Roberts Rules

Typically, The Board speaks with one voice and that voice is typically the President.
Prior to the President, or any other board member, speaking for the Board - the Board needs to meet and discuss the issue and decide how to respond. Until that is done, the best response any board member can make is "I'll make sure this issue is placed on the agenda".

Because Directors are also members of the Association and even possibly an Officer within the Association, they must remember that voicing a personal opinion might be perceived by a member as that is the position of the entire board when it might not be. This can cause many unintended issues.

Example:

A neighbor mentions to you that they would like to build a shed and wondered if you had an issue with it.
You say "no, sounds good."
Because your on the Board, the neighbor may perceive this to be Association approval to build the shed. If the shed doesn't meet guidelines the Association could find themselves in litigation over the issue.
To prevent this issue what should have said is: "I personally have no issue with it but you need to get approval from the Association before you build the shed. You need to complete xyz forms and contact Mr/Ms abc so the item can be placed on the agenda."

Hope this helps,

Tim

Does the Association have a written rule that prevents board members from asking questions of members?

The question certainly sounded appropriate and, if I hadn't noticed that all board members were included in the e-mail, I probably would have asked the same question.

I would suggest that a simple comment be made in the Board meeting that it's best if the Board speaks with one voice. If you don't have a written policy, adopt one. Then move forward.

Your Board did the right thing by inviting the member to the meeting and asking for documentation. I would even follow up with the individual thanking them for bringing this concern to the board and indicate that per the Association records the issue is fine but if the individual can provide documentation contrary to the association records that the Board would be more than willing to revisit the issue.

Mary,

Speak through the president and have the president share the correspondence with all board members.

When the resident won't communicate properly as to maintain the grudge, ignore her and leave open an invitation to attend any public meeting.

The board would not be following Robert's Rules of Order if all the board members could respond via e-mail. From Page 1 of Robert's Rules of Order 11th Edition:
"A group that attempts to conduct the deliberative process in writing -- such as by postal mail, electronic mail (e-mail) or facsimile transmission (fax) -- does not constitute a deliberative assembly. When making decisions by such means, many situations unprecedented in parliamentary law will arise, and many of its rules and customs will not be applicable (see also pp. 97-99).