motions for repairs and payments

Started by MaryB6 • 8 replies • 1720 views

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MaryB6 (Florida)
Posts: 1

Posted:

Does a motion have to be made for every single repair? or payment for repairs? Say a irrigation pipe breaks and needs repair. If we just tell the repair man to fix it and pay him, is that improper, small amount of $400 dollars. Does every stupid decision have to be made in public?

PatrickH (California)
Posts: 204

Posted:

Hi Mary,

My HOA has probably over two miles of irrigation lines and 2,000 sprinkler heads, so we set up a system where any irrigation problems reported to our property manager can be sent to our landscape company immediately for repairs.

Then at the monthly Board meeting, the list of repairs and the costs for the previous month's repairs are submitted to the Board for approval and payment. No payment is made until the Board approves it.

All repairs and payments should be discussed and approved at a Board meeting. I wouldn't wait three weeks for the meeting to approve the repairs of a broken irrigation line, but any expenditure for any repair should eventually be approved by the Board.

RogerB (Colorado)
Posts: 5,067

Posted:

Mary, our management Agreement allows us to make minor repairs and emergency repairs up to a specified dollar limit. No further Board action is required after they sign the Agreement. If you do not have a MC a Board member can be assigned to effect such repairs as long as they are in the approved budget.

RichardS21 (North Carolina)
Posts: 2

Posted:

Mary,
I am trying to determine the average irrigation costs per homeowner to help set up a budget. We have 73 homes, and about 1000 rotors and misters. We have 2 wells and a Tucor RDK controller. What failure rates are typical given 3 year old community.
Thanks Richard

MelissaP1 (Alabama)
Posts: 13,836

Posted:

Expenses are NEVER stupid. There should be a set amount for MINOR repairs such as continous maintenance items like light bulbs, general supplies, and as-needed items. We still have to submit receipts for those items and disclose them but not to approve them.

For any significant repairs we had a 3 bid process. Must have 3 bids before deciding on which contractor to go with. Unless agreed upon to have your own maintenance personnel. Some work got done with volunteer labor but the item to be repaired approved/submitted.

Keep in mind that this is NOT your money. It is EVERYBODY's money. Manage it like you would want someone to budget your money. Keep that in mind and you will soon realize it is not dumb but an annoying part of the process to get approval for everything...

Former HOA President

LynetteB (Texas)
Posts: 141

Posted:

Mary,
We have a budgeted amount for repairs of specific items such as our fence, sprinklers, pumps and such. We have in the past designated one board member authority to hire someone to make the repairs on any of the specified items not to exceed a certain amount without prior board approval. For us, it totally depends on the quality of board members on the board.
If we were to have to make a repair that wasn't budgeted properly, we would have to make a motion and get board approval prior to spending money.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Everyone is aware that Mary posted this in 2007 right.

JanetB2 (Colorado)
Posts: 4,219

Posted:

Hi Richard:

Welcome to hoatalk. If you go to the main HOA Discussions page and post your question in a new thread you will have better success. You apparently reopened an old thread.

LynetteB (Texas)
Posts: 141

Posted:

hahaha.
I didn't even look at the original post date. Figures, that is just about par with me.

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