Real Estate & Property Law

Emails in HOAs and Condos That Get To Be Too Much

I got this question recently via email:

"Any ideas how to handle emails from board members that get to be too much."

I am not exactly sure what is meant: Too many? Too strong? Too pointed?

I can say this - people get carried away with email. It is an easy form of communication, but often misused. Here are some tips, Boards:

Leave communication with owners to managers for the most part, unless the HOA is self-managed. Even then, email is pretty informal and owners can get the wrong idea.

Many forms of communication, disclosures, notices like meeting and hearing notices, are covered by law and so the type of notice may be dictated in that law. Check the governing documents and the law books (perhaps The Davis Stirling Act in Plain English available on the guru website for the subject matter of the communication before assuming email is okay.

And remember, email is a direct invitation for a response, and so mail or hand delivery may be a better form of notice for communications that do not need an immediate response of any sort.

Here is my remedy for inundating emails (whether to come from the board or an owner). Respond: "There are too many emails coming in for a direct and individual response. They will be gathered together and reviewed once a month. If there is an emergency or a time requirement, pick up the phone and leave a message."

Maybe this will help answer the very general and ambiguous question asked.

Full post as published by California Condo & HOA Law on November 11, 2010 (boomark / email).