Websites

Dana,

You might want to check out HOATalk's sponsor, Community123.com.

We'd not before considered a web site (well, did but shelved the idea), though having recently received a solicitation from C123, which is bringing out their new/improved 2009 software, we decided the free offer was too good to pass up.

Just today I forwarded the following to the C123:

>>>By email = 5 photos, 2 texts (home page & our HOA's history) and our first 10 Updates (our all-inclusive newsletters) starting in July, 2007.

By fax (888 number, to their computer receiver) = 26 pages of CCRs, 20 pages of ByLaws + amendments.<<<

Thus far, their communications have been excellent, their dedication obvious, and their samples impressive. C123 has it soup to nuts. Plus, can't beat the introductory offer.

Although I am fairly new at my duties as an HOA board member I would like to share what we have incorporated. We have a site which is a private "group" with Google Groups. Basically the president and the vice president have the status of "moderators" of the group. The secretary keeps the minutes of the meeting and organizes all the records and documents as hard copies but also scans them to digital files, most of which are in PDF format. This in turn makes it possible for the secretary to email the files to the president and vice president to upload them to the subdivision group site for all to login and see at thier leisure. It also emails every member of the group everytime new files or comments are added to the group so that everyone is informed of what is happening. So far the storage allowance on the site has proven to be more than enough space and old items are taken down and archived on compact disc should there be a need to refer back to past information. The disc is available to all home owners if they wish to have a copy when one has been completed. All that is asked is they contribute to the cost of a blank disk or provide one to the secretary so he may burn the files to the disk. As for those who do not have internet acces at home they are encouraged to utilize the public library if they have the means of transportation to go there or the secretary places copies of various documents and information in a designated place at the homeowner's house for them to get thiers. (no costly mail since we all live right in the same subdivision) As far as the site goes well u guessed it there is no cost for the use of Google Groups sites. Fortunately we have a president and vice president that are willing to take the few minutes a month that is needed to update or add information to the site as it is forthcoming. To me this was one of the best ideas our board members have come up with yet especially since the Google Groups site makes it possible for memebership to access the site to be given only by invitation or pre-approval of the moderators that verify the individuals requesting membership to the group live in the subdivision hence keeping our HOA information private for the review of only those it is intended.

Dana,

I am not a professional web designer, but have some experience in the area. I would recommend to anyone the following:

Get a site hosted by a company that offers email list management. My personal choice is "mailman". This system allows people to choose to opt in and out of email notifications. You can setup various lists with different levels of notification.

Next get a content management system. You can go with something setup for you, or set one up yourself. There are several good free systems out there. I would recommend considering joomla, drupal, or mambo. Then setup an area with the following:

• governing documents


• minutes


• other items of interest

I would bet that more then half the residents would prefer to not receive the minutes, but prefer to just know where they can be seen. But with different lists, you can send items as appropriate.

For instance if you have a "minutes" list you simply email the minutes to the list and those on the list receive them. You could also have a separate list for announcements of important information. For instance, you might want to tell everyone when you have set the dues level for the next year regardless of their choosing to receive the minutes.

Based on your last post I would suggest that you consider the sponsor of this board for your web site. They will put what you need into place.

Otherwise you could hire to get the thing done. I would think the cost should be pretty reasonable as in less then $300 to get up and running.

I suggest you take a look at Yahoo Groups. I compared it with MSN and Google Groups and found it the best for our HOA. Access is free for users, can be accomplished by web entry or email. Groups are private to members only which is recommended for HOA's. Users can post entries which can be seen by all members. Storage is available for files, links, photos, calendars, and databases. I am recommending one group for the Board and one for the Association. Also planning two or three Committee groups for various committees as needed.

Thanks Roger, we are investigating 123 as we speak.

I'm now testing the Yahoo and Google groups also and other than the price being right (read.....FREE) I don't feel that they do what I'm looking for.

Dana

We just got our first look at our Sponsor's (Community123.com) initial construction of our website.

As we used to say back in the old neightborhood: Cherry!

Highly recommend these guys (and gals, too)!

Yahoo Groups works well for us.