HOA coupons

At the end of each year we mail out or put under the owners doors a packet with any pertinent regarding the association along with payment coupons for the next year. We have decided not to do this because it is not cost effective and will be emailing them out. We have talked to the owner and they are happy with this decision since they do not need the coupons. Apparently our management company does not have the ability to send the payment coupons to only the owner it is suppose to go to due to their software. I suggested that in the packet we type up a letter listing the 4 sizes of units we have in the association and the dollar amounts associated with each unit size. Also adding that if anyone wanted a paper copy they could go to the office and pick one up or have it emailed. I can't seem to find a law that states we cannot do this. Is anyone aware of such law? Thank you

How does an owner having a coupon book ensure the owner knows the HOA actually received their payment?

I think something got lost in translation here.

I doubt anyone has a law like this, and we aren't attorneys anyway. Did you ask your association attorney about this?

You said you talked to "the owner" - does that mean all of them? If so, and everyone's OK with the decision, I don't see an issue. I've paid my assessments online through my bank for over three years and still get coupons because we still have a small number who use checks.

Your suggestion about posting the assessments for each unit type is fine - people can always make copies of that and use it for paper checks or set the bill pay option at their own bank to pay the appropriate amount - do that once and you're OK for the upcoming year.

We are waiting to hear back from the attorney to be sure. Yes, I have talked to the owners except for 2 as they have not responded. Everyone is fine with this and if they were not a hard copy will be available to them in the front office.

Since the mgmt office has to send one email to all owners it would be a generic email so to speak along the lines of units that have 1200 square feet your new HOA payment will be $600 etc. If you have any concerns or question please contact Accounting in the RCI office. If you desire a hard copy one will be available to you in the RCI office or can be emailed to you.

Outlook can easily be provisioned to send out mass emails that won't have everyone's email on the list.
Mass emails can be sent individually and can be marked as recipient must acknowledge they received said email.
Sounds like the PMC is just being lazy.

Also a PM is not always privacy to email address. It is an option to share in many states. Also anything goes into a mailbox has to have a stamp on it. That adds up.

Melissa your last post may be true in some states, but we know it's not in your state orin many others. Care to cite your state's Corporations Code, Non-profit on this topic? No? I thought not.

If there's some sort of an "opt" clause, it's usually "opt out," and it's in reference to sharing a Membership List with Owners who might request it. Perhaps what you wrote was true in your state when you were prez decades ago.

I know they exist, but who is paying bills by check and a coupon in 2024?

If not emailing them their intended coupon, email them a link to the PMC website to the owners individual account
where they can print out the payment coupons from there.

Management company is hired on the HOA's behalf to handle that task of collecting dues. (If contracted to do so). Otherwise it is the HOA responsiblity to collect. Which is usually spelled out in the documents.

if the MC was at all competent they would just do an email merge and thus beable to send out customized emails to each unit owner specifying what they need to pay. it would hardly take any more time. But given how overworked many portfolio managers are asking them to do anything, even something that saves them time in the long run is probably not realistic.

those without email which is 1/3 in our HOA can get paper letters or the HOA can simply ask for the phone number and carrier to email them a free text message.

dont know, dont care, just trying to provide possible solutions to help the poster, not answer yoru rhetroical unhelpful questions.

I don't send out coupon books, only monthly statements, as dues for all of our associations are paid monthly. We send a statement and an envelope only to those who mail in a physical check. Those on BillPay or ACH have their statements emailed to them.

Clients can check their balance via their web portal, but to access it, an email address must be provided. 96% of our clients have provided their email addresses, with a couple at 100%.

BTW, we can email an unlimited number via our software at any time.