Master Database and Communications

This has been an exceptionally busy year for maintaining all details of a reliable and useful master database. We have had 21 homes “turn over”. An average year we add 5-8 new owners. Thirty-one (31) homes were listed for sale which initiated additional data collection, management, and data tracking. Since we begin data collection of communication information BEFORE the property closes……..Thanks to new owners who have helped by offering that information early and to present homeowners who have kept me up-to-date with changes in mailing addresses, e-mails, cell and land line phone numbers.

A QUICK REVIEW for the benefit of new homeowners and as a reminder:  The Board and I use your contact information to

• send reminder dues invoices twice a year. Without these timely reminders, late fees result for Homeowners.
• for accurate and valid reports to the Board Members quarterly to keep them up-to-date regarding who can use HOA amenities, and
• To send ALL written communication including Newsletters twice/year, Annual Meeting Packet with the Association’s Financials a month before the Annual Meeting, and any other Special communication from the Board.
• We use e-mail addresses for electronic SMVE NewsAlerts from the Board to inform you of:
  • security and safety concerns in and around the community,
  • water leaks on your property, and
  • maintenance repairs and updates such as landscape projects in your area (e.g. Frassino Ditch Drainage Project notification of selected homeowners on Frassino and Cedri by street address provided in Dec, 2013 occurred before any disruption near properties by dumpsters, oversized trucks, and other construction equipment.)

As you can see, we need your Name, Address, Telephone (both land and cell), and Preferred E-Mail (PEM: the one you look at first in the morning). Additionally, please update us if your Permanent Mailing Address (PMA) changes. We define PMA as where your most important documents are received (e.g. IRS, dues statements, bills, etc.).  One third of our Homeowners have a permanent mailing address NOT in Tucson.

by: Sue Vaughan

Ref: Spring 2014 SMVE Newsletter