Mass Communications to the Membership Policy

Purpose:

The purpose of this policy is to establish guidelines for official Association communications to members of Mirror Lake Property Owners

Association, Inc. (“Association”). Effective December 31, 2025, the Association is self-managed and therefore relies on direct

communication with members to conduct its affairs in compliance with Chapter 720, Florida Statutes.

1. Authority

This policy is adopted pursuant to:

• §720.303(4), Fla. Stat. – Association records and communication methods.

• §720.303(5), Fla. Stat. – Notices to members, including electronic transmission.

• §720.303(6), Fla. Stat. – Board authority for operations and expenses.

• §720.306(5), Fla. Stat. – Notices of meetings and methods of delivery.

The Board of Directors, as the duly elected governing body of the Association, has authority to implement policies necessary for the effective management of the community.

2. Communication Methods

I. Authorized Channels

The Association may deliver mass communications to members through the following channels:

• U.S. Mail or other postal service

• SMS/Text messaging to phone numbers on file

• Email communications

• Association portal announcements or authorized third-party services

II. Automatic Authorization by Membership

By virtue of membership in the Association, each homeowner is deemed to have authorized the Association to send notices and mass communications by the above channels.

III. Opt-Out Procedure

Members may opt out of receiving certain communications (other than those legally required) by either:

• Using the unsubscribe link or process as provided in electronic communications; or

• Contacting the Association directly at hoageneral@mirrorlakeseffner.com.

IV. Required Notices

Nothing in this policy shall be construed to waive the Association’s obligation to send notices required by law or the governing documents via statutory means (e.g., mailed notice for annual meeting under §720.306(5), Fla. Stat.).

3. Authorization of Expenses

• The President of the Board of Directors as administrator of the HOA management software is authorized to approve and spend up to $500.00 per occurrence on mass communication activities (including portal messages, third-party email or text services, or printed mailings and other print services) without further Board approval.

• Any expenditure in excess of $500.00 shall require prior approval of the Board of Directors through normal approval process.

4. Authorization of Expenses

• Members are responsible for ensuring that the Association has accurate and current contact information, including mailing address, phone number, and email address.

• Members who opt out of certain communication channels acknowledge that they remain responsible for complying with notices and directives provided by alternative lawful means.

5. Effective Date

This policy shall take effect immediately ahead of the transition on December 31, 2025, to self-management upon adoption by the Board of Directors and shall remain in force until amended or rescinded by formal Board action.