Additional Responsibilities

Mary lists her additional responsibilities in an email then the President of the Board supported this by elaborating on board member's duties.  This is a continuation from Problem Surfaces in context and time.

Please check my explanation for her points.

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Sent: Friday, July 29, 2011 10:53 AM
Subject: Update

Hi Board – as some of you already know, I started a property management company a few years ago.  I am fully incorporated and insured. 

Over the past few years my business is steadily growing, and I’ve realized that though Beaver Run Knoll is considered to be self-managed, there is nothing that I do for other Associations that I don’t to for Beaver Run Knoll.

When I first started here, it was as a part time office manager and my responsibilities were minimal see Annual Review, but over the years I have assumed additional responsibilities for which I am not compensated.  Some examples are:

Recreation – when I was hired, the Recreation director was fully responsible for overseeing the pool, issuing pool passes, serving as point of contact, etc.  I had absolutely nothing to do with the pool.  Currently, I am the primary point of contact, I process pool passes from May through July, I oversee the bathroom cleaning (and even do it myself when necessary).  I meet pool companies and review and revise our contracts with them as necessary.  This is become part of my job for the past 10 years.

Capital Improvements – Over the years we have had some significant projects completed in the community and I have served as the primary coordinator and point of contact for all of them.  This is not at all in my job description.  I’ve been the point of contact for paving, pool repair, street lights, pot holes, PECO issues, bee removal, tree service, stickering and removing vehicles.  I’ve also assumed full responsibility (additional responsibilities*) for many financial issues that the first Treasurer used to do – taking deposits to the bank, preparing the annual budget, meeting with the auditor.

Collections – when I first started with Beaver Run Knoll, the attorney used to file the civil complaints and liens.  Over the years I have assumed this responsibility because it saves the Association money.

Landscaping – I have been the primary point of contact and coordinator for all landscaping and snow removal issues for more than 10 years.  Again – not my job.

Emailing – this did not exist when I first started working here yet now it consumes several hours every week.  I check them several times a day – EVERY DAY!  Otherwise I couldn't keep up with them and I'd spend all of my office time reading and responding to emails.

Mileage reimbursement – I was authorized mileage reimbursement over 10 years ago for my trips to purchase supplies, to go to the bank to drop off deposits, to real estate agents to drop off resale packets, to the Notary’s office to notarize lien removals, to District Court for hearings and to drop off civil complaints, to the post office to buy stamps and drop off mailouts.  I haven’t requested reimbursement for many years (my fault, I know).

I also want to point out that the former office manager (who left in 1997) was paid $20,675 for her last full year here as well as a $30 biweekly “uniform allowance” and received health benefits for her family at a cost to the Association of $5,708 per year.  PLUS she had a maintenance department on site to handle things for the community.  Her pay and benefits almost equal what I am paid 15 years later.

I could go on and on but you get the idea.  My point is that I suggest to the Board that I be compensated accordingly for the job I do, or I continue at my current salary and only assume responsibility for what I was hired to do.  This has weighed heavily on me for quite some time and I should have addressed it long ago.  For now just think about this and I’ll address it again at a later date.  Thanks.

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The President, LaVerne, sent this explanation for the additional responsibilities.

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Sent: Wednesday, August 03, 2011 1:53 PM
Subject: Re: Re: Grass cutting

Jim:
 
I have been on this board for over 10 years and am not going to get into a disagreement about this.  We have not had a full board for several years which means that Mary, Mike or myself have taken up the slack.  I am the PRESIDENT and I meet with Mary 3 times a week.
 
1. Secretary - has attended all meetings and  performs her duties as outlined in the by-laws.
 
2. Treasurer - Keeps the proper books, and presents presents an annual audit of Assn. books available to the Accountant.  Mary meets with the Accountant
 
3. Communications - Prepares and publish the newslettter; organize and maintain a pool of volunteers.  Susan does her job in preparing the newsletter.  Mary, prints, labels an mails it out.
 
4. Landscaping & Architectural are handled as outlines in the by-laws.  Mary does put solicit bids and puts together the package.
 
5. Capital Improvements - plan and implement improvements to common areas which are not apart of Landscape or Recreation.
 
6. Recreation - Oversea the operation of recreation facilities.  Mary has done most of the work on this. She is the prime contact with the pool company etc.
 This year I have been able to contribute more.
 
Mary has been with us for as long as I have and I think she has and does more than what is expected.  Paving contact, etc.  I am not going to go on (all the additional responsibilities*).
 
Stop and think for a moment.  How much are you adding to Mary's position.  The Board is a Team, Jim, so let's act like it instead of pointing fingers.  Bring in a new board member..
 
I DO NOT EXPECT CONTINUOUS EMAILS ON THIS MATTER..  JUST STOP AND THINK. !!!!!!!!!!!
 

LaVerne

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Steve does not directly answer  the issue about additional responsibilities but goes into attack mode with his comments.

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Sent: Wednesday, August 03, 2011 3:06 PM
Subject: RE: Grass cutting

Dear Jim,

The only "travesty" that needs correction is your confrontational, insulting, demeaning tone over what is a non-issue.  I've got more important things to do at work than read your meaningless drivel !

Mary is our Office Manager, not just "hired help" !  What part of "team effort" do you not understand?

Why don't you go jump in the pool and cool off.

SLP (Steve)

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The meeting on Tuesday will hopefully have enough concerned homeowners to demand a full explanation of Mary's additional responsibilities.

(*)Indicates my comment.

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