Hello everyone!

I'm once again entering my HOA board\* and I want to bring in new ideas/apps/software to handle the myriad of challenges that a board faces. I'm currently debating what to propose/use. At the moment, I'm focusing on communication (that's a huge underlying problem here), but I am aware that there are other needs that I'm not considering. I hope for your advice.

Thank you very much.

### Communication

Main objective is for inter-board communication, but I also want to be able to scale it to allow communication between neighbors. [ETA:as many have mentioned, this is a Very Bad Idea that should not be touched with a 10 foot pole.] Another objective is to keep a historical record of events so future boards (and neighbors) can see previous decisions.

- WhatsApp (currently in use, not convinced)
- Slack
- Discord (not a fan, but it's still an option)
- Matrix/Element (my personal preference, but I know it's involved, as anything involving federation is)
- https://www.hoahub.app/ - Suggested by [u/Wooden-Pen8606](u/Wooden-Pen8606)
- https://www.hoa-express.com/ - Suggested by [u/Itgeekgal](u/Itgeekgal) and [u/PoppaBear1950](u/PoppaBear1950)
- Wordpress - Suggested by [u/Low_Brick4592](u/Low_Brick4592)
- Microsoft Teams - Suggested by [u/xybrad](u/xybrad)
- https://www.buildinglink.io/ - Suggested by [u/jennwoo22](u/jennwoo22)
- https://easyhoa.com/ - Suggested by [u/Lane1983](u/Lane1983)

### Record keeping (Treasury)

Main objective is that the treasurer has always a general overview of the HoA finances, apart from the CPA. Can serve also as a base to understand the CPA reports.

- Microsoft Excel/Google Sheets
- https://www.payhoa.com/ - Suggested by [u/TheDirtyDog41](u/TheDirtyDog41)
- Zoho Books - Suggested by [u/PoppaBear1950](u/PoppaBear1950)

### Minutes

Main objective is to keep and facilitate the meeting records. I'm happy to use Obsidian.md and Voice Memos, but I'm not the secretary.

- Voice Memos (iPhone only, just voice recording)
- Obsidian.md (Text editor)
- Microsoft Word/Google Docs

So like the title says the condo owner above me has tried to fix 2 different appliances themselves over the last 6 months and has damaged my unit twice now because of their mishaps.

6 or 7 months ago while getting something out of my dryer I looked up and noticed there was a stain above my smoke detector. It was very early in the AM so I reached out to our management company to see if they had the contact information for the owner above me. I let the management know that I thought the condo owner above me had a leak. A few hours later I was given their phone number and I sent them a message. They reached out later on in the day informing me that they had an issue with their washer and it leaked when they tried to fix it. I had to call out the right type of electrician to replace my smoke detector and make sure wires were not fried. The owner was nice enough to offer to pay for the damages but at the time I didn't know the cost. Months after it was fixed I got a bill and just paid it because I didn't want to bill back to unit above since it had been months since it was actually fixed. It wasn't a bad leak just a minor stain that was all.

Fast forward to just recently, I noticed a stain above my sink in the kitchen and immediately reached out to the condo owner above asking if they had a leak and I sent the photos of the stains I saw. As I was waiting for a response the fire alarm goes off and I panicked. I then realize once I open the door to go out of my condo that it wasn't my fire alarm that was going off it was the buildings fire alarm system going off on all floors. I immediately call 911 and the fire department comes, as they are on their way the unit owner said they were fixing another appliance and water went everywhere which caused the small minor stains in my ceiling. Fire department arrives enters by unit and theirs and determines that their issue was the cause. After they left I heard dripping and seen the alarm in my condo that they test every year during fire alarm testing is leaking, but then it stops. I reach back out asking how far the water leaked within their unit, thats when they said it went all the way to the entrance door. So I had to reach out the fire alarm company who has to come out and fix the issue because that is a safety hazard as water dripped out of the alarm. They are coming out today this afternoon to fix it. I am on the board for our complex and was told by our president that this will be billed to the assocation and I don't have to pay for that, but that will may bill back to the unit owner since they caused the damages.

Can we bill it back to unit owner since they caused the damages?

Today my husband had an encounter with our neighbor in which our neighbor told us to fix the side of the fence that is shared between us, and that we have to pay 100 percent of it. He said that his gardener offered to fix it and that we need to pay the gardener to fix the fence by November because the gardener is leaving to go home by November (I wish I was kidding or exaggerating, but I'm not, he actually said this). His reasoning for us paying for 100 percent is because the fence is losing attachment from a wood post and the wood post is on our side. That being said the fence is still shared by both of us? We asked for the contact information of the gardener that he wanted us to use and he said he would "drop something off", we have not received anything yet.

I was wondering if yall had any general advice on how to handle the situation. Also I want to protect myself legally speaking and to make sure I am covered in case the situation escalates. We also have an HOA and I am not sure what questions to ask them in this situation, and I am hesitant about involving the HOA at all.

For details regarding fences, the rules are as follows:

Except for Association MaIntenance Fencing. side and rear yard fences that are instated by Declarant or the builder of the DwellIng 10 separate adjacent Lots as a common boundary fence (the Common Fence") shall be maintained Jointly by the Owners whose Lot adjoins such Common Fence and the costs associated therefore shall be shared equally by said Owners. An Owner is not released from the Joint maintenance obligatlon even if an Owner constructs a second fence along or near the Common Fence. unless the other owner agrees in writing otherwise and the ACA"s prior written approval is obtained. If the Owners disagree regarding the timing, cost, or other applIcable Issue related to the repair or replacement of a Common Fence or portion thereof, then either Owner may (I) make the repair or replacement (provided any applicable ACA approval Is obtained) and seek collection of one--half (112) of the cost of repair or replacement at Arbitration subject to the repair or replacement being made. The term "ArbItration" shall mean binding arbitration pursuant to the rules of the American Arbitation Association or such other person or entity approved by the applicable Owners.

Our board just informed us that since nobody volunteered to become a treasurer they are exempting themselves from paying common charges/assessments:

“Given the significant increase in our workload and responsibilities, and after 25 years of dedicating countless hours to managing our building and addressing its many challenges, we believe it would be fair to exempt the two remaining BOM members from maintenance fees and assessments. We hope the owners will understand the time, effort, and commitment this work requires. We also sincerely hope that one or more owners will step forward to help manage our condominium and share these responsibilities. “

The maintenance deficit resulting from this is being divided amongst the remaining unit owners in a form of an annual assessment.

What recourse can the unit owners take? As I understand this is completely illegal and violating multiple aspects.

For people who serve on HOA boards or attend meetings: what information in the minutes has actually been useful later? For example, motions and votes, action items and deadlines, attendance and quorum, or decisions about budgets and vendors?

Are there details you think minutes should leave out, especially around executive sessions? Please keep examples general and avoid sharing identifying or confidential information. I’m interested in practical perspectives from different types of communities.