This policy is meant to help Homeowners understand the process for communication with the Board of Directors and professional management of the Homeowners Association and to help avert misunderstandings and bad feelings.

1. C Flood Management is the paid, designated agent who acts on behalf of the Homeowners Association’s Board of Directors.

2. Therefore, all communication concerning the Homeowners association should be sent directly to Christopher Flood, of C Flood Management, via US Postal Service, phone, email (chris@cfloodmanagement.com), or fax. The only legal method of communication the Association is required to accept is correspondence by US Mail, so the Association and Management reserve the right to limit other forms of communication if they are used in an abusive manner.

Official Association address:

[Name of Homeowners Association]

c/o C Flood Management

PO Box 28780

San Jose, CA 95159-8780

3. The Association Management office phones do have voicemail, so please use it. A lot more information can be conveyed in a voice message than in typing out an email.  There is a 24 hour answering service that can be reached by pressing the number “0” during the outgoing message, before the beep. The answering service is only to be used for immediate emergencies. Legitimate emergency calls will be returned within 20 minutes.

4. Since the Board of Directors are volunteers, it is never appropriate to contact them directly about Association Business.

5. No one Board Member is authorized to make decisions on behalf of the entire Board of Directors. It’s not that they do not want to be friendly and helpful, it is just that being a Board Member is not a full-time occupation and they also have the right to the quiet enjoyment of their property and the community. 

6. Additionally, the California Civil code requires that all business decisions be made at a duly called and noticed Board of Directors meeting. The purpose of this law is to give all homeowners the opportunity to witness the decision-making process and express their point of view during the open forum.

7. If you would like to speak directly with the Board of Directors, the appropriate method is through the open forum section of the agenda at Board of Directors meetings.

8. Please remember that the Homeowners Association is a business, so the actions and communications of the Management, Board of Directors and Homeowners need to be conducted and performed in a professional manner.

9. All concerns from tenants should be addressed to the owner of the unit, or their representative rental property manager. In emergency situations that include immediate life safety and or health issues, the tenants are encouraged to call the Association Manager directly to avert miscommunications and insure a timely response.

10. If homeowners have a serious issue that you would like to be addressed, the best process is to send communication in writing to the Association Manager. If the Manager can address your concern immediately, they will.  If not, depending on the urgency, the matter will be forwarded to the Board of Directors for review at the next meeting.  Please remember to include your unit address, phone number and email address in all communications.

11. Homeowners are encouraged to attend the Board of Directors meetings and bring up your concerns during the open forum. If you have sent written communication prior to the meeting, the Board of Directors will have had the opportunity to read it and consider your concern and be prepared to address it.

13. This policy is not intended to discourage neighborly, social interaction among members of the Homeowners Association. Volunteers are encouraged to organize social events and other activities concerning community harmony and friendliness.
14. Overall, please keep your communications professional and business like concerning the Homeowners Association.

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