Before Approving any Projects the Board Should be Given a Project Evaulation for Each Project to Study

Before a board votes on a motion to complete a project a project evaluation should be given to them.  If it isn't the motion should die.  Project evaluations give the details of the project where a quick 2 minute discussion or motion does not.  It will save time and energy for everyone. 

The person making the motion should already have done their homework.  The project evaluation should contain:

1. Location of project;
2. The purpose of the object to be changed;
3. Why the project needs to be completed (not because it's old or ugly);
4. How the area or object will be changed;
5. What benefits will be seen from the changes;
6. Will the project expense or maintenance expense influence dues?
7. Estimated cost savings will be seen from the project;
8. Estimated maintenance costs created;
9. Estimated cost of project;
10. How long will it take for the money saved from the expense reduction minus maintenance costs to total the cost of the project;
11. Will this project be creating a new reserve item;
12. Cost of new reserve study?

If a project is intended to reduce the cost of water but the project adds light fixtures or uses electricity.  You may want to reconsider the project.  Water costs less than electricity does.  The project costs cannot be recouped.

If a small project $6,000.00 project should take no more than 5 years to recoup the costs.  When determining the amount of money estimated to be saved factor in rate increases.  When figuring the maintenance costs or new monthly expenses the project creates factor in yearly rate increases.  Not doing so will make a project look like a good thing when it isn't.

Having a project evaluation with attached spreadsheets for all projects over X dollars will make all the difference in the time and energy spent on discussions.  It allows board members to quickly research the figures to see if they jive.   If something doesn't look right it will be easy to spot.  It prevents boards from asking for quotes on projects that are unlikely to be completed. 

One tactic used to manipulate board members to get projects approved is to force a vote on-the-spot.  When forced to make quick decisions under pressure and with little information board members make bad decisions.  When forced into this type of voting this kind of evaluation will make coming to a decision easier and prevent being manipulated by this tactic.  The evaluations give the board something to fall back on when questioned about decisions.