08-Comm.

Harbour House Towers Condominium Apartments (HHT)

ADMINISTRATIVE PROCEDURES BINDER

Procedure 08 – Communications with owners – As of 2012-10-09

Responsiveness to Owners and Board Members

The HHT Owners collectively own HHT and are responsible for funding the HHT expenses. Therefore, they deserve the utmost attention and the HHT personnel must be attentive to their requests with timely responses. To achieve the above, the HHT Manager must ensure that it and other HHT administrative personnel promptly acknowledge reception of any communication from owners and respond in a timely fashion.

Board Members are volunteer none-paid owners who dedicate their time and energy to ensure quality administration of the HHT affairs. The HHT Manager reports directly to the President and indirectly to the other Board members. It is important that the HHT Manager be attentive to the President and the other Board members requests and carry out in a timely fashion the tasks that are assigned to the HHT Manager.

As a general rule, all telephone messages and emails must be answered the same day they are received and at the latest the next morning. The telephone message box must be emptied every day to ensure that new messages can be recorded.

Emails to owners

Emails to MORE THAN ONE owner MUST AT ALL TIMES be addressed as follow:

From: harbourhousetowers@gmail.com

To: harbourhousetc@coralwave.com

Add Bcc:(The owners’ email addresses the email is addressed to)

(NOTE: NEVER put owners email addresses in the To: or Add Cc: address area.)

Subject: The subject or title of the email.

Attach a file: Attach files when applicable.

Email text area: The text body of the email.

Letters to owners

Unless otherwise specifically requested by the owner or a Board member, any written communication to an owner MUST be addressed to his “official” mailing address that HHT has on record. If no address is indicated as the “official” owner’s address on record, use the address HHT mails the statement to.