Cost of printed material by Secretary

Started by OnnieS • 6 replies • 745 views

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OnnieS (California)
Posts: 2

Posted:

As Secretary of the BOD I do the Agenda, type preparation minutes for meetings, type drafts, and final copies along with any documents sent to me that have to be attached. Many times I have to retype for one reason or another. I use my own printer as the BOD does not have an office. We have a number of meetings and I do this for all meetings, Executive and Open meetings. I would like to know, if there is a code (California) that allows me to be reimbursed for my ink use expenses for association business. I keep a separate printer for personal use as I have been doing this for 25 years.

DouglasK1 (Florida)
Posts: 2,046

Posted:

I doubt that CA law would prohibit reimbursement, so I would expect it is allowed. Do your governing docs say anything about reimbursement?

Ours say that directors can't be compensated, but that directors can be reimbursed for actual expenses incurred in the performance of duties.

Assuming reimbursement is allowed, it is up to the board to authorize it. We budget a certain amount each year for office supplies, postage, etc. Some expenses are authorized ahead of time, for example if we are doing a mailing, a motion is made to spend up to a certain amount and reimburse the person doing copies, printing, buying postage, etc. In some cases the money is spent first, and the director makes a motion to get reimbursed for the expenses.

Have you talked to the board about getting reimbursed for your expenses? If they are not open to it, then tell them they need to make other arrangements.

Escaped former treasurer and director of a self managed association.

AugustinD
Posts: 5,144

Posted:

Onnie, like Douglas said, it is likely your HOA's governing documents have a provision for reimbursement of expenses directors or officers incur in the course of their duties. Check your HOA's Bylaws and Declaration for discussion of this. Here's some discussion of what California statute says: https://www.davis-stirling.com/HOME/Volunteer-defined

MelissaP1 (Alabama)
Posts: 13,836

Posted:

We reimbursed for ink and office supplies if used in accordance to one's duties. However, I believe that the board should all be in agreement. Let's not go too crazy. We are talking more like your typical replacement items like ink, paper, and other routine supplies. We are not talking going out and getting a HUGE copier/printer just because it's now considered a reimbursable cost. Plus that equipment may need to be turned over to the HOA if one quits or is voted out.

I got reimbursed for many expenses like cleaning supplier, office ink, paper towels, and other routine items. However, I was also up front and asked for reimbursement at the meeting prior to submitting my receipts. We all agreed that this was considered an item for HOA use only and allowable to be reimbursed.

Former HOA President

TimB4 (Tennessee)
Posts: 21,059

Posted:

My Association reimburses one set of ink cartridges per year for those, like you, who have a need and ask for reimbursement.

If I were on your Board, I would gladly reimburse you for expenses incurred this year.
I would have an issue reimbursing for previous years, because you didn't ask for reimbursement in previous years.

Going forward, remember to purchase a ream of paper for HOA use only along with other supplies as needed. Purchases these separately (so personal use items are not on the same receipt)

AugustinD
Posts: 5,144

Posted:

I think there is nothing wrong with asking for reimbursement for prior years. The Board can always say no. If the dollar amount seems reasonable, and I were on the board, I would likely vote to approve. This is because it is hard enough to keep good volunteers. They should not be paying from their own pocket for office supply expenses, especially of the magnitude the OP describes.

GeorgeS21 (Florida)
Posts: 3,808

Posted:

Of course you can be reimbursed for costs associated with the HOA and board business.

I think this only extends to the timeframe of each board approving ...i.e. you can get reimbursed for costs of the period you have expended funds in. I would not approve cost reimbursement for 25 years of costs, though.

Frankly, I am surprised you have been secretary for 25 years ...this should have rotated a bit. And, it is a bit odd you would have spent your own money for those many years.

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