creating a website

Gloria,

My gut reaction to your question was "don't bother with it" I say that for 2 reasons. From experience, with the really small size of your HOA, I do not think that you would get your moneys worth out of it. You would be suprised on how little web sites are used by the membership.

When my Florida HOA set up a website, the 565 homes were supposed to use it for everything, including ARC requests, notes to the P.M, complaints and minutes of the sub sections and Master meetings. The first year there were less than .5% usage. The next year it dropped off some but then picked up at the end of the year to about .7%. So history does not guarantee that it will be successful.

set up a yahoo or google groups site for free. I prefer yahoo groups, you can post photos, upload documents, it has a calendar for events, you can moderate messages if you need to, you can control who joins...

To get the member to look at they need a reason. You have to put up things that they are looking for.
I.E.
I need an outside wrought iron railing replaced. Where do I find someone who does that. I call search and search and don't find much or the ones I find do not want to do it because it is too much trouble for the size of the job. Other people in the hood have similar problems. Some of them have had it fixed. But by who? Your website can maintain a list of handymans, landscapers, a list of places to get some of the obscure architectural items that are require by your guidelines, etc. This could be a list that actual members have used or recommends. You could drive by and see the contractors work.

Place the trash schedule. Ours is complicated to me. One week it's plastics, another it's paper. Every other week it's yard debris, etc.

Place these kinds of things. People will only go to a website when they need something.

Gloria - Summarizing the previous comments, websites are potentially terrific technology for accomplishing all sorts of communications and processes associated with HOAs. What prevents the "potential" from becoming fully realized is that typically the spectrum of HOA members ranges from "geek" on one end to "luddite" on the other. Most people fall somewhere in between such that:

1). A certain percentage will never go to the website
2). A certain percentage will either check the site every once in awhile or only when prompted
3). A certain percentage will go to the site frequently to see what's new.

Within certain boundaries, it is possible to modify/encourage changes in those baseline percentages both by website content (e.g. something the folks want or need), and website function (it's possible to allow members to receive automatic email notifications of selected updates/changes/new information on the site).

You can visit our community (103 attached fee simple villas) at: http://tinyurl.com/4sf8ms

I've used a "tiny url" link to conceal the website software vendor in respect to our sponsor here.

Also, if you'd like to get a temporary full member access to our website to see some of the capabilities, you can email me privately at [email protected]

Gloria - Here's what we do .. .. ..

Not everyone in our community has internet access.

Even if everyone did, we would still distribute via hard copy ONLY those governing document mandated notices, ballots, etc. For example we are required to "notice" all owners about the upcoming annual meeting, so we do that via hard copy. IF everyone had internet/e-mail access, I think we would consider a campaign to obtain "waiver of notice" agreements that allowed notice to be given via e-mail and/or website.

Nonetheless, we have saved substantially, by not distributing newsletters and other non-mandated communications in hard copy anymore. Actually, I should say that we still distribute hard copies of these items ONLY to people without internet access. Still, it has reduced our printing/postage costs by ~80% or so.

It also allows for a greater frequency and scope of communications, because we're not constantly looking at "how many pages we'll have to print" or "how much postage will such a mailing require" anymore.

The comments here on low website usage by members are correct, if all you have is a basic non-interactive website. As you know from the header on this website, HOATalk offers community websites via our Community123.com service.

Here's what we have learned over 4 years of building community websites:
(1) It's true that members will only visit the site when they need something, but even this is a big advantage for the Board. Every question answered via the website is a question the Board does not have to answer or pay their manager to answer. Use your website like a 24x7 online reference library to provide community docs, rules, contact info, billing contacts, forms, etc. This is the most basic use of a website.

(2) The items in (1) above are provided by a basic, non-interactive website. However, if you want to make the best use of the Internet you must push information to your members and pull them to the site. You do this with email. For example, our websites provide email announcements where you post an announcement on the site and it automatically emails all members the announcement (to follow SPAM guidelines, the members can opt out as they like). This meets your desire to get info out to the members fast.

(3) Offer interactive features: For example, we offer an online Suggestion Box where members can post a suggestion/question to the Board. The website emails the question to the entire Board and any Board member can log in an answer. The website emails the answer to the member and it stays on the website for other members to see as well.

Other interactive features are things like self-service online registration, multiple security levels, online clubhouse reservations, etc.

If you combine a basic website, proper security, website email notices and online interactive features then the site can really be an asset to the community.

If you are interested in trying such a site, HOATalk & Community123.com offer a 2 month free trial (free build and free service). It's no risk and if you keep it the cost is only 19.95/month for your size community ($239.40/year).

Best Regards,
HOATalk.com

Gloria, our community has has several websites made fot the community from some homeowners who live here. One is under review by our Attorney's and the other had a long life but the webmaster got a little drained and overwhelmed and took the site down.

What we found is that having a chat/forum on the website was only utilized by those who wanted to leave complaints, get nasty and bash the Board while being allowed to hide behind the internet with the anonymous status. False allegations/statements were thrown around because of ignorance and mere fact that the Board cannot please everyone 100% of the time.

Recently we had another homeowner who wanted to start another website that was endorsed/monitored by the Association and PM. There was no way we would do it unless people had to register using their address and real names, something we could cross reference and something that would hold anon people to their comments. He could not do that for us.

I, not knowing your audience-only upon my experience, would suggest doing a website that does not have an open forum/chat/venting area. They can be very useful with getting information out to homeowners and providing quick access to community forms.

An alternative to discussions would to put out polls with select answers then publish the results. You might not get any new ideas but everyone could get a feel for the community mood on subjects. Just ask around the community for poll topics. Of course as always with anonymous logins you could have people from all around the world replying. But then again how many people around the world would waste their time if they don't have interest in the community.

I would mention that HOATalk missed one thing. The site can be a service to owners. Yes, they can find the right person and get a new copy of documents. Or, they can simply go get the things.

Also, you could probably allow for minutes to be published online only and allow for hard copy provided on request. This would save postage if you send them out regularly.

Cool buddy !!
I used this site http://www.goresellers.com/ for building a website & got nice solution.
Once u got the reseller account u can proceed hosting for your work & can sell to others too & can earn profit ..
Hosting your plan for your site here ,it makes you feel secure.. You can park or even build your site here at mean cost.. Website tonight provides you a wide range of services and plans at reliable cost. You can use the pre-built designs and contents available here wherein you can just pick a design,make it yours and publish it..Do browse through the site for further details.
Cheers!

GloriaL
1. Visit blogger.com Its from google, its free.
2. Sign up, and start your website yourhoaname.blogger.com
3. Start by posting your latest newsletter
4. As time goes on, post more things.

You don't need any help to do this or talk it over with a committee. Just sign up and start using it. Only one person is going to get this project started, and that person is you. Over time it can evolve, but it needs a kick in the pants to get started.

Good luck.

Gloria,
I am a big supporter of websites! We have a 76 member POA and our website has been used by all but 1 member.
I originally collected contact info from all members to include email addresses. Yearly, I email everyone to make sure all info is current and make sure they still want email to be their source of contact. I update the website at least monthly, sometimes weekly, and about every other month or anytime something important is posted I notify the members that the website has been updated and they should check it out. Currently we don't have a public site. It is password protected for members only. When I send notice of update, it includes a link and shows the login info so they don't have to go dig it out.
None of our members have ever asked for a copy of the minutes. We only print a copy for the official Book. The only thing we print is the ballots, a short letter, the Annual Member meeting notification all mailed to each member in the same envelope, and a packet for the Annual meeting. We don't distribute minutes and notices other than through the website, although we would if requested.

Originally, we had 5 members we had to mail things to, but now only 1. Even one of our members who we thought would never get a computer uses our website and has nothing but good things to say about it.

The info on our site includes Board and ACC member info with pics, Files (includes CC&R's, Bylaws, Policies, Minutes, ACC info and forms, Instructions, Waivers, State Laws that pertain to HOA's), News (includes notices, calendar, reminders, request for volunteers, projects that need done, meetings, Assessment Stats), Past Notices, Movies, Photo Albums, and Thank You's. We are working on a FAQ page, Survey page, Links, and a page highlighting the business owners within our community.

One thing you have to ask yourself when considering a website is who will commit the time to keep it updated? Even if you hire someone to put it together and upload the items, someone will have to send them the info.

Lynette,
Spammer or not, your post is most welcome and seems to be a relevant topic at any time.

Our experience in our 65 unit condo is identical to yours for the most part. We also send out e-mail blasts, as you do. Our site is maintained and monitored by an interested homeowner and she has done a great job.

It would be an asset to have a section on this site to post the url of the folks that pass this way. Maybe that could be discussed.
I would imagine the people that maintain these web sites would welcome the chance to go to one source and look at different HOA sites. I do not believe these sites should be turned into Real Estate tools for selling and renting property, but we do have a section on our web site that is public and gives a nice nonpartisan overview of the complex in general, including a sort little slide show of pictures and sounds. The woman webmaster learned some of the construction techniques while on a ten day cruise. Elsewhere, there is a thread about justifiable expenses for Board Members. Do you think a cruise and taking computer classes would qualify, even if not a Board member?

Holy Smoke Steve,
That was all said tongue in cheek. She is a great friend of mine and would never think of such a thing and disown me if she thought I would be serious about such an idea.

Steve,
You are correct, you are not the first to tell me my sense of humor is somewhat distorted.
I try but fail miserably.

We created a blog page (pages) to get information out to our 115 homeowners. We put a visitor counter on the site and we average 5 hits/day. The most was 13. We put up signs about the blog and flyers on every door. It is a free site to create our blog, but the effort maintaining it has been time consuming. We are going to keep it going for now, but not sure it is useful. The showing at our annual meetings are not better. The reality is, approximately 10% will support you, 70% will be apathetic, and 20% will oppose you no matter what. But those 10% are gems, and they are worth the work maintaining the web page. We have news, our By Laws, state/county statutes in regards to homeowner associations, useful phone numbers, listing of our voting place/govt. reps, and page or local/regional events and activities to keep it interesting. Anyone can post a comment, but it set-up where the comments are moderated before being published to weed out inapproprate content. Good luck,it is hard to take when you are gung ho to get people involved in their neighborhood only to find out not everyone feels the same way.

Couple of points:

First, those daily "hits" could actually be even lower than you think. Most of them are probably search engine bots or spiders.

Second, HOA boards/forums are rarely frequently used because there is not reason to go to an HOA site daily, weekly or even monthly, for most people.

It is not an interactive draw by any means.

At best it is a "brochure" or "business card" site, one that simply houses information that homeowners may need but have no daily (or even monthly) need for.

When people in your association go online, trust me, it's not their HOA website that they're jonesin' for.

Don't worry about the lack of hits.

Sometimes you'll get more around the time assessment statements go out.

Or if you're going to be having an amendment vote, it might get some traffic then.

Otherwise, "build it and they will come" just simply doesn't apply to most HOA websites.

I am not sure what high-jacking a post is ...the original post was old, but commnents recent. I think we will keep the web page for now. I agree with you, Robert, the few that are willing to be involved are the ones that will help make a difference and they are also the ones looking at the site. Even if only 10 look at the site, they each may talk to another neighbor, thus the word gets out a little farther. This is the 1st time that we have had trustees trying not only to better the neighborhood, but be transparent as to how the assessment dollars are spent. A few deliquent (pun may or may not be intended) homeowners say they do not pay because they do not where their dollars go. The Trustees have literally gone to their door with records of expenditures. The web site came about as a chance to explain to residents what their dollars go for, and why. We have tried to add regional events to keep them interested in returning to the site. We have also listed news about neighbors...who doesn't want to know their neighbor creates life-size dinosaurs?! I also agree with you, Michele, it is the 1st place someone is going to surf...but, we can try.

Jan,
I thought you were discouraged by your association not responding, but now I can see you may be just getting started, after all, this is the first chance your association has had to be an association.

It may be easy for you and a select few to understand the benefit of active owner involvement and may seem impossible to think you can move some (not many) off the dime. One thing your new Board must realize is they carry the hammer and it is effective and can be used for many purposes, one being "fines' to get people attention. They won't like it and you will have to be careful to be fair but you have the authority and if they want to know where there money is going show them it is being spent on lawyers to defend the mandate of the Board. Legally, Boards must protect the association and this is done by following the covenants. Don't use the covenants to make money use the covenants to get the attention you lack. Your board must convince the owners they have a legal obligation to obey the covenants, don't worry about someone carping and say you don't obey all the covenants therefore you can't enforce any of them. Just keep on doing it and let them take you to court. Who loses when that happens, the offending owner and the association, the offending owner loses twice, that's the difference. No one said the owners were stupid, if the board is smart the owners will pay up and pay attention. The board has to be proactive to be effective, if they are effective the people listen and there is no need to issue fines. All the above may take a lot of time but you all set the road to follow and each following board will follow that road. You know that by the series of bad boards you had in the past, good boards bred good boards.

Good luck, just be smart and take your time and little bites will make a change, you may even find you like the challenge, sounds like you do.

I launched a free blog for my HOA at blogger.com........people in the neighborhood found it. It's simple and effective as a straight communication tool if not a promotional site for your neighborhood. I've since donated space on my individual web account to the HOA at no extra cost to me and built a regular website. Honestly, I update it about once a month but get hits from people, banks and realtors looking for documentation and information more than late-breaking announcements.

It also exists to make public announcements to the community in addition to being promoted on sandwich boards prior to monthly meetings. Once you learn it exists, it's not the HOA's fault if a resident misses an announcement on something. But, at least, they had the chance.

Domain names = $10/year

Web Hosting = $7/month

Your Time = up to you in terms of commitment as webmaster

It's a simple recipe.

With all due respect, yes it is the HOA's fault if a resident misses an announcement that was communicated on-line only, and it is very presumptuous to make the comment "at least, they had a chance." In our association fewer than 30 percent of the residents use the internet regularly. Fewer than 10 percent are willing to share an email address with us.

Even in this "plugged in" world, very many, in fact a great many HOA controlling documents require US Postal Service notification for almost any association-related communications or notices.

An HOA can not abridge that simply because now it has a website.

A website is a nice adjunct to a complete communication plan. However, the fact remains, on-line only communication is a recipe in failure.

I have created a website for our condo association. It tells our philosophy, contacts, official documents, upcoming events, recommended contractors and senior tips. We have actually had person to person sales from this website.

TishS, I don't post here much anymore, but look in every so often. Would that it could be, that every HOA had an owner with your knowledge and the ability to make your point.