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Community Communications in the Age of CIOA Revisions

Posted by MyEZCondo on January 25, 2012 in CIOA, Communication, Newsletter

Community Communications in the Age of CIOA Revisions

I have had the opportunity to moderate numerous discussions between community association attorneys and concerned members of Boards of Directors from condominium associations about the impact of the revised Common Interest Ownership Act, commonly known as CIOA (pronounced like the state of “Iowa” with a hard “K” in front of it). In the state of Connecticut, it will impact nearly every common interest community in one way or another.

My primary business is producing newsletters and communication products for community associations. While CIOA does not specifically address newsletters and websites, it is clear to me that the spirit and intention of the law is to shed light on the business proceedings of the governance of condominium and community associations. Many of the provisions of the bill are designed to give homeowners access to records that are kept by the association, and, in particular those records kept by the Board of Directors, their appointed committees, and the firms that manage their properties or act on behalf of the association’s members.

I have long held to the position that a well-informed association is a content association. I have also openly declared the need for communities to have regularly scheduled newsletters, notices, website updates, and other methods of communication. It is clear to me that this new legislation also supports these ideals. It is not enough to serve in earnest on the Board of Directors. Top-notch recordkeeping and timely dissemination of important information to all association members is no longer a favor to offer. It is a legal requirement that could bring dire consequences if ignored.

To that extent, I encourage my fellow condominium Board Presidents and Members to strongly embrace the idea of openness. Not just as a requirement of law but as a best practice in governing. You volunteered to govern your community. You were elected to serve in the best interest of all residents. You should have no problem with having the “light of day” shine brightly on your governance. In fact, I would encourage you to embrace it and understand that communicating with your fellow condominium association members is an excellent way to gain consensus on projects, open yourself to new possibilities, and even foster an environment where new volunteers come forth to serve.

I acknowledge that new laws can be challenging. At 58 pages and counting, fully comprehending the new CIOA legislation is a daunting task and may best be left to your community association attorney. However, you can embrace the spirit of the law and give yourself an advantage in governing at the same time. If you don’t already have a community newsletter, there has never been a better reason to start one. If you do already have a community newsletter, there has never been a better time to give a good looking over and make sure that it is as CIOA-friendly as it should be.

You should evaluate your distribution channels as well. Newsletters and notices that are mailed to members are CIOA compliant. Website postings and emails can be CIOA compliant but open you up to the possibility of lawsuit if not received by your intended recipient. For me, that means I will continue to use email and website postings for general information disclosure but my newsletter and meeting minutes will be mailed as well. I would rather communicate too much than risk having a member sue my association for not properly disclosing information.

I am interested in your thoughts on the matter. I have posted this article on the MyEZCondo blog at www.myezcondo.com. Visit the site and search for “CIOA” to find this post. Tell me about your community’s communication challenges in the age of CIOA and how you intend to cope. Great communication efforts begin with a single conversation.

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Community Associations and Social Media

Posted by MyEZCondo on January 16, 2012 in Communication

Does your condominium association or HOA use Facebook, LinkedIn, Twitter or other social media? I’d like to hear your stories – successful and other. Post directly to the MyEZCondo blog or email me directly at bob@myezcondo.com.

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Maintenance and Construction. Fact or Benefit?

Posted by MyEZCondo on January 13, 2012 in Communication, Newsletter

Did your community get a new roof this year? Was your parking lot repaved? Was the pool filtration system overhauled? Were your decks replaced? Chances are pretty good that your community either underwent or will soon undergo a major construction or maintenance project. Don’t miss this opportunity to tell the story of your project or you may just be leaving money on the table!

I am often asked about the difference between a fact and a benefit as it pertains to preparing a community newsletter. As a former sales and marketing guy, you can bet I know the difference between a fact and a benefit. In construction and maintenance issues, the facts often describe the tangible details of the project such as the cost, the materials used, the contractor chosen to perform the work, how long the project will take and things of that nature. While those items are newsworthy, they won’t help you win over critics or skeptics. For that task, you will need benefits.

Benefits, quite simply, will help you tell your maintenance and construction story in such a way as to show your residents what is in it for them. Benefits are far less tangible but far more effective in explaining the need for a project and the reason to spend the association’s money. If you think about the last major purchase you made, you will most likely remember that why you bought the item is more important than what you paid for it or what you even bought. The same mentality applies to maintenance and construction projects. Here are a few examples:

Item – New Roof Installed
Fact – Shingles carry a 30 year warranty
Benefit – Interior of home stays drier

Item – Blacktop Sealing
Fact – Creates a waterproof barrier
Benefit – Underlying pavement lasts longer

Item – New Pool Filtration
Fact – More fuel efficient
Benefit – Saves money

Item – New Decks Installed
Fact – Made of Artificial Material
Benefit – Lasts longer, looks better

In many instances, money spent on today’s maintenance and construction project benefits all members of an association with lower costs in the future. Any time you maintain, protect, or enhance common elements of your association, you should do so for the benefit of your members. People want to “know” the facts but they “buy” the benefits. Use the power of benefits to keep your residents happy and informed about all of your construction and maintenance projects. You won’t just build a better property. You’ll build a better community!

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