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Which board members should have access to email account user name and passwords?

Two years ago when I got elected to the board in my COA I took the office of secretary. I created an e-mail account in the associations name so that I was not using my personal e-mail for association work. I am still the secretary and handle all written correspondence as part of my position. Do I have to give all board members the username and password to this account when they have no responsibility to correspond with people by email? Do I have to give all board members the user name a password to all accounts, like electric, water, corporation commission, etc.?

3 Responses

  1. Dennis Legere

    Lisam,
    What you did was a very smart move on your part, to separate your personal email account, from your association account. It protects your personal account from being subpoenaed in any litigation against the association. You have absolutely no obligation to provide the rest of the board with the username and password to that account. If they want to see anything in that account, you can send it to them if appropriate. I would advise any board member to only communicate via e-mail on an association only account.
    There are systems with shared e-mail accounts where everyone can see all the correspondence on that account. Each has a separate log in , but all share the same account.

    Dennis

    1. Dennis Legere

      Lisam,
      Sorry I did not understand that part of your question. Accounts like this are association accounts and at least two current board members should have access to those accounts, to protect the association. If something happens to you and no-one else has access to these accounts, then the association would have a hard time re-establishing a new account. As with signature authority for association financial accounts you have to reassign that authority or change passwords if board members with access to those accounts leave the board.
      Dennis

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