Does your BOD receive e-mails sent to them?

Recently, I intercepted an e-mail that I really had wish I had not. I sent my BOD an e-mail, for the e-mail address they have listed on our official HOA website. It is not a form, simply an e-mail address. After I sent this e-mail, according to their “Auto Responder”, it stated that “Your e-mail has been sent to our Property Management Company for further review”. So my question is this: As a BOD Member, do you receive e-mails sent from your Official Website or do you let your PMC filter them for you? If your HOA is self governed and you have a website, do your e-mails come to one party, or to all?

Hello Shelia, it was a question I had for my BOD, concerning recording our Open HOA Meetings. When the BOD and PMC was replying to each other concerning my e-mail, I can only assume they kept hitting "Reply All", as I was receiving their conversations between each other. It really opened my eyes. The VP comments were condescending, improper and the main topic, was, how to we keep this guy from doing this. This now borderlines on "Cohesion for Breaking Virginia State Law".

The second time they included me, I responded to their e-mail, and informed them that they had included me, in their conversation. I explained how they should never hit reply all, when dealing with Members. The VP, was angry with me, as it was somehow my fault, that I was included. She then sent me a snippy e-mail. I simply replied back that if, she ever sent me an e-mail like that again, I would make it public. No one ever sent any apology, at all.

But the reason for my question is, during the two exchanges, it was reveled that our official BOD e-mail address, went to a third party. If it was determined that it needed further attention, then it went to the PMC. If they decided that it needed to be brought to the BODs attention, then it was forwarded to them.

So knowing this, it made me wonder, if sometimes Members get discouraged, as to why no one is responding to my / their inquires. Now, at our meeting last Friday, I asked a question directed to our Prez, and he stated the decision was made at the advice of the PMC. When I informed him that I have a e-mail from the PMC, concerning the question I just asked, stating that it was the BODs decision and was made at the advice of your Attorney.

The PMC Rep stated I must be confused and they will discuss it later. I asked her if she would like to use her own e-mail, to refresh her memory, during this private discussion? So that is why I asked how others, handle their contact via e-mails, between the BOD and their Members. As I write this response, I still have no idea, who gets our official e-mails.

I’m glad you resisted the urge to make the email public – being snippy isn’t acceptable, but acting tit for tat has a nasty way of coming back to bite YOU in the behind. Too often, people get mad and proceed to type and send off nasty messages, forgetting the email lists dates, times , destinations, etc. Recalling them may not happen as quickly as you'd like, if at all, and then the foolishness of the message is there for everyone to see. Much like what happens when people bark on Twitter - just because you delete it, doesn't mean a half dozen people didn't already save a screen print and rebroadcast it.

Anyway, our board’s present email system is set up similar to what Richard does with his clients (the account was set up by a current board member who's the current webmaster. He also set up a was our president and is current webmaster). Generally, homeowners are asked to notify the property manager first – if they’re really concerned about something, the clubhouse also has a mailbox where people can drop off letters, although I don’t know how often it’s checked.

On one hand, I understand not copying the property manager, especially if the homeowner has a complaint against him/her. Then again, if the issue concerns something the property manager will be involved with sooner or later, an email will give him/her a heads up on the issue and it may be addressed a lot sooner.

You may want to suggest the Board consider establishing a formal email policy where these issues can be addressed. I would hope the ultimate goal would be to reduce paper, speed up communication and ensure privacy, where appropriate (not to keep homeowners from knowing what the board is doing, but to ensure consistency in the message, prevent unauthorized disclosure of personal information to unauthorized people and preserve messages as appropriate).

I’m not going to get into the recording meeting stuff – there are lots of discussions on that topic elsewhere on this site and trust me, there are another set of issues related to that.

Recently, I intercepted an e-mail that I really had wish I had not. I sent my BOD an e-mail, for the e-mail address they have listed on our official HOA website. It is not a form, simply an e-mail address. After I sent this e-mail, according to their “Auto Responder”, it stated that “Your e-mail has been sent to our Property Management Company for further review”. So my question is this: As a BOD Member, do you receive e-mails sent from your Official Website or do you let your PMC filter them for you? If your HOA is self governed and you have a website, do your e-mails come to one party, or to all?

They go to the appropriate individual or property manager to handle the message. Not to all.

Because we have a PM and Asst. mgt., Owners don't need directors' email addresses and we don't provide them.

When Owners want their email forwarded to the Board, extremely rare here, they request the PM do do that. The PM, The PM either forwards it to all directors in her weekly report to us, or if need be, places it on the the next board mtg. agenda. WE have suggestion boxes in each mail room and suggestions, a bout 1 per week, also are emailed to directors in the PM's weekly report.

But, Dana, what does "official mean in your sentence? "As I write this response, I still have no idea, who gets our official e-mails."

Thanks for responding John. It was the "Putting it in writing", that got me to thinking about proper procedures. I am sure many members of BODs have been stopped on the street or sidewalk, and received an earful. Some may have even had their doorbells rung. By putting it in writing, it stops a lot of the "he said, she said". But, if the e-mail never gets to the BOD, then it really does not do any good to begin with. As a Member, I have no desire to have a PMC, filter my e-mail, addressed to my BOD.

Our Mgt. Co. set up and manages our web site. No Owner seems to mind that they should send their emails to the PM or asst. PM. There also is a Work Order tab on the home page for any resident--owner or not--to send work order requests.

Because our PM is so responsive to Owners' requests, directors rarely are accosted in the common areas or elevators about HOA topics.