Newsletters – A Valuable Tool

An association newsletter is a valuable tool for educating and informing owners. The job of a community manager and board member is to communicate with the property owners. A great way to do that is to use the power of print. Here are some ideas for how an association can best use the newsletter to its advantage.

Ten Tips for Newsletter Content

1. Announce items pertaining to the owners' particular association.

Examples:
a) new pool keys will be distributed on a particular date and time at the association's pool area, in exchange for the old pool keys. Proper identification will be required.
b) As a reminder, please do not park in your deeded parking space or in a guest parking space beginning at 7:00 A.M. and until 7:00 P.M. , on Monday, April 4, 2005 due to asphalt work.



2. Inform owners of upcoming events.

   Example:
   The 4th of July Holiday Picnic will be held at 12:00 Noon at the Association's green belt area. Please bring a lawn chair and a dish of your favorite recipe to share.
   
   

3. Share information about the Board of Directors with names and titles of these individuals. Also, provide owners with important contact telephone numbers, fax numbers, and email addresses.

Examples:
a) List Board of Directors and Committee Members telephone numbers, fax numbers, and email addresses, if they want that information made public.
b) List the telephone number and telephone extension number, fax number, and email addresses of the Community Association Manager and Customer Service Representative.



4. Inform owners of upcoming meeting dates.

   Examples:
   a) Your scheduled Board meeting dates are as follows: Monday, January 10, 2005 , April 11, 2005 , July 11, 2005 and October 10, 2005 at 5:30 P.M. at the Association's Clubhouse.
   b) A Notice of Annual Meeting may be included in the newsletter.
   
   

5. Publish some of the Rules and Regulations.

   Examples:
   a) citing the association's Architectural Rules and Regulations can help to inform owners of the appropriate procedures. Just by including an article, you can help to eliminate frustrating architectural situations in the future.
   b) Thank owners who do follow the Association's Rules and Regulations.
   
   

6. Encourage owners to become involved with their Association.

   Example:
   Inquire if anyone is interested in becoming a Newsletter Committee Member or interested in other committees.
   
   

7. Inform owners with Board Member submissions to the newsletter.

   Examples:
   a) The President could provide an article to be published welcoming new owner's to the Association. The President may include some photographs of the association's past Annual Meeting and comment on the good turn out of members and that the Annual Meeting was able to be held on the first attempt due to the owners submitting their proxies in advance so that a quorum could be established
   b) Board members can alternate submitting interesting articles that will benefit the Association.
   c) Committees can submit articles about what's happening with their particular assignment.
   
    

8. Inform owners to be on the alert due to crime in their area.

Example:
Please do not leave items exposed inside your vehicle and lock your vehicle at all times when not in use, etc.



9. Inform owners of what is going to be happening at an upcoming Board Meeting.

   Example:
   Bill Barnes from the XYZ Painting Company will be attending the next Board Meeting to discuss the paint color choices for the Association's trim. You are welcome to attend and provide your comments.
   
   

10. Give tips to maintain and enhance the community and list local charitable and social events.

When owners are educated and informed about their association, they typically have fewer complaints. Communication is a key to a well run community and a newsletter is a great way to start!

June Irey, CCAM®
Vice President of Management
N. N. Jaeschke, Inc.
San Diego , CA