Approval of Routine Bills

We have 5 Board members and use a property management company. The PM has routinely sent the bills to the board each week for approval then payment. This also allows us to ask any questions prior to payment. Recently, one board officer has changed this routine, without a vote. From the bills being sent to all 5 board members, for approval to the bills being sent to just two officers for approval. Yes, all of us do get a financial report at the end of the month, however, this is not timely for me, and does not allow for questions and corrections, clarification. I can not find any wording on this in any of our docs or our corporation law in this state. This is probably routine with other HOA's. I would enjoy hearing how other HOA's approve paying their bills.

We had a 2 signature system on our checks. The Accountant signed them and then 2 approved board members signed. We had more board members but only the officers were allowed to sign and be on the signature card at the bank. It wasn't like we were hiding anything as we did produce a monthly report and the bills came in about the same time as that report. Expenditures were discussed prior to spending at the monthly meeting before being spent.

I can see why only 2 get the checks to review if you have a 2 signature signature. May feel that's all that is needed to get the routine bills paid out quicker.

We approve budgets at the annual board meeting. Anything expenses that fall in the budget do not need to be approved. They are simply paid when they arrive. If something is not approved, we may call a special meeting to vote on it. If its voted YES, the bill does not need to be approved again. Its simply paid. We keep track of the payments with mint.com and any board member/officer is welcome to log on to check the financials anytime they wish.

It simply tracks all the HOA bank accounts in one place. Charts, graphs, detailed expense reports, etc. Its read only so no one can see passwords, write checks, access the bank accounts or even account number. It simply shows income and expenses. One person is in charge of categorizing everything and you can type notes on each item. You can export to excel. Do screenshots and print out for membership. If you write checks using online banking the vendor will show up in mint vs handwriting a check and showing up as Check #322. We have used it for 5 years.

Let the property management company do its job and pay the regular monthly expenses....the bills that always come, like power bills and water bills.

One-time expenses should be board directed and authorized.

More than this is micro-management and a measure of distrust of the property manager, slowing efficiency of business.