Notices
The short answer: keep the notice as one record on the association, approved by a person, then send that record by text, email, or letter. A month later anyone on the board should be able to find what residents actually received.
Boards say the portal goes quiet and the real thread is email. Then a volunteer hunts a sent folder after their other job, trying to prove what was said and when. The sent folder is not a record. It leaves with the volunteer.
One record, three channels
Write it once. Choose where it goes. Keep the sent copy with the association, so the next board starts from the same page as the resident who got it.
- Draft the notice once, with the date it takes effect
- A person approves it before anyone receives it
- Send that one record by text, email, or a letter in the post
- Keep what was sent, when, and to whom on the association
Findable a month later
The resident finds it on the association, not only in whoever sent it last. The dues, the residents, the vendors, and the file you hand a CPA stay with the same association, so the work is not a second system after dinner.
Nothing goes out unattended. The board still decides what residents receive.
General information, not legal advice. Your state and your governing documents differ.