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Email Communication Policy Change

Thus far, it has been the policy of G.S. Phillips & Co. Inc. to send all communications of high importance to Owners via USPS First Class mail.  This policy existed to ensure Owners at the communities we manage received these communications as many did not have or use email regularly.  Due to the increasing cost of sending communications this way, the long wait times for mail to be delivered, an increased number of letters not reaching their intended destination, along with more and more Owners having access to email (over 80% as of 9/20/2023), we have determined it to be appropriate to alter this policy.

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Beginning January 1, 2024 all communication from G.S. Phillips & Co. Inc. to those who have an email address on file with their respective Association, will be done by email.  Those who do not have an email address on file can continue to expect to receive their communications by mail.  If the email address we have on file is not active, and we get notification of this, it will be removed from the distribution list and notices will revert to being sent out via mail.  It is the responsibility of every Owner to keep their email address on file and updated with our office to ensure these important communications are received.  You can update your email by sending us an email message to office@gsphillips.com with your street address in a G.S. Phillips & Co. managed community and asking for us to update our files.

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If you do not wish to receive communications by email, please contact our office and let us know at 314-802-0126 or email greg@gsphillips.com.  You will only be able to "opt-in" or "opt-out".  You will not be able to choose to only receive certain things by email and others by mail.  This needs to be a simple as possible so as to ensure everyone is receiving their notices in the way they choose.

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Should you have any questions, our office staff is happy to help!

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Respectfully,

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Greg Phillips, CMCA, AMS

President

2024 Communications Policy

  1. Phone messages and emails will be returned within 48 hours.

  2. We pick up every call that comes in between 10am and 4pm unless we are otherwise occupied by another phone call, a project, or we are out of the office.  In such a case, if there is a voicemail, we call back as soon as we are able.

  3. We do not put up with cursing or screaming on the phones.  One warning, then we will hang up.

  4. Habitual offenders to #3 have their phone privileges revoked.

  5. We do not put up with insults or cursing in emails.  One warning, then email and phone privileges are revoked, and communication must occur in writing by mail.

  6. We do not put up with insults or cursing in writing.  One warning, then mail privileges are revoked, and all communications are directed through an Attorney.

  7. We are adopting an “email first” communication policy.  Unless you opt out, all communications from our office and/or your Association will be by email.  If you opt out, you will receive them by mail.

  8. Financial and rules compliance related matters must be discussed in writing.  Our staff will not discuss these matters by phone.  This is to protect both parties and ensure miscommunications do not occur.

  9. As our staff are frequently out of the office on site at client properties, email is the preferred method of communication.

  10. Communications by mail are to be sent to our Ballwin, MO address.

2024 Payments Policy

  1. Payments to your Association may be made by check or using the online system. 

  2. Checks may be made payable to the name of the Association. 

  3. The online system accepts credit card payments and payments made by e-check. 

  4. Credit card payments incur a 3% processing fee. 

  5. E-check payments, where you pay by entering your account and routing number, are made via the ACH system and incur no additional fees.

  6. We do not recommend sending checks in the mail, per advice of the Postmaster General.

  7. If you wish to pay using a check it will have to be done by shipping the check to the lockbox address in Phoenix, AZ.

  8. We do not accept any payments at our Ballwin, MO address, with the exception of refunds from vendors and payments for closing documents.

  9. We do not accept payments by check given to any staff member.

  10. We do not accept cash.

  11. Payments for closing documents may not be made by credit card, only by check or money order.

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