Townhouses at New Castle Homeowners:
How to submit a proposal for consideration by the Board, and also request the item be added to the agenda of the Board meeting.
In this particular scenario, I will use the proposal of security cameras throughout the common area of New Castle.
1. Gather supporting information and prepare the proposal. Document why you believe cameras are needed, crime statistics, resident concerns, property damage, etc.
2. Tour property, identify where cameras are needed (pools, garbage bins, etc) and determine total number of cameras needed.
3. On a map of the community, mark where you would like to place cameras, where exactly they would be installed, how they would be installed (on existing buildings, poles needed for mounting, possible cages to prevent vandalizing or theft).
4. Get cost estimates of the cameras and labor costs for installation, or if using a vendor, ask the vendor for an approximate cost or bid. If labor costs are separate, who would be doing the work? Are they licensed and insured?
5. Get cost estimates for community-wide wifi.
6. Get cost estimates for continued maintenance of the cameras.
7. Determine who and how the cameras would be monitored. Would the HOA monitor? If so, who in the HOA would be responsible for that? If it is a security company, what would be the initial cost, and subsequent monthly fees?
8. If cost is considerable and could only be completed with a special assessment, are you prepared to do the work necessary to obtain majority approval (107 homeowners need to approve).
9. Once the above information is complete, write an email to the board, sending it to the property manager, attaching the above information, and request board consideration. Ask for the item to be added to the next board meeting agenda.
10. Attend the next Board meeting for discussion, questions, etc of this proposal.
This is only an example. Other information and detail needed could be different.