How HOAs are using technology in 2014

Are you doing research for a book or media article?

I ask because those seem like the type of questions a reporter or researcher would ask.

With my earlier question asked (as all I'm looking for is honesty in why you are asking the questions), I encourage you to search posts on this site regarding the questions you asked. I believe that you will be enlightened. I'm also willing to provide the following:


Yes


I believe research is one of the main ways the internet is used to handle HOA matters. From reading statutes, verifying filings, researching case law, interacting with other volunteers (as this forum provides for such interaction) to review potential contractors, current contractors.

We also use the net for access to online banking. We don't but other Associations may utilize services for members to pay assessments online.

We maintain a website with all of our governing documents, minutes of the Association (Board, Committee, annual membership), newsletters, a forum, reports, contact info and local links.

Board members utilize e-mail for obtaining written reports before board meetings and for any action without meeting decisions.

Members utilize e-mail to communicate with the Association.


We pay for domain registration and hosting services.


To expand a little, we maintain the website. To be honest, since I am also the administrator of the site - the site is utilized more by the Board then residents or members. However, I've seen a huge increase in research being done by potential buyers. We have even received compliments from Realtors saying that simply by having the governing documents open for all to see puts their clients at ease in purchasing within our Association (minutes are password protected and only members may view them).

I will not provide information on who hosts it because that would be in violation of this sites posting rules.


Our Association communicates mainly via newsletters and mailings.
These items are posted on our website but we have found that our members prefer having written vs. electronic communication.


In order to comply with VA law, we do maintain a forum on our website where members (and residents) may interact with each other. However, to be honest, it's mainly utilizes by spammers from overseas than our residents/members.

The Association does have e-mail addresses for some members. For those that have requested (and statutes specify that they have to request it), we do send notices and communications to them via e-mail. However, this is in addition to any mailed notices or communications.


We do not do e-mail blasts and unless a member requests a copy of the membership list, e-mail addresses are not published by the Association.


Unknown


I suspect you mean e-mail blasts or e-mail communications.
I recommend that you do a search on this site for e-mail to find out the postives and negatives. I just did the search and it returned 1,291 results.


No.


Personally, for those I want to share my facebook account with I do. I would not share my facebook address with the Association. Facebook, to me is for personal relationships. I have a business relationship with the Association.

BTW - I actually prefer face to face interaction with my neighbors.


For an Association website?


Ability to pay assessments by credit card. However, being on the Board, we have looked into this ability often and determined that it is simply too expensive of a service for our self managed Association.


Read the posts in this forum.

The main issue is what we call membership apathy. Members may be apathetic for a various of reasons:
1) They are happy with how things are being ran
2) They are unaware of issues that may affect them
3) They simply want to pay their assessments and be left alone
4) They won't make the time (as they prefer to spend their personal time doing other things like family, work, relaxing, etc.).
5) If the Association leaves them alone, they will leave the association alone.


Always


Other then sending written reports for review ahead of meetings, Board members actually need to be careful using online technology to interact with each other. Many States have statutes that require open meetings and notice requirements for meetings. Using technology amongst to communicate amongst themselves can be seen as violating those statutes.


Our Association doesn't get involved with disputes between residents. If there is an alleged violation, we will investigate and act accordingly. However, disputes that are not covenant violations are to be resolved between those individuals. The Association is not the police, a mediator or social worker.


We require all complaints to be in writing and signed.
If a resident desires to communicate via e-mail, that is fine. This is why the Association maintains e-mail account for their officers and committee chairs.


If there were, I doubt anyone would discuss them with you.
Legal issues would be between the Association and their attorney. Board members would have a duty to maintain that arrangement.

OK, after answering your questions, I'm still not sure if your writing a book/media article or want to get input to design software for Associations. Hopefully, you will respond to the reason why you want the info (which I honestly think you should have done from the beginning).

Hey, thanks for your response. I wrote the post this way to try to leave it open for discussion. Sorry if it came off disingenuous.

Honestly, I'm doing market research to help validate a business idea I have for this industry. Not only HOAs but also enhancing communities from the resident's point of view. I wanted to leave it very general for fear my real intent would cause Community123 take this post down.

I have a strong background in web products, design and user experience. I have been knocking around a serious idea that could hopefully change the way neighbors communicate. It would be implemented and administered by HOAs or Property Managers and be a best-in-class experience not seen before in this space. It would create better HOA transparency; save money, time and be an all around community tool for organizing and disseminating info.

There's much more to it than that. There are few competitors big and small with similar products but not exactly. It's not a community website but rather something that would truly get neighbors involved in their immediate community and keep them updated. I wanted to get a feel for if this is even something people want.

I hope it's not a bother but my real intent is to be of help.

RK,

Thanks for being honest.

A lot of what you are asking about in your questions deals with assisting Board members. Since Statutes play a big part in how meetings are held, I'd suggest consentrating on one State at a time to make sure you are not having a Board overstep their authority by having meetings without proper notice or allowing members to attend (for those states that have open meetings).

As for e-mail addresses, most Statutes allow for e-mail. However, as I indicated, permission must come from the member to utilize it. Additionally, if the Association maintains e-mails, they normally, per statutes, must be released to other members as part of the membership list. This, is one reason I would never allow the Association to utilize my e-mail address. Additionally, I wouldn't want the Association to give me another account. I'm already checking too many e-mail accounts.

Yes.
See Email Meetings from Davis-Stirling.com as an example.

Typically when a quorum of Board members get together and discuss association business, it is considered a meeting.


However, e-mail addresses would then become part of the official records of the Association.
The Association would then be required to release all e-mail addresses as part of the membership list for any member that requests it.

See FL 720.303 (4) scroll down the page a bit to find that section.

Per that statute:

(4) OFFICIAL RECORDS.—The association shall maintain each of the following items, when applicable, which constitute the official records of the association:

(g) A current roster of all members and their mailing addresses and parcel identifications. The association shall also maintain the electronic mailing addresses and the numbers designated by members for receiving notice sent by electronic transmission of those members consenting to receive notice by electronic transmission.


I strongly would recommend that you discover how Associations should be governed before trying to design software to assist Associations in that governance.

To that end, although it is limited to VA statutes, I offer the following link:

Fairfax County Community Association Manual

Steve is correct, I forgot about that.

Additionally, within property Associations there are several categories:

Condominiums (which may include duplexes, townhomes, etc.)
Single family (which may include duplexes, townhomes, etc.)
Mobile Home Parks
Timeshares
And, as we recently learned, Illinois adds Resort Owners