response time for emails sent to the board...

Started by TomE4 • 9 replies • 2529 views

💬 Join us to post & get advice from 50,000 HOA & Condo leaders.

⚡ Takes 30 seconds

Already a member? Log in

TomE4 (South Carolina)
Posts: 26

Posted:

Hello,

I'd like to hear from current and past board members on this question (but welcome other
input as well). It sometimes takes over a week to get a response back from a board member, and
I'd like to know if I'm being unreasonable wanting a response back in a week. If that is unreasonable,
then what is a reasonable amount of time to give the board to response to an email?

thanks, Tom

TimB4 (Tennessee)
Posts: 21,059

Posted:

Hi Tom,

The response time varies by each individual. Sometimes the Board member doesn't always check their HOA account (if they have a separate one) when a board meeting is near. Sometimes they don't have the answer and need to check with others or do research before answering.

Heck, I had one Board member who only check his HOA emails once a month. He would read them one at a time in the order received and reply before checking the rest of the mail. Unfortunately, the issue being discussed was resolved or a decision reached prior to him ever reading his emails. He would then complain at that things were being done without his knowledge (but he got the same e-mails everyone else did).

I think that getting a response in a weeks time is actually pretty good. You may want to mention to the Board that they send an initial reply saying they are checking into the issue and will reply with an answer soon. This way, the sender will not think that they are being ignored.

Tim

JohnO6 (Georgia)
Posts: 424

Posted:

As Tim alludes to, individuals, in both their personal and business roles establish their own "response time profile" by virtue of their actions.

Using myself as an example, unless my voicemail or "out of office" email message so indicates, if I don't return your message within a day, you can pretty well assume I'm dead. But that's just me. Many others I know have a "response time profile" of days to weeks.

However, if the Board has established email as one of the preferred communication paths with HOA members, then I think it's reasonable for them to all communicate expectations about response times.

Just sayin . . . .

JonD1
Posts: 2,350

Posted:

A good point was raised, has the Board set up dorect e-mail contact as the preferred communication?

Is their an MC in the picture? Is so why has this not been handled thorugh them?

As non-paid volunteers the response time for each Board member is likely set by the time and effrot put in by that member. Not some code of behavior all should follow.

IMO the response would also depend on the subject of the e-mail and the relationship that person had with the Board member.

My suggestion if an MC is in the picture go through them. If not use the contact system the Board has set up.

I have gotten letters in the mail at home from owners. I do not respond to them as I have never advised anyone to contact me in this manner. Some people not all think the Board is at their beck and call and should rop anyhting they are doing to answer their questions. I do not follow that logic.

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

If its something important, send it certified mail. As many said, some people only check email once a month.

PeterD3 (Florida)
Posts: 708

Posted:

Do your docs. say they are required to respond in kind within a certail time period?

Otherwise they may not be required to respond in kind but rather at the next BoD meeting.

TomE4 (South Carolina)
Posts: 26

Posted:

Unfortunately, the bylaws do not stipulate how much time the board has to respond. My feeling
is it doesn't take 15 minutes to quickly check their email once a week and look for any hot issues.
I don't think that's asking too much, especially when you have a situation like I have where there's
an obvious violation of the covenants that needs addressing asap.

In response to someone who recommended I call the board, I've always read that's not the best way to go,
as then everyone would pick up the phone and call about any small issue. On the other hand, a board
member has an obligation to the community to be responsive. If they're unwilling to respond in a reasonable
amount of time and put the effort in, they shouldn't be serving on the board in the first place. Just
my opinion.

Thanks for everyones feedback....Tom

JonD1
Posts: 2,350

Posted:

Tom:

Just what exactly is the "an obvious violation of the covenants" you are referring to?

Which Board member did you e-mail and why just one?

And just what would you have one Board member do before the next board meeting? You made them aware perhaps their response needs to wait till the next Board meeting?

Have you made a habit out of bringing issues to the attention of the Board?

Do you have an MC????? Have you contacted them??????

Sounds to me you might be expecting way to much from a volunteer Board member eith little understanding of how your Board or any Board operates.

GlenL (Ohio)
Posts: 5,491

Posted:

Generally speaking, one Board member often cannot act on their own; how many posts have we dealt with someone complaining a Board member was acting as a dictator? Nor in most cases do they have the power to respond without input from their fellow Board members. Serendipitously I came across this passage in a story I was reading today:

Everything seemed to be for the greater good, but at a personal level it wasn't all that great. E-mail, which was to improve communications, had turned into a whip. When it took three days for a letter to go from one place to another, people expected to get an answer within a week or so. It gave people time to think about a response. With instant delivery of e-mail, people expected an answer within minutes. There was no pity for the poor sap who had to respond. The sender couldn't see that the recipient had e-mails from fifty different people all wanting immediate replies.

Studies show that 5 out of 4 people have problems with fractions

JonD1
Posts: 2,350

Posted:

Glen:

I recently met with my attorney and in conversation he expressed the same issue he now has with legal matters. After hitting the send button the other party thinks the world stops and just their issue needs ot be addressed.

Once an e-mail is off the clock for response starts.

And MINE goes to the top of the list no others.

To demand this type of service from an uncompensated party is expecting a lot. And perhaps this explains why so few decide to serve. You should be doing MORE for the same pay, NONE.

And if you don't meet my expectations you should not be on MY Board. But I can't be bothered.

Wonderful................

🎯 You've read this entire discussion

Join the conversation with 50,000 HOA & Condo Leaders:

✓ Ask follow-up questions
✓ Share your experience
✓ Get expert advice
✓ Access 350,000 discussions

Create Free Account →

⚡ Takes 30 seconds

Already a member? Log in here