As part of our continuing efforts to improve the efficiency of communication to our residents, we are asking residents to consider and vote on a proposed amendment to the Weybridge HOA Code of Regulations at the Annual Meeting on October 12, 2021.
The amendment would expand the use of electronic communications to and from residents, including communications for official notifications and conducting HOA business.
The existing Code — originally written in the pre-Internet era — calls for official Association notices, such as the notice of annual meeting, letters citing code violations, and other formal communications, to be done only through U.S. Postal Service mail.
With the ever-rising cost of U.S. Mail and the growing possibility of reduced mail service, we believe the continued exclusive reliance on the U.S. post office to be burdensome and expensive, as well as a potential risk.
We are proposing an amendment that will permit the Association to send and receive formal notices, payments, communications and conduct of business transactions by electronic mail (email) and through other new technologies as they become accepted business practices. The amendment also provides that any owner who wants to continue receiving communications by regular U.S. mail has the right to do so. You can continue to receive Association mail through the post office if you do not use email.
The final text of the proposed amendment will be sent to you before the annual meeting. The proposed amendment will be introduced at the meeting, followed by a discussion on the proposal, then we will conduct an up-or-down vote. Approval of the amendment to the Code of Regulations requires a two-thirds vote of the members in attendance.
If you are unable to attend the Annual Meeting and wish to vote on the amendment, a proxy form will sent to your home by US mail.
If you have any questions about the amendment, please contact any board member.