Wednesday, June 26, 2019

Sherwood Sprinklers 101

Welcome to Sherwood Sprinklers 101. If you are reading this it is because you saw a news letter, my Facebook post pointing you here, or you reported sprinklers not working and were referred to it me or our management company.

From time to time, I'll get a call about a sprinkler head spraying the driveway instead of the lawn. That person observed the problem, reported it, and a fix can be scheduled.

From time to time, I get a call about a sprinkler head that looks like Old Faithful. That too, is an observed problem that can be addressed

On the other hand, the most frequent and most frustrating calls I get are the ones that say with great conviction, their sprinklers are not working.  I've been working with our sprinklers since 2010 and during that time I would estimate that the people who said their sprinklers weren't working were wrong 9 times out of 10, and I knew it when they called.

Unlike the first two examples, which are based on what they person saw, the report of sprinklers not working are based upon what they have not seen.

When I was teaching, I would hand back assignments marked incomplete, only to have a student say, "You never told us to ______."  My usual response was to ask them to tell me some things I DID say. After failing to do that, I would say, "If you can't remember any of the things I did say, how can you remember all the things I didn't say?"

My sprinklers are not working fall into that same category.  Sprinklers not on every day and are on for only 20 minutes. On top of that, the majority of the development is watered between 10PM and 6AM. This is only one small part of the complicated system.  Here's the rest of the story.

At Sherwood Glen, we have about 1500 sprinkler heads divided into about 100 zones, and controlled by seven different timers that begin at different times ranging from 6:00 PM to 11:30 PM.
Additionally, starting times and days change during the summer depending on conditions.

Things like power outages can put one or more controller out of sync, if the controller's battery back up is down.

To complicate matters even more, when controller are schedule for every other day. Different controllers handle that differently. With 7 days in a week, it's actually three days on one week and four on the next.

If your neighbor's sprinklers are on and yours are not, you probably don't have a problem, because you may be on a completely different controller and your lawn will be watered about five hours after your neighbor.

If your one part of your unit is active, but another is not, it is probably in a different zone or on a different controller.  For example clubhouse zone 1 is in the front and zone 16 is in the back.

Oh, and somewhere along the line, people have gotten the idea that placing a stone on top of a sprinkler is a good test. It's not. If the sprinkler head was installed properly, the stone will still be there the next morning. At best, it's an indicator that the head is not perpendicular to the ground.

If the irrigation company is called out because of a false alarm, it may cost all of us a $50 charge. So before reporting that sprinklers are not working, please make sure you have done what you can to confirm that to be true.

Friday, November 2, 2018

Monday, October 30, 2017

There's an 800 Pound Gorilla on My Berm and an Elephant in the Room

(This article was originally posted in April 2017 on my personal blog, Truth, Lies, Rumors, and Rumbles, a blog not advertised or know to residents here. I chose to post it there because I felt the need to document my thoughts for the public record, but didn't want to stir up additional discontent in the community. After reading it again, I realized that with some minor changes it is relevant today and rather then stir controversy, it could help the community.)

Let me start by saying what you read here is my personal opinion.  I was a member of the committee that reviewed the rules and by-laws early in the year and published the results in February of 2017.  In this post, I do not speak on behalf of anyone else.  However, I was privy to the entire process by which the committee wrote its report. There and in this article, I was drawing my past experience and current research, much of which I continued after the publishing of the committee report

I had a combined 10 years on the grievance committee and contract negotiating committee of a large regional school district. I spent three years as the VP of the teachers' association, six years on the Sherwood Glen board (3 as President), and attended dozens of workshops and hundreds of meetings associated with those roles. I've been involved with about two dozen legal actions and arbitrations concerning boards of education and this condo board. I've also been behind the control panel at RCTV during dozens of town meetings and have observed the process by which business is conducted.

That being said, let's start by addressing the elephant in the room.  The rules have been examined and amended numerous times since they were written. They have remained largely unchanged.  The section on ornamentation, to the best of my knowledge has remained relatively unchanged.  There have been times when boards discussed removing some of the prohibitions, but felt is was ill-advised, because they had been established and reaffirmed by previous boards.

However, there were some significant ornamentation related changes to the Commons and Grounds section. The bird feeder rules were changed in response to a rodent issue, and though not officially adopted as a rules change, the board did add adopt guidelines for ornamentation along the edge on the pond. Both changes were made with considerable input from the community, and in the case of pond side ornamentation, the Rockingham County Conservation Commission was consulted.

The changes were implemented, because the rules at that time, were not clear about enforcement of these situations. In order to do what the board felt was right for the community, they they had to  change the rules, but is was not done unilaterally. It was ALWAYS done in public, with public input, and according methods prescribe in the condominium governing documents and state law. It was and is the board's ultimate decision as to changing the rules, but residents were given ample opportunity for input and were well aware of any upcoming enforcement.

If conditions are such that they require a rules change, the board should make the required change with resident input over an appropriate period of time to ensure they are doing what is best for the community.

The decision should be made based on solid research that indicates the need for the change.  For example, the board received complaints about rat sightings. The board acted quickly to deal with the immediate rodent issue and then conducted extensive research to effect a long term solution.The board discussed the need to change the bird feeder rules.  There was disagreement during the discussion, both in the community and on the board, but eventually a consensus was reached and the rules were changed.

A similar process took place for the pond-side ornamentation issue, but unlike the rat situation, there was no time sensitivity or safety issues.  This allowed the board to explore the situation even more thoroughly, bring in the Rockingham County Conservation Commission, and to craft the guidelines in consultation with residents.
After examining the rules, the committee came to the conclusion that the rules were reviewed many times in the past and changed as needed.  The question here was whether the area between the back and the conservation land was to be considered berms or commons.  It was determined to be common land. Prohibitions were clear and unambiguous.  However, it was perfectly clear that past boards were lax in enforcing many of those obvious violations.

A choice could be made to allow ornamentation in that area or return it to its natural state.  After consulting with the RCCC, and researching how conservation land around the state was developed to encourage community use, it was decided to create guidelines that would encourage use, protect the pond, roll back some of the changes that were made, and grandfather others. Guidelines were changed so that it could be made clear to future residents what was and was not permitted in that area.

That brings us to the 800 pound gorilla.  There are clearly things which are prohibited by the rules.  Spinners and berm ornaments with moving parts are two examples.  There are other rules that are not open to interpretation by anyone, but what about an 800 pound gorilla statue on my berm.  Nowhere in the rules, does it prohibit an 800 pound gorilla. However, there is a rule that the board reserves the right to deem any ornament in appropriate.  So my 800 pound gorilla will now have to live in my basement, because the community and board would both consider the supersized simian as an inappropriate ornament. 

It is the board's obligation to enforce the rules and the community standards. The prohibitions in the rules are clear. However, it is equally clear that ornamentation IS allowed.  In cases where a clear prohibition is not apparent, a judge or arbitrator will always look at past practice, community standards, and culture that established the norms over the years. Boards need to tread lightly when it comes to gray areas.  At the very least, they must be able to defend their enforcement of ANY rule by citing clear reasons for doing so.

Residents have no choice but to accept board enforcement of items clearly defined by the rules. However, when it come to enforcing ornamentation that they deem acceptable or unacceptable, the board cannot impose their interpretation of what is and isn't appropriate without experiencing considerable resistance or legal challenges.  If they do so without previous public discussion and in violation of by-laws and HB 353, if challenged, the board actions will be unenforceable.

Aside from adhering to by-laws and HB 353, open communication is critical.  Meetings without the public in attendance have been a problem a number of times over the past 7 years or my residency here at Sherwood Glen.  Beginning in 2010, with the establishment of the Website and the publishing of periodic bulletins, boards began a conscious effort to improve transparency.  That trend seems to have been reversed in May 2016 and is in part responsible to the current concerns.

This became a problem when the past two presidents opted to began enforcing all of the prohibitions without due process, inadequate public input, and at unadvertised and undocumented meetings. Enforcing rules is their right and responsibility, but without due process, the actions may be unenforceable. By not including the public they ended up enforcing things that at the very least, were contrary to community opinion and at the worse, violations of by-laws and HB 353, which would make them unenforceable.

Below is a chart which details the communications between the board and the community since 2012. The 2017 figures are only accurate to the extent that they are projections based on currently advertised meetings and other communications.  I hope these figures changes with as the board seeks to be more communicative and transparent.

(Note:2017 communications did improve after the filing of the Rules Review Committee Report and are now reflected in the chart which was published on this blog last week.)

The problem has been compounded by the fact that the board was acting between quarterly meetings in violation of by-laws and New Hampshire HB 353. That is also detailed in the report.  This is not a conclusion arrived at by the committee simply through reading the documents cited. Informal contacts with attorneys and town officials were made as well. I will stress here as was stated in the report, I do not feel this was done intentionally. It was most likely through inexperience and a lack of understanding of the processes.

The situation that existed which allowed this controversy to develop could have been avoided if the board followed the by-laws and HB 353. BOTH call for properly advertised meetings. BOTH require minutes. Open meetings require public input.  Meetings at which the public is not invited, under HB 353, MUST be recorded an available for residents to inspect.

With the update of HB 353, any board should realize that holding an open meeting with public input is probably a better option than holding a meeting without the public, especially if the action is going to be controversial.  The only official record of a public meeting likely to exist are the minutes or other printed documentation. The recording of a meeting in which the public is not invited, is a word for word recording of the entire meeting.

Any action taken by a board outside the provisions of the by-laws and HB 353, are basically unenforceable. Regardless of the violation cited and action taken, they could be challenged in much the same way any criminal defense attorney would challenge evidence obtained illegally.  It would be thrown out of court, if it got that far.

The board must conduct all non-emergency business in public, properly advertising them, and allowing the input of residents.  Recognizing the amount of actions and board business that had previously been conducted outside the guidelines of the by-laws and HB 353, the 2017-2018 board stated they will be scheduling montly public meetings along with the quarterly meetings.

This becomes particularly important, because much, if not all of the business previously conducted in violation of by-laws and HB 353, is subject to challenge.The 2017-2018 board needs to revisit items not handled according to prescribe procedures.  Otherwise, past actions would leave the current board vulnerable to legal challenge on things that would otherwise be within their rights to enforce.

The previous board has done much that is positive. Some of the actions taken outside of prescribed procedure are positive in nature, and would be approved had they been discussed in public. They will likely remain unchallenged. Some are not so clear cut and may well have result the new board revisiting the actions and re-mediating as needed.

Moving forward, the new board has many options and opportunities to heal the current rift. I encourage a course correction that will restore harmony in the community and trust in the board.

Tuesday, October 24, 2017

Transparency and Communication in Sherwood Glen

If you ask condo owners from around the country what their biggest complaint is when it comes to the Board, I would bet a week's pay that a lack of transparent and a lack of communication are at, or near the top of the list. It's no different here at Sherwood Glen, and I want to stress that the complaint is NOT a new one.

They say a picture is worth a thousand words, and so I offer this graph that will serve a jumping off point to give you a bit of history of conflict and conflict resolution here at Sherwood. I'm sure that simply looking at it will give you some significant insights. I could go on for many pages, but I'll try to be brief.

The chart begins in 2011, because that's when I first began serving as a board member and when we started building an online presence. Prior to that time, all communication between the board and the community took place at the quarterly meetings and associated minutes, thought the minutes of meetings not open to the public, and quarterly news letters, all of which were posted on the bulletin boards.  This was common in many associations.

Things began to change in June of 2010, when was launched. Information was provide there and through email. The board realized many of the residents were not online and anything that was posted electronically, was also posted physically on the bulletin boards.

Despite these additional channels, there was still an undertone of discontent and the board members elected in October 2013, wanted to make transparency and communication a high priority item. To that end, 2014 saw a dramatic increase in board meetings, bulletins went from quarterly to monthly. Email and posted updates filled the spaces in between. Things improved, but the board felt they could improve more.

There were long and serious discussions about the by-laws and nature of meetings, which will be an important topic in a future post. We came to realize that our board and every previous board had made errors in the way meetings were conducted and advertised. The errors centered around properly advertising meetings, but because the board was very aware of the need to follow proper procedure when conducting meetings, votes, and documenting actions taken, the errors were of minimal impact or concern to the membership. Though not follow to the letter, by-law were followed in spirit and intent.

Moving into 2015, the board scheduled 10 monthly meetings, all of which were open to the public.  As other meetings became necessary, they were added and were also public. In an effort to be even more transparent additional bulletins and email updates were created whenever there was enough information to publish.

Up to this point in time, all of the boards were composed of a good mix of veterans and novices, but in 2016, things changed as an inexperienced board took over the helm. This resulted in a reversal of the communication and transparency trend that had been established over the past years. Matters were compounded when mistakes were made that were significant violations of by-laws and the New Hampshire Condominium Act of June 2016. I feel this was due to a lack of experience and a failure to embrace the lessons of the past and expertise that was available to them.  However, the net effect was a perception on the part of the community that they were not being considered in decisions that impacted them directly.

I'll refrain from going into specifics here, because it serves no useful purpose. I'll simply express my hope that the communication trend established in 2014-15, will be embraced by the current board and that they will tap into the expertise and experience available here in the community.