newsletter mailings

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.

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.

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.

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.

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.

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.

Thank you all. we'll stick with snail mail...

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.

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.

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

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 - 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 - 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!!

Michele is right!

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.