Staying Connected: Improving Communication in Prestwick II

One of the most important responsibilities of an HOA Board is keeping our community informed. Good communication helps homeowners understand what is happening, why decisions are being made, and how they can stay involved in the community.

Since joining the Prestwick II HOA Board a little over a year and a half ago—and especially since becoming your Board President about four months ago—I have been looking for ways we can improve communication throughout our Prestwick II HOA.

I believe good communication should be clear, timely, accessible, and a two-way conversation.

A New Website for Our Community

One of the biggest improvements we have made is our new Prestwick II HOA website last year.

The goal is simple: to give homeowners one central place to find information about our community.

We know that important information can sometimes get buried in emails or be difficult to find later. Our website gives us a place where homeowners can go whenever they need information about Prestwick II.

And the website continues to grow.

Keep Up With Our Community Blog

Did you know that our HOA newsletter articles are also available on the website?

We have created a Blog page where you can find our newsletter articles and other community updates. If you missed an article in an email or simply want to go back and find something you read previously, the Blog page provides an easy place to find it.

We'll continue using this page to share information that we think is helpful and relevant to our homeowners.

Need a Handyman or Other Service?

Another useful resource on the website is our Preferred Vendors page.

Finding a reliable contractor or handyman isn't always easy. If you're looking for someone to help with a home project or repair, check out our Preferred Vendors page.

These are vendors and service providers that have been recommended or used by members of our community. While homeowners should always do their own due diligence when hiring a contractor, we hope this page will provide a helpful starting point.

Check Out Our New Events Page

We've also recently added a new Events page to the website.

This is one of the areas I think will become especially useful to our community.

Want to know when the next Homeowners Association meeting will be held?

Interested in attending the next Landscape Committee meeting?

Want to know when the Garden Club is getting together?

The Events page is where you can find that information.

We also want to use this page for other timely events and activities that affect our community. For example, we'll do our best to post information about things such as mailbox painting, palm tree trimming, community maintenance activities, and other important dates that homeowners should know about.

So before you wonder, "When is that happening?"—check the Events page!

Communication Is a Two-Way Street

Of course, communication isn't simply about the Board providing information to homeowners.

It's also about listening.

Our community is made up of many homeowners, and we don't all see things from the same perspective. A homeowner may notice a landscaping issue, have a question about a maintenance project, have an idea for improving the community, or simply want to understand why something is being done.

Those questions and observations are important.

As your Board, we may not always be able to implement every suggestion or solve every problem immediately. But we need to hear from you. Good communication gives us the opportunity to understand the concerns of our homeowners and make better decisions for Prestwick II.

The Best Way to Reach the Board

The best way to communicate with the HOA Board is by email.

All of the Board members' email addresses are listed at the bottom of the Prestwick II HOA website homepage. I encourage you to email all of the Board members when you have a question or concern and CC Vesta, our management team.

There are a couple of reasons for this.

First, it helps ensure that the entire Board is aware of the issue rather than information being passed from one person to another. Second, and equally important, email provides a written record that you contacted the Board. This helps us track questions, requests, and concerns and makes it easier to follow up.

Please Use the Appropriate Forms

For certain types of requests, we also have forms available on the website. Please use the appropriate form whenever one is provided.

At the bottom of the homepage, you'll find forms for matters such as:

• Maintenance issues

• ARC modification requests

• Reporting a violation

• Registering a complaint

Using the appropriate form helps make sure we receive the information necessary to address your request and allows us to properly document and track it.

Our goal isn't to make communication complicated. Quite the opposite—we're trying to create a consistent and organized process that helps both homeowners and the Board.

So, if you have a question, concern, maintenance issue, modification request, or something you believe the Board should know about, please use the website resources and put it in writing whenever possible.

Good communication works both ways—and when we communicate clearly with one another, our entire community benefits.

Keeping You Informed

Another area I would like to continue improving is keeping everyone informed about projects and issues affecting our community.

Whether it involves landscaping, irrigation, common-area maintenance, repairs, budgets, or future projects, homeowners deserve to know what is happening whenever we are able to provide that information.

Sometimes there is a lot happening behind the scenes that homeowners don't see—getting estimates, talking with vendors, reviewing proposals, investigating problems, and determining the best way to spend our HOA funds.

Those things take time.

One of my goals as President is to provide more visibility into that process so homeowners have a better understanding of what we are doing, why we are doing it, and where things stand.

We Are All Part of Arbor Lake

An HOA is more than a Board of Directors.

It is our community.

The Board has a responsibility to manage the association, protect the interests of the homeowners, and make decisions that benefit Prestwick II. But maintaining a great community requires participation and communication from everyone.

If you see something that needs attention, have a question, or have an idea that could make Arbor Lake a better place to live, please let us know.

And please make the Prestwick II HOA website part of your regular routine. Check the Blog for newsletter articles and community information, visit the Preferred Vendors page when you're looking for a service provider, and check the Events page for upcoming meetings and important community activities.

Communication Is an Ongoing Commitment

I know we still have work to do.

Improving communication isn't something that happens simply because we launched a website. It is an ongoing process, and we will continue looking for ways to make it easier for everyone to stay informed.

Over the past year and a half, I have learned a great deal about our community and the responsibilities that come with serving on the HOA Board. During these past four months as President, I have become even more aware of just how important communication is to building trust and keeping our community moving in the right direction.

My commitment is to continue looking for ways to make communication easier, more transparent, and more useful for every homeowner in Prestwick II.

Thank you for allowing me to serve our community.

Ken Fehner

President Prestwick II HOA

Arbor Lake Community