What is a Special Meeting?

Special meetings are unscheduled meetings called from time to time by the board for a specific purpose. Special meetings usually address issues that need immediate attention or that need more time and discussion than can be handled in routine board or annual meetings.

There are a couple of things that make special meetings … well, special.

First, members must be notified of the exact purpose of the meeting, and the meeting must be limited specifically to achieving this purpose. This is important because people typically decide whether to attend a special meeting based on the issue and how it’s being addressed. Therefore, actions taken on issues not listed in the notice will be invalid. In fact, no action can be taken at all, if it was not included in the notice. For example, if the stated purpose of a meeting is “to discuss” a problem, the board cannot actually vote on a solution—at least not in this meeting.

Second, association members—not just the board—can call for a special meeting, if they get a minimum number of signatures on a petition that states exactly what issue or problem they want to address. Homeowners give the petition, with its stated purpose, to a board member who schedules the special meeting.

Like annual and board meetings, special meetings are open to all association members who wish to attend, and they require a quorum before any business can be conducted. Also, notifying all association members properly is essential; when and how the notice is delivered, what it says, and other requirements must be met.

Love Your Dog, Leash Your Dog

We love dogs - we really do.  That's why associations are committed to enforcing county leash laws on association properties.  According to the U.S. Humane Society, an unleashed dog has an average life span of less than four years.  Allowing your dog to run free threatens your dog's health and welfare and the happiness it brings to you.

We also love your community.  That's another reason the association is committed to enforcing the county leash law - so ALL residents may enjoy the community.

We trust we can count on you for voluntary compliance with any applicable leash laws and rules.  We don't like to call animal control, but we won't have any choice if your dog is running free.  Be sure to check the lease law in your county.

Are HOA Residents Happy?

Do you know that more than 60 million Americans live in homeowners associations and condominium communities? How do these 60 million residents feel about their own associations? Are they happy with their elected boards? How do they feel about the rules?

The Foundation for Community Association Research, an affiliate of Community Associations Institute (CAI), sponsored a recent national public opinion survey to answer these and other questions.  Here are some of the key findings:

• 71 percent of residents say they are satisfied with their community association experience. Only 12 percent express dissatisfaction and 17 percent are neutral on the question.
• 89 percent believe their association board members strive to serve the best interests of the community, while 11 percent say the opposite or they aren’t sure. 
• 76 percent say their professional managers provide value to their communities, while 24 percent say the opposite or they aren’t sure. 
• 70 percent believe their community association rules “protect and enhance” property values. Only 2 percent say rules harm property values, while about 29 percent see no difference or didn’t know. 

Bike and Scooter Safety Tips

Our association wants your kids to be safe while riding their bikes and scooters in our community, and we recognize that you can’t be there to watch them all the time. Here are four steps that could increase their safety when you’re not around.

• Teach kids how to fall. Learning how to ride correctly is only part of what keeps a kid safe. Falls are inevitable, and teaching your children to fall correctly will prevent many serious injuries. Teach them to roll on impact, relax their body, and try to land on their padded and fleshiest parts.
• Check equipment. Check bikes and scooters for cracks or dents, sharp metal parts, jutting edges and slippery surfaces. Replace defective equipment, consult a professional for repairs and apply self-adhesive, non-slip material to slippery surfaces.
• Make a rule for your kids—one person to each piece of equipment. They might be less likely to hop on a friend’s scooter if they know it’s unsafe and that they’ll have to pay for replacing it when it breaks.
• Require protective equipment. Scooters, roller blades, bikes and similar equipment cause thousands of injuries—and even some deaths—every year. Make sure your children are wearing helmets, knee pads and elbow pads, especially if they are just learning. Buy a helmet your kid thinks is cool and you know is safe—it’s worth the extra money if your child is more likely to wear it.

Thieves in the Waste Basket

Most—but not all—identity theft now occurs electronically. But your identity can still be easily scored by thieves who make use of what you toss in your waste basket, too.

Trash facilities and recycling centers can be gold mines of personal information for enterprising dumpster divers. That is, unless you shred documents that contain identifying information—charge receipts, credit applications, insurance forms, physician statements, canceled checks and bank statements and even expired charge cards.

Beware also of those bothersome credit offers you get in the mail and toss unopened into the trash—particularly the pre-approved variety. Clever scammers complete these blank applications, obtain a credit card in your name, charge it to the limit and close the account before you receive the first billing statement. To protect yourself, all you have to do is tear the unopened envelop in half once or twice before tossing it in the waste basket.

Better yet, you can eliminate these prescreened credit offers from your mailbox by calling 1-888-5-OPT-OUT (1-888-567-8688) to opt out. You’ll be asked to provide your Social Security number so the consumer reporting companies can match you with your file.

Also, deposit your outgoing mail containing personally identifying information in post office collection boxes or at your local post office, rather than in an unsecured mailbox. Promptly remove mail from your mailbox. If you're planning to be away from home and can't pick up your mail, contact the U.S. Postal Service at 1-800-275-8777 or online at www.usps.gov to request a vacation hold. The Postal Service will hold your mail at your local post office until you can pick it up or are home to receive it.

The Federal Trade Commission has more information on identity theft and prevention tips at www.ftc.gov/bcp/edu/microsites/idtheft/.

Tips for Keeping Water Clean

Keeping water clean begins with each of us—where we live, work and play, and with the simple daily actions we take. Here are a few ways you can make a difference to reduce pollution:

• Plant trees, shrubs and groundcovers, especially around surface water.  Vegetation acts as a natural filter for runoff entering ponds, lakes or streams. Plants can also prevent shoreline erosion and keep soil from washing away.
• Maintain a healthy lawn. A dense, healthy lawn can be an excellent filter for pollutants. Before you apply fertilizers, test your soil so you apply only what you need. Use the right fertilizer, at the right time and in the proper amount.
• Clean up after pets. Dispose of pet waste in the garbage.
• Compost grass clippings, leaves and garden waste.  When these materials are washed into streams and lakes, they decay, which in turn consumes oxygen fish and other aquatic animals need to survive.
• Practice integrated pest management (IPM) around your home and garden. IPM reduces pest problems through a variety of cultural, mechanical, biological and chemical methods. Try to eliminate chemical use or keep pesticide use to a minimum by using them only when other methods are not successful.
• Maintain your vehicles in good condition to prevent leaks such as oil or antifreeze.  Spilled motor oil, gasoline and lubricants can contaminate wells and streams.

Visit www.auduboninternational.org for more conservation tips.

Maintain Your Yard Safely

It's that time of year again, when we have to worry about lawn maintenance. Properly maintaining your yard helps your home and our community look good. Just make sure that safety is a priority when undertaking your landscaping efforts:

· Clear sticks and debris before you mow. Random debris kicked up by a lawn mower can seriously injure you and those around you. Also, mowing debris shortens the life of your mower and dulls the blade.

· Replace the cord on your weed trimmer. Your trimming will be safer if you have strong trimmer cords. Always wear eye protection when using a trimmer.

· Maintain your lawnmower in top working condition. If you find yourself mowing the same areas again and again, it’s time to inspect your lawnmower. Keep a maintenance checklist of important components like air filters, blades and oil.

· Keep plants and shrubs about five feet from foundation walls, and keep trees at least six to 20 feet away, depending on their size. Plant roots that are too close to the foundation not only cause damage to the structure, but may also attract bugs and mold into your home since they tend to hold moisture. 

Call an Electrician

The guests are on their way, the food is cooked and suddenly the light over the dinner table goes out. A new bulb doesn’t fix the problem, and neither does flipping the switch that controls the light circuit in the fuse box off and on. You know the same light has given you trouble before, and you might think you even know the difference between that green ground wire and the black hot wire. You remove the light switch from the wall and see some of the wires have apparently become disconnected. Time to just shut off the fuse and reconnect them, right?

Wrong. Each year 67,800 fires result from home electrical problems just like this one, according to the U.S. Fire Administration. Twice as many of those are due to improper wiring as appliance failures.

It’s not that you don’t know what you’re doing or that you can’t read a how-to guide—the last residents may have done it improperly themselves. They may have reversed wires, replaced the wire with wrong gauge or put too much strain on the fuse (called over lamping). The only way to know you are correctly wiring is to use a special tool called a voltage meter to check for hot wires.

The only safe bet is to consult a licensed electrician. Electricians not only have the tools you don’t, like lineman’s pliers and voltage meters, they have extensive internships (typically 3-7 years) under their belts. They intern for a reason—without proper training, you can seriously hurt yourself by mixing up cables or not taking the proper precautions. For your own safety, and for the safety of the community, get in touch with us about your electrical problems, however small. We can recommend some certified electricians we’ve worked with before. Besides, your guests would rather eat by candlelight than not eat at all!

Big Tips for Small Fixes

Do-it-yourself projects can be immensely rewarding, but even a small repair can turn into a more frustrating and time-consuming job when you encounter unexpected problems. Here are some easy tips for tackling common home hardware problems that will leave you with a sense of accomplishment rather than a sense of frustration:

Loose Screws

If a screw is so loose that it’s barely gripping, remove it, wrap its threads with a few strands of steel wool, and screw it back into its old hole.

If a screw has been ripped out of its hole entirely and the hole is too big for the threads to gain hold, slide a wooden match into the hole and then replace the screw.

Tight Screws

Twisting screws into a bar of soap first makes them easier to insert. A few drops of white vinegar will help remove stubborn screws from a metal surface.

Better Grips

Improve your grip by wrapping a thick rubber band around the plastic handle of a screwdriver. This makes tightening and loosening screws less strenuous.

Hammer Help

When hammering a small nail, brad or tack, slip the fastener between the teeth of a pocket comb to protect your fingers from the hammer’s blow. Don’t have a comb handy? You can also use a bobby pin, a paper clip or tweezers to hold the nail.

When hammering a nail in a tight spot or hard-to-reach corner, a bit of modeling clay or chewing gum will hold the nail in place for the first couple of blows.

Rusted Nuts and Bolts

Removing a rusted nut or bolt can be an especially frustrating task. Pour hydrogen peroxide, lemon juice or cola over the rusted fastener and wait half an hour.  The mild acid will dissolve the rust enough for the nut or bolt to turn freely.

Rusted Tools

Working with rusted tools makes any job more difficult. Clean off the rust by rubbing a paste of six parts salt and two parts lemon juice on the rusted areas with a dry cloth, then rinse and dry thoroughly.

Eco-Friendly Lawn Care Tips

Maintaining your yard in a traditional manner isn’t always the “greenest” endeavor. Whether it’s using chemical-laden pesticides and fertilizer or working with greenhouse gas-producing lawn tools, some methods of lawn upkeep can be tough on the environment. Thankfully, there are plenty of eco-friendly ways you can keep your yard looking lush. So reduce your carbon footprint, and try some of these simple tips:

• Conserve water by watering your lawn more heavily but less often. By doing this, you’re ultimately using less water because the heavier watering lasts longer, allowing you to spread out how often you have to water your lawn. Also, watering in the early morning or early evening gives water a chance to soak into the soil without evaporating as it would during the hottest parts of the day. Finally, consider switching to water-saving sprinklers and hose nozzles. 
• Leave grass clippings on your lawn after mowing. This is an easy way to nourish your lawn because clippings help replenish your soil after they decompose, which in turn encourages healthy grass growth.
• Don’t cut grass too short. Keeping your grass at the tall end of its optimal mowing height (usually between one and three inches depending on the type of grass) helps ensure that the root systems are deep enough to protect the grass from getting scorching by the summer sun. To avoid stressing the grass, a good rule of thumb is to cut no more than 1/3 of the grass’s current height. Be sure to cut your grass often so that you don’t have to take off too much with each mowing.
• Consider trading in your gas-powered lawn mower for an electric or battery-powered mower. Gas-powered engines contribute significantly to air pollution, so switching to an electric or battery-powered mower reduces carbon emissions. Both types of mowers are easy to start, and battery-powered mowers rechargeable and run up to 70 minutes. Electric and battery-powered versions of other gas-powered lawn tools, such as weed whackers and leaf blowers, are also available, so consider swapping those out as well.        
• Go organic when choosing a fertilizer. Organic fertilizers take longer to show results than chemical fertilizers; however, organic fertilizer will improve your soil quality in the long run and yield a much greener lawn. Conversely, chemical fertilizers can deplete your soil of minerals, pollute ground water runoff and cause soil to become too acidic.

Protecting People with Dementia

The National Institute on Aging reports that as many as 5.1 million Americans may have Alzheimer’s disease, the most common cause of dementia among older people. In addition to memory loss, symptoms include sleeplessness, agitation, depression, anxiety, anger and wandering.

According to the Alzheimer’s Association, six in 10 people with dementia will wander. Because a person with Alzheimer’s may become confused and disoriented and may not remember his or her name or address, wandering is particularly dangerous.

To avoid panic and improve the chances of a safe return, it is important to have an emergency plan in place in case a person with dementia becomes lost. The National Institute on Aging and the Alzheimer’s Association recommend that caregivers take the following precautions:

• Make sure the person carries some form of identification or wears a medical bracelet indicating his or her illness and where he or she lives.
• Ask neighbors, friends and family to call if they see the person alone.
• Know your neighborhood. The Alzheimer’s Association reports that 94 percent of people who wander are found within 1.5 miles of where they disappeared, so be aware of dangerous areas near the home, such as bodies of water, open stairwells, dense foliage, tunnels, bus stops and roads with heavy traffic. 
• Because wandering usually follows the direction of the dominant hand, note whether the person is right- or left-handed. 
• Make a list of people to call for help, and keep the list easily accessible. 
• Let neighbors and local police know that the person tends to wander.
• Keep a list of places where the person may wander, including past jobs, former homes, places of worship or favorite restaurants.
• Keep a recent close-up photo and updated medical information to give to police if the person becomes lost.
• Consider enrolling the person in the MedicAlert + Alzheimer’s Association Safe Return Program (visit www.alz.org or call (888) 572-8566 to find the program in your area).
• Consider having the person carry or wear an electronic tracking GPS device, such as Comfort Zone and Comfort Zone Check-In, which helps identify location.

When someone with dementia is missing:

• Begin search-and-rescue efforts immediately.
• Search the immediate area for no more than 15 minutes before calling for help.
• Call 911 and report that a person with Alzheimer’s disease—a “vulnerable adult”—is missing. 
• Call (800) 625-3780 to file a report with MedicAlert + Alzheimer’s Association Safe Return. First responders are trained to check with MedicAlert + Alzheimer’s Association Safe Return when they locate a missing person with dementia. You do not need to be enrolled in MedicAlert + Alzheimer’s Association Safe Return to file a missing person report.

Waste-Free Yards Keeps Pets Healthy

American pet owners collectively spend tens of millions of dollars every year on veterinary care and over-the-counter medicines for their furry loved ones. But what many don’t realize is that many pet illnesses can be avoided by simply keeping the back yard clear of pet waste.

Dog waste is more than just a smelly and unsightly mess. It’s also a breeding ground for infection—especially in dog parks and other areas where dogs frequently gather. Bacteria, worms and other parasites thrive in the waste until it’s cleaned up or washed into the water supply. Giardia, ringworm, roundworm and E. coli are examples of such inhabitants, all of which are commonly found in dog feces and are easily transferable upon contact.

When pets become sick, contagions are often times passed through their deposits into their own yard. The longer infected dog waste stays on the ground, the greater a contamination becomes. And when this waste is not picked up, pets have a high risk of catching the infection over and over again.

Roundworm, for example, is one of the most common parasites found in dog waste and it can remain infectious in contaminated soil and water for years.

The best thing pet owners can do to help keep their four-legged friends healthy and safe is to pick up after them and to do so in a timely manner. Those who don’t have enough time to deal with the mess themselves—or simply don’t want to—should consider hiring a local pet waste removal service.

Fiduciary Duty: What is it?

From time to time you may hear that the Board of an association operates in a fiduciary capacity for its homeowners. Or you may read about the Board’s fiduciary responsibility in the governing documents. Just exactly what does this mean?

Fiduciary duty simply means the Board has an ethical and legal obligation to make decisions in the best interests of the entire association. That’s a small explanation for a very big responsibility.

Fiduciary duty includes a duty of loyalty to the association, which means that Board members should never use their position to take advantage of the association. They should never make decisions for the association that benefit themselves at the expense of the association and its members.

Fiduciary duty also includes the duty to exercise ordinary care. This means Board members must perform their duties in good faith and in a manner they believe to be in the best interest of the association, with such care as an ordinary prudent person in a similar position under similar circumstances would use.

In short, boards must act in the best interests of the association and act reasonably.

Board members fulfill their fiduciary duty by:

• Developing and using a formal budgeting process
• Establishing and adhering to budgetary guidelines
• Making sure the budgeting process reflects the wishes of the association members
• Promoting understanding and acceptance of the reserve accounts among the members
• Collecting sufficient fees to adequately operate the association 
• Soliciting bids and negotiating appropriate contracts 
• Authorizing expenditures

Keep Warm, but Safe

December, January and February are the deadliest months for home fires, according to the National Fire Protection Association (NFPA). And, heating equipment is the second leading cause of home fires and home fire deaths. That’s why it’s important for you and your loved ones to take extra precautions during the winter.

Thinking of buying a space heater? The NFPA recommends (and our association insists) that you make sure it carries the mark of an independent testing laboratory. Install it according to the manufacturer’s instructions or have it professionally installed. If you have an electric-powered space heater, plug it into an outlet with sufficient capacity. Never use an extension cord. The association does not allow liquid-fueled space heaters.

Turn off space heaters whenever the room is unoccupied or when manufacturer’s instructions say they should be turned off. Portable space heaters are easy to knock over in the dark. Turn them off when you go to bed, or at least make sure they’re placed in lighted areas or out of high-traffic areas.

If you use a fireplace or wood stove, use only dry, seasoned wood to avoid the build-up of creosote, an oily deposit that easily catches fire and accounts for most chimney fires and the largest share of home-heating fires. Use only paper or kindling wood, not a flammable liquid, to start the fire. Do not use artificial logs in wood stoves.

Make sure your fireplace has a sturdy screen to prevent sparks from flying into the room. After the ashes are cool, dispose of them in a metal container, which is kept a safe distance from your home.

Make sure fuel-burning equipment is vented to the outside, that the venting is kept clear and unobstructed, and that the exit point is properly sealed around the vent. This is to make sure deadly carbon monoxide does not build up in the home

Other reminders from the National Fire Protection Association include:

• Don’t use your oven to heat your home.
• Inspect all heating equipment annually, and clean as necessary. 
• Test smoke alarms monthly; install a carbon monoxide alarm outside each sleeping area.

For more information, visit www.nfpa.org.

Tracking Down Air Leaks

Air leaks are one of the biggest saboteurs of your energy bill. They cause your heating and air conditioning units to work overtime. But, you can increase the efficient use of energy by tracking down and eliminating sources of air leaks in your home.

How to Check for Indoor Air Leaks

Close your unit as tightly as possible—shutting doors, windows, flues, anything that vents to the outside. (Leave inside doors open.) Turn on the exhaust fans in the kitchen and bathrooms. This pulls air out of the house or unit and draws outside air in through the leaks. A common way to identify air movements is to hold a lighted incense stick near a suspect area. The smallest movement of air will cause the smoke to move. Another method is to simply hold your damp hand near potential leak sites. Air movement will feel cool.

Where to Check for Air Leaks

Any place one surface joins another (even if it appears closed) is a potential place for air to move in or out of your home—for example, where floor and walls come together, such as around baseboards or carpet edges.

Small spaces don’t allow much air leakage individually, but collectively they can eat up a significant amount of energy. Check all spaces where any type of opening exists such as electrical outlets and switch plates, fireplace dampers, around pipes, attic hatches, mounted air conditioners and mail slots.
Also, be sure to check caulked edges. Don’t assume they’re still air tight. Caulk dries over time and shrinks. Another application might be needed.

Doors and windows are in a category of their own. If they rattle or if you can see daylight around them, they leak. Fortunately, they’re easy to fix with caulking or weather stripping.

Making the Fix

Weather stripping is the simplest and least expensive means to eliminate air leaks around doors. Foam insulation is a variation on caulking that is available as an aerosol spray. It’s well suited for filling large gaps like the holes where pipes or wires enter your home. (Use with caution, however; it expands significantly and can be unsightly if overdone.) For just about everything else, standard caulking is all you need. Once the job is done, test again to make sure you stopped the leak completely.

Food Safety During a Power Outage

Power failures can be one of the most annoying and disabling occurrences in a community. Whether caused by summer storms, power lines crippled by winter ice, equipment failure, an overloaded regional grid or an animal disrupting a power line, electrical outages can be costly and uncomfortable. Without forethought, they can sometimes even be dangerous.

Residents can face many hazards when a power failure occurs, usually without any warning. This includes losing refrigerated and frozen foods. Some food items can be salvaged, however, if you’re prepared.

In anticipation of a power failure:

• Have at least one or two coolers on hand, and at least one spare 5-pound bag of ice in the freezer.
• Know where to get bag, block or dry ice quickly when you need it, particularly if you anticipate a long-term outage. (Caution: Dry ice is made from carbon dioxide, so it requires safe handling. Never breathe in its vapors or touch it with your bare hands.) According to the Food Safety Branch of Kentucky’s Department of Health, a 50-pound block of dry ice will keep a tightly packed, 18-cubic-foot freezer cool for up to two days. 
• Have an instant food thermometer or appliance thermometer available to ensure your freezers, refrigerators and coolers are staying cool enough store food safely.
• Arrange the refrigerator and freezer efficiently. Frozen food will last longer in a full freezer, up to 48 hours if tightly packed. Refrigerated food will last longer—up to four hours—if there is room for air to circulate around items. 

When the electricity goes off:

• Avoid opening and closing the refrigerator unless absolutely necessary. 
• Cook and use perishable food before using canned food. 
• Check the temperature of refrigerated foods if the power is out for more than a few hours. Discard any food item than has been at 40° F or warmer for two or more hours. Exceptions include butter and margarine; hard cheeses like Parmesan and Romano; some condiments like mustard, peanut butter, soy sauce, olives and vinegar-based salad dressing; and fresh, uncooked fruits and vegetables.
• Check the temperature of frozen foods as well. While tightly packed freezer foods will stay frozen for many hours, some items that may have thawed can be refrozen if they still retain ice crystals or have remained at a temperature lower than 40°. Fruit and vegetable juices; breads, rolls and pie crusts; flour, cornmeal and nuts; meat and chicken; and prepared foods and casseroles can be refrozen safely if they have not been at 40° F or warmer for more than two hours.
• After the power comes back on, you may need to deodorize the refrigerator and freezer by washing surfaces with a solution of 2 tablespoons baking soda dissolved in a quart of warm water. Place an open box of baking soda inside the refrigerator to absorb any lingering odors.

Since the appearance and odor of a food item isn’t an accurate indication of its safety after a power outage, use the 40° rule-of-thumb. And when in doubt, discard the food.

While a power can go out any time, most power failures occur between mid-July and late September. But no matter when our community experiences an outage—and it inevitably will—knowing how to handle frozen and refrigerated foods can help us keep your food supplies safe until the lights come back on.