ChantalH (Georgia)
Posts: 3
Posts: 3
Posted:
We are thinking of not using our mngt company, but do not have a clubhouse with an address to send the bills to. Can they be sent to a board members house?
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Where to send bills to?
Started by ChantalH • 9 replies • 1161 views
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LarryM3 (California)
Posts: 37
Posts: 37
Posted:
Chantal, how about a Post Office Box ?
JohnO6 (Georgia)
Posts: 424
Posts: 424
Posted:
For a little more money, you might want to consider a private mailbox service (UPS Store, etc). The advantages vs a USPS box include:
Ability to call the store and check if you have mail
Ability to receive packages from UPS, Fedex, etc.
Ability to call the store and check if you have mail
Ability to receive packages from UPS, Fedex, etc.
JohnK3 (Pennsylvania)
Posts: 967
Posts: 967
Posted:
We're self-managed, and have a PO Box. Board members come and go, but the USPO will always be there.
MicheleD (Kentucky)
Posts: 4,491
Posts: 4,491
Posted:
I agree. If it's just bills then I'd go ahead and use a post office box or a UPS mailbox.
We do that currently.
We do that currently.
MaryA1 (Arizona)
Posts: 7,043
Posts: 7,043
Posted:
Chantal,
I'll echo everyone elses suggestion to use a P.O. box. This is what my former assn does and it worked fine for me when I was Treasurer. If you used a board member's home address you would be having to change the mailing address from time to time and it would become confusing for the members, especially if this is the address they will be sending their assessments to.
I'll echo everyone elses suggestion to use a P.O. box. This is what my former assn does and it worked fine for me when I was Treasurer. If you used a board member's home address you would be having to change the mailing address from time to time and it would become confusing for the members, especially if this is the address they will be sending their assessments to.
SusanW1 (Michigan)
Posts: 5,202
Posts: 5,202
Posted:
And this brings up an interesting dilemma.
Does the Secretary or the Treasurer get the mail?
I always thought the Secretary gets all the mail and distributes it to the correct recipients.
But others think that the Treasurer gets the mail, first.
What do you do?
Does the Secretary or the Treasurer get the mail?
I always thought the Secretary gets all the mail and distributes it to the correct recipients.
But others think that the Treasurer gets the mail, first.
What do you do?
MaryA1 (Arizona)
Posts: 7,043
Posts: 7,043
Posted:
Susan,
As Treasurer I went to the P.O. to get the mail. Most of the mail is for the treasurer -- assessment payments and bills. If anything came in for the Pres or any other board member (never did) I would give to them. Also, I made note of the date received on all assessment payments received. Alot of time would have been wasted if I had to rely on the Sec. to transmit everything to me.
As Treasurer I went to the P.O. to get the mail. Most of the mail is for the treasurer -- assessment payments and bills. If anything came in for the Pres or any other board member (never did) I would give to them. Also, I made note of the date received on all assessment payments received. Alot of time would have been wasted if I had to rely on the Sec. to transmit everything to me.
MicheleD (Kentucky)
Posts: 4,491
Posts: 4,491
Posted:
Who gets the mail in our HOA is part of our control process.
The treasurer does NOT get the mail for the simple reason that he is the one to also pay the bills and write the checks and reconcile the checking account.
We have one board member, the vice president in our case, delegated to pick up the mail at the Post Office box.
That officer then itemizes each mail item, including a detailed itemization of the bank statement, if it arrives.
He then mails out that list to each board member with a subject line: Mail Call - 8/25/08 (or whatever date it was picked up).
After the Mail Call email goes out, then the VP distributes the mail to the proper officer for handling. Invoices and the bank statements, of course, go to the Treasurer, all the others go to the President or the Secretary.
Here is an example of what that looks like: (I masked certain information with xxx's)
1. Invoice, Cardinal, 2 Man construction survey crew $750.00
2. Phxxxxxxxx Insurance Company annual insurance invoices for $901.99 and $387.00
3. Neighborhood Meeting Notification (letter is from City) ... application for a change in zoning from R-4 Single Family Residential to C-2 Commercial on property at 3201 Dxxx Ave (near the new Wal-Mart).
4. Copies of 3 demand letters from Hxxxx & Hxxxx regarding residents at: 8013 Xxxxxxxw Ln, 5902 Xxxxx Ct, and 8007 Xxxxxxxx Ln.
5. Notice of Public Meeting for a change in zoning from C-2 Commercial and M-2 Industrial to C-M Commercial Manufacturing ... property located at 4739 DXXXX Highway.
6. Bank Statement
Beginning balance:........$20,809.00
Credits posted:.............2,454.00
Debits posted:..............3,548.68
Current Balance:..........$19,714.32
Items:
6/6.....PVA..............$....25.00
6/9.....Hxxxx &Hxxxxxx...$...494.00
6/10....Postmaster.......$...106.00 (annual PO box fee)
6/13....Oxxx Lawncare....$.1,503.00
6/17....UPS-notaries.....$....15.00
6/18....LG&E.............$...973.22
6/18....LG&E.............$....16.28
6/19....S. Bxxxxxx.......$...425.00 (reimbursement for payment to lake cleaning vendor)
The treasurer does NOT get the mail for the simple reason that he is the one to also pay the bills and write the checks and reconcile the checking account.
We have one board member, the vice president in our case, delegated to pick up the mail at the Post Office box.
That officer then itemizes each mail item, including a detailed itemization of the bank statement, if it arrives.
He then mails out that list to each board member with a subject line: Mail Call - 8/25/08 (or whatever date it was picked up).
After the Mail Call email goes out, then the VP distributes the mail to the proper officer for handling. Invoices and the bank statements, of course, go to the Treasurer, all the others go to the President or the Secretary.
Here is an example of what that looks like: (I masked certain information with xxx's)
1. Invoice, Cardinal, 2 Man construction survey crew $750.00
2. Phxxxxxxxx Insurance Company annual insurance invoices for $901.99 and $387.00
3. Neighborhood Meeting Notification (letter is from City) ... application for a change in zoning from R-4 Single Family Residential to C-2 Commercial on property at 3201 Dxxx Ave (near the new Wal-Mart).
4. Copies of 3 demand letters from Hxxxx & Hxxxx regarding residents at: 8013 Xxxxxxxw Ln, 5902 Xxxxx Ct, and 8007 Xxxxxxxx Ln.
5. Notice of Public Meeting for a change in zoning from C-2 Commercial and M-2 Industrial to C-M Commercial Manufacturing ... property located at 4739 DXXXX Highway.
6. Bank Statement
Beginning balance:........$20,809.00
Credits posted:.............2,454.00
Debits posted:..............3,548.68
Current Balance:..........$19,714.32
Items:
6/6.....PVA..............$....25.00
6/9.....Hxxxx &Hxxxxxx...$...494.00
6/10....Postmaster.......$...106.00 (annual PO box fee)
6/13....Oxxx Lawncare....$.1,503.00
6/17....UPS-notaries.....$....15.00
6/18....LG&E.............$...973.22
6/18....LG&E.............$....16.28
6/19....S. Bxxxxxx.......$...425.00 (reimbursement for payment to lake cleaning vendor)
MicheleD (Kentucky)
Posts: 4,491
Posts: 4,491
Posted:
***
I meant the person who picks up the mail then EMAILS the Mail Call list to all board members.
I meant the person who picks up the mail then EMAILS the Mail Call list to all board members.
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