šŸ’¬ Join us to post & get advice from 50,000 HOA & Condo leaders.

Create Free Account →

⚔ Takes 30 seconds

Already a member? Log in

JanetB9
Posts: 68
Posted:
Hello I know that homeowners have the right to ask for copies of all financial records of the HOA. My question is can homeowners requests for this information monthly? I would like a copy of all money paid to vendors, checks payable and receivable and bank statements, etc. on a monthly basis. Please let me know. Thanks!
JohnC46 (South Carolina)
Posts: 14,265
Posted:
Janet

My HOA, via our PM, would be glad to include you on the distribution of our 40 page Monthly Financials via Email and Email only. If your request involved any type of labor or copying charge, we would bill you for such. Also, some things are privy to the BOD only such a personal records/issues, late payers, legal action, etc.

All that said it appears you are on a witch hunt. They rarely ever workout. What is the real reason you want such?
TimB4 (Tennessee)
Posts: 21,059
Posted:
Keep in mind that a member can request to review the documents of the Association.

Providing copies, can incur a cost to the member for the labor and expenses to make and mail the copies.
AugustinD
Posts: 5,144
Posted:
JanetB9, I am looking at https://www.davis-stirling.com/HOME/Records-Subject-to-Inspection and all the sites linked from the latter. I do not see bank statements listed as a record California statutes require to be available to HOA/COA members. I do see the General Ledger and check registers listed as records you should be able to inspect. See https://www.davis-stirling.com/HOME/Statutes/Civil-Code-5200#axzz2CR2ljirY . Perhaps the HOA/COA would agree that the monthly bank statement could serve in lieu of the check register. You can only ask.

I would make a formal request to review the General Ledger and check registers at the beginning of each month. Inform the board that you will make this records request once a month for the immediate future. Your "proper purpose" is to become familiar with the financial operation of the HOA/COA and how members' dues are spent.
GeorgeS21 (Florida)
Posts: 3,808
Posted:
Janet,

For what purpose?
JoeB23 (Florida)
Posts: 13
Posted:
Your governing documents and state statute, if any, should indicate the frequency that your HOA must provide copies or access to your HOA financial statements. My HOA in Florida does post the monthly Income Statement and Balance Sheet as well as a Treasurer's report on the HOA website and provides a copy at the monthly Board meeting. I have an accounting background and found MANY errors in these reports and have addressed them with HOA management. The inaccurate reports remain on the website even though I have requested they be removed. The community has been notified not to rely on these statements.

You should review monthly financial statements and have someone familiar with these statements check their accuracy. I would encourage you to challenge the HOA on any errors; otherwise, they will produce and distribute these reports as they see fit.
MelissaP1 (Alabama)
Posts: 13,836
Posted:
Our HOA we went through the financials at our monthly meetings. We gave out a copy of the financials but not collections. Collections are just for board members. You can know about your own account but not others. We would just tell you our overall collection rate. We did not even reference names but Lot#'s. We just let the membership know what we were doing in regards to collections. Which in our HOA we had a policy of 6 months behind we liened 1 year we CONSIDERED foreclosure. So as long as membership knew we had a policy in place no reason to be concerned or be a helicopter.

If your that interested then why not become a board member or attend meetings?

Former HOA President
BillH10 (Texas)
Posts: 1,217
Posted:
Janet, the standard monthly financial reports published for any association I have been involved with include the information you are seeking, possibly more. You may have to do some reading between the lines, but most of the information should be there.

Why not just ask for the published financial report. If it does not contain the information you are seeking, you may ask to review the association records.

I'm not certain of the requirements in California, in Texas the Association is required to provide access for review to most Association records. Copies may be requested, costs may be involved if hard copies are requested. As a matter of courtesy, we do not charge to provide electronic copies of current or prior year financial records unless it takes us more than 15 minutes to compile the requested records.

However, the Association is under no obligation to compile reports which do not exist or provide you with the results of data requests which are not generated in the course of ordinary day-to-day business operations. If, for example, a check register report is not a regular published report, you may have to ask to review the records in person, or pay to have a report generated.
GeorgeS21 (Florida)
Posts: 3,808
Posted:
Good answer, Bill.

Again, Janet, for what purpose?
SheliaH (Indiana)
Posts: 6,964
Posted:
Others have asked why you need all this information and I concur. Since you haven't yet answered that question, I'll assume you're reviewing all the responses and will decide what to do from there.

Personally, I find it's usually easier and faster to start with the monthly income/expense statement (it's best if it's itemized) and if you have questions about what's there, you might look at the monthly board meeting minutes - you should see a summary of discussions regarding vendors. If any of that raises questions, then you can ask the board. If you can't get those documents or the board/property manager refuse to give it to you and don't have a reasonable explanation, that's when you may want to dig deeper.

And start going to board meetings and listen to the conversations yourself.


If it is not right do not do it; if it is not true do not say it. Marcus Aurelius
KerryL1 (California)
Posts: 14,550
Posted:
Augustin shows you where to look--do check the website-- and to write your request to the HOA's agent --probably a propery mgtr if you have one. Make sure you read the civil Code about "enhanced records." If you board approves the financials at monthly meetings, it might be "subject to the year-end audit." But you should still be able to review them once board-approved.

Bill also is correct for CA: "However, the Association is under no obligation to compile reports which do not exist or provide you with the results of data requests which are not generated in the course of ordinary day-to-day business operations."

Our are not on our website, but I'm asking they be placed there at our next open meeting.
JanetB9
Posts: 68
Posted:
Thank you so much for the information.
JanetB9
Posts: 68
Posted:
Yes I am running for the Board now. There’s been some concerns about our HOAs financials and the lack of transparency to HO concerns me. In case I didn’t get in cause we don’t meet quorum, I want to know as a HO how I can keep accountability of the way our assessment dues are being spent. I regularly attend Board meetings already. Thank you everyone for your replies.
JanetB9
Posts: 68
Posted:
Are HO also able to review maintenance records? We are a condominium association. If so, how frequent can a HO request to review maintenance records to make sure our assessment fees are going to properly maintain (according to maintenance schedule in the CcRs to protect our investment?
GeorgeS21 (Florida)
Posts: 3,808
Posted:
Janet - given this is a condo, it sounds like you want to be in the decision and execution process related to maintenance of the properties? Typically this is done by the management company with broad board oversight.

I don't and haven't served on a condo (COA) board, but can tell you after being on the board and being a board president in several HOAs, that both the property management company and the board would consider your involvement, as a home owner, in the manner you suggest, to be bothersome and time consuming.

Do you seriously believe home owners should be involved in reviewing maintenance records? And, connecting the management dots between assessments and maintenance records?
AugustinD
Posts: 5,144
Posted:
Quote:
Posted By JanetB9 on 02/28/2020 12:02 AM
Are HO also able to review maintenance records? We are a condominium association. If so, how frequent can a HO request to review maintenance records to make sure our assessment fees are going to properly maintain (according to maintenance schedule in the CcRs to protect our investment?
Janet, the davis-stirlng.com site is excellent for answering many questions about California HOAs/COAs. On the subject of records, see https://www.davis-stirling.com/HOME/Records-Subject-to-Inspection. It links to Civil Code 5200 at https://www.davis-stirling.com/HOME/Statutes/Civil-Code-5200#axzz2CR2ljirY. Under 5200, a member may review invoices. This should include invoices for maintenance.

I feel a monthly request is fine. But many HOAs will try to make your life difficult for any records request. Any HOA being difficult about records reviews may face statutory penalties. See https://www.davis-stirling.com/HOME/Enforcement-Rights

I disagree with George, who seems to think members should not be allowed to look at records. This is a statutory right. It is there for a good reason.

You should also put the word "quorum" into the davis-stirling.com web site to see what happens when quorum is not achieved.

I hope you understand being on a board often requires a lot of homework.
BillH10 (Texas)
Posts: 1,217
Posted:
Janet

Why don't you extract the maintenance requirements you refer to and enter them into a spreadsheet. Then ask the Board or management company who the vendors are who perform the maintenance tasks.

Finally, correlate vendor expenditures with the table you just built and you should have the information you are seeking.

If your documents specify maintenance requirements to that level of detail, the board or management company hopefully has done a portion of what I described in the first sentence. You should also find an indication of the commitment of funds to recurring required maintenance in the annual budget of the association.

If your documents simply specify the association is to maintain the roof, exterior surfaces, paint, doors, windows, etc., it is likely, with the exception of the roof, maintenance activities take place as needed. If your association has a reserve study, you may find indications there of when certain replacement projects are expected to occur.

We manage small condominium associations. We do program an annual roof inspection/gutter cleaning for each of our clients. Some gutters are cleaned more often depending on the surrounding trees. We request an annual inspection of the fire sprinkler closets which house the system controls and electronics for one property which has a sprinkler system. The landscape contractors test the irrigation systems and certain drainage systems. If you have elevators, a pool, and a clubhouse, there are likely recurring inspection/maintenance requirements. We contract for quarterly or bi-monthly pest control and related inspections and treatment based on what our clients desire.

Beyond the foregoing, what other maintenance is listed in your documents?

KerryL1 (California)
Posts: 14,550
Posted:
Again, Janet, visit the site Augie recommends.

As pointed out, invoices should show a lot of th maintenance. but we're a condo HOA too (they aren't called COAs in CA)-- a high rise--so we have a full-time onsite budilign engineers who does a great deal of maintenance. He's employed by a vendor of ours. His activity report to them is available to to us board members, but not to Owners.
GeorgeS21 (Florida)
Posts: 3,808
Posted:
Nope, Augustin - not what I said.

I don't think members should be inside the "process" of maintaining ... the discussion and the OP seem to indicate a desire to review way down in the weeds material ... I don't have a problem with anyone reviewing anything - I do have a problem with folks wanting to poke and poke and poke while not providing useful improvement options or help.

I can just see the group of unhappy owners looking through all the receipts and complaining about how expensive and how unnecessary and how they think their assessments are too high, and how someone on staff frowned at them for the time required to put everything together so they could complain ...

This isn't about viewing financials ... it is, to me, a different context.

But, I certainly support a community to allow this sort of involvement if they have decided to pay the extra cost.
AugustinD
Posts: 5,144
Posted:
Quote:
Posted By GeorgeS21 on 02/28/2020 10:54 AM
I do have a problem with folks wanting to poke and poke and poke while not providing useful improvement options or help.
The California statute does not require a member to provide useful improvement options or other help.

For the record, I am coming from:
-- A condominium where one of the HOA directors owned a landscaping company that had the condo's landscaping contract (a few hundred thousand dollars in value). The self-dealing is what resulted in this director finally being tossed.

-- A HOA where a member sued the HOA circa 2005; then gets on the board around 2010; then when elected HOA President, arranges for the attorney she used to sue the HOA to become the HOA attorney. Neither the President nor the attorney disclosed the attorney's prior role.

-- A condo where the parking spaces were re-striped such that the widths were in violation of the municipal code and so small people were getting dents in their doors from vehicles in adjoining spaces. Whereas the vendor has promised the spaces would all be the exact amount or larger prescribed by the municipal code. Only a review of the exchanges between vendor and HOA showed the vendor had lied.

-- The property management company of a former HOA of mine was found by the state attorney general yada to have embezzled from a number of HOAs.

I hope it is clear why I support records inspections to the extent statutes and the governing docs allow. I am not persuaded of anything other than you seem to discourage legitimate records requests.
GeorgeS21 (Florida)
Posts: 3,808
Posted:
Again, no.

I am making a point - while I certainly support legal processes, I have seen some frankly nutty requests for home owners to second guess, gripe about, whine about, second/third guess, etc. If this interested, these folks should think about being helpful at the Board level.
AugustinD
Posts: 5,144
Posted:
I agree HOA/COA members are more likely than not to make requests of their HOA/COA that conflict with the law. I also feel HOA managers and boards are notorious for making it incredibly difficult to view records to which members are legally entitled. Some boards and managers view every request with suspicion. If their state has no statutorily required timeframe for viewing records, guess what? The member gets to wait three months or so; then can file a demand letter lite; then observes the board calling them out at meetings for asking for records to which they are legally entitled; and so on.

The OP came here specifically to ask to what docs she is legally entitled. I am going to give her answers and show zero patience for anyone trying to obstruct lawful records requests.
MarkW18
Posts: 1,290
Posted:
Quote:
Posted By AugustinD on 02/28/2020 12:07 PM
I also feel HOA managers and boards are notorious for making it incredibly difficult to view records to which members are legally entitled.

I have been involved in a few cases where the HOA attorney stopped certain requests for records. If the attorney tells the Board and the Board tell me, then I comply with the direction the Board has given.
AugustinD
Posts: 5,144
Posted:
I would expect no less.
JohnC46 (South Carolina)
Posts: 14,265
Posted:
Quote:
Posted By GeorgeS21 on 02/28/2020 11:54 AM
Again, no.

I am making a point - while I certainly support legal processes, I have seen some frankly nutty requests for home owners to second guess, gripe about, whine about, second/third guess, etc. If this interested, these folks should think about being helpful at the Board level.

I agree. Well said.
KellyR6 (California)
Posts: 21
Posted:
Thank you for your replies Augustin.

I've had a recent discussion with a publisher, journalist of our local newspaper who covers both sides of an issue. She also thorough and factual. She is disliked to a point by several board members her newspaper was removed for sale at the clubhouse by the GM. Bias and impropriety by this board supersedes reason and law.

We do have a legal right to know under Stirling Davis and do have several long term and knowledgeable members arguing in favor. These people have served on governing docs, budget and finance, planning committees for over 20 years.

We are currently debt free and the present board wants to take us into 5M plus in debt for a new clubhouse and pool. We are a small community in a National Forest with no land available for new growth. We are also at high risk for both earthquakes and fires.

We don't foresee any changes forthcoming in the boards behavior and are pleased with our decision to sell and move.
JanetB9
Posts: 68
Posted:
Quote:
Posted By AugustinD on 02/28/2020 11:36 AM
Posted By GeorgeS21 on 02/28/2020 10:54 AM
I do have a problem with folks wanting to poke and poke and poke while not providing useful improvement options or help.
The California statute does not require a member to provide useful improvement options or other help.

For the record, I am coming from:
-- A condominium where one of the HOA directors owned a landscaping company that had the condo's landscaping contract (a few hundred thousand dollars in value). The self-dealing is what resulted in this director finally being tossed.

-- A HOA where a member sued the HOA circa 2005; then gets on the board around 2010; then when elected HOA President, arranges for the attorney she used to sue the HOA to become the HOA attorney. Neither the President nor the attorney disclosed the attorney's prior role.

-- A condo where the parking spaces were re-striped such that the widths were in violation of the municipal code and so small people were getting dents in their doors from vehicles in adjoining spaces. Whereas the vendor has promised the spaces would all be the exact amount or larger prescribed by the municipal code. Only a review of the exchanges between vendor and HOA showed the vendor had lied.

-- The property management company of a former HOA of mine was found by the state attorney general yada to have embezzled from a number of HOAs.

I hope it is clear why I support records inspections to the extent statutes and the governing docs allow. I am not persuaded of anything other than you seem to discourage legitimate records requests.

Hi Augustin -

I agree with you 100%. Thank you for the legal information resources. I am doing my homework. There has been some ā€œinterestingā€ activity with the Board and I think transparency is needed to be sure our money is going to protect our investment. There’s also been a few issues with Board members overstepping their authority and not following the governing documents. I appreciate your guidance very much!
GeorgeS21 (Florida)
Posts: 3,808
Posted:
Janet,

Please let us know the outcome of the election.

Once a director you should be able to delve further into financials and be held accountable for the process.
GenoS (Florida)
Posts: 4,276
Posted:
Things you want to avoid... Embezzlement. Some HOAs had up to $250,000 stolen in Virginia. Besides the actual theft, the problems were exacerbated (according to the article) by board members not having access to their associations' bank accounts. The property manager was providing the board with phony bank balances and no one ever bothered to double-check with the bank.

I'll never criticize anyone for wanting to know "too much". 5 years ago when I first bought into my HOA, I requested a copy of the full prior-month's financial reports. The good news was the VP made sure I had them only a few hours after I made my request. The bad news was when he said to me, "I've been here for 7 years and you're the first person who's ever asked to see them." I was on the Finance Committee the following week.
JanetB9
Posts: 68
Posted:
Quote:
Posted By GenoS on 03/02/2020 12:47 PM
Things you want to avoid... Embezzlement. Some HOAs had up to $250,000 stolen in Virginia. Besides the actual theft, the problems were exacerbated (according to the article) by board members not having access to their associations' bank accounts. The property manager was providing the board with phony bank balances and no one ever bothered to double-check with the bank.

I'll never criticize anyone for wanting to know "too much". 5 years ago when I first bought into my HOA, I requested a copy of the full prior-month's financial reports. The good news was the VP made sure I had them only a few hours after I made my request. The bad news was when he said to me, "I've been here for 7 years and you're the first person who's ever asked to see them." I was on the Finance Committee the following week.

That’s wonderful. How do we start a Fiance Commitee. Sounds like a great VP. I’m officially a Board member now as of yesterday evening following our annual meeting.
JanetB9
Posts: 68
Posted:
Quote:
Posted By GenoS on 03/02/2020 12:47 PM
Things you want to avoid... Embezzlement. Some HOAs had up to $250,000 stolen in Virginia. Besides the actual theft, the problems were exacerbated (according to the article) by board members not having access to their associations' bank accounts. The property manager was providing the board with phony bank balances and no one ever bothered to double-check with the bank.

I'll never criticize anyone for wanting to know "too much". 5 years ago when I first bought into my HOA, I requested a copy of the full prior-month's financial reports. The good news was the VP made sure I had them only a few hours after I made my request. The bad news was when he said to me, "I've been here for 7 years and you're the first person who's ever asked to see them." I was on the Finance Committee the following week.

That’s wonderful. How do we start a Finance Committee? Sounds like a great VP on your Board. I’m officially a Board member now as of yesterdar Thursday when the election results were announced at our annual meeting.
AugustinD
Posts: 5,144
Posted:
JanetB9, congratulations. I know it is a lot of work. Are you serving on the board with a like-minded majority?
JanetB9
Posts: 68
Posted:
Quote:
Posted By AugustinD on 03/06/2020 11:06 AM
JanetB9, congratulations. I know it is a lot of work. Are you serving on the board with a like-minded majority?

No I’m not and I’m concerned because only one other Board member wants to be transparent too and encourage homeowner involvement at meetings. The others work with management to keep homeowners away and operate on ā€˜if they don’t know or ask, why tell them’ philosophy. this other board member shared with me that the three other questionable board members play by their own rules and that they are close to the vendors and ask for special treatment to get repairs done with assessment fees. I have no idea what me and this one other board member can do to make things right if even the property manager helps them.
JohnC46 (South Carolina)
Posts: 14,265
Posted:
Janet

Tread easy. You will need allies if taking the BOD on. Find out how the present financial records are kept. If electronically in any way, it should be easy to obtain copies for you and others. Also ask if so easy to make these, then why have we made it so hard for an owner to get a copy. If they say everything the MC uses paper then open to door with that is rather old fashioned and error prone, I suggest we look at a better automated MC.
BillH10 (Texas)
Posts: 1,217
Posted:
Janet, I am puzzled by your comment " . . . work with vendors to get repairs done with assessment fees".

Can you explain that a bit more? Repairs are one of the appropriate uses for assessment fees, the budget of the association should have a number of line items for repairs/maintenance for various items.

JohnC46 (South Carolina)
Posts: 14,265
Posted:
While I cannot answer for Janet, I think some of her posts have said the some BOD Members are cozy with the MC and the MC has been selecting the vendors. As a result, some owners (BOD Members) have been getting "better service" from some vendors that the BOD is paying to properly service all owners. I do not believe she ever said kickbacks but who knows.

Common complaint on here is that in the case of whatevers, the BOD Members got theirs done first
BillH10 (Texas)
Posts: 1,217
Posted:
JohnC46

While that may not be the exact issue to which she is referring, the scenario you described is a deep bone of contention with some owners in the Association in which we reside. They received preferential treatment from a previous landscape contractor (read free services) which went away when the Board changed contractors about 10 years ago. The mooing and oinking about lousy service from the present contractor continues to this day. The service is equal to or better than the previous contractor, but the 'goodies' have been removed from the equation.
JanetB9
Posts: 68
Posted:
Quote:
Posted By JohnC46 on 03/06/2020 3:03 PM
While I cannot answer for Janet, I think some of her posts have said the some BOD Members are cozy with the MC and the MC has been selecting the vendors. As a result, some owners (BOD Members) have been getting "better service" from some vendors that the BOD is paying to properly service all owners. I do not believe she ever said kickbacks but who knows.

Common complaint on here is that in the case of whatevers, the BOD Members got theirs done first

I have no idea about kickbacks. All I know now from what the one other Board member shared with me is that these other three Board members get first pick with services needed for themselves and their homeowner friends and that the property manager helps with it. if they go over the budget for that item they find a way to justify it and if the funds aren’t there then others have to wait to get any repairs done or increase the assessment fees. we have had assessment fees increase ranging from 5-20% yearly since I bought here 6 years ago which is why I decided it was time to run for the Board and try to advocate for more transparency and encourage more homeowner involvement. One other Board member agrees with me but I was voted in as she was while the other 3 have all been appointed and are close friends as well.
KerryL1 (California)
Posts: 14,550
Posted:
As a condo building too, repairs by the HOA aren't done in our units. What are these repairs that directors are allegedly getting for discount or free??? Why do other owners have to wait, when usually the HOA isn't obliged to take care of in-unit repairs.

Condos' vendors are largely responsible for common area repairs.

In CA, boards must approve the final docs quarterly, so The PM must provide the "financials" to you at some point. Ask for them now. Surely they're available online.

What do you mean by: "There’s also been a few issues with Board members overstepping their authority and not following the governing documents?" Examples, please.

I have the feeling, that there's lot you need to learn. Your thinking seems a little scattered to me. On a board of five, you cannot hope that you & one other can get much done if opposed by the other three. What DO you two want to do?

Owners n CA at open meetings must be allowed one open forum during meetings. There need be no other "involvement" beyond that.

what size is your HOA? How many buildings? Are they elevator buildings?
JanetB9
Posts: 68
Posted:
Quote:
Posted By KerryL1 on 03/06/2020 3:40 PM
As a condo building too, repairs by the HOA aren't done in our units. What are these repairs that directors are allegedly getting for discount or free??? Why do other owners have to wait, when usually the HOA isn't obliged to take care of in-unit repairs.

Condos' vendors are largely responsible for common area repairs.

In CA, boards must approve the final docs quarterly, so The PM must provide the "financials" to you at some point. Ask for them now. Surely they're available online.

What do you mean by: "There’s also been a few issues with Board members overstepping their authority and not following the governing documents?" Examples, please.

I have the feeling, that there's lot you need to learn. Your thinking seems a little scattered to me. On a board of five, you cannot hope that you & one other can get much done if opposed by the other three. What DO you two want to do?

Owners n CA at open meetings must be allowed one open forum during meetings. There need be no other "involvement" beyond that.

what size is your HOA? How many buildings? Are they elevator buildings?

As this other Board member explained, vendors do work for these other Board members and they bill the HOA and put it in some category in the budget. As for common areas maintenance, i was referring that they get repairs done in their common areas first for example, if there’s a street that needs to get maintained by one of these Board members then that is done first along with any other request in the common area that any of these other Board members want maintained first, then it goes to the rest of the community if there’s any money left or raise the dues to maintain it or not do it. i read the maintenance schedule in the CCRs and from what I learned, it has not been followed as it should be. Examples of Board members overstepping their authority are for example, selective enforcement while their homeowner buddies get away with violations and also sending violations for items that aren’t in the governing documents. One homeowner received violation notice for having a specific type patio furniture in his private patio because the Board President didn’t like it yet there is nothing in the governing documents that states what type of patio furniture can belong in the patio area. It only states that it should be aesthetically pleasing and clean. I have requested the financials for this past month. I learned each Board member gets a copy of the monthly financials with each agenda for board meetings from the property management.
KerryL1 (California)
Posts: 14,550
Posted:
Good that you get the financials every month like we do. Next question is, respectfully, do you know how to read them?

what do you mean by "amontenace schedule" in your CC&Rs? What the HOA is obliged to maintain, and what the owner's are obliged to maintain?

JanetB9
Posts: 68
Posted:
Quote:
Posted By KerryL1 on 03/06/2020 5:11 PM
Good that you get the financials every month like we do. Next question is, respectfully, do you know how to read them?

what do you mean by "amontenace schedule" in your CC&Rs? What the HOA is obliged to maintain, and what the owner's are obliged to maintain?


yes Board members get them monthly from management but not the homeowners. If they want it they have to contact management individually to request it. No I don’t know how to read them but when I get it for this month I will start learning. Maintenance schedule in the CCRs states what HO and HOA is responsible for. It also states the specifics of what needs to be maintained by the HOA in the common areas and how frequent. It is my understanding that this has not been followed.
JanetB9
Posts: 68
Posted:
We have 500 units. No elevators.
KerryL1 (California)
Posts: 14,550
Posted:
Get a copy of all contracts with your vendors.
JanetB9
Posts: 68
Posted:
Ok, I will request the contracts with all vendors. What information should I look for in the vendor contracts?
KerryL1 (California)
Posts: 14,550
Posted:
Since one of your concerns is property maintenance, see what your various vendors are supposed to be doing- their "scope of work." The you'll have a better idea about what your common areas should look like.

But with all you need to learn, I think you should visit the Community Association Institute to read some of their free literature about being on an HOA board. I read one long ago called the Board Member Toolkit. Caionline.org.

As soemone pointed out above, tread lightly at board meetings; you two are outnumbered. Listen & learn for a while.
JohnC46 (South Carolina)
Posts: 14,265
Posted:
Quote:
Posted By JanetB9 on 03/06/2020 8:30 PM
Ok, I will request the contracts with all vendors. What information should I look for in the vendor contracts?

Look for:

1. Did they do as promised in the contract.
2. Did they get paid as per the contract for doing so with no additional charges
3. Ask about for any association with the person/contracted and the MC or BOD Members.
4. Ask to see original proposals for the work and question why this vendor was selected especially if selected at a higher cost than other bidders. Owners are not allowed to see original proposals (only final contracts) but BOD Members should be able to see proposals. If not, they might be hiding something.

Do not be surprised if the BOD is doing everything properly. Once on the "inside", people learn.

JanetB2 (Colorado)
Posts: 4,219
Posted:
Quote:
Posted By GeorgeS21 on 02/28/2020 6:20 AM

Do you seriously believe home owners should be involved in reviewing maintenance records? And, connecting the management dots between assessments and maintenance records?


Well ... only maybe us ā€œHome Ownersā€ who want to know if our assessment $$$ are being properly and well spent!!! Hope you understand George that owners in HOA’s who ignore how their HOA assessments are spent are ones most likely to end up in turmoil later due to nobody overseeing the ā€œHOA Cookie Jarā€.

šŸŽÆ You've read this entire discussion

Join the conversation with 50,000 HOA & Condo Leaders:

  • āœ“ Ask follow-up questions
  • āœ“ Share your experience
  • āœ“ Get expert advice
  • āœ“ Access 350,000 discussions
Create Free Account →

⚔ Takes 30 seconds

Already a member? Log in here