The basis for membership in any HOA or property association is the unit address. A number of addresses or units reside within the boundaries of the association and therefore are obligated to be members of that association. Association business is, in almost all cases, related to a particular unit or property. That said, not all communications are created equal.
👉 Financial Communications (Dues, Fines, Association Updates)
When it comes to core financial communications like dues or fines about a property, it's important that these reach the owner who is ultimately responsible for that property. This could be a corporation, an entity, or, in most cases, an individual.
👉 Requests & Approvals (Architectural, Variances etc)
Regardless of the specific "occupant" at any given point in time (renter, etc.), any requests and approvals about architectural changes or variances related to a specific property should, of course, be made with the owner.
👉 General Notices (Gatherings, Neighborhood work)
Communications regarding neighborhood gatherings, short-term work like street work or lighting work in the neighborhood, and these sorts of events might be interesting to a non-occupant owner but should certainly reach the occupant of any given property or properties within the association.
👉 HOA Business - Elections, Voting, etc
Like financial communications, any proper HOA business requiring the involvement or awareness of the legal owner of the property should be made with the individual or entity responsible as the owner of that property (the "member").
⚡️ Vlge Framework
Address/Unit within the Association (which unit or units?)
⬇
Action (what type of issue/content)
⬇
Role (What role should receive the communication/action)
⬇
Person/Entity (Who is the person that holds that role?)
⬇
Preferred Communication Method (What mailing address, email, phone in Vlge?)
⬇
Send - Communication is sent
This is important, as a lot of platforms simply maintain a unit or property address and a "mailing address" for that unit. The reality of HOA business and membership structure within that HOA is much more complex. It is for this reason that we have developed this workflow for determining the right target for the type of communication necessary at any given point in time for any given event.
👀 Vlge Communication "Buckets"
Financial: Primary owner
Violation: Primary owner
Maintenance: Primary owner, optionally occupants
General: Primary owner
Emergency: Primary owner + current occupants, phone preferred
Governance: Primary owner
Using Vlge Messaging, you can customize your communications aimed at Units, Users, Groups or outside entities. When it comes to automated communications, we follow this model.
⭐️ Note: For certified letters - due to the cost of each mailing, we only default to sending one letter to the primary Owner contact regardless of the number of individuals marked as "Owner."
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