Out-of-Pocket Expenses for Officers

If the by-laws don't state one way or another, whether a HOA officer should be reimbursed for put-of-pocket, HOA-related expenses, is it reasonable to expect the HOA to re-imburse him?
As president, I use my cell phone as my primary point-of-contact with association members, and the use has, at times been heavy.
Also, in doing HOA busines, such as visiting City Hall, or meeting with city officials, does this entitle me to reimbursement from the association?
The association was turned over to the residents by the developer just last month, and the officers then were reimbursed for out-of-pocket expenses.
However, since our by-laws make no mention of this, I am at a loss. I thought that reimbursement was both legal and ethical, but now I have some members shouting "foul!"
I want to do what's right, for both the HOA and for myself.

I really need help on this, and fast!
Thanks.

Robert, yes but for things which no receipts exist you will need to have Rules & Regulations or Policies and Procedures drafted for it. The rates of reimbursement will need to be ratified by the board and hopefully all members at the meeting where it is discussed. Create an expense report which your association will use. EVERYTHING has to be documented and entered into your records.

You mentioned mileage that is going to need to have a standard rate decided upon. Some people have cell phone plans which have say 1,000 minutes and roll over; they might not go over this month but will the next and that will eat into the banked minutes. So you might want a reimbursement rate per minute. As an example: $0.35 per mile and cell phone minute.

The Expense Report that I built for our Association requires you to get the signature of two other officers; this adds some accountability.

Some costs are reimbursable and some not so much. They are expected parts of your job/responsibility. I would NOT charge for cell phone use, gas, mileage, or labor. That's just what you have to do. Example: Going to a mortgage company for a closing and getting a call on your cell phone to not forget to bring something.
However, for office supplies or maintenance items, reimbursement is okay with board approval. Example: If you need to purchase a lightbulb or smoke detectors for the property, that is okay. Approved maintenance items are resonable reimbursements.
My rule of thumb is that if it takes approval from the board to purchase, then it's reimbursable. If I have to ask for an item to be reimbursed, not so much.
Your HOA's insurance may cover your vehicle above your own coverage. Say if your in an accident going to the courthouse on HOA business and have an accident. Your personal car insurance would pay 80% of the accident. The HOA's insurance may pick up the other 20%. Check over the liability insurance about HOA vehicle coverage. Most likely your HOA doesn't have a "vehicle" but that doesn't mean that you don't need that coverage. It just applies to officer's business use of their own personal vehicles for business.
Unless your cell phone is specifically purchased by the HOA for exclusive use of ONLY HOA business, your cell phone use is your own responsibility. If the Cell phone is used for the entire community to use as an official contact number for any board member to access, I would argue that expense could be reimbursed. However, ONLY if it's NOT personally used. Once it is, it may not be tax deductible.
Remember, the HOA is ONLY funded by the owners for the owners. So each reimbursement check you get, comes from EVERYONE's money. (Including your own) So would you be happy to know that your president was getting reimbursed for cell phone use or mileage? I wouldn't be.

RobertC3:
As a matter of info, none of our Board Presidents have ever requested resident calls/concerns be made directly to them. Always, the Prop. Mgr. receives calls, relays the problem/concern to the Board and then it is dealt with at a Board meeting.
Lately, they are encouraging all concerns be in writing so a record is kept with the solution/reply to the sender.
From your post, it sounds strange that you are having to deal with City Hall and meeting with city officials.

What kinds of issues require you to do 'business' in this way?
Do you have a Prop. Mgr. to assist with these kinds of issues?

Hi Robert:

As a former "portfolio" manager for a MC, I haven't seen a lot of requests for reimbursement. That doesn't mean that it would not be proper. You are already donating time & effort (and probably taking on some stress) by being on the Board and being President. Asking for a lot of extra donations (monetary or in-kind) would be unreasonable on the part of the owners.

If you want to be reimbursed, it would make the most sense to get receipts for everything possible, keep a detailed mileage record, etc. and then submit a request once per month. You could include copies you print out for things related to HOA business (charge your cost as best as you can estimate or what it would cost at a local copy shop).

If you are taking a lot of calls on your cell phone, you might consider either bumping up your rate plan with the Board's approval to reimburse the difference (bulk cost for minutes is usually cheaper than running over) or consider asking the Board to provide a cell phone for HOA business, and make sure that you use it only for HOA business (chances are that bumping the rate plan would be a lot cheaper for the HOA).

If people cry Foul! then ask if they would like to provide a cell phone and a car with gasolline & insurance for the HOA business you do... chances are they would not be willing to "donate" the time, mileage, etc. themselves.

J. Patrick Moore, CMCA