INDUSTRY JOURNAL Vol . 8
parties , to commend ‘ good neighbours ’, to award prizes or give recognition for service , or to highlight action items in meetings . Currently , with so many people having computers , and so many simplified publishing programs , most communities could find someone who would do the good deed of producing the newsletter for circulation . Absolutely , however , no one person should be authorised to send out or submit the newsletter to the community without editing or careful consideration of what is said . There are legal ramifications to certain actions and statements .
Newsletter don ’ ts :
• Do not publish the collections list in the newsletter to shame people into paying their levy accounts .
• Do not mention names or conduct , or disciplinary actions to embarrass people into compliance .
• Do not mention homeowner or resident names at all , unless in the context of a welcoming message .
Social activities
Associations that have some social activities during the year tend to have better community spirit . Some associations have an annual party of some kind , like a Christmas party , or an annual braai . Some associations combine a social activity with the annual meeting , to bring people out . Some associations have social hour before the board meetings , but caution is in order . If the association serves any liquor at these functions , it may be asking for trouble . If liquor is served at social functions , you need to check with your insurance carrier to make sure that you have coverage for incidents related to alcohol that is served . Even if you serve a glass or two of wine before an annual or board meeting to those attendees , you are risking ‘ incident ’, ‘ loose talk ’, and / or a lack of formality that may hurt the association , or abusive interaction from someone who can ’ t handle alcohol .
Periodic reporting to the membership
Even if your association does not have a newsletter , or plan social functions , it can keep the community well informed through distribution of necessary documents . Each year , associations are required to send out a pro forma budget , information about the reserves , financial statements , alternative dispute resolution summary , collection policy , fine policy ( if fines are to be imposed ), insurance information , information about construction defect lawsuits , and attorneys ’ fees , about how to get copies of the association minutes , about meetings and meeting dates , and the list gets bigger each year through the legislative process . Although I don ’ t believe many in the community are as likely to read financial reports or official-looking documents as they are a newsletter , at the very least the association can use its policy of widely distributed and disseminated information in its defence , if anyone attempts to argue that the board is secretive , inept , inadequate , or inattentive .
The association has to ‘ capture the community ’ to avoid widespread apathy . It has to continuously work to keep the community interested in what is happening . It is important when the association needs to put a ballot out to the community that the solicitation materials not only satisfy legal requirements , but that they also explain the problem or need for response in lay people ’ s terms . Associations that have lawyers who write the solicitation letters without any feedback as to whether even the board can understand what is being said are doing a disservice to the community . Certainly , there are times when attorney input is needed , but in my experience , having someone from the board jot
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