Condo Media - January 2018 - 40

BLOCK
Email has become the communication
standard, used to communicate
just about everything to just about
everyone. It is easy, efficient,
expected-and fraught with potential
risks that are almost universally
unrecognized or ignored. For condo
association board members, who use
email as much as anyone, there are
four primary risks:

1

Board members may violate
open meeting laws by discussing
association business in email communications.

2
3
4

Email communications could be
subject to discovery in a law suit.

40

Private email messages could
become public.
Board members may inadvertently
waive attorney-client privilege by
sharing email messages improperly.

CONDOMEDIA

OPEN MEETING LAWS
State open meeting laws requiring
governmental entities to conduct their
business in public don't apply to condo
associations in all states. (Associations
in New Hampshire are subject to the
laws; associations in Massachusetts and
Rhode Island are not.) But if state law
or your association's governing documents require open meetings, trustees
who conduct association business, vote,
or even discuss association issues in
emails could violate the requirement
that owners be notified of the meeting
and given an opportunity to attend it.
Trustees could receive email notices of upcoming meetings, including
summaries of the information to be
discussed without violating the law.
But email communications in which
a majority of board members discuss
association business could be construed
as a meeting, and decisions made or actions taken because of those discussions
could be challenged.

Two or more trustees could discuss
board business without technically
violating the law, if they don't constitute a quorum. But just because
something is technically permissible
doesn't mean it's advisable. You should
consider the optics-how the email
discussion would look to owners who
are not privy to it. And there is no
question that it will look to some as
if the board has something to hide.
For that reason, I advise board
members who aren't subject to the
open meeting requirement to operate
as if they are, and avoid substantive
discussions of association business
in email.
CREATING A PUBLIC RECORD
There are other reasons for boards
to limit their use of email. The
condominium laws in many states
and governing documents for many
condo associations require boards to
retain official records related to the



Table of Contents for the Digital Edition of Condo Media - January 2018

Table of Contents
Condo Media - January 2018 - Intro
Condo Media - January 2018 - Cover1
Condo Media - January 2018 - Cover2
Condo Media - January 2018 - Table of Contents
Condo Media - January 2018 - 2
Condo Media - January 2018 - 3
Condo Media - January 2018 - 4
Condo Media - January 2018 - 5
Condo Media - January 2018 - 6
Condo Media - January 2018 - 7
Condo Media - January 2018 - 8
Condo Media - January 2018 - 9
Condo Media - January 2018 - 10
Condo Media - January 2018 - 11
Condo Media - January 2018 - 12
Condo Media - January 2018 - 13
Condo Media - January 2018 - 14
Condo Media - January 2018 - 15
Condo Media - January 2018 - 16
Condo Media - January 2018 - 17
Condo Media - January 2018 - 18
Condo Media - January 2018 - 19
Condo Media - January 2018 - 20
Condo Media - January 2018 - 21
Condo Media - January 2018 - 22
Condo Media - January 2018 - 23
Condo Media - January 2018 - 24
Condo Media - January 2018 - 25
Condo Media - January 2018 - 26
Condo Media - January 2018 - 27
Condo Media - January 2018 - 28
Condo Media - January 2018 - 29
Condo Media - January 2018 - 30
Condo Media - January 2018 - 31
Condo Media - January 2018 - 32
Condo Media - January 2018 - 33
Condo Media - January 2018 - 34
Condo Media - January 2018 - 35
Condo Media - January 2018 - 36
Condo Media - January 2018 - 37
Condo Media - January 2018 - 38
Condo Media - January 2018 - 39
Condo Media - January 2018 - 40
Condo Media - January 2018 - 41
Condo Media - January 2018 - 42
Condo Media - January 2018 - 43
Condo Media - January 2018 - 44
Condo Media - January 2018 - 45
Condo Media - January 2018 - 46
Condo Media - January 2018 - 47
Condo Media - January 2018 - 48
Condo Media - January 2018 - 49
Condo Media - January 2018 - 50
Condo Media - January 2018 - 51
Condo Media - January 2018 - 52
Condo Media - January 2018 - 53
Condo Media - January 2018 - 54
Condo Media - January 2018 - 55
Condo Media - January 2018 - 56
Condo Media - January 2018 - 57
Condo Media - January 2018 - 58
Condo Media - January 2018 - 59
Condo Media - January 2018 - 60
Condo Media - January 2018 - 61
Condo Media - January 2018 - 62
Condo Media - January 2018 - 63
Condo Media - January 2018 - 64
Condo Media - January 2018 - Cover3
Condo Media - January 2018 - Cover4
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