First and foremost board members are shareholders and are deserving of the same right to privacy and quiet enjoyment in their domicile as any other resident

In our co-op, all communication is via the Management Office. It could be in a sealed envelope to be delivered to a Board Member or it could be sent as an open letter via the Management Office to the Board Member. Alternatively a shareholder may employ the USPS.

Regardless, it is our practice that all letters whether sealed or unsealed, addressed to the President only, addressed to one or a few Board Member or addressed to all Board Members receive the following treatment:
1. The original is time stamped and placed in the resident’s permanent folder (a history of everything and anything to do with the resident, e.g.: all communications, notes, warnings, etc.)
2. A copy is made and sent in the Friday management package to all Board Members and the co-op’s attorney. Yes, every Friday the property Manager sends a status report, letters, notes received, actions taken by the attorney, etc. Monthly the financials are sent in a similar manner.

We have a strict no distribution rule such that no one is permitted to place a note under or on any resident’s door.

Our attorney will send a warning note that one has violated the house rules, if one does in fact place a note or letter under a resident's door.