Community Website Situation

Again seeking assistance and advice and ideas. At the end of 2006, a Board member volunteered to create a community website and maintain the website. Great idea and it's nice to have! The majority of our legal documents and ACC forms and history are on this website and the only person having full access to all this information is the original volunteer creator. Since that time the individual who volunteered to do this website has become President of the Board and is behaving inappropriately (sometimes illegally but the main issue is really inappropriate behavior.)

Here's my concern - no one has access to this info or the documents (including the Management Company) except the President/webmaster. The President is now deciding what information is allowed and not allowed on the website and is taking anything off that she is either not involved in or in cases where someone else she doesn't like is actively involved. Has been suggested that our community with over 85% Neighborhood Watch participation form their own website (this is really only based on her dislike of me, not the program) and website info that was there has been nuked. The Board is not aware of what is going on and she is acting alone in her decisions for the website as the "webmaster" and controller of the website.

My concern is what can happen to the information that we NEED as an HOA and the ACC information. I am certain that the community insurance is not adequate to cover the loss and rebuilding necessary should the President/webmaster decide to take these items away.

Any ideas? What steps would you take in this position? Thanks!

Thanks Roger, I agree, I suspect HOA isn't paying but will be looking into it.

Just some items to consider in your path forward:

First off, yes we are biased since we provide community websites.

That said, your situation illustrates why it makes sense to have this important community asset run by a professional company where multiple board members have access to edit the site, backups are being made, etc. Also, what would you do if the person running your current site moves away and takes the site with them? What if the president is removed from office but still 'owns' / controls the site you are promoting to members as your 'official' face on the Internet? What might be posted on that 'official' site then?

I also agree with GeraldT4 that the website should not be the only communication and document storage tool for the community. It's a great addition to your communication plan and it's a great place to make digital copies of records instantly available, but paper or digital backups are also needed.

Actually I have been looking very closely at your information to build a site for us - since I may have to build one soon for at least Neighborhood Watch and since it will likely come out of my own pocket as least for now. I'm trying to re-create what was supposed to be the community website AS the community website and will appeal to the Board shortly.

Have found out now that the HOA DID and has been reimbursing the person managing the website and that directive was issued prior to setting it up that a second person MUST be trained and have all access for basically the reasons I mentioned. Unfortunately no one followed up and it hasn't happened.

As Board Secretary, I was not permitted to have the actual copies for storage. Management was supposed to have some of it (but I highly doubt that they have it properly stored if at all.) Because I was new to the community and new to the Board, I was trying to learn their ways without stepping on toes but still trying to do the right thing for the benefit of the community - pretty shaky ground to walk but I think I did a pretty good job.

Website is www.candlelightvalley.org. ACC docs are completely locked and not available to anyone on the website, but management has SOME copies of some things and I have spent the past 8 months now storing some as well as the committee Chair. All I can do as chair is view and make comments.

ShawnaF - Checked out the website, great communication tool. I read through your reserve study and wanted to offer some comments if you don't mind. It states the study was done by Peggy as a volunteer contribution. Additionally that there were other community members involved in consultation. While I believe the study is a wonderful inventory with methodology to theoretically accomplish funding, I caution you that reserve studies are best done by professional and independent engineering firms (EF for sake of abbreviation). The primary reason is that the EF can best provide an estimated replacement cost and expected useful life-span of the elements. If it were me, I'd consider the reserve study a committee effort and presentation to the Board and community and a basis for an EF to make an official report to the community to then be decided upon for future funding. Be that as it may, it is a very impressive document and wonderful to see communicated to your community.

Wow - you all covered so many items that I've been talking about for the past 8 months! We actually have an area in the website separate for Board members and ONLY BOD can access it to get those official docs - I would really love and like them to be on the community website but have been unable to convince the President that they should be accessible. She wants to be able to talk to the residents requesting and say "oh, sure, we'll send those right to you - oh by the way, may I ask why you want them?" - not the approach that I'm comfortable with but my hands have been tied there.

Yes, it really is a nice website, but it could be so much more.

ShawnaF: Not wanting to speak directly to the website situation, but something else has occurred to me.

In seeing your many other posts w/several problems and concerns over the President and how this person is trying to 'relieve you' of some projects you have been involved with, tread softly. You have said you are new to the community, and you were new to the Board, but now have been eliminated from your Board role.

Your energy and enthusiasm are to be applauded! However, grab some other residents along with you to aid in your plight to be a positive influence in your community. Don't act alone on EVERYTHING! It will not send a positive message to others. Move forward with care.