- Community Associations, Board Member 101, Technology
- Wisconsin, Indiana, Illinois, Florida
A condominium, homeowner (HOA), and townhome community association website can be a valuable resource in managing community operations and communication. It serves as a central online hub where residents can access important information and engage with their community. For community association board members, understanding the purpose, features, and legal considerations of a website is key to leveraging the website effectively.
Website Features That Benefit a Community Association
An association website should provide a range of features to streamline community administration, governance, and enhance resident engagement. Potential website elements include:
- Access to association documents, (ex. declaration, rules and regulations, architectural guidelines)
- Community policies (ex. trash, recycling, parking, noise levels, pets)
- Directory of board member and management contact information
- Association amenities information (ex. fitness center polices, swimming pool schedule, recreational court scheduling)
- Update on community projects (ex. road closures, landscaping, paving)
- Community events schedule and announcements (ex. garage sales, block parties)
- Assessment, dues, and fine payment options
- Submit architectural requests (ex. exterior painting, fencing)
By offering these features, the website can save time for both board members and association members while improving transparency. However, implementing these capabilities requires careful planning and ongoing maintenance to ensure usability and security.
Website Legal Considerations and Policy Development
When creating and maintaining an association website, board members must address several legal considerations. Developing a formal policy is essential to outline who has access to update the website and how data is managed. This is particularly important during times of board member turnover, as clear procedures will prevent disruptions and unauthorized access. Privacy and data protection must also be a priority. Community associations often collect sensitive information, such as resident details and credit card data for assessment payments. Ensuring compliance with privacy laws and implementing security measures (ex. encrypted payment systems) are critical steps to safeguard the association from potential liability.
Safeguarding Website Vendor Contracts: The Attorney’s Role
Additionally, associations should work closely with their attorney to review vendor agreements to ensure terms align with the association’s legal and data protection requirements. Vendors may include website developers and online payment processors. An attorney can help board members identify and mitigate risks by reviewing contract clauses related to liability, data breaches, and indemnification. They can also ensure that the contract includes clear language regarding the vendor’s responsibilities, timelines, and performance standards. This proactive approach safeguards the association’s interests and ensures compliance with applicable laws and regulations.
Legal Resource
A well-maintained association website is a reflection of a well-managed community. Regular updates to ensure the information is current, easy navigation, and responsive design for mobile access are factors in making the website user-friendly. Board members should also periodically review the website’s security features and compliance with policies to address evolving technological and legal landscapes. Ultimately, an association website is not just a tool for communication – it’s a platform for building trust and fostering a sense of community. By investing in a functional, secure, and user-friendly website, board members can provide a valuable resource that serves their residents well.
Do not hesitate to contact our law firm if your association has questions regarding vendor contracts, board member responsibilities, association policies, or other legal concerns.
Please call 855-537-0500 or visit www.ksnlaw.com.
Since 1983, KSN has been a legal resource for condominium, homeowner, and townhome associations. Additionally, we represent clients in real estate transactions, collections, landlord/tenant issues, and property tax appeals. We represent thousands of clients and community associations throughout the US with offices in several states including Florida, Illinois, Indiana, and Wisconsin.
Please note the material contained in this article is for educational and informational purposes only and does not constitute legal advice. No attorney-client relationship is established by your review or receipt of the information contained in this article. You should not act on the information discussed in this article without first obtaining legal advice from an attorney duly licensed to practice law in your State. While KSN has made every effort to include up-to-date information in this article, the law can change quickly. Accordingly, please understand that information discussed in this article may not yet reflect the most recent legal developments. Material is not guaranteed to be correct, complete, or up to date. KSN reserves the right to revise or update the information and statements of law discussed in the article law at any time, without notice, and disclaims any liability for your use of information or statements of law discussed on the article, or the accessibility of the article generally. This article may be considered advertising in some jurisdictions under applicable law/s and/or ethical rules/regulations. © 2025 Kovitz Shifrin Nesbit, A Professional Corporation.
