Owner harassing Management Company

Every once and a while a dues payment goes astray or doesn’t get received or is posted to another account.

Back in August an owner decided that she was unhappy with how long it took a USPS mailed check to get posted to her dues account, so she decided to use her bank’s bill pay. She apparently didn’t put her account # on the remittance and the bank returned her payment. (Large MC. Uses a lockbox to collect payments.)

Since then, she has sent over 60 mails to me, as HOA President (and her neighbor), 2 departments at the MC, and 2 PM’s. In the past 4 days we have received over 24 emails from her. She sent 7 in one day.

They started out discussing the many ways to remit payment. Many stating the same thing over and over. Updates on how she was sending her payment. Whether she was walking it to our secure mailbox or driving it to the P.O. They have escalated to blistering attacks on the MC claiming that she is being abused and forced out of her home over this because she is elderly.

She says she mailed a check via USPS on 10/15. MC has not received it. She claims that they are deliberately not posting her check to bully her.

There is no way this is going to end well or ever end.

Everyone has been patient and has responded kindly to most of her emails and returned her calls.

I have lived below her for 9 years and have become aware of her obsessiveness over things. I ignore her and it goes away. This is not going to go away.

Any advice? There must be an end to this insanity.

Is the MC going by the date on the check or the date on the stamp? We went by the date on the envelope when it was sent. That way if it was stamped on the 15th and we got it on the 17th we did not charge a late fee. A date on a check can be "faked".

So just make it clear due to delivery issues with USPS (widespread) you will go by the postmark on the envelope. If it's a bank issue, they need to take it up with their bank. Your bank only is on the receiving end. Plus she should set up automatic payments.

Payments sent to the lockbox are received by the Association bank, not the management company; labels always read: Your HOA, c/o Bank of America, Anytown, USA Zip. One would really need to see if the bank goes by the postmark date first. Most Associations have a leeway of 10-15 days with payments due on the 1st of the month so the 1st becomes the 10th or 15th then late fees & interest would begin to accrue.

Any payment received by mail or walked into management could be recorded but would not be posted at the bank until received by the Association bank.

UPS mail is running seven to 14 days beyond normal delivery at this time in many states with out of state mail even worse. Best scenario to avoid being late is ACH or autopay.

I see checks all the time made out incorrectly, no address of even account number in memo line & missing coupon.

Avoid the mail drama & do ACH or autopay.

There is obviously a mental health issue. You might check with your local adult services department. If nothing else, they may be able to identify a family member or friend who can act as an intermediary. Although, from the sound of it, I suspect she has cut herself off from family and friends.

If you cannot resolve the issue, I would inform her that you will stop responding to any complaints that you have already addressed.

Working with PM on your ignore/info suggestions.

Four emails received from owner today. Asking for things she's already been told many times. Sigh