Does Volunteering on the Board Require Social Security Number

Ah, i love this question.

And the answer is: What do your rules say? If they say it's required, then it is. If they don't say so, then it isn't.

As a private organization (ie, not a government agency or branch), the Privacy Act of 1974 does not cover you, and your use of the SSN.

Some states have enacted laws around SSN, so check for your state. I know California, Georgia, Arizona, and Colorado have state laws in place about SSN, but I don't know the contents of those laws.

It may also help both parties if a clear understanding is given as to the purpose of obtaining the number. If it is for tax or wage purposes, you have a much stronger leg to stand on than "cause we always have". However, as with most transactions between private parties, you are free to set whatever restrictions you like on the deal, and free to walk away from it if you don't like the restrictions.

Thank you for your responses.

The documents make the insurance optional. I read that most insurances ask for SS# for identification. However, insurance in our documents are optional and there is no mention that we can prevent someone from volunteering on the board for not giving the SS#. However, if the person needs indemnification, and the insurance refuses to pay, the association is required to pay for that person.

I am not sure how well this will go over with the volunteer and the board. Hopefully, the insurance doesn't need SS#'s.

I guess that you are referring to your Directors and Officers insurance. We have D&O insurance and the insurance company did not require background checks or the social security numbers of anyone before issuing the policy.

So if your current D&O insurance company is asking for this, you may want to look for another company. I know for certain that not all of them require this information.

Emily, Our HOA requires all volunteers to have a background check run in order to serve on the BOD or belong to any committes.

The reason for this is because a lot of committes work with children.

Also the Board needs to supply this in order to do certain business like signing checks for bills, etc.

A corporate resolution signed by each director is filed with the bank for identification purposes on each bank account the Association holds. This resolution requires the Social Security # of each one of the signees. Banks do run a check on those #'s and if it turns out that another bank has had a problem with the person attached to that # they can refuse to open an account.

As for other volunteers serving on committees there is no need for a background check unless it is the policy of the board. I can well understand that the association would want to protect themselves if for any reason these volunteers are working with children. An example of thsi would be someone volunteering to offer swimming lessons or some sort of day care using the Assoc. facilities.

Life is not what it use to be!

We never ever had a board members SS# nor would we ever ask for it. Our state does not even require a SS# to be displayed on our driver's license, Don't think a background check is necessary for any member in a HOA even if they write checks. Sounds crazy to say this but it's just not necessary. Plus an invasion of privacy to some extent. Would never consider this as a requirement.

It's not the volunteering for a board position that requires a ss#( unless your documents so require) but the opening of a bank accout. Check out the Federal Patriot's Act and how it requires banks to identify individuals and corp. who attempt to open up accounts with them.

It may be that certain banks may require this identification to open a business account, but it is not a federal requirement. I have been an authorized signer on our HOA account for years, with a new signature card filled out each January, and I have never needed to provide my social security number. In fact, we changed banks last year, and neither the old bank nor the new one required a social security number.

I would be worried that providing a social security number to the bank, rather than the HOA business EIN, could lead to a mix-up and I would end up personally owing taxes on any interest.

If a bank needs your social security number to sign for the HOA bank account, I would recommend finding another bank.

I don't think it is that clear at all.

The Florida statute (720.306) prohibits a person who has been convicted of felony from serving on a board. It does not require the board to verify that its members are not felons.

Excellent point!

One less argument in favor of requiring the social security numbers of those who volunteer.

Law

I well understand and agree with privacy (me the card carrying ACLU Member), but I think many that are paranoid about such are needlessly concerned and some are trying to hide things in the name of security.

My neighbor said his shredder was plugged up and he asked me to take a look at it. I did and it was plugged with gummed, self return labels we all get tons of. I said the gummed labels were the issue and asked why shred them? He said for identity protection...need I explain more...LOL

In an association (as we are all in this together), if you are asking to serve, help, aid us, I am all for it but I want to "check" you out first and if you are not willing to provide the necessary inforamtion to do so...I get nervous...

Prior to taking Mel to Mexico, I will ask her if there are any warrants out for her as I do not want issues when we cross the border...I have enough of my own...I do not need hers...
LOL

So do you want your neighbors to know your SS# or other personal information then be my guest to request it. My SS# is PRIVATE and none of anyone's business unless a financial requirement or work related...

A HOA is volunteer only. If it were paid then different story. More people are perverts and law breakers BEFORE they get caught.

I volunteered for Habitat for Humanity. They don't do background checks, ask for SS#, or request personal information. That organization builds homes and volunteers are around kids. Not their responsiblity if a volunteer does something against the law unless it is against them.

One person I volunteered with later went and shot several co workers killing 3 and wounding several more. Made national headlines. She had no record and later turns out she had killed someone in the past. It was ruled an accident then but now being reinvestigated. Her work place had her SS#. Did not prevent her crime and she was even involved with killing someone in her past!

Still do not think a need for SS# in a HOA. It is for financial purposes not background checks. Financial issues should not be tied in with potential other crimes. It is not an indictor either. Crime happens whether you know it happened or could happen.

You'all need to start "goggeling" The Patriot's Act, especially how it impacts banks! The day will come when you won't have to show your SS# but it will be replaced by a finger print or a "chip" imbedded under your skin! Life in this country has changed since 9/11!! You know it when you go through airport security.

I know you A.C.L.U. card carriers don't want to hear it.

A little off track here but if showing one's SS# is offensive and threatening, you "ain't seen anything yet" !

Those of us with check signing authority on our board also provide our SS# and usually our DL# info too.