A drilled down newsletter

Since leaving the Board, I've continued to help out by writing the newsletter. Because everyone's busy (and money matters), we've gone from a monthly issue to every 3 months. I've tried to keep it around 6 pages or less, but that's not always easy because a lot can happen in 3 months.

Generally, I limit financial information to the total income, expenses and net income/loss for the operating and reserve budgets, as well as a summary of the delinquency figures (total number delinquent by 30, 60,90 and 120+ days and the total amount owed for each group). The board meeting summary provides the meeting date, which board members were present and absent, and a brief summary of the major decisions made, such as when a re-siding project will start and which building will get the work. The summaries always include a note stating homeowners can contact our property manager at any time for detailed copies of this stuff.

I just got an email from our property manager who said the Board now wants the newsletter limited to 4 pages, omitting the financial information and board meeting summary. I have no beef with limiting the pages, but leaving out the financial and board meeting information leaves a really nasty taste in my mouth. Our homeowners are pretty much an apathetic lot and the only way they know what's going on is by looking at the newsletter (most live off site). Without that information, there's really no point in reading the thing (in my opinion) and I'm also concerned that someone might think "dang, if the newsletter doesn't even print anything on the board's doings, what ARE they up to?"

I had tried to make the thing moderately interesting to read while keeping track of the pages to save money, putting in stuff like a list of recent police activity in the community, a homeowner's survey (which the board asked to be deleted from the last issue), and reminders on how to complete our exterior change request form. Maybe it's the former journalist in me, but I like to take pride in my work and as long as we're writing a newsletter, why not put in something people will enjoy - or at least make it look like the board is trying to be professional in some things!

I will be expressing my concerns this week at our annual meeting (it may not be pretty because I don't always bite my tongue!), but if anyone has any thoughts on what a 4 page newsletter absolutely, positively contain, let me know. Thanks for your thoughts and suggestions!

Oh, in case anyone's wondering: No, we don't have a website - I've suggested establishing one several times, as we'd be able to post this stuff and be done with it. In the meantime, we've tried to push e-newsletters, but for some odd reason, our property manager cannot or refuses to prepare a list noting who has one and who doesn't, and so paper copies continued to be mailed to everyone. I've asked about that too.

Sheila, I would suggest at a minimum you publish a calendar of events (maintenance, painting, board or annual meetings, etc.) which will take place between the publication date and the date of the next issue, a big note about how a property owner can obtain a copy of the financials which are no longer included, and a reminder that review and approval is required for architectural changes. Beyond that, perhaps a "President's Column", a calendar of upcoming social events--pool opening, National Night Out, Crime Watch reminder, whatever seems relevant. Include your MC contact information or similar.

It sounds like you may have run into a brick wall regarding a website, which is unfortunate. Our newsletter expense was around $400 an issue for 250 mailed copies (supplies, reproduction, postage, MC clerical time to prepare mailing wrappers or labels and physical preparation for mailing). Annual cost was $1,200-$1,600, sometimes more if 2oz postage was needed. We moved to posting on the website which reduced the cost to approximately $200 annually for file copies and mailing to a few property owners who do not have e-mail. The website cost is @ $300 annually. You can see the savings in the first year alone, not to mention in Texas we have to post notification of Board meetings, or mail notices or place signs. Website posting meets the notice criteria which saves another mailing expense or expense for signs.