In our blog Who Hit Send? Meadow Hills Estates Residents were asking how their emails became campaign ammo we mentioned we reached out to the HOA / Management Company to ask questions and we wanted to publish the response in it’s entirety.

Good morning,

Thank you for reaching out, and for the opportunity to clarify the concerns raised in your message.

First, to be clear, our company did not approve, send, or facilitate the email referenced. The only official communication channel for Meadow Hills Estates HOA is their community website: https://meadowhillestates.4sightpm.com/

Any emails, Gmail accounts, Facebook posts, or newsletters outside of that platform are not official HOA communications and are not managed or distributed by our office.

Regarding the Gmail account in question, our understanding is that it was created and is managed by a group of community volunteers, not a single HOA board member. Additionally, the email distribution list used for that message was compiled independently through a voluntary sign-up shared in their newsletter, where residents elected to provide their email addresses to receive updates. No HOA records, management files, or association-owned contact lists were used or accessed in compiling that list. Accordingly, I cannot verify how many individuals received that email. I would be doubtful that it was every resident, as you claim.

We take fiduciary duties, resident privacy, and proper use of association records very seriously. HOA contact information maintained by management is used strictly for official association business and is safeguarded accordingly. Board members do not have unilateral access to management-maintained resident email lists, nor are such lists released for personal, political, or non-HOA purposes.

Given these facts, we respectfully request that your reporting be updated to reflect:

• That the email was not HOA-authorized or HOA-distributed;
• That no HOA-owned records were used;
• And that the addresses were obtained through voluntary opt-in communications.

Finally, while we welcome accountability and transparency, we would note that concerns raised about anonymous or generic email communications may be more effectively addressed when inquiries themselves are issued with clear identification and attribution.

Kind regards,

Management Company