|
|
|
|
|
|
| IHG Insurance (National Insurance Provider) |
| Providing Community Association Insurance for over 25 years: D&O Liability, Crime Products, Umbrella Coverage and Property Manager's Errors & Omissions Liability. |
|
| Reserve Fund Resources (National Reserve Planning Tools) |
| If you’re a BOD Member, Planner, or PM you’ll want our offerings. Many are FREE. Plus, there’s our “Essentials” book, and software to keep your funds healthy. Learn More… |
|
|
|
|
|
|
| You are not authorized to post a reply. |
|
|
| Author |
Messages |
|
JC3
Posts:290
 |
| 01/08/2008 10:30 AM |
|
In order to cut costs, we are considering using electronic newsletters to those homeowners who have provided email addresses, and paper ones to those who have not.
Now we have a small number of members who have given us the email info, and ask for your suggestions on getting more.
How difficult are the logistics in keeping track of the email vs snail mail addresses, and being sure that all members do get one or the other? Will the administrative costs outweigh the snail mailing costs?
What other problems do we need to be aware of, and how do those get solved?
We do have a website, with very little on it. Can posting a newsletter there take the place of emailing the newsletter?
|
|
|
|
|
SusanW1
(Michigan)
Posts:2171
|
| 01/08/2008 10:36 AM |
|
I think a data base program for addresses could be used, however, the follow-up would be the problem. (i.e. old emial addresses, bounce backs or undeliverable, etc.) The good old fashion mail way is best, for me.
I am a proponent of a written newsletter. I like to post things on my frig. |
|
|
|
|
PaulM
(Pennsylvania)
Posts:1347
|
| 01/08/2008 11:03 AM |
|
JC3: I am a computer user-though not very technical. However, in this day of impersonalization everywhere, I would opt for the personal touch of a printed newsletter to the home--whether its via US mail, or one placed at the door/doormat, or pay a youngster in the area to hand deliver them, whatever manner is necessary to get it delivered.
There are drawbacks to using email in which to send the community newsletter.
- not all owners use a computer, so you will still have to mail or deliver
- not all owners who do use a computer will access the newsletter
- owners who receive by computer will not have it by copy to refer to later
You state you have a website with very little on it. Is this indicative of 'not much happening' in the community to warrant a full 2-pg newsletter?
Another wrinkle here is to zero in on what purpose the newsletter is to serve. It is an opportunity, of course, to offer important news of the community, but also an opportunity to personalize some of the things going on
(people abilities, trips, social events, mtgs., human interest, etc.) to make it more interesting to read. IMO, to read it electronically defeats that purpose. There are many other ideas on community newsletters if you use the search box here.
|
|
|
|
|
BradP
(Kansas)
Posts:1742
|
| 01/08/2008 11:16 AM |
|
I think cost reduction is a noble thing to try. Is the newsletter the thing to do? I don't think just posting on a website is sufficient, I think you need to put it in front of people. Getting email addresses is the tricky part, once that database is accrued keeping track of changes or people that move can be time consuming. If you have someone willing to do that it is great, but my experience is that people are not willing to give out their email address anymore.
Perhaps an alternative is to look at ways to cut costs on your newsletter. Maybe the newsletter is ok at 2 pages instead of 4, or perhaps it doesn't need to be color to be effective. |
|
|
|
|
GeraldT4
Posts:932
|
| 01/08/2008 11:19 AM |
|
JC3 - A newsletter and a website are wonderful communication methods that can also promote community spirit. In today's times they've become popular, but are they really necessary as part of the fiduciary responsibility of an association board? It's not written into my governing documents or local, state, and federal statutes and laws that either forms of communication are required to be provided.
I believe it is unwise if either a newsletter or a website are a substitute for the information and notification an association board is obligated to provide its residents. Snail mail or certified mail is the best and most traditional method that an association board provides notice to its residents including posting in a prominent location in the HOA/COA.
When it comes to snail mail/regular US Post, typically and association board doesn't have to prove they sent something, just log/show that they did so in compliance with the gov. docs. or state and local laws. Critical matters (vote, election, meeting, amendment, cc&r's, etc.) can always appear in a newsletter or website but notification is IMHO necessary via US Post. |
|
|
|
|
MikeS1
Posts:0
|
| 01/08/2008 12:53 PM |
|
| With all due respect, you all are showing signs of your age here. Just kidding... We've been very sucessful with getting our residents to go with the email option on newsletters only. It sure does save on printing and postage. Besides, it's the GREEN thing to do. I personally prefer email and don't like all that extra paper around the house. If I want to look at one of the old newsletters, it always linked and post up on our website. There's always old articles that I like to go back to and read. It just isn't that difficult to separate the residents who prefer email from those who don't. You need to have a privacy disclosurer in order to ensure the resident that you will only use the email address for the express purpose of emailing the newsletter and also have an "Opt Out" option on the email so that the resident may easily remove themselves from the list. The trick here, is that you're going to have to ASK for the address. Whenever, you're signing folks up for pool passes, or just talking with them, or having an annual election. There are many opporunities where you can do this, but folks generally are not going to jump at the chance to get the email version on their own. The email version is not for everyone, but a lot of folks DO prefer email. It's worth the effort if you set this up. |
|
|
|
|
GeraldT4
Posts:932
|
| 01/09/2008 9:53 AM |
|
| MikeS1 - You state you are just kidding that we all are showing signs of our age but I don't get the joke. As for myself, I stated I believe it is unwise if either a newsletter or a website are a substitute for the information and notification an association board is obligated to provide its residents. Also, critical matters (vote, election, meeting, amendment, cc&r's, etc.) can always appear in a newsletter or website but notification is IMHO necessary via US Post. |
|
|
|
|
DonnaS
(Tennessee)
Posts:2832
|
| 01/09/2008 10:07 AM |
|
This is the second half of a paragraph on notification from the Fl. Statutes. You will notice the last sentence on electronic transmission of notices, etc. It requires "consent in writing" to recieve notices by e-mail, etc. FYI's
the bylaws may provide for a reasonable alternative to posting or mailing of notice for each board meeting, including publication of notice, provision of a schedule of board meetings, or the conspicuous posting and repeated broadcasting of the notice on a closed-circuit cable television system serving the homeowners' association. However, if broadcast notice is used in lieu of a notice posted physically in the community, the notice must be broadcast at least four times every broadcast hour of each day that a posted notice is otherwise required. When broadcast notice is provided, the notice and agenda must be broadcast in a manner and for a sufficient continuous length of time so as to allow an average reader to observe the notice and read and comprehend the entire content of the notice and the agenda. 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.
|
|
|
|
|
MikeS1
Posts:0
|
| 01/09/2008 2:36 PM |
|
Gerald - The newsletter is no substitute for other important legal notifications, like the annual meetngs, budget meetings, assess increases, special assessments. Heavens NO - We also send out the other important stuff by snail mail, but I never said that we use email exclusively for these purposes, or even web notices in lieu of snail mail. You managed IMO to assume other facts here. I have to say that even when we send out the special notices by mail, hardly anyone reads these. If we can just try to communicate using any and all devices, then we've done our best. Sorry that you don't get the joke. I mean't no harm. It's just that it seems that it's the younger families that like the email newsletters and the older crowd does not. Take care.
|
|
|
|
|
MikeS1
Posts:0
|
| 01/09/2008 2:44 PM |
|
BTW - More and more, email notification is meeting legal requirements and is equivalent to snail mail. Last July 2007, the VA legislature passed several amendments to the VA Property Association Act that addresses part of the issue here.
§ 55-510.1. Meetings of the board of directors.
B. Notice of the time, date and place of each meeting of the board of directors or of any subcommittee or other committee thereof shall be published where it is reasonably calculated to be available to a majority of the lot owners. A lot owner may make a request to be notified on a continual basis of any such meetings which request shall be made at least once a year in writing and include the lot owners' name, address, zip code, and any e-mail address as appropriate. Notice of the time, date, and place
The 2007 Va POA act provides that "electronic notice of meetings of the Board of Directors qualfies as "written notice".
Regarding regular Board Meetings, our Bylaws require that we notify members at least 3 business days prior to the meeting. |
|
|
|
|
MicheleD
(Kentucky)
Posts:1698
|
| 01/09/2008 7:42 PM |
|
I don't know what happened to my earlier post on this subject, but I will try to recreate from memory:
Good strategic communication involves not relying on ONE form of communication exclusively.
and while electronic communication has come a long way, relying solely on email communication with residents is not advisable unless EVERY single resident is agreeable and comfortable with receiving emails.
We have very few people in our subdivision who want email communications from us. We send a paper newsletter, direct mail, personally addressed notification letters, AND we post all communications to the website.
Out of 300 homes, we have permission from 11 people to email them.
We have requested emails at annual meeting sign ins; we have offered drawings for people providing email addresses; we have gone door-to-door with surveys, and have requested emails face to face.
Only 11 members care to provide it. Ironically, only 2 of those are under the age of 50. Go figure.
Frankly, even if we had 80 or more, we would STILL send out the newsletter and the direct mail personally addressed notifications.
|
|
|
|
|
GeraldT4
Posts:932
|
| 01/10/2008 5:54 AM |
|
| MikeS1 - You made a joke, I'm not offended, but you applied it broadly to all of us that responded to the original post. I did not assume any facts merely restated to you my position/opinion to JC3's post. As for my age, I am in my late 30's, young. However, even "older folks" get and utilize email, and are more hip than many "younger folk" realize. Glad to see that Virginia is writing email as an option into statutes/laws. I see and appreciate the benefit. But am a firm believer in receiving notice via post. There's something about getting a letter than will always trump getting an email. Speed and reduced costs aren't everything. |
|
|
|
|
DonnaS
(Tennessee)
Posts:2832
|
| 01/10/2008 6:17 AM |
|
And another thought. We all have had e-mails go into cyberspace only to be lost forever. And then there are crashes which would be another excuse for non delivery of a notice or other important items sent from the Board and MC. So both snail and E's should be done. |
|
|
|
|
JC3
Posts:290
|
| 01/10/2008 7:30 AM |
|
Thank you all. we'll stick with snail mail...
|
|
|
|
|
MikeS1
Posts:0
|
| 01/10/2008 7:40 AM |
|
| Gerald - We totally agree with you. B.T.W., I'm just a geezer myself. Also remember that emails can always we configured to request receipt confirmaton. It's just another communication tool and it may never take the place of snail mail. |
|
|
|
|
SheliaH
(Indiana)
Posts:82
|
| 01/10/2008 3:56 PM |
|
We put an announcement in our newsletter last fall that we wanted to try email newsletters to reduce costs - as of December, only one person had signed up. Thanks to you, MicheleD, I don't feel so bad.
We didn't intend to toss printed newsletters altogether, but had hoped for more people to sign up because we have a number of out of state owners and it would be a lot better to just email the thing instead of mailing it. I'm also working with a friend who's a copyeditor on making the newsletter more snazzy looking so people will read it. |
|
|
|
|
MikeS1
Posts:0
|
| 01/10/2008 4:49 PM |
|
| Shelia - We found the same thing as well in the beginning, but during some of the various events during the year, we just asked the homeowner if they would prefer email for JUST newsletters and the vast majority said "yes". They are NOT going to just volunteer to go this way, but when you ask, they don't even blink. We have about 10% going out via email now out of about 374. Even time that we have a meeting, especially the annual meeting, and we pick up more and more all the time. |
|
|
|
|
RandalR
(Tennessee)
Posts:82
|
| 01/10/2008 5:53 PM |
|
A lot of it depends on how many households you have and how your neighborhood is laid out. Several years back the newsletter would go to the block captains and they would distribute it to the individual households. The problem with that plan was that some block captains were not very diligent in getting them delivered and there could be a three week delay between the different sections of the neighborhood.
We then tried emailing the newsletter but depending on how big the file was it would mess with peoples email quotas.
From there we would upload it to the website and just send out the link to it in the emails. That worked pretty good but there's just something about getting a neighborhood newsletter in their paperbox that appeals to a lot of people here. So then it became a d
The person that used to do our newsletter finally quit the Board in frustration over the fact that few of the Board members ever met their deadlines to provide her with their required articles. We haven't had a real newsletter delivered in almost two years now. But with our annual meeting coming up on Saturday I've got a five pager ready to go out tonight to our 263 households over a variety of issues that the Board is going to try and slip past them.
Personally I'd try uploading it to the website and email the link to it. Just something about a full color newsletter. Make a list of those households that aren't online and make the effort to get one in their paperbox. Don't start catering to those that can get it online but won't make the effort, then you'll have created a nightmare for yourself. |
|
|
|
|
MikeS1
Posts:0
|
| 01/11/2008 3:20 AM |
|
Randall - I feel your pain. Block captains - Tried that and it didn't last for long. They just wouldn't do their job and part of their job was to be a communications liason. Regarding email quoatas - I produced the newsletter in color for the web using MSPublisher so that it could go on the website in color. Then I turned the pictures into Black and White using MS Picture manager which is on every PC that has MS Office Suite (you just have to change the default for that it uses Picture Manager all the time). Once that was done, I could turn the 4 page document into a pdf using PDF995, but sometimes the file was just too big as you say. Our webmaster who lives in the community has the full blown version of Adobe, (not just the reader), and she used this to convert the pub file to a pdf that came out in a very managable size. (Not more than 1 or 2 meg).
Yes and our Board members can never meet a simple deadline on newsletter articles, so we just don't push them anymore. That's sad. They say that they really want to write an article and you give them a deadline, and they just forget about it. I know exactly what you mean. |
|
|
|
|
RobinL1
(Florida)
Posts:17
|
| 01/11/2008 3:30 AM |
|
Hi, We have a website, and a new social director, so not much is on it, but we do have the monthly calendars with daily events, exercise, movies, trips , etc.
We post notices there, and we have encouraged our residents to either use puters, or use our computer room, where they can set up a free account with yahoo.
We also put announcements on the tv, its a program that comes with comcast cable.
However, it generally works, neighbors pass the news along. But those that just don't read, don't get the news till later on. They wait till a friend tells them.
NOtices also go on the clubhouse doors or bulletin boards.
With email, AOL is difficult with bulk mailings, but it can be done in batches, and using copies to:
The emails do not show the email addresses of other residents, so privacy is preserved. Good luck |
|
|
|
|
MikeS6
(North Carolina)
Posts:7
|
| 01/13/2008 8:07 AM |
|
| I think it depends on the purpose of the newsletter, if it is a substitute for communicating things like the annual budget, income/expense reports or other document that your state requires you to publish and distribute, then I think I would use the tried and true method sending by US Mail. I don’t think e-newsletters let you off the hook. |
|
|
|
|
DonnaS
(Tennessee)
Posts:2832
|
| 01/13/2008 8:26 AM |
|
Mike,
You are so right. A newsletter is not fulfilling the notification requirements in Florida. In addition to it, certain items must be mailed or presented to the membership 14 days prior to amendment changes, budgets, and rules and reg approvals and a few more items. Electronic transmissions-e-mails must have written permission from the member to be valid as a notification(per Statute) but the mailings are the requirement per the Statutes. |
|
|
|
|
SherryP1
(Arkansas)
Posts:6
|
| 01/13/2008 9:23 PM |
|
JC3 - We are voted into our covenants and by-laws that all notifications could either be by electronic mail, (e-mail) us postal, or hand delivered. We sent forms around to everyone, that info is on file and if a home sells we get the new HO to fill out the form and keep it current that way. It falls on the secretary to keep this info updated. We started a website and which took the place of our newsletter. We have a place where the by-laws & covenants can be downloaded so just in case someone has lost their copy or has a question, that is a big help. The cost of the website has been less than making all those copies for newsletters and so on. We do however send out written notices as well as an email when it comes time for our annual POA meeting with all the info needed. This has worked great for us and no one has complained, they voted it in! It did take some work to get it all up and going but it was well worth it! |
|
|
|
|
GeraldT4
Posts:932
|
| 01/14/2008 5:34 AM |
|
SherryP1 - That's a great achievement, I'm in no way trying to diminish the accomplishment or be controversial.
However, you send written notice for your annual POA meeting when you have email as a method? Curious why?
Part of your justification for the website is cost savings, "...less than making all those copies for newsletters and so on".
The question beckons, is a newsletter a requirement as part of your cc&rs or by-laws? Seems to me the only way to have true cost savings is not provide the newsletter at all. Of which I am not advocating.
There are basic administrative costs that are part and parcel of running an association and should be budgeted. Websites take administration in time, energy, and maybe even in dollar figures to hire someone if a volunteer can't be found. |
|
|
|
|
BobS10
(Connecticut)
Posts:35
|
| 01/15/2008 8:25 AM |
|
One great reason to utilize email is in the event of an urgent message you need to get out.
Recently I got water in my basement as the result of a ice damming issue. I only have the email addresses of the other board members, but I immediately sent out a group email to all of them warning them to check their basements as well and to warn their neighbors to do the same. If i had more residents emails I would warn them as well. In a situation like this, email is second only to word of mouth.
One caveat, any of you using emails, I strongly suggest you BCC (blind carbon copy) everyone, that way no one can see everyone elses email, and of course, NEVER share your email list with anyone outside the association. |
|
|
|
|
GeraldT4
Posts:932
|
| 01/15/2008 8:51 AM |
|
| BobS10 - Honestly if it was me, in a situation of ice damming I'd pick up the phone and call the Board members and the MC advising them. What can I say, I'm young but old fashioned in that little if anything trumps a phone conversation and a land line in the time of an emergency. I might back up the call with a quick email since I do appreciate it's purpose for record keeping. Very good suggestion on the BCC so recipients names aren't viewable. That also prevents a constant string of email "reply to alls" that can literally clog email servers and guess what, also creates spam!! |
|
|
|
|
JerryV
(Florida)
Posts:7
|
| 07/29/2008 2:18 PM |
|
| We have some seasonal residents that we used to mail our monthly newsletter to, but keeping lists of "winter" and "summer" residents and keeping them updated was becoming a logistical nightmare. We solved the problem by posting our current newsletter on our website and archiving past newsletters. They are downloadable as PDF files. We still hand deliver to each house that is occupied and I think there is only 1 seasonal resident who gets the newsletter mailed because they don't have internet access. So far this seems to be working okay for our community of 181 homes. |
|
|
|
|
GeorgerwilliamsW
(Indiana)
Posts:707
|
| 07/29/2008 2:39 PM |
|
| Michele is right! |
|
|
|
|
RobinL1
(Florida)
Posts:17
|
| 07/29/2008 7:39 PM |
|
OUt of 800 homes, most have computers or have friends who have them. We do important messges on the computer- Tickets for shows, meetings , deaths, etc.
But we are able to get enough advertising to do our newsletter and all the clubs have an article. The ads more than pay for the printing and expenses. The hard part is collating such a large booklet. But it gets done and we all like the hard copy- in our hands.
So both work for us. |
|
|
|
|
KirkW1
(Texas)
Posts:1145
|
| 07/29/2008 8:57 PM |
|
I find it amazing that people who prefer to receive their newsletter by mail feel it appropriate to force their preferences on those who would just as soon receive it via email. In my opinion neither is "personal." Newsletters are not personal, they are newsletters. Email is cheaper, is easily stored, and I receive it quicker. That being said, I hold nothing against those who would prefer to hold paper in their hand.
As for the ease of tracking it, I will give you the typical IS answer: It depends. If you are tracking your addresses in a database such as Microsoft Access, then you can simply add a field "boolean" field perhaps called "email." Then you make a query and only pull the addresses when "email" is "null". A persona familiar with this can easily setup a Word document that will use said query to print labels. You would simply open the document and print your mailing labels each month. As you get an email address, you simply add a check in "email" to let the system know that this address won't print.
Now if you are using a proprietary program to manage all this, then you are at the mercy of the manufacturer. That said, most developers are in the email bandwagon and thus quick to add such tracking in their program. |
|
|
|
|
|
| You are not authorized to post a reply. |
|
|
General Legal Notice: The content of forum messages are from the posting member and have not been reviewed nor endorsed by HOATalk.com. Messages posted by HOATalk or other members are for informational purposes only, are not legal or professional advice and do not constitute an attorney-client relationship. Readers should not act upon this information without seeking professional counsel. HOATalk is not a licensed attorney, CPA, tax advisor, financial advisor or any other licensed professional. HOATalk accepts ads from sponsors but does not verify sponsor qualifications nor endorse/guarantee any sponsor's product or service.
HindmanSanchez Legal Notice: (For messages posted by HindmanSanchez) This message has been prepared by HindmanSanchez for informational purposes only and does not constitute legal advice. This information is not intended to create, and receipt of it does not constitute an attorney-client relationship. Members of HOATalk.com should not act on this information without seeking professional counsel. Please do not send us confidential information unless you speak with one of our attorneys and get authorization to send that information to us. If you wish to initiate possible representation, please contact an attorney in our firm. Our attorneys are licensed to practice law in the state of Colorado only.
Legal Notice For Messages Posted by Sponsoring Attorneys: This message has been prepared by the sponsoring attorney for informational purposes only and does not constitute legal advice. This information is not intended to create, and receipt of it does not constitute an attorney-client relationship. Readers of HOATalk.com should not act on this information without seeking professional counsel. Please do not send any sponsoring attorney confidential information unless you speak with the sponsoring attorney or an attorney from the sponsoring attorney’s firm and get authorization to send that information to them. If you wish to initiate possible representation, please contact an attorney in the firm of the sponsoring attorney. Sponsoring attorneys that post messages here are licensed to practice law in a specific state or states as indicated in their message signature or sponsor’s profile page. (NOTE: A ‘sponsoring attorney’ is an attorney that is a HOATalk.com official sponsor and is identified as such in the posted message or on our sponsor page.)
|
|