Correspondence Mailed to Board Members' Homes

Maureen

If you cannot handle the heat, get out of the kitchen.

I assure you I can handle the heat. I have been a board member for 10 years and President for 7.

We get copies from our PM, so having them mailed to our homes is redundant and not necessary!!

The lady doth protest too much, methinks.

In modern English: Big deal. As a HOA President you must have more to worry about. If you don't, then the PM company and the Board must be doing a swell job. This is called a first world problem.

OR, regarding this individual, having the PM give copies is redundant and not necessary.

Also have served on my Board 10 years, Maureen, and have never received a letter about HOA biz from an Owner, nor a copy of such a letter sent to our PM with a couple of exceptions over that period.

Both were copies of emails sent to our PM by the same Owner, who wanted to "make sure" I knew "what is going on around here." I don't even recall what was bothering him, but he's a blowhard who complains a lot at our monthly board meetings during open forum.

Since your very competent PM gets copies of all of these and, I'm sure, places the matters on agendas when need be, I think you ought to do what I did--ignore the letters.

If your PM doubts whether every single letter should be on an agenda, I'm sure she consults with you to see if the matter deserves the board's time & consideration. If you decide they do not, the PM can reply to Mr. Nusiance with your joint decision. Surely he does not expect the Board to meet about ordinary maintenance requests....does he?

Otherwise, you could reply and sweetly assure him that your excellent current PM does indeed copy the entire Board on all of his communications, so perhaps he'd like to save himself the time & postage by addressing matters only to the PM.

With Mark, though, I it feels like there's also something else that bothers you about this man.

Do you have an email address where letters can be sent to the ENTIRE board or a post office box? If not, consider getting one and then make an announcement that letters should only be sent to those addresses. If you have a clubhouse, perhaps you can also set up a box where letters can be dropped off (that's what we did in our community before we established a website and one email for the entire board)

True. Personally, if I knew the property manager already got a copy of the letter, I'd probably toss it.

Now, if this owner is adding additional information in letters sent to, say board members A, B and C, but skipped members D and E, as well as the property manager, I'd have a problem. In the meantime, the best these folks can do is send a letter to the homeowner stating it's not necessary to send individual board members copies of the same letter because his/her letter to the property manager is considered association property and will be addressed at the next board meeting. After that, if the man wants to spend the extra expense on printing, paper and postage, let him - you can still toss it.

Does recieving mail at your house somehow diminish the owners enjoyment of the house.

If that's the case, I say "buck up buttercup".

You deal with that when it happens. But this isn't about phone calls, visits or a ton of mail. It's about a very few pieces of mail.

I'd suggest putting a stop to visits or phone calls, but all the mail, almost regardless of volume, can be put into a box and saved. It should be reviewed as to whether it is original mail, and the sender should be notified to send it to the PM , or whether it is in fact a CC.

O ~ M ~ G

MAIL

The Horror - The Horror

Run Fast - Run Far

RUN SCREAMING INTO THE NIGHT

(more coffee, please)

Yep ... It is called CYA. While you have a Management Company as an attorney he knows darn good and well that the BOD has ULTIMATE responsibility not the Management Company. The BOD is responsible for any actions taken by your "hired employee" who you have the obligation to oversee ... a.k.a. the Management Company. It is his right to copy any entity with regards to his concerns. As a BOD Member ... that includes YOU.

My question is if you have a retired attorney living in your subdivision ... why would you not want a "heads up" regarding potential issues. Some Management Companies sometimes hide issues from a BOD even though the BOD can be held responsible. I for one would appreciate the "heads up" notification from someone who potentially knows the law and their rights.