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BonneyP (Florida)
Posts: 2
Posted:
One particular Owner constantly emails the Board of Director directly cc:ing Management. This person has a very negative attitude and criticizes anything and everything. I thought that all communications from Owners should go directly to the Management company.

Thank you!
ArtB1 (Florida)
Posts: 97
Posted:
they can email anyone but does not mean the board members have to respond.

JohnC46 (South Carolina)
Posts: 14,265
Posted:
Quote:
Posted By ArtB1 on 09/09/2024 8:18 PM
they can email anyone but does not mean the board members have to respond.


I agree.
TimB4 (Tennessee)
Posts: 21,061
Posted:
Quote:
Posted By BonneyP on 09/09/2024 6:02 PM
I thought that all communications from Owners should go directly to the Management company.

Thank you!

If your governing documents don't require only contacting the management company, then members can contact the board as well or in place of the MC.

Note: Do take the time to read the emails.
Complaining about everything doesn't mean that their is not an issue.

At the very least, you can see how some issues are seen from a different perspective and, perhaps, determine what info the members might be missing to understand the issue from the boards perspective.
CathyA3 (Ohio)
Posts: 6,299
Posted:
I also suggest that boards develop a procedure for dealing with the chronic complainers. Usually they're trying to get a reaction, and the best way to discourage such behavior is not giving them the reaction they want. It's the "gray rock" method.

I agree that the board needs to be aware what the emails say in case there is something that does need attention. But once a topic has been answered, then further arguing should not get a response beyond acknowledging receipt of the email. Brief, bland, boring. (This advice comes from a former attorney of ours.) Creating a standard procedure like this also has the advantage of making these communications less upsetting and time-wasting for the recipients.

(I just was appointed to an empty position on my community's board, and during yesterday's meeting the president mentioned discussions she'd been having with one of our complainers. The complaints are almost verbatim repetition of issues we dealt with when I was on the board before. It would be funny if our hard-working and capable president wasn't wasting time trying to resolve something that will not be resolved. I'll be teaching our board The Way of Brief Bland Boring.)
LoriM15 (Florida)
Posts: 1,009
Posted:
Quote:
Posted By BonneyP on 09/09/2024 6:02 PM
One particular Owner constantly emails the Board of Director directly cc:ing Management. This person has a very negative attitude and criticizes anything and everything. I thought that all communications from Owners should go directly to the Management company.

Thank you!

There's nothing in the state statutes that require communication through the management company. Check your documents - I doubt they say anything like that either.

As others said, just because you get an email doesn't mean you have to answer it. In a case like you describe, I might have the management company reply if the email needed a reply. If they are asking a question, then have the PM reply. If they are just criticizing, then you can just send an email that says "thanks for your input. The board will consider". If they don't get attention, they get tired of making the complaints.

As a board member, this is just part of the job. It's not fun, but you can't be on a board if you don't want to deal with homeowners.
MarshallT (New York)
Posts: 414
Posted:
Does your HOA have a commination or email policy? Technically, they can email whoever, but yes your best bet here is to let them know that the email has been received but management will be handling communications and responding to their emails.
DeanJ
Posts: 1,786
Posted:
Simply reply, “Thank you for your comments”.
JohnC46 (South Carolina)
Posts: 14,265
Posted:
Dean

I think it only fair you tell us what state you/your association are located in.
SheliaH (Indiana)
Posts: 6,964
Posted:
Our association has one email for board members - everyone gets the same message, so there's no confusion if Board member A says one thing, but board members B and C say something else. They can also respond as what's been suggested - thank you for your comments.

When the email's set up, let everyone know what it is and what type of correspondence should be sent there vs. the property manager. For example, requests for common area maintenence can be sent to the property manager, but questions or comments about the annual meeting could be sent to the board. If you have a website, you can also use online requests forms to speed up maintenance requests and indicate that names, phone numbers and emails are mandatory for a response. You can also auto-reply to emails to let homeowners know the email's been received.

Finally, let people know that offensive language (e.g. cursing and threats) won't be tolerated - if appropriate, the email will be forwarded to the association attorney for review. That may slow down the crazy emails - if the person's really honked off, he or she can attend a board meeting and speak his/her piece in person. If you have a resident forum, unruly behavior can be cut off from the start.

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius
DeanJ
Posts: 1,786
Posted:
Quote:
Posted By JohnC46 on 09/19/2024 3:31 AM
Dean

I think it only fair you tell us what state you/your association are located in.

Interesting, Ohio used to be associated with my name,

I have also made reference to Ohio on many posts.
JohnC46 (South Carolina)
Posts: 14,265
Posted:
My HOA (112 owners) has an Email address and anything that gets sent to that address is automatically routed to each BOD Member. The BOD then decides how to handle the issue including not responding at all.

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