely extinguished, do
not store the grill indoors with freshly used coals.
For more information, visit the CPSC website at www.cpsc.gov.
P a g e
T h e
9
S e a r c h
C A I
f o r
As with most non-profit organizations the need for volunteers is
always there. CAI Kentucky has
the need for volunteers in most of
the committees.
With the rapid growth of the
Kentucky Chapter and all of the
new programming offered we’re
asking for some help!
P r e s s
V o l u n t e e r s
If you have a little spare time and
Volunteers Needed!!
K e n tu c k y
would be willing to roll your
sleeves up and dive in to help
make our chapter as strong as it
can be please consider joining one
of the following committees.

Membership Committee

Sponsorship Committee

Newsletter Committee

Trade Show Committee

Golf Scramble Committee
Please contact Kimm Hudson,
Executive Director.
[email protected]
B u s i n e s s C a r d
A d v e r t i s e m e n t
$ 5 0
P e r
( M e m b e r
I s s u e !
P r i c i n g )
Advertising Opportunities
Available, please contact:
Kimm Hudson
[email protected]
B u s i n e s s C a r d
A d v e r t i s e m e n t
$ 5 0
P e r
( M e m b e r
I s s u e !
P r i c i n g )
V o l u m e
3 ,
I s s u e
2
P a g e
CAI Kentucky Leadership
Executive Director
Kimm Hudson
502-515-1977
[email protected]
Chapter Secretary
Kerry Butler
502.429.9790
[email protected]
Chapter President
Glenda Winchell, CMCA
502.245.5253 ext 1
[email protected]
Directors
Bob Detherage
502.657.2400
[email protected]
Chapter President-Elect/
Vice President
Dave Randall
502-608-7866
[email protected]
John Payne, CPA, MBA, CMCA,
AMS
502.451.0485
[email protected]
Chapter Treasurer
Robert DeWees
502.749.2388
[email protected]
Cindy Greene
502.584.7393
[email protected]
Clarifying the Manager’s Role
Continued
• The manager
does not set policy. If you disagree
with a policy or
rule, you’ll get
better
res ul ts
sending a letter or
e-mail
to
the
board than arguing with the manager.
• The manager has a broad range of expertise, but he or
she is not a consultant to the residents. Neither is he or
she an engineer, architect, attorney or accountant. The
manager may offer opinions, but don’t expect technical
advice in areas where he or she is not qualified.
• Although the manager is a great resource to the association, he or she is not available 24 hours a day—
except for emergencies. Getting locked out of your home
may be an emergency to you, but it isn’t an association
emergency. An association emergency is defined as a
threat to life or property.
“A leader is one who knows
the way, goes the way and
shows the way.”
~John C. Maxwell
1 0
V o l u m e
3 ,
I s s u e
2
P a g e
1 1
CAI KENTUCKY 2013 CALENDAR OF EVENTS
January-
February -
10th - Conduct & Safety at Association 7th - Disaster Management - Louisville
11:30 am
Meetings - Louisville 6:30 pm
10th - 11th M-204: Community Governance - Louisville 8:00 am
March -
April -
14th - Disaster Management - Lexing- 13th - CAI Kentucky Neighborhood
ton 11:30 am
Summit & Expo 9 am (All Day Event!)
May -
June -
No programs scheduled at this time
13th - Communications for Associations,
Louisville 11:30 am
July -
August -
11th - Communications for Associations, Lexington 11:30 am
8th - Ethics, Guidelines and Policies, Louisville 11:30 am
September -
October -
12th - Drafting Rules, Lexington 11:30 12th- Drafting Rules, Louisville 11:30
am
am
19th - Charity Golf Outing 8:00am
November No Programs Scheduled
December -
6th - CAI Kentucky Annual Meeting and
Holiday Luncheon—Louisville 11:30 am
P a g e
The Kentucky chapter of the Community Associations Institute
(KY-CAI) serves the educational, business, and networking
needs of the community association industry in Kentucky. While it is a statewide chapter, most programs at this
time are being held in Louisville, with plans to expand into Lexington and other areas as membership and demand grows.
Members include condominium, cooperative, and homeowner
association volunteers, professional association managers,
management companies, and those who provide services and
products to community associations.
Kimm Hudson, Executive Director
P.O. Box 19608
Louisville, KY 40259
502-515-1977
[email protected]
www.cai-ky.net
T h e
V a l u e
CAI Business Partners are indispensable to common-interest communities.
More than just product and service
providers, these valued CAI members
are good corporate citizens. They contribute to CAI publications, speak at
CAI conferences and teach CAI professional development courses. Their
involve-ment in CAI is an investment in
the very concept of common-interest
living.
CAI Business Partners also are essential to the success of homeowner and
condominium associations from coast
to coast. Compared to nonmember
service providers, CAI Business Partners are generally more likely to:
1. Understand community association
operations, which save associations
W h y
F o r


CAI Kentucky is comprised of approximately 100 members,
with affiliations with dozens of others in the industry who participate in program events. The chapter is one of 60 Community
Associations Institute chapters world wide.
o f
C A I
B u s i n e s s
money and reduces frustration for
board members and community managers.
2. Have products and services specifically designed for community associations—they don’t try to force fit generic
solutions into the community association model.
3. Be attuned to community association trends and in a better position to
make recommendations and suggestions that a non-CAI business partner
may not even consider.
4. Have experience with other community associations, therefore understanding the nature and dynamics of
community associations and how best
to serve them.
5. Be familiar with community association management, governance and
best practices.
P a r t n e r s
6. Understand the roles of board members, management professionals and
residents and the relationships among
them.
7. Understand the proper request-forproposal and vetting processes.
8. Understand community association
fin ances —in voi cing, bu dge ts
(operating, deferred and long-term)
and reserve studies.
9. Be exposed to the unique and evolving aspects of community associations
through CAI education, publications
and events.
Importantly, CAI Business Partners
sustain CAI through their membership
dues, sponsorships and advertising—
support that helps keep CAI membership, education and events more affordable for all members.
C A I M e m b e r s h i p P a y s
A s s o c i a t i o n L e a d e r s
Money-saving and time-saving
help, advice and insights at
chapter events; in the pages of
Common Ground™, Minutes
and chapter periodicals; on CAI
national and chapter websites;
and on the members-only Message Board
Information that helps you
make good decisions—and pro-
tects you and your association
from costly mistakes and missteps.


Legal insights can help you
prevent lawsuits and save you
and your community thousands
of dollars and an equal number
of headaches.
Ideas about landscaping and
building maintenance can save
you money—and help your
community become more environmentally friendly.
Don’t wait, become a member of
Community Associations Institute
and start receiving all your benefits now.
1 2