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Subject: Email and snail mail
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Author Messages
BillS32
(Nevada)

Posts:1


01/12/2019 1:00 PM  
Please let me know specifically what the HOA can send out via an email and what must go by law snail mail . Thank you
TimB4
(Virginia)

Posts:16379


01/12/2019 1:16 PM  
If you are unable to determine this from reading your governing documents and applicable laws, you will need to contact an attorney.


I can say in my VA Association: invoices, violation notices and annual meeting notice is sent via USPS.
We use email for emergency issues (snow removal, changes in trash/recycle pickup). All other notices and info are contained within our newsletter (which is hand delivered to residents and posted on our website) and posted on the Associations website.

In my TN Association: invoices and annual meeting notices are sent via USPS. Everything else is sent via email.

JohnC46
(South Carolina)

Posts:8419


01/12/2019 2:01 PM  
In SC we must give written notice (USPS) of our Annual Meeting at least 30 days in advance. We do not have to give notices of BOD Meetings. We do most of our BOD stuff via Email. While we do not withhold the BOD Meeting time and place, we never know as we schedule them when we think there is a need. Our docs say we must have one per quarter but we do not follow that.
CathyA3
(Ohio)

Posts:295


01/13/2019 5:37 AM  
Here, the annual notice and election materials, and anything involving legal stuff (enforcement actions, approval or disapproval of improvement requests, requests for ADA accommodations) are done by snail mail. We also snail mail the annual budget and coupon books, as well as major items such as copies of the latest reserve study.

We handle other items via email, including actions in writing (board discussions and decisions needed between board meetings), contracts (although these are backed up by signed paper records) and routine communications with the community. Regarding the latter, a number of our residents still don't have email, so we may opt to do both email and snail mail communications, depending on the topic.
JohnC46
(South Carolina)

Posts:8419


01/13/2019 8:18 AM  
I think HOA's should stop having to go out of their way (time and cost) to keep people informed that do not have Email especially when there are less and less of them. Our latest estimate is 10% of our owners do not have Email.
CathyA3
(Ohio)

Posts:295


01/13/2019 8:44 AM  
Posted By JohnC46 on 01/13/2019 8:18 AM
I think HOA's should stop having to go out of their way (time and cost) to keep people informed that do not have Email especially when there are less and less of them. Our latest estimate is 10% of our owners do not have Email.




Oh, I agree, mostly. I know there are communities in this area that require email, but I'm not sure what Ohio law says about condo communities doing so. (One former homeowner asked our PM to call her instead of sending emails! "Newp" we said, or words to that effect. Some folks really have unreasonable expectations.)
KerryL1
(California)

Posts:6397


01/13/2019 9:25 AM  
As you can see, bill. There are variations by local state statutes. You have to look it up or have someone look NV statutes for you.

In CA HOA statutes, most things can be sent by email to owners who have consented in writing to receive them, with major exceptions. Ballots for the election of directors or for amending the governing documents must be sent by USPS. there are a couple of other items too.
GenoS
(Florida)

Posts:3040


01/14/2019 4:08 AM  
Posted By KerryL1 on 01/13/2019 9:25 AM
As you can see, bill. There are variations by local state statutes. You have to look it up or have someone look NV statutes for you.

In CA HOA statutes, most things can be sent by email to owners who have consented in writing to receive them, with major exceptions. Ballots for the election of directors or for amending the governing documents must be sent by USPS. there are a couple of other items too.

Exactly the same in Florida but there's no one-size-fits-all answer that covers all 50 states.
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