Confidentiality

Started by AnyaR • 25 replies • 525 views

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AnyaR (Georgia)
Posts: 65

Posted:

When I was managing the HOA, I kept everyone’s personal information and board, which there was no board a strict confidentiality. I corresponded with homeowners and companies through HOA email, to keep everything on record.

The new president uses his personal email to correspond with the attorney, other companies and homeowners. He has access to the HOA Email, but refuses to use it. I am finding out this through paying attorney fees for his correspondence that I don’t even know what the conversation is about. Additionally, I am finding out through homeowners that they have been to his house talking about HOA Business and other homeowners.

My question is, is it OK for a board member to use his personal email and is it OK for a board member to talk about private HOA topics to any homeowner?

AnyaR (Georgia)
Posts: 65

Posted:

Well, no need for response. I have that taken care of. I just had to put my foot down and remind him of the laws that I know of. 🤗

AnyaR (Georgia)
Posts: 65

Posted:

Well, no need for response. I have that taken care of. I just had to put my foot down and remind him of the laws that I know of. 🤗

AnyaR (Georgia)
Posts: 65

Posted:

Well, no need for response. I have that taken care of. I just had to put my foot down and remind him of the laws that I know of. 🤗

AnyaR (Georgia)
Posts: 65

Posted:

Well, no need for response. I have that taken care of. I just had to put my foot down and remind him of the laws that I know of. 🤗

AnyaR (Georgia)
Posts: 65

Posted:

I don’t know what glitch has happened, providing the response on here 🤷‍♀️ But I wish I was not intelligent 😭 somethings being smart, can be very hard to fit in.

AnyaR (Georgia)
Posts: 65

Posted:

Honestly, I speak three languages and I spell better than Management Company 😂 here is our HOA drama I quit, and the new president quit. We have no board. Screw it.

AnyaR (Georgia)
Posts: 65

Posted:

Honestly, I speak three languages and I spell better than Management Company 😂 here is our HOA drama I quit, and the new president quit. We have no board. Screw it.

AnyaR (Georgia)
Posts: 65

Posted:

It sucks, because I care about the Community and every homeowner 😭 I took a lot of elders to the doctor’s, I saved one from carbon oxide poison to get her to emergency, and clear all units, all eight units in the one building.

LoriM15 (Florida)
Posts: 1,009

Posted:

Quote:

Posted By AnyaR on 05/05/2023 3:27 PM
When I was managing the HOA, I kept everyone’s personal information and board, which there was no board a strict confidentiality. I corresponded with homeowners and companies through HOA email, to keep everything on record.

The new president uses his personal email to correspond with the attorney, other companies and homeowners. He has access to the HOA Email, but refuses to use it. I am finding out this through paying attorney fees for his correspondence that I don’t even know what the conversation is about. Additionally, I am finding out through homeowners that they have been to his house talking about HOA Business and other homeowners.

My question is, is it OK for a board member to use his personal email and is it OK for a board member to talk about private HOA topics to any homeowner?

It looks like you’ve had a great conversation with yourself in this thread. I just want to say that I am president of the board and I use my personal email in all the correspondence I do for the association, including emails with our attorneys. I also talk about HOA business outside the presence of our PM.

If you were our PM and “put your foot down” about that, you wouldn’t be our PM for much longer.

CathyA3 (Ohio)
Posts: 6,299

Posted:

Quote:

Posted By LoriM15 on 05/06/2023 11:30 AM
... snip ... I just want to say that I am president of the board and I use my personal email in all the correspondence I do for the association, including emails with our attorneys. I also talk about HOA business outside the presence of our PM.

If you were our PM and “put your foot down” about that, you wouldn’t be our PM for much longer.

It's not that using your personal email address is illegal or anything like that. Just be aware that if there ever were legal disputes, your personal email could be subpoenaed - all of it. Our attorneys recommended a separate email address for association business for that reason.

SheliaH (Indiana)
Posts: 6,964

Posted:

What Cathy said.

I know you've had issues with your property manager, but you might want to watch yourself when it comes to yapping about HOA issues. It's not that you can't give your opinion, but you need to make it clear that you are only one board member, not God (even if you are president). You also don't want to be caught discussing issues that really should be executive session matters.

AnyaR, same goes for you.

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

AnyaR (Georgia)
Posts: 65

Posted:

🤣🤣🤣 thank you 😊 but like for you I’m not your president 🤗

AnyaR (Georgia)
Posts: 65

Posted:

Quote:

Posted By SheliaH on 05/06/2023 6:28 PM
What Cathy said.

I know you've had issues with your property manager, but you might want to watch yourself when it comes to yapping about HOA issues. It's not that you can't give your opinion, but you need to make it clear that you are only one board member, not God (even if you are president). You also don't want to be caught discussing issues that really should be executive session matters.

AnyaR, same goes for you.

🙏🙏🙏

AnyaR (Georgia)
Posts: 65

Posted:

I feel that I need some kinda of therapy 🤣🤣🤣 Dealing with Police, Fire Marshall’s, FBI, and Homeland security. This small neighborhood takes a lot out of me. Even the attorneys, Management Company, and other companies that I come across think that I’m too passionate on helping people 🤷‍♀️ They literally have told me that 😬

AnyaR (Georgia)
Posts: 65

Posted:

Every night, I cry and pray to make a difference in this world, it comes with a small community, but it impacts the whole city. You have to start somewhere to make the difference.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

aNYA

For you own mental health I suggest you cease all involvement with your association other then pay your dues and try to live happy.

JackieB4 (California)
Posts: 398

Posted:

Anya, John is offering kind advice. I have found taking a slow walk through a pretty neighborhood/park often clears the air. Enjoy!

AnyaR (Georgia)
Posts: 65

Posted:

Thank you for the inspiration and therapeutic habit, I got rid of the old police chief, for not doing his job, and few days ago the old fire marshal that got fired due to my complaint, on favoring homeowners instead of doing his job. I volunteer at seven places some at multiple food banks, and at multiple fire stations.

MikeB23 (Louisiana)
Posts: 109

Posted:

Have had the problem since I gave up being Secretary after 10 years. My replacement continued to use his private email instead of the HOA email. We are involved in a law suit with one owner and I explained to him that by using his own email he was opening up his private email account to Discovery in the law suit. That got his attention and he started using the condo HOA email.

WendyM5 (North Carolina)
Posts: 1,522

Posted:

have any new board member sign an ethics agreement that they use a gmail account for HOA business and turn over the email and password when they are done serving on the BOD. Ideally the gmail is backed up as well. I'm still trying to figgure out how to back up mine. really need to sit down and get it done.

vis ta vie

AnyaR (Georgia)
Posts: 65

Posted:

I use Gmail and every time there is a new board member, which is only this year for the first time 🤞I provide them the username and password so that way they can be in touch with records, communication with homeowners and companies, plus the board can work together 🤷‍♀️

The new fire chief was on the property on the eighth, the city is about to fine our Community for sprinklers not beeping inspected, which was supposed to be done in April, the gauges of the sprinkler units it’s not being replaced, which is due every five years, and the bush that needs to be cut down three feet back from the building due to the hose that fire department needs to hook up if there is emergency for fast access.

I am not satisfied with this Management Company!!
It’s causing a lot of stress!!

are Vanders are not being paid for their jobs. Thank God they have loyalty to me and they’re doing their job after a month and a half without being paid, being fined by the city for not having the fire safety inspection done on time and multiple other concerns do to this Management Company neglecting our property.

I keep having to tell the Management Company that we have to have a green tags to pass the fire expectation, if we do not have green tags, and if there is a fire, our insurance will not cover us. My concern is the elderly people that live in the neighbourhood with dementia and looking after safety of them and the community 😭😭😭

AnyaR (Georgia)
Posts: 65

Posted:

AnyaR (Georgia)
Posts: 65

Posted:

All, I can due is rely on God and play like I have been for two years, when I was managing everything by myself 🙏

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