Coupon Books--Do You Use Them?

Started by AnnaD2 • 13 replies • 4976 views

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AnnaD2 (Florida)
Posts: 960

Posted:

Hi Everybody!

When our management company sent out the coupon books (to go along with monthly maintenance fee payments) for 2008 they abbreviated the name of our condo community. One of our former disgruntled board members raised a stink because her coupon book didn't say: "Final Resting Place Apartments, Condominiums, Incorporated"...but instead said: "Final". She was also ticked off because it only had HER name on it. (She's the only one who lives in her unit.) She insisted it also include the names of her two adult children who are also on the deed.

So she sent the coupon book back and insisted on a new one. The management company explained to her that it was a "courtesy" to issue coupon books; some complexes don't even use them; we were not charged for having them printed; and she would not be receiving another.

So how about the rest of you? Do you use coupon books or are your members expected to know when they have to pay their bills?

SusanW1 (Michigan)
Posts: 5,202

Posted:

If you mean for these coupons to be "invoices" then they should be as accurate and complete as possible. You may need record of them for legal purposes later, so the person invoiced should be as accurate as what is on the deed.

However, you are saying they are "coupons" - or courtesy reminders. In that case, they are just that. Use them or not, huh?

DonnaS (Tennessee)
Posts: 5,671

Posted:

Anna and Susan,

Both my Condo and the Villa association use the coupon books. Both have management companies. The use of them, one with monthly coupons and one with quarterly coupons, are used to save postage costs for the association. They pay for 1 mailing rather than 4 times a year or 12 times a year. They are both bar coded so it does not matter if they are addressed in name to Joe Schmo. I think that someone is just nit picking here. Anna, as I remember, is this the same former Board member who continues to be antagonistic?

DonnaS (Tennessee)
Posts: 5,671

Posted:

Susan,
Sorry--pushed send too fast. These coupons are the assessment dues with due date and amount due. They are all preaddressed and have all of the bank and association numbers in code so that they go into the proper funds. Yes, they are a reminer to members but sure do make it easier on all on the other end.

AnnaD2 (Florida)
Posts: 960

Posted:

They're something to stick in the envelopes with your check when remitting payment. Our documents state that fees must be paid by the first of each month and will have a late fee if remitted after the 10th. Some people have the fees dedcuted directly from their checking accounts.....no mailing and no coupon necessary.

I think the cancelled check would be the "legal document"...not the coupon. Heck, I've sent in my mortgage payment with no "stub" from the bill included. It always got credited ok.

AnnaD2 (Florida)
Posts: 960

Posted:

Oh, yes, Donna, you are so, so right. It IS indeed the same person. Pretty transparent isn't she? We tried to explain to her about the bar code ensuring the payment is credited to the right account. But as you know, we may as well be talking to a punching bag---she still comes back and hits us in the face.

DonnaS (Tennessee)
Posts: 5,671

Posted:

Anna,
You know, there will never be a happy day from this person. Do what you do and try to do it the right way and just let he blow her smoke. Some day, someone will come along and put her fire out. Every association has one just like her.

SusanW1 (Michigan)
Posts: 5,202

Posted:

Anna said "coupon" book.

If it's a payment book and that person was given the same information as posted here, she should not have a problem.

P.S. Is this person elderly? some people over 65 don't cotton to bard codes and computers.

KirkW1 (Texas)
Posts: 1,665

Posted:

We don't use coupons, but we only have one assessment per year. That being said, I would try to get them to have the full name of the HOA on them. I would also print the names of all people listed with the HOA.

The thing is that this does represent the HOA and more importantly the BOD. The more professional the look, the better you will be received. While most won't ever complain, you might be surprised at how many people will be glad should you change the coupons to have the full name of the association. A little attention to detail will go a long way.

MaryA1 (Arizona)
Posts: 7,043

Posted:

Anna,

When I was treasurer at my former assn (only 49 homes) we used coupons. In fact, I prepared the coupons and sent them to all members at the beginning of each year. The members were expected to include the appropriate coupon with their monthly payment. The main purpose for the coupon was to ensure the payment was recorded correctly. If this coupon is used to record the assessment payment (don't know what else it would be for!) then the info contained on it should be correct, i.e., name of property owner(s). I can understand this person's objection to not having all the names of the property owner shown on the coupon, but I don't think it warrants preparing a new coupon booklet; perhaps a letter of explanation from the PM. I think any type correspondence sent to members should show the names of all the property owners. It shows the member that the assn is aware of who the actual owners of the property are. As far as abbreviating the assn name; that is a non-issue.

JohnK3 (Pennsylvania)
Posts: 967

Posted:

Each January, we give Membership (21 homes) 4 SAEs and 4 coupons listing the due date and amount. They fill in their names and addresses...if they send them back. About a quarter have checks sent by their banks (so no coupon) and another quarter usually just send a check w/o coupon. Miraculously, we consistently figure out who's paid. I'd tell Grandma to either chill, or charge her for a customized printing.

AnnaD2 (Florida)
Posts: 960

Posted:

John, I like your response. Thank you.

RogerB (Colorado)
Posts: 5,067

Posted:

IMO coupon books are used for 2 purposes:
1. Management companies who use coupons with a micr code combined with using a lock box makes their job easier (and is a hidden cost to the Association).

2. Homeowners who want to use coupons as a reminder and some for a feeling of security (an account number on their check is better).

GloriaM (North Carolina)
Posts: 829

Posted:

We vary and utilize coupon booklets when an HOA allows either monthly or quarterly installments. If the HOA collects the assessment all at once or semi annual then we send out invoices.

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