HOA board forms of communication

Just wanted to reach out and find the best methods that boards use to communicate:

- Facebook? (Don't like it and feel its a liability risk).
- Email?
- Text alert?
- Communication ebalsts?

Trying to find the best method for our board to be more transparent to community.

Thanks

We don't use any of these - we've only had a website for about two years now! When I was on the board, I did think eblasts might be useful for things like water shutoffs. Our property manager can do this through automated phone messages as well for the folks who don't have email - of course, it costs extra, so we haven't looked into it further.

You may want to start with the homeowners themselves - take a poll and ask them what method they prefer for real time communication and how much contact can they stand? You don't want them to be bombarded with so much information that they tune it out and automatically delete your messages.

Once you see what people prefer, you may want to set a few grounds rules for when and why the method will be used. For example, if you use email, it's best to have one account addressed to the entire board as opposed to individual board members. This way, everyone knows what's going on and it doesn't get jumbled up with a board member's individual email account (which could be subject to discovery if someone sues over something a board member said or did and wants access to that account to see all related emails. You'll also want rules prohibiting bad language, threats, and other rude behavior.

We use a facebook group that is restricted to members only. All governing docs, financial records, monthly financials etc are uploaded to the files section and are available to all members.

We also use a website that is provided by the management company to provide those same documents, but in reality there's very little activity on that site.

We mostly use email except for one household that has requested hardcopy because they don't check email regularly (older couple). When we do need to deliver hardcopy, we hand deliver to each house, putting it in the door. With 65 homes that's not too onerous.

I don't know about that. In my 100-home HOA we send out things via email often. 30 owners here do not own a computer, nor do they own cell phones, smart of otherwise. It would be irresponsible of us to tell those 30 owners, "too bad, deal with it", when they request hardcopy.

Oh, additionally we started using email blasts for urgent reminders ONLY.

I.E. Snow removal or trash pick up issues.

This is a voluntary list and is not used for anything else.

We have a FB account that the residents use to communicate. It is never used for HOA business. All of our notices are delivered to each lot individually.

We (to plagiarize & modify Tim) use

Elevator notices: updates on building work, e.g. painting the exteriors, social events, new architect. changes that will be noisy.

Association website - contains governing docs, welcome pac, monthly board meeting agendas, info on community, contact info, copies of newsletters, copies of minutes, work order requests

Newsletter - done monthly, sent via e-blast; placed in our two mailrooms

Flyers - done as needed, when condo units must be entered on short notice, water shut off, etc., and placed under residents' doors.

General Mailings-US mail for annual meeting notice & secret ballots

Individual Mailings - done as needed, typically for violations or assessment payments.

E-blasts for rules changes and other matters that don't require US mail. Goes only to Owners who've signed up for this service.

Yes, Tim, in CA we must inform all Owners. I was simply giving an example of what goes out via e-blast. The handful of Owners who haven't consented to receiving rule changes, the annual budget & reserves summaries, the annual audit, via eblast receive them by US mail.

In Florida, at least with Condo Associations, one must get written permission from it's membership permitting email receipt before emails are deemed an appropriate notification from the Association. Some communication items are not at all deemed an appropriate notification. Statutes and sometimes governing documents may have something to say as to what is an appropriate legal communication to it's membership. Thus I would suggest looking at your state regulations and governing documents to see if they have a say for allowing such forms of communications. Not everyone uses computers and state laws are sometimes way behind the times when it come to permitting new forms of communications. Certainly I would suggest making sure the board's attorney blesses whatever membership communication(s) you decide to use.