Fixing Our Community’s Communication Gap
In our HOA, owners are told they can send letters to the board via the president or management office to be included in the monthly board packet. However, there are no guarantees that every letter makes it into the packet; a process that raises significant concerns for owners and board members alike.
Brought to you by Drew McManus, your neighbor in 7908.
“Owners are always encouraged to send ideas, questions or concerns to Management and/or me and indicate that you would like your correspondence included in the Board Packet.”
That’s the assurance our HOA president, Scott Timmerman, has made to owners on several occasions, most recently in the December 2024 HOA newsletter. All things being equal, this is a level of commitment that should give every homeowner confidence their voice matters.
But for too many owners who have taken the time to write to our board, that promise is selective.
- Owners take the time to carefully craft their letter then submit it through the prescribed channels.
- But weeks later, they have no idea if their letter was received, made it into the packet, if board members ever saw it, or what – if anything – was decided.
Each month, homeowners follow Timmerman’s channels and write letters trusting they’ll reach the board members who make decisions about our community. Yet some letters seem to vanish into a system with no transparency, no confirmation, and no follow-up. Even more concerning? Board members themselves might not know which letters they’re not seeing.
A Black Hole For Homeowner Concerns
Here’s the catch: despite the Timmerman’s assurance, owners have no way to know if our letters actually make it into that packet. It’s like dropping a message in a bottle into the ocean, you hope it reaches its destination, but there’s no way to be sure.
Not only do they receive no updates about their concerns, but a review of board agendas reveals an even deeper problem: owner letters are never listed as discussion items under “New Business,” nor is there any designated time for board members to address these communications.
In fact, the agenda doesn’t even include a standard item asking if board members wish to discuss any owner letters from the packet. This isn’t just about missing follow-up communications. It’s about a meeting structure that effectively sidelines owner input by design and promotes disenfranchisement.
The Dangers of Selective Inclusion
The selective inclusion of owner letters presents risks for both the community and individual board members:
- Risks For Owners: Without transparency, owners cannot trust that all perspectives are being considered. This can lead to the perception of favoritism, bias, or even censorship.
- Risks For Board Members: Board members rely on these packets to make informed decisions. When they see some owner letters included in their packets, may feel unfairly targeted when they hear reports of excluded letters. This lack of transparency creates an environment ripe for manipulation, allowing those responsible for letter selection to pit board members against owners by selectively presenting information.
A Better Solution: Direct Communication Form
The issues with this process highlight the need for a standardized form for owners to contact all board members directly and request their letters be included in the packet. This would be a key element in a process that includes:
- Acknowledgment: Confirmation that the letter has been received.
- Transparency: Confirmation that all board members receive the letter as submitted.
- Follow-Up: A mechanism to ensure owners are informed about any discussion or decisions resulting from their input.
- Standing Agenda Item: An assurance that any board member feels comfortable initiating a discussion about any topic from an owner letter.
Implementing such a process fosters trust, improves communication, and ensures all voices are heard, creating a stronger and more engaged community. Until that happens, I’ve created the closest approximation: a form you can use that sends your letter to each individual board member. You’ll receive confirmation that your letter was sent but the remaining steps in the process are up to the board.
To ensure your voice is heard, use this form to send your letter directly to all board members.
Curious to learn more about some of these issues? Feel free to get in touch, I’m happy to chat.