How do you handle the approval of letters written from the Board?

Started by DawnL • 6 replies • 1906 views

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DawnL (California)
Posts: 37

Posted:

Would love your insights on this issue.

We have a small, 12 unit condo community. I am on the Board (president). Due to the make-up of the Board I am the one to write letters (gardener, accountant, violations, response to complaints, etc.) Letters are signed "Board of Directors, ABC Homeowner's Association."

Usually, the Board discusses the content and any related specifics (deadlines, fines, response etc.) at the meeting. Currently,the final draft is approved by email.

The problem, is, at times, I have difficulty getting email responses in a timely fashion. Especially if Board members become overwhelmed with a flurry of discussion in multiple emails.

If we were to wait until the next meeting and approve the final draft of every letter in person, it would appear horribly inefficient taking up to 60 days to respond to people, wouldn't it? Then if additional changes need to be made, some Board members want to vote AGAIN on the final draft.

How do others handle this?

I feel as if a huge amount of my time is used in this process.

Thanks for any suggestions you may have.

Dawn in CA

RogerB (Colorado)
Posts: 5,067

Posted:

Dawn, I would cut through the red tape. Ask the Board to delegate authority for you to write, sign, and send letters as President of ____ HOA. You could send an email on critical letters to the other Board members and give them so many days to respond otherwise the letter will be mailed.

MarieG (Florida)
Posts: 11

Posted:

I agree with Roger B. If you are tasked to write these letters, then the board should definitely not want to second guess what you have written. If it's something legal or critical, then e mail the board.

JulieS (Georgia)
Posts: 412

Posted:

Create a 'form' letter for most items that everyone can agree to for various items (late fees, ACC violations, etc.)that are repeatedly sent. Anything out of the ordinary or requiring more info, then check with the others or have the authority to write and send them on behalf of the HOA.

GeraldT1 (<Not Specified>)
Posts: 519

Posted:

DawnL,

May I suggest you develop and get board pre-approval of generic letters that are in response to a variety of your HOA matters/topics that will only require the insertion of name/address/date, etc. Then just Cc the Board members. I'm sure you have a "top ten" list of matters your HOA typical has to respond to.

GeraldT1
NNJ

LisaS (Illinois)
Posts: 341

Posted:

I write all of the letters for our association.

For the sake of efficiency I created templates for everything. The language was approved by the entire Board the first time it was needed.

Anything out fo the ordinary we discuss and alter templates as needed.

The best part about this is that whenever a new Board is elected, we will be able to give them something to start with. Even if they change the language, they can get up and running immediately. Also, our letters have continuity.

DawnL (California)
Posts: 37

Posted:

Thanks all!

Templates, less "red-tape". . .great suggestions.

Dawn

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