all via website

Started by BarbaraD6 • 7 replies • 1365 views

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BarbaraD6 (Florida)
Posts: 347

Posted:

I was just having a conversation about sending out all info via website. Send late notices,violations,meeting dates(would also post at mailbox)posting financials etc.(all paperless) Does anyone use their website for everything? How does it work?
Barbara

SusanW1 (Michigan)
Posts: 5,202

Posted:

How can you assure 100% delivery - by mail or by email?

hoatalk (California)
Posts: 603

Posted:

We see more of our Community123.com community website customers going paperless for all items not legally required to be mailed. All items are posted on the site in document libraries and email announcements are sent from the site to let members know new items have been posted.

On the question of guaranteed delivery: Email delivery is never guaranteed (but neither is regular US Mail for that matter). However, the files are on the website for 24x7 access anyway.

For certain items (depending on state law) you still need to use paper/US Mail. Examples might be annual meeting notices, violation notices, providing the annual budget, etc. However many HOAs and Condos are now providing monthly board meeting minutes, event notices, monthly financials, etc only via website/email.

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DonnaS (Tennessee)
Posts: 5,671

Posted:

Barbara,

As you know, I believe in doing everything possible to save paper/ trees but there will be members who either do not use the computer or who still will want paper copies. The Statutes cover this item in 303.(c). I posted it for you to use as a guideline.This is the last part of the paragraph on meeting notices.

(c) The bylaws shall provide for giving notice to parcel owners and members of all board meetings and, if they do not do so, shall be deemed to provide the following:
1. "The bylaws or amended bylaws may provide for giving notice by electronic transmission in a manner authorized by law for meetings of the board of directors, committee meetings requiring notice under this section, and annual and special meetings of the members; however, a member must consent in writing to receiving notice by electronic transmission. "

BarbaraD6 (Florida)
Posts: 347

Posted:

Donna and Susan,
Thanks for the info. We discussed exactly those concerns.
Barbara

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

late notices - No
violations - No
meeting dates - No
posting financials etc - Yes
posting any other docs - Yes

Works good. We pretty much do everything online. Except the items mentioned above listed as "no". You cant send those things via email and expect the person to receive it. Spam filters could delete the message and who knows how often people check their email. With physical mail, at least you made a legal effort to notify someone. It may be hard to believe, but not everyone uses the internet.

I recommend these and they are free:
www.scribd.com for posting all documents (word, excel, pdf)
www.gmail.com (Google) for email, live excel sheets, calendar with reminders, keeping a blog with links to new documents.

BarbaraD6 (Florida)
Posts: 347

Posted:

Thanks Steve,but how do you prove "snail mail". We have a homeowner who says she hasn't received her coupon book. She was sent it twice( I personally believe her as she has called to pay for a year in advance) Manager said it was sent and is now going to charge the HOA more money to send it 3rd time.
Barbara

SteveM9 (Massachusetts)
Posts: 3,699

Posted:

Prove it via snail mail? There are many ways via the US Postal Service;

Certified Mail
Receive a receipt stamped with the date of mailing. A unique article number allows you to verify delivery online. As an additional security feature, the recipient’s signature is obtained at the time of delivery and a record is maintained by the Post Office™. For an additional fee, you can request a copy of the signature record before or after delivery with Return Receipt.

Restricted Delivery
Confirms that only a specified person (or authorized agent) will receive a piece of mail. Only available with Certified Mail, Insured Mail over $200, or Registered Mail™.

Return Receipt
Provides a green postcard with the recipient’s actual signature by mail or a proof of delivery letter arriving as a PDF attachment that includes an image of the recipient’s signature by e-mail.

PRICES:
http://www.usps.com/prices/extra-services-prices.htm

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