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Posted by Leo Ouellette, Wells, August 25, 2006:

We recently completed our 30 day notice mailings for non payment of taxes for the 2005/2006 fiscal year. This process took up the time for almost a week for the majority of my staff. It was a very labor intensive process. I have 7 staff personnel. I was wondering if any of you have automated this process so that it is not so labor intensive. The biggest labor area was folding the notice, stuffing the envelope, and preparing/attaching the required registered mail forms. I appreciate any ideas you can give me.

Responses:

At Wiscasset, we use Trio software.  The Registered envelope is a flat 8 1/2 x 11 form that goes through our laser printer.  After stuffing the envelope, we peal off the 2 tabs covering sticky areas fold it and it is done.  I would be happy to send you one of the envelopes to review if you send me your address. (Jim George, Wiscasset) This takes care of the registered mail forms also? (Leo Ouellette) Yes, the form I described is the certified mail form that goes in the mail box.  It starts out as an 8 1/2 x 11 flat piece and ends up as an envelope. (Jim George)

We use the same process in Topsham.  We also have the Trio system. (Ruth Lyons, Topsham)

What software are you using?  We have Trio Software and our certified envelopes are purchased through Hygrade.  Therefore, everything is printed from our printer.  All we have to do is make copies of the notice for the files.  Then we just have to fold the letter and seal the envelope.  We also have a postage meter we lease which runs the envelope through and meters it. Takes maybe a day to complete the process. (Darlene Beaulieu, Manchester)

My first question is what system are you on?  We have Trio here in New Gloucester and we have purchased envelopes with the certified mail “stuff” on it, you fold the sheet once to fit it in the envelope.  We do have to stuff and put the postage, which takes time, but having those envelopes have shortened the time considerably.  We get them through Hygrade Business Group out of Waterville .  Hope this helps you and by the way, I do most of this work and I have one girl to help me.  I sent out 320 notices so I can imagine in Wells that you have many more than that.  I have a very dear friend that lives in and works for your town, Linda Collins.  If you see her, please say hello. (Barbara Seaver, New Gloucester)

Call Mike Parker @ Michael E. Parker
Hygrade Business Group
P. O. Box 439
Waterville, Me. 04903-0439
1-800-243-7992 x201
mparker@hygradebusiness.com
www.hygradebusiness.com
He sells the certified mail forms all pre numbered so you don't have to deal with labels and writing down all of certified numbers.  We use TRIO here in Hallowell. (Dawna Myrick, Hallowell)

The only thing I can add to Barbara's comments is that you I would check with your school department to see if they have an automatic folder/inserter mail machine. When I worked for the City of Augusta, we sent out over 1,000 notices and the machine they had sped up the process considerably. (Mark Doyon, Manchester)

We are a small town with a small staff (me & 2 part timers)., and about 90 30-day notices.  We don't have Trio, but have our own tax database that we convert to Microsoft Excel at lien time, and generate the notices with a mail-merge.  We bought a letter folder last year and that cuts down on the letter stuffing time (about $300, paid for itself in one tax billing session!).  The mail merge also generates mail labels quite easily – just need one for the certified mail if we use window envelopes.  We have started using the electronic receipting through the post office.  It takes a little time to input the return receipt number on-line, but eliminates the green card all together.  We just stick the receipt label on the copy of the 30-day notice, since we don't have to use the green card.  We have the post office put on the postage – that takes a while in line.   A postage meter is a good alternative to that if you have a significant number of letters to do.  All in all I'd say it takes us about 4-hours to completely do the 90 notices.  If you have the Trio system, others have posted lots of good ideas.  Good luck! (Stu Marckoon, Lamoine)