Emerald Hills Community Association

Basic eMail Policy

- Open/Transparent communication

- All board members get all board emails

- All Architectural Control Committee (ACC) members get all ACC emails

- Who is authorized to send emails on behalf of the HOA?

   - Board members/Officers and ACC members

- What email address should be used for official HOA communication?

   - Board@EmeraldHillsCommunityAssociation.org

- Which topics should not be discussed through email?

   - Anything that would be discussed in a closed executive session by the board should never be discussed via email, only in person in a closed executive session.

- Who is responsible for creating and updating the email distribution list?

   - Secretary/Treasurer

- How should individuals without email addresses be informed?

   - Via USPS mail or by hand delivery

Password security

- Long passwords (minimum 16 characters)

- Must use at least 1 of each, upper case alphabet character, lower case alphabet character, numeric character, special character (!,@,#,$,%,^, etc.)

Using personal email to circumvent the open communication policy is grounds for removal from the board and/or ACC for a minimum of three (3) years.

Violating any of these email policies may be grounds for removal from the board or ACC. Severity of the penalty will be determined by the board or ACC respectively.

Emails are discoverable in legal proceedings, therefore don’t put anything in an email that you don’t want a judge and the world to see.

Security/Confidentiality of homeowner (personal) email addresses.

Personal email addresses of homeowners will be kept confidential and will not be given out by EHCA to anyone for any purpose. If a homeowner wants someone else to have their personal email address, they will have to give it to them personally.

Never use more than one homeowner (personal) email address in the To: section on a single email. If you need to communicate to more than one homeowner via email, use the BCC: section to hide all homeowner (personal) email addresses from others.