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RS8 (Arizona)
Posts: 17
Posted:
We have 20 or so older folks that don't have computers and the mailings are killing us. We are a volunteer board with park manager for 140 lots.

I would like to find a service that RESIDENTS can sign up to that would capture, print and mail community emails.

I have found services that the HOA can mass mail to, but I want a service where the resident signs up& pays to get emails converted to print.

?
MelissaP1 (Alabama)
Posts: 13,836
Posted:
Your a volunteer board right? Why not have someone volunteer to print out copies? You all have printers and computers. Why not do it yourselves upon request of the owner who wants the information. That way you can charge the owners without computers a small fee for copies like they do at Staples. Plus why waste your time mailing things out if no one wants the information?

We had plenty of people who did not have computers. I posted the notes at the front entrance for everyone to read. Anyone had questions I was open to discuss. Plus they have the meetings to go to for input and output.

Remember you can NOT put anything in a mailbox that does NOT have a stamp on it. It's against FEDERAL laws. So be careful if you want to distribute items. Make sure it's in person or stamped.

Former HOA President
SheliaH (Indiana)
Posts: 6,964
Posted:
What Melissa said.

Is there a clubhouse where you might install a bulletin board sign and post announcements there?
What sort of things are you emailing anyway? If it's a newsletter, I would think 20 mailings out of 100 isn't so bad, depending on the frequency.

I don't know if it would cost more, but automated phone calls might be an option (our property manager has a service for extra money, which is one reason we don't use it!) To save money, maybe you can bundle several announcements and send one big one at the same. time.

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius
RS8 (Arizona)
Posts: 17
Posted:
We do it, LOL that is the issue.

Each time we have minutes, agendas, news letters, periodic communication in email or the web someone has to sit down and do 20 printed mailings stuff and address envelopes.

BY AZ statue the HOA cannot charge a fee for communication. However nothing says we have to print/mail this stuff except for the annual voting ballots.

So we would like to tell our 20 folks that all communication from here on out is via the website (which is awesome) and email. If they need a service to get content in hard mail here is a company that will take an email and send you the info in snail mail.

I just cant find this service.
GreggK2 (Kansas)
Posts: 86
Posted:
You have 20 people that don't get emails and the mailings are killing you? $9.80 to send 20 people mailings shouldn't be that big of an issue.
MelissaP1 (Alabama)
Posts: 13,836
Posted:
I do not see why your even emailing this stuff in the first place or printing it out unless it is upon request. There is nothing wrong with covering your physical print cost. Communication is free but hard copies are not. Think something here is lost in the translation. No said you could not charge the reimbursement charges of what it costs to produce. You are a non-profit. So if it cost 10 cents a page to produce a copy or the cost of an envelope, then charge for that.

I wouldn't make email communications available anyways. I'd make only meeting notes or newsletters. Correspondence between board members in email is something that should not be making decisions. Discussing decisions to be made at the next meeting, is okay. However, I do not believe any HOA decision should be made outside of an actual scheduled meeting or special one called for that purpose to decide.

Former HOA President
TimB4 (Tennessee)
Posts: 21,059
Posted:
RS,

I'm in a 130 lot development.

We simply print and deliver newsletters, etc. by rolling them up and placing them in at the door of each resident. Those who are non-resident members must request that copies of info be mailed to them.

Annual meeting notices, etc. are mailed to every member. Yes, it does take time but using mailing labels and larger envelopes (so the papers don't have to be folded) helps to minimize that time.

Minutes, copies of newsletters and governing documents are also published on our website. Anytime we get a request for a copy of something,we explain that there is a charge of $xx.xx for the copy (which is authorized by statute) or that they can access those documents for free on the Association's website. We then ask what they desire to do.

In the last 5 years, we have only had one actual request for a newsletter to be mailed to a non-member resident. Everyone else, chose to utilize the website.

Note: If you do have to fold papers, the store you use to make copies can also fold papers for you for a small fee.
AllisonD (Florida)
Posts: 449
Posted:
Quote:
Posted By RS8 on 07/15/2015 9:08 AM
We have 20 or so older folks that don't have computers and the mailings are killing us. We are a volunteer board with park manager for 140 lots.

I would like to find a service that RESIDENTS can sign up to that would capture, print and mail community emails.

I have found services that the HOA can mass mail to, but I want a service where the resident signs up& pays to get emails converted to print.

?

https://click2mail.com/ (internet search, no affiliation)
http://www.certifiedmaillabels.com/ for certified mail, I am considering using this
TimB4 (Tennessee)
Posts: 21,059
Posted:
Quote:
Posted By AllisonD on 07/15/2015 4:48 PM

http://www.certifiedmaillabels.com/ for certified mail, I am considering using this

It's interesting but I don't know if it's worth saving the $2 to set up accounts, maintain passwords, provide payment, etc..

When I pick up the Association mail from the post office, I also pick up a small handful of certified mail supplies and keep them at home.

I cite the certified number (which comes from the label) in the message (mailed via Certified mail xxxx xxxx xxxx etc) and utilize mailing labels for the green receipt card. It's not that big of a deal to do. We may send 5 or 6 certified mail letters per year which I use the automated postage machine at the post office to stamp and drop off the letter when I pick up the mail.

AllisonD (Florida)
Posts: 449
Posted:
Quote:
Posted By TimB4 on 07/15/2015 6:00 PM
Posted By AllisonD on 07/15/2015 4:48 PM

http://www.certifiedmaillabels.com/ for certified mail, I am considering using this


It's interesting but I don't know if it's worth saving the $2 to set up accounts, maintain passwords, provide payment, etc..

When I pick up the Association mail from the post office, I also pick up a small handful of certified mail supplies and keep them at home.

I cite the certified number (which comes from the label) in the message (mailed via Certified mail xxxx xxxx xxxx etc) and utilize mailing labels for the green receipt card. It's not that big of a deal to do. We may send 5 or 6 certified mail letters per year which I use the automated postage machine at the post office to stamp and drop off the letter when I pick up the mail.


Tim I have been doing the certified mail for years but the post office is across town in a high traffic area and its a huge inconvenience to get there. I thought I would give this a try and see if its worth the trouble. We have maybe 10 per year at the most. It may be more of a pain to do this online.
TimB4 (Tennessee)
Posts: 21,059
Posted:
Allison,

If you do this, I'd be interested in your review of the service.

Our post office is 10 min away and I pass it on the way to and from work.

If it was across town, I'd consider other options more strongly.

Tim
MarkM31 (Washington)
Posts: 556
Posted:
Quote:
Posted By TimB4 on 07/15/2015 6:00 PM


It's interesting but I don't know if it's worth saving the $2 to set up accounts, maintain passwords, provide payment, etc..


Old people without e-mail normally suck at passwords and making credit card payments by phone too.

Just have the pony express drop it off to granny
MarkM31 (Washington)
Posts: 556
Posted:
oops.

no editing possible here either
TimB4 (Tennessee)
Posts: 21,059
Posted:
Thanks for wanting to edit the posting Mark.

Mark's posting about old people and passwords was indeed Marks and not mine (as the posting makes it appear).

Tim
AllisonD (Florida)
Posts: 449
Posted:
Quote:
Posted By TimB4 on 07/15/2015 6:53 PM
Allison,

If you do this, I'd be interested in your review of the service.

Our post office is 10 min away and I pass it on the way to and from work.

If it was across town, I'd consider other options more strongly.

Tim

I will definitely post my review.

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