Committees

This webpage is only viewable by current committee and board members.  It's a quick reference guide including many links to commonly used files and groups.  If you are new to a committee, please read the "Important to know" section at the bottom of this page.

Contact information for public use

Important to Know

1.  All official WPOA Board communication, including emails, web posts, phone calls, and text messages, are discoverable through legal action, and should be treated as publicly available.  Although things like the committee discussion groups are not viewable by the public, a judge could order that their content be made available for legal hearings.

2. Aside from legal action, the documents and groups are only shared with people on specific committees (the WPOA Board has access to all committee documents.)  Please communicate by using the discussion groups and documents for your committee.  When there is an item that needs to be discussed by the entire board, please discuss it first within your committee, then post in the WPOA- Board group.   Ideally, there would be a solution offered when a topic is brought to the board.  Files that are ready for community review should be moved to the WPOA_Discussion file.

3. The "Discussion Groups" listed above can be accessed in two ways.  One, is through a web interface accessible by clicking a link above.  The second, and more common way, is via email.  When you email your group (example: wpoa_maintenance@googlegroups.com) every member of that group will receive your email.  Then, a person can simply reply to the original email, and all members will receive the reply.  All emails will remain on the web as long as the group exists (even after you finish volunteering.)  If you delete an email from your inbox, it will NOT be deleted from the web.  If you need to search for an old email, simply visit the web interface and search there.

4. Google documents are similar to discussion groups in that the files are only viewable by each committee (board members have access to all documents.)  It is helpful to save files in their appropriate folder so that they can be found easily in the future.  Remember, files will exist even after you finish volunteering.  It will be helpful to future board/committee members to stay organized.  A tutorial on using Google Drive is available here.  Additionally, the folders above which are shared with you are also available by going to your google drive page (drive.google.com) and clicking on "Shared with Me" on the left side of the page. 

5. Committee chairs.  When there is a new person desiring to serve on your committee, email the board so that they can be added to the correct group. Also, please direct them to this webpage to learn more about using our system.  Contact lists are only shared with each committee.  Encourage members to fill out the spreadsheet when they join a committee.  Their information should also be deleted when they stop serving.

6. Although each group is associated  with an email address, we have found it best to use "willoughbypoamanager@gmail.com" for homeowners.  When a homeowner has a question or problem, they may email willoughbypoamanager@gmail.com and the email will be forwarded to the appropriate committee chair.  This seems to simplify the process.

7. With all of these services, your email will be made public.  When you respond to a group or committee email your email will be visible.  In the past, this hasn't been a problem for board members. We are a small community, and don't seem to receive spam from those interactions.  However, if you would like to have a separate email for WPOA purposes, please obtain an email on your own, and notify your committee chair so that your new address can be associated with the correct groups.