Websites - questions

How many of your associations have a website?

Advantages of an association website? I'm not interested in state law, since I know a bit about the Colorado law for posting/notifying of information. We can just have a binder of our information and that satifies...

We are a middle-income/lower-income area, and I know at least two owners do not have access to computers (other than the library). For 19 units...and a tight budget...what would you recommend (not brands...). For $20-$50/month, I'm just not sure it's a worthwhile expense...

Tracie,

Our small HOA also used Community123.com to build a very, very basic website for our little community (27 individual homes). At first, barely the BOD was registered. But after much frustration, many flyers, phone calls, numerous emails and first-hand contact, only ONE HomeOwner has chosen NOT to register. That is phenomenal!! Of course, we still must mail things which our CCRs require, but it has made my job as Secretary so very much easier.

I don't know if the email listing is up-to-date, and have just put a flyer out asking HomeOwners to update. That is a continuing question.

We are approaching the end of our first year free trial, and as long as the $$$ amount remains as indicated from Community123.com for going forward, the BOD will continue with the website.

I would encourage trying the free trial with Community123.com. You have nothing to lose. Just be prepared to hit your head on the wall many times getting HomeOwners to register.

Good Luck,
Gloria

What do you all think of asking folks that post here to put up their web address?

Would there be any reason not to? We could preface each site listed with a short explanation of whatever. Our particular web site has an Owners only section and is password protected, but I wonder about that sometimes, is that necessary?

In fact this address could be listed beside each name as you make a post, just add to the state listed.

Robert - I'm certainly not opposed to that idea although I suspect Community123.com may balk since it's likely that the links would take people to products and services provided by a number of competitors (usually, but not always, noted somewhere on the website).

As for owners' sections and password protection, I'm a big fan of that. I believe it encourages participation by the owners who get a better sense of "privacy" on their website. Our site has the capability of not only protecting certain sections (e.g. member profiles, discussion boards, surveys, forms, etc), but it also has the capability to take certain individual items (such as certain news articles, certain documents, certain calendar entries, etc) and make them accessible only to owners.

I believe closed portions are good for several reasons.

1. You can put information that is not public. I am sure I am wrong, but I don't think minutes are public documents. The are definitely open to any member of the association but not to the general public. This is also true of monthly financial statements. A yearly statement is probably a public document.
2. You can track what usage you are getting. If you have an open website then you have no idea of how many of the homeowners are really using the site. Tracking counters like page hits is very misleading. If the site cannot be shown to be of value to the homeowners (they don't use it) they why spend the money on it?
3. You would be foolish to have an open website with any type of forum discussion. You would have no way to monitor who is making comments.
4. Managing closed website is very simple. Many of the website software systems have very automated processes and thus make it trivial to maintain. If it is easy to implement, why not?
5. If you are paying for a website, then usually the cost is minimal. Some websites charge by the number of homeowners registered, some don't.
6. You can have a split open/closed website to meet all needs.
7. Speaking from the single dwelling side of the HOAs (not condos), I really doubt anyone tries to find an HOA website to help make the decision on where to buy a home.

Re #7. Since I don't live in a condo, the only experience I have is what I gave.

I would whole heartedly agree the real issue is not how it works (closed/open or combo) but how the HOA makes it relevant. I know of a specific HOA that has a website they think is wonderful because homeowners seem to sign up since a portion is closed. However they do not realize that having a homeowner look at it once and don't feel the need to come back is a real problem. The content is non-existent and the main page has an article about something for last fall.

I believe too many HOAs think all you have to do is buy the service, put a few web pages on with some stuff and sit back. That is a waste of money IMHO. If the HOA is not committed to making changes to the website on a regular basis (at least monthly but more often is better) then they are pouring money down a hole.

To me it is even counter productive to build a beautiful website and then let it go stagnant. Homeowners and even the general public RobertR1 is trying to woo will extend the lack of interest in the website to lack of interest in the HOA community.

My advice is if you want to jump in the website arena, be sure you know what you are getting and what it will take.

Can you list why you think you need a website?

Tracie,
Your reason for wanting a web site is valid, not matter what you will hear.
It seems incredible that that mearly everyone that operates a business has a website and we, here on HoaTalk have to justify the value of them. It is a Board decision and I caution, as evidenced by posts on this site, if your association don't have a website, and you run into conflict, someone will set up a web site and use it against you.

I agree with RG.

Tracie -

I'm a huge proponent of HOA websites, but I recognize that's largely because I'm somewhat "geeky" and a big fan of web technology in general. Having said that, I'm also a realist and recognize that not everyone shares my enthusiasm or interests.

As such, I think you can generally categorize HOA websites into several "levels" (and I think these occur in somewhat of a quantum fashion - i.e. you make sort of a leap from one level to the next .. .. and the next, if you're going to do it) of functionality.

The greater the level of functionality and capability of your website:
- usually it costs more,
- it undoubtedly take more time and effort to maintain,
- a smaller the percentage of HOA members will use the incrementally greater capabilities.

However at any given level, use of the web technology will likely be less expensive than it's paper equivalent - particularly if postage & mailings are involved. Granted some functions may require paper and mailings, but wherever a web or email substitute can occur, it generally saves the HOA money.

In my mind the fundamental questions you have to wrestle with are two:

1). What is the intensity (e.g. frequency and amount) of communication between the HOA and it's members?
2). What, if any, of the managerial functions of an HOA do you want to accomplish with web technology?

So here's my perception of the "levels" of the HOA website landscape, what I perceive to be advantages/disadvantages of web technology within those levels, and perhaps even a sprinkling of our experience with our website & it's technology (I'm the webmaster for our site).

1). Level One: Communication from the HOA to it's Members -
In it's simplist form this level of functionality doesn't even require a website. As others have posted here, a simple blog, or even an email distribution list can work instead. However, if you want a repository of both current and permanent information, a website is superior - AND, if adequately maintained, it is always current. Some examples at this level include:
- Community Calendar
- Document Repository
- News Articles or a periodic Newsletter
- Membership directory
- Lists of Clubs and/or Committees and their members
- Photos from community events
We used to print and hand distribute a monthly newsletter (103 homes). Now we use our website for periodic news articles (probably 1-2 a week on average), yet we still compile both the news articles as well as meeting minutes, etc into a monthly newsletter. But rather than printing and distributing the newsletter (except for 4 homeowners who do not have internet access and have requested printed copies), we both post the document to our website and we email it to all owners as well. In general terms, we can maintain our website for 2-3 months for the same cost as printing (not mailing) a single monthly newsletter. On the flip side, we still print and distribute a community directory once a year - most folks like a paper based directory for member phones and addresses. But as with all paper based items, it starts to go out-of-date the moment it's printed.

2). Level Two: Communication from the HOA Members to the HOA and Amongst themselves -
While it may be possible to accomplish this level without a website, it's pretty challenging to do so. I believe a website with the following capabilities (in addition to those in Level One) best serves this level:
- Discussion Boards
- Surveys that members can respond to
- A variety of "forms" that members can complete and submit to the HOA (ARC applications, requests for Board of Directors Meeting Agenda Items, CCR Violation Reports, Common Area Maintenance Requests, etc, etc, etc)
- Classified Advertising
- Recipe Exchange

3). Level Three: HOA Managerial Functions -
The "forms" functionality mentioned in Level Two above actually starts this level of capability, but even greater functionality is possible. This is particularly useful for self-managed HOAs, but can certainly be integrated with HOAs that also use property management firms. Some examples include:
- Complete online accounting and financial management
- Managerial "to-do" or Action Items Lists
- Member Self service features like dues payments, amenity reservations, etc.
- On-line elections (if permitted by CCRs)

So there you have it - my "treastise" on HOA websites. It's pretty simple really, ask these questions:

1). What do I want to accomplish from a functional viewpoint?
2). How much time and effort can I devote to accomplishing these things?
3). Will "technology" make accomplishing these things easier?
4). How much can we afford to spend?
5). What percentage of the members will use whatever level of technology the HOA provides?

The answers will likely guide you to your best decision.
4).

As much as I think it was a great post and a great set of ideas, I look at what the reality is for the people I have dealt with. Doing everything that was said would be a waste of time and money and would quickly fall into disrepair. If and only if you have the community that will use such technology will the effort be rewarded. Unless you pay someone to do the work, you must remember that volunteers are eager at first and then disappear. How many times has an eager newsletter editor or a social chairperson come on the scene only to either get discouraged or move out of the community. Who takes over.

If you can do a good job, go for it. My only suggestion is to really be sure you know what you are getting into and what your objectives are for success (or failure).

JohnO6 - EXCELLENT information!!! This is really good stuff! And, the Roberts shine brightly as well! This information (security/advantages/use by members/as well as projecting into the future) is exactly what I needed. I'm printing it off to "steal" and present to our BOD.

EXCELLENT, EXCELLENT!