Welcome! Oregon Chapter COMMUNITY ASSOCIATIONS INSTITUTE The leading professional organization providing education, resources, and advocacy for community association living.

Briana Buck – Member of Arbor Crossing Board of Directors – Member, Oregon CAI Board of Directors Tom Jonez, CMCA, CAMP – President, Plumbline Management Corp. – Consultant, Barker Martin (June 2014) Presentation Facilitated by:

Finding the Right Manager It’s all about the Relationship

Part 1: Board Perspective Part 2: Management Company Perspective

Why are you searching for a new management company? Part 1 - Board Perspective

1. Dissatisfaction with current company’s level of service Untimely responses Unaddressed issues Unprepared managers 2. Boards assuming responsibilities that could / should be handled by a manager

How to Begin the Search: For referrals, look to the following: CAI Legal Counsel Vendors Other associations or Boards As a last resort, the Internet

Compile your list of candidates Which Management companies have piqued your interest? Which have the potential ability to fulfill your community’s needs? The most important: The Relationship Our association identified 8 companies from which we sought proposals. Due to the ‘unique’ issues of our property, only 5 of these offered bids.

Set a date Identify a time for each company to meet with the Board, to ease the decision making process. May the Interviews Begin As a Board, are you prepared? What are you looking for? What do you need to know?

Now What? Narrow the list Apples to apples comparisons? What is included? Pricing? Manager? Assistant? Hours? Caseloads?

Follow up Prospective Management company field narrowed down to two management companies Sent out thank you letters to the others Prepared final questions and received additional feedback from the two remaining companies Made our most informed decision

Transition Don’t be scared, just remember: Just because you change management companies does not mean you have to change your other vendors. It can be quite seamless There are NO stupid questions

What I know now that I wish I had known then Make sure that you meet the manager that you will be working with. If at all possible meet other company managers as well. Remember, you are hiring the company, not just the manager. When you start your search, be very specific about what you, as a complete Board, are looking for. Communication, communication, communication! Know that this can be a very slow process.

The Great Reversal Part 2: Management Company Perspective

Who is conducting the interview? Multiple Management Companies are contacted As a Management Company – How do you respond? The Key: Focus on the Relationship

It Takes Two Any meaningful relationship requires the full participation of both parties How we enter a relationship is how we operate within the relationship It is not a one-way street …

Equal Footing Reverse the interview…? Who are the professionals? Who knows: the Rules, Regs., & Best Practices? A relationship where each party has equal value, one to another

Goal: A Good “Match” What happens when the “fit” is right Results of a Bad “fit” Win-win or win-lose The word will spread There is a season for everything – including pruning

A Word on Pricing What is a commodity? What happens when Price is the motivating factor What is our core strength For Sale or For Real – the inherent value of sincerity and truthfulness

Where Do We Start Group Exercise

Feedback & Discussion Crowdsourcing Q & A Wrap-up

Contact Information Briana Buck Tom Jonez