Root Cause Analysis

Client:

The Forest Glen Community Association Board of Directors.

Methods:

Interviews were conducted of four board members and one former board member. I reviewed board minutes for the last two years, examined the community’s website,  and attended the board’s meeting on 9/29/2011.

Root Cause findings:

Physical Resources	Structure/Process	Information
The board meets at each other’s homes. It does not use a meeting room available to the community.The board’s bylaws allow for up to 7 members plus a management company representative (9 in total). There are currently 5 members, a management company representative and a recording secretary. (7 members). An additional seven members serve on the Environmental Protection Committee (EPCOM) a subcommittee of the board.	Forest Glen meetings are loosely structured. Board members mix dinner with board business, and interruptions are many. While the board meeting may start at 7, actual business is not conducted for about 20 minutes while members get food and drinks. The board president does not limit the time on discussions.The board meets monthly, but does not keep to a regular meeting schedule.	The flow of information to the board and from the board to the public is sporadic.The president delivers the agenda to the board the day before, and sometimes the day of the meeting.There is very little communication of board action to the community. Important messages are posted on the mailboxes or sent through periodic mailings. The website is not regularly updated.Minutes of the board meetings are not widely shared with the community.
Knowledge	Motives	Wellness
In terms of deficient skills, the board president and recording secretary do not exhibit knowledge in assembling a workable agenda,  running a meeting or managing the time in the board meeting. In terms of knowledge, the board members as a whole do not have knowledge of Robert’s Rules of Order for introducing and voting on new business.	There is no compensation for board service. Board members are motivated by a desire to protect the welfare of the community. The board includes many long-time homeowners who have lived in the community for 25 years or more. In addition to providing service to their community, they want to protect their property values and quality of life as well.	The time commitment required by this volunteer board often creates stress for its members. Dealing with complaints from angry homeowners (sometimes next-door neighbors) who are concerned about their property values, or angered by board decisions on covenant violations or change orders, is also stressful.