Imagine the worst case scenario: you are on the board, the board is embroiled in litigation, and the opposing side wants to know what was said in an email. Suddenly you may find yourself facing the possibility of a third party rooting through your private email in search of information relative to the pending lawsuit. Clearly, this is not a position in which you want to be. Even worse, imagine you have been using your work email for association business. This now opens up your work server to poking and prodding by opposing counsel. Not only could this land you in hot water with your boss, it could risk the exposure of your company’s confidential information.
Fortunately, there is a simple solution! As soon as you are elected to the Board you should create a new, individual email account solely for association business. Some examples are:
This email address should be used to conduct all association business and nothing else. None of your personal or work email addresses should be used, in any way, for association business. That way, if the worst case scenario comes true, your private and confidential work and personal information is secure.
If you have any questions on the above or regarding use of email for association business, please contact any of our attorneys at (303) 432-9999 or email your request to [email protected].
Excellent advice for all our Association Board members to act on.
We created a “[email protected]” e-mail account for the president. All official correspondence among directors is saved. We’re assuming all correspondence with the manager is saved on the management company’s end. Anything else does not pertain to the HOA.