Suggestions for Effective HOA Communication
| Rainberry Bay Delray Beach's best kept secret |
 | |  | |  | |  | |  | |  | |  | |  | |  | |  |
| Website designed by: KRWells Copyright (C) 2008 Rainberry Bay. All rights reserved. |
Effective communication helps to establish harmony in the community. The
more effective the communication, the more successful will be the
management of the association. A difficult aspect of communications is
and/or access information. There are numerous methods for the
association to facilitate good communications.
Annual member meetings and annual reports: An excellent opportunity to
showcase the association to its membership
Association Newsletter: One of the primary vehicles for communicating with
the members throughout the year
Social Activities: A good tool for stimulating interaction amongst the
membership, as well as establishing board contacts
Website/internet usage: To maintain a flow of communication, create a
website that is available to the members any time
Bulletin boards/postings: A centrally located bulletin board (i.e. clubhouse
facility, gate house entrance) where members can post and/or access
notices and information
Informational meetings: Over time, community associations will develop
more political clout and become a major voice. It is important to recognize
this trend and provide additional information resources to the membership
Communicate, communicate, communicate. Then communicate some more!
more effective the communication, the more successful will be the
management of the association. A difficult aspect of communications is
and/or access information. There are numerous methods for the
association to facilitate good communications.
- Provide an excellent information booklet to brief the potential buyer on
the association - Review the association documents and/or the state statutes to
determine what information the association is required to provide to a
potential buyer - Explain how members can become involved and participate in the
association - Welcome letters/committee: After a new member moves in, assist
them in learning about their community - Provide a brief explanation of what the association is responsible for
- Announce the name of the management company and/or the
Association Manager. - Provide a list of documents that the new homeowner should have
received when closing escrow on the property - Provide a map of the project that shows where the association
amenities and facilities are located - Provide an explanation of the annual assessments; when
assessments are due - Detail when the Board meets, if applicable
- Have a Welcome Committee to greet new members
Annual member meetings and annual reports: An excellent opportunity to
showcase the association to its membership
- Hold the annual members' meeting as required by the bylaws of the
association. - Provide a recap of the past year's accomplishments.
- Report on the upcoming year's activities and goals.
Association Newsletter: One of the primary vehicles for communicating with
the members throughout the year
- The Association should establish an ongoing, scheduled newsletter
program - The goal of the newsletter should be to communicate a full range of
information to the membership - Recruit homeowner reporters to draft articles
- Always include articles about board briefings and/or minutes from
board and/or annual meetings - Make the communication fun and easy to read
- Use tasteful graphics to explain key points
- Include consumer features, such as legal issues, trends, and general
information that matches the demographics of the members
Social Activities: A good tool for stimulating interaction amongst the
membership, as well as establishing board contacts
- Plan and hold holiday parties and events
- Organize block parties
- Recognize outstanding members who participate in association
programs - Ask if there is any interest in Association social clubs
- On a periodic basis, plan a community wide event, such as
yard/garage sale, craft/bake sales, etc.
Website/internet usage: To maintain a flow of communication, create a
website that is available to the members any time
- Include information that can be accessed by members of the
association - Provide weekly alerts and reminders that facilitate positive interaction
with the association - Announce any timely changes in operations, such as major repair
work on the pool - Place links on the website that allow members to access local
services, government entities, school sites
Bulletin boards/postings: A centrally located bulletin board (i.e. clubhouse
facility, gate house entrance) where members can post and/or access
notices and information
- Select a convenient location for services providers to post flyers,
advertisement - Members can place for sale items within approved flyers
- Association meeting notices can be prominently posted.
Informational meetings: Over time, community associations will develop
more political clout and become a major voice. It is important to recognize
this trend and provide additional information resources to the membership
- Invite local, state, and national government officials to meet with the
membership - Organize a neighborhood watch kickoff meeting
- Work in conjunction with the local police authorities to implement a
community-wide policing program
Communicate, communicate, communicate. Then communicate some more!
With the mailing of the documents, some interesting issues and discussions have
been brought up. When elected, the community assumes each board member will
fulfill certain roles and duties, including financial and legal, that will preserve and
enhance our community. Most of the time, these duties are clear. The grass must be
cut, security maintained, repairs made. What's more difficult is knowing the thoughts
of the community when it comes to setting policy or rules.
The current board is overall a cohesive group where no one group holds a majority
and no one seems to be putting forth their own personal agenda. But, what about
reversing or changing previous boards policies. We need enhancements to the front
entrance, but does that mean we should undo what was done just a few years ago.
Does it mean reversing the clubhouse usage fee because a new board feels it's too
high. A previous board also thought their new, higher fee served a good purpose.
So how does the board decide what's in the best interest of the community they
represent and what represents the opinion of the majority? Is what the majority wants
always in the best interest of the community? There are many who want to spend
very little money on improvements and say that the status quo is fine. Other
Rainberry residents say that we must look to the future and consider refurbishing and
redesigning areas of Rainberry Bay in order to improve our quality of life, and, in turn,
attract new residents to our community. This community is better served when
individual board members know the thoughts and beliefs of as many members of the
community as possible.
Does the community want to allow any dogs, or one dog or two? Do they want new
owners to be allowed to rent their property? Should the board restrict the length of the
lease or how often a property can be rented? Do we want a cafe or a putting green?
Should we reconstruct the steam rooms? How do we balance the wants and needs
of the original residents with those of the newer residents, many of whom still work.
Do we put more weight on the opinions of the most vocal 50 or 60 residents we hear
from most often? It is said that the association is a democracy on only 1 night a year.
That's election night when there is a residents' meeting to elect new board members.
After election night the residents must hope they've picked wisely.
We would very much like to hear from more of you. Come out to a meeting. Let us
know what you think. Participate in your community. Vote on the documents. Send in
your HUD form. Come to candidates nights. Say hi to your neighbor. Tell board
members what you think.
been brought up. When elected, the community assumes each board member will
fulfill certain roles and duties, including financial and legal, that will preserve and
enhance our community. Most of the time, these duties are clear. The grass must be
cut, security maintained, repairs made. What's more difficult is knowing the thoughts
of the community when it comes to setting policy or rules.
The current board is overall a cohesive group where no one group holds a majority
and no one seems to be putting forth their own personal agenda. But, what about
reversing or changing previous boards policies. We need enhancements to the front
entrance, but does that mean we should undo what was done just a few years ago.
Does it mean reversing the clubhouse usage fee because a new board feels it's too
high. A previous board also thought their new, higher fee served a good purpose.
So how does the board decide what's in the best interest of the community they
represent and what represents the opinion of the majority? Is what the majority wants
always in the best interest of the community? There are many who want to spend
very little money on improvements and say that the status quo is fine. Other
Rainberry residents say that we must look to the future and consider refurbishing and
redesigning areas of Rainberry Bay in order to improve our quality of life, and, in turn,
attract new residents to our community. This community is better served when
individual board members know the thoughts and beliefs of as many members of the
community as possible.
Does the community want to allow any dogs, or one dog or two? Do they want new
owners to be allowed to rent their property? Should the board restrict the length of the
lease or how often a property can be rented? Do we want a cafe or a putting green?
Should we reconstruct the steam rooms? How do we balance the wants and needs
of the original residents with those of the newer residents, many of whom still work.
Do we put more weight on the opinions of the most vocal 50 or 60 residents we hear
from most often? It is said that the association is a democracy on only 1 night a year.
That's election night when there is a residents' meeting to elect new board members.
After election night the residents must hope they've picked wisely.
We would very much like to hear from more of you. Come out to a meeting. Let us
know what you think. Participate in your community. Vote on the documents. Send in
your HUD form. Come to candidates nights. Say hi to your neighbor. Tell board
members what you think.
- Norma Koff, President