How to control a member (not a Board Member)

Started by BonnieG1 • 3 replies • 1321 views

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BonnieG1 (Nebraska)
Posts: 1,186

Posted:

It is good to have interest shown by a member. But this member is overstepping the bounds. We have a provider coming tomorrow to do the work that he bid on. This member insist that he do other work that is not on his bid. If I understand correctly she actually talked to him.
She also has plans for painting the outside and inside of the building. The Board has never discussed painting in a meeting. We have to many other pressing concerns to deal with.
I have heard that she also said she is going to take a picture of a flagpole so that we can send the picture in a letter to the owner. We have never made a decision to send a letter to the owner of the unit with the flagpole. I don't ever remember it even being discussed.
THis lady comes to every Board Meeting and acts almost like a Board Member. At one time the Board did give her permission to get bids for a project.
I am thinking we need to have an executive meeting after dismissing her so that we can decide how to tactfully control her. Any ideas. We don't want to entirely reign her in. Some things she has done have been helpful.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Bonnie,

I would recommend you do the following:

1) Inform any contractor/provider doing work who the Boards point of contact is and that they are the only ones who may authorize any additional work outside of the written agreement (this should always be done anyway).

As for the member:

1) keep them involved if you can.
2) Providing that they are not actually overstepping their authority (i.e. actually sending the photo or authorizing work) things should be fine. I would recommend that every time the Board asks them to do something that the board reminds them of what authority (if any) goes with it.

If the individual is actually overstepping their authority, you need to stop it as quickly as possible. Try to be tactful if possible but make it clear how they overstepped their authority. Remember to thank them for the assistance given.

BradP (Kansas)
Posts: 2,640

Posted:

Bonnie:

my two cents, first concerning the contractor you should have a contract with them for the work doing or there should be some sort of written authorization to do the work. Make sure to reiterate to them (in writing) who has the authority to authorize more work. Trust me, if contractors know you are dotting your i's and crossing t's they will make sure they have authority before beginning work as they don't want to work for free.

I would remind her of her role and the process and procedures that you have to follow. A "thank you" for your efforts "but this is the process" is something you can talk to her about. I agree that you shouldn't reign in her totally but she needs to understand protocol.

BonnieG1 (Nebraska)
Posts: 1,186

Posted:

Thank you for your responses. I just read my email. Our Presiden emailed her and copied to all Board members. The President reminded her that she was not to do anything without Board approval and suggested that she either write us a note with suggestions or make suggestions at a Board meeting.
This lady was going to take old paint to a site we don't use and from the tone of the Presidne't letter may be an illegal way to dispose of old paint.
I just hope this lady hasn't already taken the paint. I will have to check laterto see if the pain is still here and if not who took it.

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