Property Manager and Handyman

Property Manager and Handyman are an independent businesses, however:
• Both of their invoices look the same
• The physical office address listed on invoices are the same
• Office phone number is the same on both invoices

Most, if not all of the Handyman's invoices:
• Invoice number matches the check number.
• Invoice date matches the date of the check (some invoices proceed check date…what!)
• Most of the time the check is cashed at the bank on the same date the check was written
• A lot of times description of work on Handyman's invoices are vague without the location of repair
• Never an approval instrument or not recorded on minutes (this is common in documentation so I implemented a PO system)

As a newly elected Board Member I was going through the files, I found that the Handyman has been doing a lot of different work that requires a California State contractor’s license like major concrete work, design-build a trash trellis, significant repair to balconies, plumbing, welding, fencing, stucco, drywall, replacing doors,and even termite abatement. Plus this Handyman was providing work for owners while Property Manager paid the Handyman from HOA Operating Account and not charging back to Homeowners.

Does this sounds like possible collusion to anyone else?

I think not.

A former HOA of mine was managed by a company that was way cozy with its largest contract, the landscaper. Landscaping was for the front yards of about 1000 homes, so it was a few hundred thousand dollars per year. The management company was eventually terminated but kept trying to win back the HOA's business. It never did. Around 2010, the management company was charged with embezzlement via mixing funds from numerous HOAs in one account, lacking proper accountability for funds et cetera.

The appearance is that of impropriety. Where there is smoke there's fire. I think I would favor letting your management company's contract expire and not renewing. It's guaranteed your management company will be charming, will dissemble about what is "professionally proper," and try to keep its contract.

You're right, a lot of this Handyman's work had or still has to be re-repair. Costs to re-repair his substandard work is costing double or triple of the original repairs. Thank you for your reply

We are a small HOA of 73 units. In 2018 we paid him $9,000. In 2017 we paid him $54,000. This is when he provided major concrete work which is crumbling as we speak. This year has been considerable less because I've been proactive in repairs and hiring only licensed contractors. I've been the pool expert, Fire Sprinkler expert, Landscape liaison and general maintenance person, hiring only licensed contractors but I feel like I'm doing Management's job

How easy would it be to hire a new PM?

Why did the other BOD members let this happen?

Is there anyone on the Board that has been authorizing the work and also authorizing the invoice for payment. Has anyone on the Board been reviewing the financials on a monthly basis, as I believe is now a California statue?