Keeping Contractors Honest

Started by TerryS7 • 7 replies • 343 views

💬 Join us to post & get advice from 50,000 HOA & Condo leaders.

⚡ Takes 30 seconds

Already a member? Log in

TerryS7 (Oregon)
Posts: 7

Posted:

What practices does your HOA management use to keep contractors honest?

Example: owner calls managing agent that a part of the irrigation system isn't working. The controllers are run on batteries.

Irrigation vendor comes out replaces 2 controllers for $490.

How does the management company know that the controllers needed to be replaced rather than installing new batteries??.

Thanks much!

MelissaP1 (Alabama)
Posts: 13,836

Posted:

It isn't the MC's job to know or do this unless contractually obligated to. It's more of the HOA IMO. They should be voting on the repairs than having contractors have "carte blanche" to the MC to cut a check. Seems the HOA needs to get a board member willing to oversee contractors and agree to the work before it is done.

I did this all the time. We would get bids. If there was additional work to be done, then we had a board vote on it. If the contractor can't understand the delay in the process, then your hiring the wrong contractors.

Former HOA President

MaxB4
Posts: 3,513

Posted:

Quote:

Posted By MelissaP1 on 06/15/2021 4:00 PM
It isn't the MC's job to know or do this unless contractually obligated to. It's more of the HOA IMO. They should be voting on the repairs than having contractors have "carte blanche" to the MC to cut a check. Seems the HOA needs to get a board member willing to oversee contractors and agree to the work before it is done.

I did this all the time. We would get bids. If there was additional work to be done, then we had a board vote on it. If the contractor can't understand the delay in the process, then your hiring the wrong contractors.

So, am I correct in assuming that even though you had a landscape company under contract you would still get bids to have controllers fixed or replaced even though this might have been part of their contract that you had hired them in the first place?

MelissaP1 (Alabama)
Posts: 13,836

Posted:

Two different things. Lawncare is mowing grass. Sprinklers are watering it. One is labor and one is equipment. We would still request a vote from the board to agree to replacement. Plus verify that is the issue and no other option.

Former HOA President

JohnC46 (South Carolina)
Posts: 14,265

Posted:

Our HOA is responsible for maintaining each homes sprinkler system. Our landscaping company does it and I have rarely seen any charge more then $100.00. Calling out some unknown company to maintain them, could get expensive.

MaxB4
Posts: 3,513

Posted:

Quote:

Posted By TerryS7 on 06/15/2021 3:44 PM
What practices does your HOA management use to keep contractors honest?

Example: owner calls managing agent that a part of the irrigation system isn't working. The controllers are run on batteries.

Irrigation vendor comes out replaces 2 controllers for $490.

How does the management company know that the controllers needed to be replaced rather than installing new batteries??.

Thanks much!

Stupid question, BUT, did you ask the management company?

SheliaH (Indiana)
Posts: 6,964

Posted:

Um, some people look at the invoice, which should summarize what was found. Contractors usually tell the person paying them what the issue is and then the person can make a decision.

Oh, someone usually reviews the work to ensure it was don, the work area is cleaned up etc., before final oayp. Isn't that what you do with repairs at your house? Same principle here.

That's how most people do it - why do you think there's an issue? And as some noted, did you ask the property manager of the board? If so, what was the response?

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius

CathyA3 (Ohio)
Posts: 6,299

Posted:

Quote:

And do you know for a fact that the problem was actually dead batteries and not damaged controllers?

Of course the vendor could have been pulling a fast one, although if he has a track record of doing good work for your HOA that's probably not what happened. You avoid such things by following established procedures.

In my community, the vendor would have come out, report back to the property manager on what he found and his proposed solution along with cost, and the PM would have passed this info to the board for their approval. Any surprises would have been questioned - and any vendor that did try something shady would find himself removed from the list of vendors that our PM's company solicits bids from. That's a lot of business lost for less than $500, and the vendor would have to be a fool to try something like that.

🎯 You've read this entire discussion

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

✓ Ask follow-up questions
✓ Share your experience
✓ Get expert advice
✓ Access 350,000 discussions

Create Free Account →

⚡ Takes 30 seconds

Already a member? Log in here