Governing Documents in a single portfolio file? Posted on Your HOA Web Site?

Started by LarryB22 • 8 replies • 712 views

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LarryB22 (Virginia)
Posts: 5

Posted:

Do you maintain your Governing Documents (Articles of Incorporation, CC&R, Bylaws, and Rules and Regulations, at a minimum) all in a single comprehensive file; or separate? Why? Do you post your Governing Documents on your HOA Web Site? Why, or Why Not?

GeorgeS21 (Florida)
Posts: 3,808

Posted:

Ours are posted on the website as they were recorded ...several phases of D,CCRs, Deed for the Park, and the unrecorded By-laws ...all separate files, since they are all separate documents. These are open to the public.

We also have minutes of all meetings, financials, etc behind the security access firewall.

GenoS (Florida)
Posts: 4,276

Posted:

If we had a website, we would. Together there's probably not more than a couple hundred pages at most so I don't see that it's a big deal whether they're posted together or separately. They're available online through the county individually so we'd probably do the same thing.

Florida condos with over 100 units will soon be required to have websites, but there's no similar requirement for HOAs.

GeorgeS21 (Florida)
Posts: 3,808

Posted:

As an aside, we’re using the website to try and overcome some of the apathy in our neighborhood ...not sure it will work, but it’s about $300 for the year to find out.

ChrisP5 (Missouri)
Posts: 165

Posted:

We post our CC&Rs and bylaws as one document, mostly because that’s how they were recorded with the county and I didn’t split the PDF when posting them to our site. We post the association rules as a different document. We also have copies of several forms (ACH, census, ACC approval, etc) along with newsletters, financials, minutes, audits, etc on the site.

AugustinD
Posts: 5,144

Posted:

What I see on the net for many HOAs is the governing documents posted as individual downloadable files. My past and present HOAs have done this as well. Hard copies are easy to misplace in one's home. I think having them at the web site makes it easier for a member to get a hold of them quickly to identify architectural control guidelines; why they received a notice of violation; and similar. Also it can save the HOA manager trouble: She or he can tell a member who is complaining: "Show me where in the governing documents it says [xyz]. They are on the web site."

AugustinD
Posts: 5,144

Posted:

Also if possible, see that the digital copies are word-searchable as opposed to photographs.

JaredC (Texas)
Posts: 264

Posted:

Our management company maintains a website with all sorts of resources including the Covenants, By-laws, Rules & regs, Insurance documents, calendar of board meetings, minutes of meetings, etc. What a wonderful tool!

That said, GeorgeS, you won't get rid of that apathy. Most homeowners don't even login to our website much less look for the documentation that is on it. They don't care. Oh they say they care but they're lying. They don't care. They never will.

All that said I personally think it's a good idea for all board members to have digital copies of the relevant information and if people ask then email it to them. Make it as easy as possible for homeowners to get the info. That way when they complain about the lack of info you can righteously tell them to go pound sand. Just sayin.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Larry,

We have all of our governing documents on our website.
We also publish all of them in book form called Book of Governing Documents

The Book is given to all new owners as part of the disclosure package.
The Book, in addition to individual documents, is also available on our website.

The reason is to make sure everyone has access to the documents.
I've personally received many thanks from Realtors who use our website for potential buyers. This establishes a way for the potential buyer to know what they are getting into prior to the sale and the Association tends to have less complaints after the sale.

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