email communication policy

Sample email communication policy for hoa

Welcome to the Forum, Sandra. How about specifics like emails between who & whom? Board members? The Board & owners? The property manager & owners or board members?

This a sample answer.

Sandra,
If you want good feedback you must give good input. You have literally thousands of people who have access to these posts. Plenty want to offer valid opinions based on many years of experience in what could be considered the worst job in America. Please don't make them pull information out 1 sentence out a time. The information I always like to see is listed below

1) What is your problem?
2) How old is your Community?
3) What type of homes in your HOA? Condo's Single Family homes?
4) How long have you lived in the community?

These are always a good starting point for any HOA chat conversation.

Our 20+ villa condo HOAs, ofcourse, have nothing in the Bylaws about email voting. Our group has been voting "forever" says a long time Director of the board. They budget money each year for different things, administrative, legal, pool etc. When I tried to get, what I thought (I am a newly elected Board member, lived here nearly 2 years now) passed by email new bylaw booklets for the community, I was told it needed to be brought up in a official Board meeting with motion, seconding, and votes in order to be valid. When they pass expenditures all the time by and make decisions by email all the time. What should I do?

The problem is, motions have not n
Been made by email..or seconded . And it is not in an Official Board Meeting. I am told, I cannot ask for expenditures by email even though things have been voted on and passed and paid for years this way.

As Mark said, you need to make a motion. Actually, you need to strongly suggest they have OFFICIAL board meeting from now on, complete with motions, votes, an agenda, etc. Start there - if your colleagues ask why this is necessary, tell them official board meetings and the minutes that accompany them (I suspect you don't have those either) reflect the official actions of the association. Legally, you need them to document what was done and when, otherwise no one remembers, emails get lost or deleted, board members resign, and when someone wants official records, nothing exists and judges HATE that.

Don't know how any of this is done? There are older conversations on this website on meetings and best practices (or not) - and if you can't find them here, just google "how to hold a HOA meeting" and read the results.

(This started with "sample HOA email communication policy, but the OP hasn't responded - guess she quit or found what she was looking for by reading another conversation....)

We do have meetings with motions and Seconding and votes. But a budget is set and funds are disbursed by email. With no motions or seconding. Just votes. Who know....they show a bid for something and ask for approval and the Directors vote by email to approve. But even I wanted something approved and tried the e m.j ails boting route. I was told I had to do this in an official Board meeting with motion. Seconding and voting to get approved

Clear and understandable English would be appreciated.

That is a thought. But it doesn't make sense that they approve new expenditures for our pool (as they come up) over email.