The way in which our 2027 Maintenance/Hydro bill will be delivered is going to change.
In prior years we have physically posted your combined hydro and annual maintenance bill to all 310 shareholders. This was partly because our accounting software was unable to generate these invoices to allow other more modern methods to be utilised. This also cost significantly as each of these 310 invoices had to be manually generated, printed and then stuffed in an envelope that was then addressed to each shareholder and then posted. This alone cost well over $1000 every single year in postal, printer ink, envelopes and time costs.
It is finally possible to cut these costs and the time of our staff and volunteers after the Treasurer decided to use a different software suite. So now we can send your maintenance invoice to you directly using your registered email address that everyone has provided to the Secretary.
So, it has been decided that this is a change worth making and it is intended to do so from 2027.
Now it is appreciated that not everyone will necessarily want to receive this invoice by email. So, the Board of Directors is asking that those who prefer a hard copy via Canada Post that you please send your section Director an email requesting a Hard copy only. Section directors will then gather those details and make sure that your request gets actioned correctly. If you do not respond it is understood by the Board of Directors that you are willing to accept your maintenance invoice by email. To allow time for the maintenance bills to be generated we are asking that the request for a hard copy be made prior to December 1st 2026.
This email address is generated directly from the accounting software used by the Treasurer and is very likely to be sent to your Spam folder so you will need to “WHITE LIST” this email address in your email software so this does not happen. To do this I have provided links below that demonstrate exactly how to do this in Gmail and Microsoft outlook.
these are the 2 most popular email systems used by most people. If you use some obscure email system then just conduct a Google search for how to whitelist in your email system by name.
We will send another email just before we actually send everyone their 2027 maintenance bills, so you know to expect it. If you do not find it, check your spam folder. If you still cannot find it then confirm your email with the secretary so we can confirm that we have the correct email address on file.
The Board of Directors understand that this is a lot of change all at once and there are going to be teething issues and maybe unintended consequences during this transition. So, we ask that you bear with us as much as we will bear with you all whilst we modernise our billing systems to make use of modern software systems to make this more streamlined and efficient.
Thank You.
Kevin Baker
President of the Board of Directors
Spider Lake Springs Campers Association