How to handle newsletters approval

Started by JanineR • 16 replies • 559 views

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

⚡ Takes 30 seconds

Already a member? Log in

JanineR (Tennessee)
Posts: 259

Posted:

We have a board director that has taken on the role of communication to members in the form of a newsletter.
But he can also be aggressive or wordy in his communication both in a newsletter, email and in person.

His monthly newsletters have previously been sent without other prior review from other board members.
That was blamed on time. And has been fixed. But my name was still on it.

I've seen my name on newsletter updates that I don't agree with such as:
'we are confident that we will not need a special assessment".
But the board never voted on that. We don't have the numbers to back up that confidence. It is his confidence but has not been put to vote as that is still being researched.

I will, if I have to, take on the task of a newsletter,
plus we have a brand new property management company that will do that in their contract.

but regardless of who drafts the newsletter, how do other COA's approach the approval of newsletters from other directors?

AugustinD
Posts: 3,698

Posted:

Quote:

Posted By JanineR on 04/19/2022 5:16 PM

I've seen my name on newsletter updates that I don't agree with such as:
'we are confident that we will not need a special assessment".
But the board never voted on that. We don't have the numbers to back up that confidence.

This is unacceptable. It's also incredibly amateur-ish.

Given everything, I advise encouraging the Board to put announcements out in meetings; have a "general announcements" sections in the Minutes; then circulate drafts of the Minutes after each meeting. Skip the newsletter.

KerryL1 (California)
Posts: 14,550

Posted:

Our PM puts together a 4-page newsletter. The president has a message every month. He sends it to two other board members for proofreading and accuracy--I was one when on the Board. Never had much luck cutting down his wordiness, but his items are breezy, friendly, honest and mention recent board decisions.

A president for 2 years, '17-'19, wrote misleading Messages every month that contained actual lies at worst, and much hyperbole at best. I could get no board support on my agenda item to have her drafts reviewed by other board members.

But, I would try that, Janine. Make an agenda item, asking the Board to vote to approve two directors to review his "drafts." If that does' work, I think I'd request that my name be removed when It's implied that the board "agreed," when no vote has been taken.

(but do I recall that you're having issues with the Board?)

You should hope that your PM can take over most of it with informative and educational items: reminders of various rules when needed, announcements of social events. Ours includes social events within a few blocks of our HOA that might interest residents. Nicely done newsletter can play a good role in helping residents feel connected to their community, which is important.

TimB4 (Tennessee)
Posts: 21,059

Posted:

I have found that many will read a well done newsletter.
Most won't bother reading minutes.

We let the newsletter editor have the final say (that was their positional authority).
However, we would discuss at the board meeting what should be included in the newsletter and assign those involved with projects to write a short blurb for the newsletter. Example: Board votes to raise assessments. Treasurer is instructed to write a short (paragraph or two) on the increase for the newsletter. Newsletter editor says that they need it by mm/dd. Newsletter editor then simply has to put the things together.

We also had ready made articles that could be modified along with minimum topics the editor should include in the edition (we did a newsletter about every other month unless something was pressing that required informing the membership).

I've attached a sanitized version of our newsletter calendar (word document).

📎 Attachments (1):

⏸ Downloads temporarily unavailable

📝141915027771.doc(39 KB)

SheliaH (Indiana)
Posts: 6,964

Posted:

First, someone needs to speak to this board member, reminding him there's a difference between writing op-ed pieces and simply publishing last month's minutes.

Next, talk to the management company how it will handle the newsletter. Usually, they print up a draft that a designated board member, maybe two, will review and make changes. When I was newsletter editor, my colleagues weren't really concerned about the layout, but I would send them drafts of everything that was going in it and they could make comments. I also ghostwrote the board president's column and he read everything before I went to the print shop.

From what I've seen other HOAs handle this in similar fashion - it really isn't rocket science.

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius

CathyA3 (Ohio)
Posts: 6,299

Posted:

I used to do our newsletters.

I'd ask the rest of the board and the PM if they had anything they wanted included. Then I did a draft, sent it to the others for feedback. made corrections if needed, and then it was off to the printer. There were no surprises.

I think Janine's real issue isn't the newsletter itself, it's the director's method of doing business. So that person either needs to straighten up and fly right, or the newsletter job needs to go to someone else.

MarshallT (New York)
Posts: 414

Posted:

Often there is a PM or committee members who reviews the newsletter. If you are able to do it though, you could take on the role of "editor."

Opinions and promises like that should never be put into writing.

JohnT38 (South Carolina)
Posts: 1,631

Posted:

If this is an official newsletter than the Board should review it.

MichaelT21 (Arkansas)
Posts: 501

Posted:

We don't have time to review and approve every communication as a Board, but the one writing it must take care not to speak out of turn when speaking as a Board.

ND (PA)
Posts: 792

Posted:

IMO, anything sent to HOA Membership that is intended to be info from "The Board" must be reviewed and agreed-upon by The Board before being sent. Having a single person prepare and send out info without undergoing review by at least one other Board Member and appropriate editing is a recipe for disaster.

The Board has to decide and agree to what extent this needs to occur . . . is it every Board Member reviewing/editing/approving, only certain Board Members, something else?

Personally, if my name is attached to something, then I want to have opportunity to review and edit what is being sent out. But others are ok with having someone else review and don't want to be bothered. It all depends on how your Board wants and agrees to operate.

- If the individual preparing the newsletter is not open to having things they write reviewed/edited, then they should likely not be preparing a newsletter anyway.
- If the individual preparing the newsletter makes the job or reviewing/editing laborious (i.e., there is a significant amount that needs to be edited), then again, they should likely not be preparing a newsletter.
- If other Board Members can't make time to review/edit a newsletter written by someone else, then they should reprioritize and make the time (most of the difficult work has already been done).

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Quote:

Posted By ND on 04/20/2022 10:43 AM
IMO, anything sent to HOA Membership that is intended to be info from "The Board" must be reviewed and agreed-upon by The Board before being sent. Having a single person prepare and send out info without undergoing review by at least one other Board Member and appropriate editing is a recipe for disaster.

The Board has to decide and agree to what extent this needs to occur . . . is it every Board Member reviewing/editing/approving, only certain Board Members, something else?

Personally, if my name is attached to something, then I want to have opportunity to review and edit what is being sent out. But others are ok with having someone else review and don't want to be bothered. It all depends on how your Board wants and agrees to operate.

- If the individual preparing the newsletter is not open to having things they write reviewed/edited, then they should likely not be preparing a newsletter anyway.
- If the individual preparing the newsletter makes the job or reviewing/editing laborious (i.e., there is a significant amount that needs to be edited), then again, they should likely not be preparing a newsletter.
- If other Board Members can't make time to review/edit a newsletter written by someone else, then they should reprioritize and make the time (most of the difficult work has already been done).

I agree.

KerryL1 (California)
Posts: 14,550

Posted:

I agree with ND too. The thing is, I don't know if Janine has any influence other Board. She needs too ill us.

MichaelT21 (Arkansas)
Posts: 501

Posted:

I don't agree with ND.

We don't do newsletters, but we do e-mail blasts.

We approve the concept at the meeting, or the e-mail blast reflects a subject that we have agreed on. Then it goes out.

For example, one board member approached me when we were changing landscapers. He said, "should we do an e-mail blast telling homeowners we have a new landscaping company?". I said sure. He drafts one up and it is sent out. We don't need to review a communication about changing of landscapers as a Board. We don't have time for that, and it would slow down timely release of communications to our homeowners if we have to approve every communication prior to sending it out.

But, the expectation is that the person writing the e-mail blast will do so professionally and not put personal bias in it.

If we had rogue board members as the OP does, then we would have to review newsletters / e-mail blasts before they go out which would be unfortunate.

MichaelT21 (Arkansas)
Posts: 501

Posted:

Our e-mail blasts are signed simply "The XYA Homeowner Association Board of Directors", they do not list individual names of the Board.

As long as they cover a topic that we discussed as a group and made a decision on, no reason to review the communication of such topic as a group too.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Quote:

Posted By MichaelT21 on 04/20/2022 12:33 PM
I don't agree with ND.

We don't do newsletters, but we do e-mail blasts.

We approve the concept at the meeting, or the e-mail blast reflects a subject that we have agreed on. Then it goes out.

For example, one board member approached me when we were changing landscapers. He said, "should we do an e-mail blast telling homeowners we have a new landscaping company?". I said sure. He drafts one up and it is sent out. We don't need to review a communication about changing of landscapers as a Board. We don't have time for that, and it would slow down timely release of communications to our homeowners if we have to approve every communication prior to sending it out.

But, the expectation is that the person writing the e-mail blast will do so professionally and not put personal bias in it.

If we had rogue board members as the OP does, then we would have to review newsletters / e-mail blasts before they go out which would be unfortunate.

The topic is what if the the person writing the E-mail blast does not do it professionally and not put personal bias in it? There needs to be checks and balances.

MichaelS56 (Minnesota)
Posts: 859

Posted:

Our Association has a Communication committee that meets once per month to determine the articles that will be placed in the newsletter. There is a Board liaison that represents the Board at these Zoom meetings. The Presidents puts in a list of tidbits or updates that are going within the Association while the other committee members put in other type of articles. The newsletter is not controlled by the Board but does answer to the Board if they have any concerns.

MichaelT21 (Arkansas)
Posts: 501

Posted:

Quote:

Posted By JohnC46 on 04/20/2022 2:56 PM

The topic is what if the the person writing the E-mail blast does not do it professionally and not put personal bias in it? There needs to be checks and balances.

If someone doesn't do a good job of representing the Board as a whole when writing up an e-mail blast, then the Board takes a vote not to have that person do another writeup for the Board. Since the property manager works for the Board and not any individual, it's simple enough to put that in the minutes and direct the property manager to ignore e-mail blast requests from that particular board member.

With that said, we haven't had to invoke that in the last 2.5 years that I have been on the Board. I do a good job with my writeups. Previous Boards used to make up rules (thou shall not park in front of thy neighbors house on the public street) and that irked me as a homeowner but the other board members were apparently fine with it.

🎯 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