Annual Review

This is the annual review form started when Mary was first hired.  The purpose was to have the Board of Directors vested in the performance evaluation.  The dialogue for each item produced questions with explanations for each item to be performed.  In the three years I led the Board, no additional duties were discussed or added.  Each year Mary did receive a salary increase and bonus as a result of the Board ratings.

Item 27 of the annual review "Maintain a clean and orderly office" was important to me from my military experience.  Not because of the inspections we had, but from what a senior NCO said to me about the difference between a clutter and messy.  

The NCO explained that a chronically cluttered office may indicate lack of discipline or just need some encouragement to correct the problem.  A habitually messy office may indicate the individual lacks the ability to recognize 'the mess' a problem that will relate to performance.

Mary's duties were primarily within the office and not outside on the grounds as she is responsible today.  This may be a problem for Mary that I will discuss later with pictures of our site and let you determine if there is the problem as the NCO described could occur.

Annual Review Form

Board Members - We are required to complete an annual review of the office administrator.  Please assign a numeric evaluation for each listed job requirement.

1 - Poor
2 - Needs Moderate Improvement
3 - Meets Requirements
4 - Exceeds Requirements
5 - Outstanding

____ 1.  Will represent the community in a professional manner while conducting business.
____ 2.  Pickup/open/sort/distribute incoming mail.
____ 3.  Prepare weekly bank deposits.
____ 4.  Accurately record/post all dues, fines, assessments and other monies received.
____ 5.  Prepare and mail delinquent letters.
____ 6.  Prepare lien paperwork to file with the Prothonotary's office.
____ 7.  Prepare, brief attorney and represent the association at all court hearings.
____ 8.  Complete accounts payable cycle weekly (prepare checks, post payments and mail).
____ 9.  Maintain briefing Book / Reading File for President.
____10.  Prepare and coordinate settlement packages.
____11.  Maintain employee weekly activity log/expenses/mileage reimbursement.
____12.  Record incoming phone calls messages in Message File.
____13.  Update and maintain the following reports: (copy and distribute)
      Accounts receivable aging;
      Delinquent accounts progress/collections;
      Accounts payable monthly log;
      Monthly financial statement - budget vs actual.
____14.  Maintain an up-to-date list of homeowners and renters.
____15.  Maintain an up-to-date list of rental properties.
____16.  Keep filing up-to-date.
____17.  Help prepare the annual proposed budget with the Treasurer and Accountant.
____18.  Copy and mail the annual proxy and packet: (prepared by the Secretary)
     Ballot for reelection of board members;
      Ballot to approve the proposed budget;
      Annual "state of the community" from the President;
      Yearly coupon book.
____19.  Assist communication director with preparation of the newsletter.
____20.  Purchase office supplies.
____21.  Maintains computer training and access for two members designated by the BOD.
____22.  Copy, file and mail Board correspondence.
____23.  Attend monthly Board meetings.
____24.  Maintain homeowner general files and DRC files.
____25.  Maintain the community historical and functional files.
____26.  Assist the BOD with typing and any other secretarial work as needed.
____27.  Maintain a clean and orderly office.
____28.  Update office procedure manual.
____29.  Meet once a week with the supervisor (President).       ____30.  Answer telephone calls and greet visitors, provide appropriate information or refer to a Board member.

This annual review was presented at the meeting prior to making the official rating.  At the next meeting we would have a closed session and discuss each item and agree on the numerical rating.  The President of the Board of Directors (BOD) would review the ratings the next day with the office administrator.

The ratings in this review was also used as the basis for any year end bonus we would award.

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