Divulging on Social Media

Started by LetA • 13 replies • 636 views

💬 Join us to post & get advice from 50,000 HOA & Condo leaders.

⚡ Takes 30 seconds

Already a member? Log in

LetA (Nevada)
Posts: 2,679

Posted:

Again for the second year in a row, just two days after the new gate code become effective, someone posted asking for the gate code and another divulged the gate code on a neighborhood social media platform. The problem is not just our community saw it, thirty or more other communities saw it. AND like clockwork neither the board president or the property manager feel it is necessary to change the code.

I think it would be fitting to just remove the code accessibility from the gate altogether, since that won't happen I do think is it fitting to send a hearing notice to the person that divulged the code and fine them,

What say you.

TimM11
Posts: 354

Posted:

I've never lived in a gated community, but it seems like it would always only be a matter of time before a gate code became known by people outside of it. A physical means of access like a fob, card, etc. would be a more secure option (not that people couldn't share those too, but it's easier to limit that compared to a code).

What do your rules say regarding penalties for divulging the code? I think things start getting complicated when you go after people on social media or websites -- you might be dealing with HOA members, but it's "offsite" so to speak.

SamE2 (New Jersey)
Posts: 310

Posted:

Assuming your docs don't require common sense what rule did the guy break? I think what he did was foolish but doubt it broke any rules that could be enforced.

CathyA3 (Ohio)
Posts: 6,299

Posted:

Ah, the joys of social media. This is just one of the reasons some of us are so adamantly against it for community associations and why we recommend making any web pages informational only (no commenting allowed).

Anyway... unless your governing docs or community rules have stated that this is a violation, then you have no justification for a hearing or a fine. If you do have a rule about disclosing the access code, then follow your normal procedures. Loss of pool privileges seems like an appropriate punishment, but only if your rules allow it.

On the other hand, calling out the incident in a newsletter (without naming names) and explaining why it's bad is probably a reasonable thing to do, especially if you have to boost your insurance coverage to account for increased risk. The threat of increased assessments may get people's attention and encourage responsible behavior.

You may want to rethink your social media policy as well, since this is the real problem. You should expect howls from the community if you shut down commenting or make your page moderated. Moderating is also time-consuming, which makes it less practical. If you insist on using social media, I suggest looking into ways to make your community invisible to outsiders. This may mean changing platforms so that you can control who has access.

However, loose lips are gonna flap, on social media or just person to person, so your board does need to address the risks in making your pool accessible to the world at large. Shame on your board president and property manager for not seeing that this is a potential problem. In your place I would be digging up some statistics and/or horror stories to present to the board to show them what can happen if outsiders are allowed in. Also look to see if there are better ways of controlling access. (The last apartment complex I lived in went to biometric/fingerprint scanning, but personally I have issues with that and suspect that others would also. It does appear to work pretty well, though. Implantable chips? Yipes...)

JohnT38 (South Carolina)
Posts: 1,631

Posted:

Quote:

Posted By CathyA3 on 02/05/2020 6:37 AM
Ah, the joys of social media. This is just one of the reasons some of us are so adamantly against it for community associations and why we recommend making any web pages informational only (no commenting allowed).

Anyway... unless your governing docs or community rules have stated that this is a violation, then you have no justification for a hearing or a fine. If you do have a rule about disclosing the access code, then follow your normal procedures. Loss of pool privileges seems like an appropriate punishment, but only if your rules allow it.

On the other hand, calling out the incident in a newsletter (without naming names) and explaining why it's bad is probably a reasonable thing to do, especially if you have to boost your insurance coverage to account for increased risk. The threat of increased assessments may get people's attention and encourage responsible behavior.

You may want to rethink your social media policy as well, since this is the real problem. You should expect howls from the community if you shut down commenting or make your page moderated. Moderating is also time-consuming, which makes it less practical. If you insist on using social media, I suggest looking into ways to make your community invisible to outsiders. This may mean changing platforms so that you can control who has access.

However, loose lips are gonna flap, on social media or just person to person, so your board does need to address the risks in making your pool accessible to the world at large. Shame on your board president and property manager for not seeing that this is a potential problem. In your place I would be digging up some statistics and/or horror stories to present to the board to show them what can happen if outsiders are allowed in. Also look to see if there are better ways of controlling access. (The last apartment complex I lived in went to biometric/fingerprint scanning, but personally I have issues with that and suspect that others would also. It does appear to work pretty well, though. Implantable chips? Yipes...)

Just to clarify, I think he's talking about a non HOA website such as Next Door.

BarbaraT1 (Texas)
Posts: 821

Posted:

This is where passive aggressive public shaming comes in handy.

Inform all owners that every time the gate code is shared online, it jeopardizes the safety of the community and thus must be changed. Changing the code incurs a fee from the management company, and the cost of sending letters to owners informing them of the change. Solutions to this problem are:

1) just leaving the gate open all the time, since making the code public knowledge has the same effect
2) Raise dues to cover the cost of repeatedly changing the code
3) Stop posting the code online

And ask owners what option they prefer

MarkM19 (Texas)
Posts: 1,459

Posted:

Let A,
I am assuming this is a code used for visitors. I am also imagining that every actual homeowner has a clicker that lets them into the community.

My suggestion would be to update the access system to one that allows for individual codes for each Homeowner and also provides some reporting software so that abuse can be identified. I would also remind people that if their code was used or abused they would be responsible for any costs associated with correcting it. These system also allow for guests to dial the code and be only granted access by the phone number attached to that code. No generic code to open the gate.

GeorgeS21 (Florida)
Posts: 3,808

Posted:

Not a biggie unless someone makes it one.

Change the code, again.

Communicate that if it happens, again, the code will be changed, again.

Repeat as needed.

GeorgeS21 (Florida)
Posts: 3,808

Posted:

And, btw, this has zip to do - to me - with social media.

It is simply time to switch codes when it becomes clear they have been leaked.

MarkM19 (Texas)
Posts: 1,459

Posted:

GeorgeS,
I agree that this could be just as easily done by a group text to a teens circle of friends.

That is the reason the system should have the ability to run usage reports. Without reports you will just be guessing about abuse.

KerryL1 (California)
Posts: 14,550

Posted:

You can't fine them, LetA, unless you have a documented rule against divulging the code.

Why does only the prez have a say about changing the code again per the advice below. Are you still on the Board? Can't the Board vote to change it again?

MarkW18
Posts: 1,290

Posted:

The Joy's of social media.

LetA (Nevada)
Posts: 2,679

Posted:

Quote:

Posted By KerryL1 on 02/05/2020 11:14 AM
You can't fine them, LetA, unless you have a documented rule against divulging the code.

Why does only the prez have a say about changing the code again per the advice below. Are you still on the Board? Can't the Board vote to change it again?

I am going frustrated my vote is 2 against 1. That's ok tho when enough cars get broken into and the torches and pitchforks aimed at the other board members, attitudes might change.

We were supposed to have a meeting last week, but the PM had a once in a lifetime opportunity to do something, the PM offered to send in a substitute PM but the two other board members said nah just reschedule.

I honestly think they DGAF. JMHO

GeorgeS21 (Florida)
Posts: 3,808

Posted:

Quietly tape the code on the keypad?

🎯 You've read this entire discussion

Join the conversation with 50,000 HOA & Condo Leaders:

✓ Ask follow-up questions
✓ Share your experience
✓ Get expert advice
✓ Access 350,000 discussions

Create Free Account →

⚡ Takes 30 seconds

Already a member? Log in here