“All The News You Need And More: Association Newsletters” – KSN attorney David Savitt discusses the use of newsletters within community associations. He reviews the role a board member has in creating content, reviewing contributions, setting standards, and more!
(13 mins.)
The KSN Podcast examines various aspects of association law, landlord/tenant issues, property tax appeals, and more.
In each episode, KSN attorneys share their experience and knowledge as they discuss legal updates, best practices, industry trends, and more.
KSN Podcast episodes are available here: www.ksnlaw.com/podcast
Subscribe to the KSN Podcast where podcasts are found including:
You can also listen to the episode on YouTube:
For more info about our law firm and legal services, please visit www.ksnlaw.com.
Episode Transcription
Nikki: You’re listening to the KSN podcast and today we’re talking about association newsletters. Welcome to the KSN podcast where you’ll hear from KSN attorneys as they share their experience and insight on legal issues surrounding community associations, collections, property tax appeals, and landlord tenant law. I’m Nikki and today we’re joined by KSN attorney David Savitt. David practices condominium, townhome, homeowner, and master law. Hi, David, welcome to the podcast.
David: Hi, great to be here.
Nikki: Our topic today is the use of newsletters within a community association and the decision to start a community association newsletter opens an exciting new chapter for a condominium, homeowner or HOA or townhome association, and a newsletter can help promote neighborhood events, provide updates on association projects and encourage owner engagement. But David, where do you start with that?
David: Well, if board members, community leaders or property managers do not have experience creating a newsletter, it can seem overwhelming. Whether you’re beginning the process or working to improve an existing association newsletter, an attorney like myself can provide a few ideas and highlights some best practices.
Nikki: All right, David, I know you’ve seen it all. You’ve seen good newsletters and bad newsletters. So, today let’s talk about some of the best practices you might recommend an association to follow to ensure they’re distributing a well thought out newsletter. To start, whose responsibility is it to create and send out an association newsletter?
David: Well, that responsibility would fall on the board members, longtime residents and engaged owners as they can each contribute to an informative and engaging newsletter. Content creator and editor roles can be assigned by the board to different association members to maintain accountability and allow for different perspectives.
Nikki: Are there any design formats that should be followed when creating a newsletter, you know, allowing for different perspectives can drum up a lot of different ideas, I’m sure.
David: You don’t need to be a design expert to create an effective newsletter, but appearance does matter. A good newsletter is eye-catching, but not an eyesore nor is it inconsistent or cluttered as that can distract from useful information on the newsletter. There are a few less is more suggestions that I have for instance, make sure the text is large enough to read, choose between two or three legible fonts and choose an appealing, but controlled color palette.
Nikki: And David is a quote unquote neighbor of the month spotlight, something that can or should be incorporated in a newsletter.
David: In my view, newsletters are the perfect way to recognize the efforts of association members. Residents are more likely to read the newsletter if there’s a chance they might be featured. Home and unit owners may also be more apt to volunteer in the future if they know their hard work is going to be appreciated. For example, the newsletter can highlight neighbors who organize a food or coat donation drive, plan a garage sale or block party, volunteer for a committee just moved into the association or even have an upcoming birthday, retirement or wedding.
Nikki: Yeah. David, I think it is a great idea to have a neighbor of the month spotlight. I mean, a quick example for myself is the gym that I go to every month, they send out a newsletter very similar to something that an association would do and they highlight a member of the month. So, in the same sense for an association, it’s really a great way for you to connect with your neighbors and maybe you have somebody that lives a few blocks over, a few condos down or the next townhome building besides you that you might not know. It’s a great way to really kind of promote camaraderie between all of the neighbors and really get to know everyone that’s living in your community. So, with that being said what is your opinion on adding pictures or graphics into a newsletter?
David: Well, as the saying goes, a picture is worth a thousand words. Adding graphics and photos to your newsletter is a great way to break up blocks of text. It also provides visual appeal, which as we discussed earlier is important. Here are a few ideas; ask residents to submit photos of community events, share flashback photos of the community and residents, or you can share progress photos of association’s construction projects that are ongoing at the community.
Nikki: Should an association stick to posting information about the same topics each month, or should they change it up?
David: You definitely want to change it up. While regular sections like association projects and resident announcements can be community letter mainstays, it’s always good to keep the content fresh. Variety keeps people turning the pages. Some suggestions that you can use might be adding an advice column with DIY and gardening tips, creating a holiday decoration contest, including blurbs on energy saving tips and incorporating an owner’s only classified section.
Nikki: Yeah. David, I can definitely see how changing it up would encourage participation amongst neighbors and residents. Changing it up is obviously going to kind of keep people engaged as opposed to reading something that’s kind of I don’t want to say quote unquote boring, but just a little stale where if you expect something different each month, you’re definitely going to catch my attention and want me to come back and continue to read that newsletter each month. So, going into content for the newsletters, should associations include updates on local state or national news, or, I mean, how about all three? Should we include stuff from all three or what’s your opinion on that?
David: In our view, it’s best to keep it local. Association newsletters can be a great way to share information about the surrounding community. People don’t want generalized or vague content that barely applies to them. Reminders about local family-oriented activities, crafts and fairs, elections, farmers markets are all relevant to the residents living in the community. You can also share information about upcoming construction projects that will affect traffic near one of the entrances to the neighborhood as well.
Nikki: David and I are going to take a quick break, but when we get back, we’ll continue discussing the best practices when having a community association newsletter
Michael: I’m attorney Michael Kreibich and I’d like to ask if you’ve downloaded the KSN app. Here are some of the app’s features; 24/7 real time access to KSN collection status online portal featuring updates on active collection, foreclosure and landlord tenant matters, articles and booklets authored by KSN’s experience association tax and landlord tenant attorneys, access to our schedule of upcoming educational events and you can view snapshot profiles of all KSN attorneys with contact info and mobile accessibility. The KSN app is now available for free download in the iTunes app store for your iPhone and iPad. The app is also available for free download in the Google play store for your Android phone or Android tablet, just search for Kovitz Shifrin Nesbit. We invite you to download the KSN app and learn what our law firm can do for you. We look forward to demonstrating how Kovitz Shifrin Nesbit has earned the trust of thousands of clients over 30 years.
Nikki: And we’re back. I’m here with attorney David Savitt and we’re discussing the use of newsletters in community associations. So, David, before the break, you mentioned that having a quote unquote neighbor spotlight section and encouraging different perspectives can promote camaraderie amongst neighbors. I mean, do you have any recommendations on how to further encourage participation?
David: Well, certainly the board doesn’t want to squash any request to participate. When owners are encouraged to contribute and submit original articles, they feel valued and heard. A newsletter that includes different opinions from a variety of different people is unlikely to ever be dull. By only representing the views held by board members, a newsletter can disappoint or alienate the community and it’s hard to recover readership if that happens.
Nikki: So, if we’re going to encourage participation amongst neighbors, are there any restrictions on information that should be posted in these newsletters?
David: You want to get permission. It’s exciting when a resident of the community starts a new business, retires or has a new baby for instance, but make sure before you include their information in your newsletter, you get their permission to do so as we don’t want to have any issues with privacy or things like that. That could be a problem if you don’t get permission.
Nikki: David, so we talked about keeping information maybe more local, keeping it in with your town updates, of your county and what maybe it. I see this as a great avenue to promote local businesses in your community and is an association allowed to sell ad space in their newsletters, maybe to some of those local businesses that kind of want to get out in the community a little bit more?
David: Absolutely. Whether you live in a sprawling suburban HOA or a downtown condo high-rise, some local vendors are willing to pay to advertise their services to association residents. These services can encompass common owner needs such as landscaping, pest management, dry cleaning, home repair, or food delivery. As such some associations sell advertising space in their newsletters to cover printing and production costs. The ideal ad to contact ratio will vary depending on your newsletter, but you certainly don’t want your newsletter to look like junk mail. After all the work of creating a newsletter, you certainly don’t want it to end up in the trash.
Nikki: Yeah. David, I totally agree. Sometimes less is more. You want to be able to promote businesses and organizations within the community, but definitely don’t drown out the kind of important things that should be going in those newsletters, which are updates about your actual association or community association there. So, would you recommend associations including rural reminders as kind of, you know, that very important information that needs to be included?
David: Sure. A newsletter can include links to frequently requested association items such as the community bylaws, property improvement request forms and the Association’s assessment payment website. While the newsletter can serve to remind residents of the rules, it should not be used to publicly harass or confront owners. There are ways to point out recurring issues, reiterate enforcement policies and offer solutions without humiliating members or turning a friendly bulletin into a shame [Laden 10:01] scold report. For instance, you wouldn’t want to include something in the newsletter that says we’ve noticed John Smith for the fifth time has left his garbage out on the driveway in violation of the rules. But rather something that generally says residents are reminded that the rules do include X, Y, and Z. That way you’re avoiding somebody being specifically identified in the newsletter as violating the rules.
Nikki: I mean, yeah, definitely David. We talked earlier about wanting to promote participation amongst neighbors to contribute to the monthly or quarterly newsletter, what maybe it, but if you’re going to be in fear that you’re going to be shamefully called out for maybe leaving your garbage cans out or something similar to that. I mean, that’s definitely going steer your community members away from wanting to participate. So, I mean, with that being said, should an association set standard on what type of content should be included?
David: You definitely want to have some clear standards that are going to establish what content should and shouldn’t be included. Examples of prohibited conduct should include, but is certainly not limited to, confidential association business privilege or information, personal information, neighborhood gossip, political bias or copyright trademark information that is protected by law.
Nikki: All right, David, do you have any final recommendations today for our listeners on association newsletters?
David: One of the biggest takeaways our listeners should have is that a newsletter is not a substitute for association communications. An association newsletter should not be used to replace delivering formal meeting notices for instance, for violation letters. While it can be a helpful tool to keep owners aware of the news of the day. It does not absolve the board of its obligation to hold properly noticed meetings or to transact association business at those open meetings. The newsletter should also not supplant policies and procedures in place for the delivery of association related communications by the board to the owners. The newsletter should strictly serve as a centralized location where owners can quickly locate information between meetings. If you’re worried you might not be able to generate enough content for a monthly schedule, consider a quarterly newsletter. There’s a lot of room for creativity and customization. Your newsletter can be just as unique as your community.
Nikki: That was KSN attorney David Savitt. He practices in the area of condominium, homeowner, townhome, and master law. KSN is an experienced legal resource, ready to provide you with quality advice and exceptional service. We look forward to demonstrating how we’ve earned the trust of thousands of clients over the past 35 years. If you’d like to reach David or any one of KSN’s experienced attorneys, please call 855-537-0500. You can also visit ksnlaw.com and complete the contact form to send us a message. Thanks for listening.
Outro: The music for this show is provided by podcastthemes.com. Please note the material contained on the KSN podcast is for informational purposes only and does not constitute legal advice. No attorney client relationship is established by your review or receipt of the information contained on the KSN podcast. You should not act on the information discussed on the KSN podcast 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 on the KSN podcast, the law can change quickly. Accordingly, please understand that information discussed on the podcast 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 on the podcast at any time without notice and disclaims any liability for your use of information or statements of law discussed on the podcast or the performance of the podcast generally. The KSN podcast may be considered advertising in some jurisdictions under applicable laws and ethical rules or regulations.
Please note the material contained on the KSN Podcast is for informational purposes only and does not constitute legal advice. No attorney-client relationship is established by your review or receipt of the information contained on the KSN Podcast. You should not act on the information discussed on the KSN Podcast 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 on The KSN podcast, the law can change quickly. Accordingly, please understand that information discussed on the podcast 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 on the podcast at any time, without notice, and disclaims any liability for your use of information or statements of law discussed on the podcast, or the performance of the podcast generally. The KSN Podcast may be considered advertising in some jurisdictions under applicable law/s and/or ethical rules/regulations. © 2022 Kovitz Shifrin Nesbit, A Professional Corporation.