Vendor sent bill in violation of contract

I just found out that a vendor sent a bill in for partial payment of a project that we are accomplishing. The accounting department (belonging to our property manager) paid it without question. Per the terms of the contract that I signed, we should not been billed for anything at this time.

I'm annoyed because fixing this problem is requiring more e-mails, more communication, more personal time from me. We shouldn't have been billed in the first place, but the accounting department should not have paid it because the PM has a copy of the contract that I signed and it is clear that no payment was due at this time.

Is there anything that we should ask on behalf of our homeowners association? Clearly we should be refunded the improperly paid partial payment. Is there anything above and beyond that we should be compensated for this mistake?

I'm getting annoyed that I have to spend my personal time to fix the mistakes of the professionals that we hire.

It was nearly a $10,000 payment. I was expecting to pay this in April after our next round of assessments had come in rather than now. We still have money in the operating account but I don't like to wake up and find out that we have $10,000 less than expected becuase the vendor decided to issue a partial payment bill that was not covered by contract.

I think we'll be fine, but we have a lot of large expenses coming up and need to ensure that our assessment revenue comes in before paying all of them.

If this is the fault of the property manager, why haven't you spoken to him or her? If it's his/her company, it should be the manager's responsibility to fix - and you should make this clear. Give a deadline as to when you want an update and then wait to see if you get one on or before that time. put all this in writing. Then you can on doing whatever else you do until then.

Or - ask another board member to follow up. Oh wait, you NEVER ask them to do anything because you've never called them out on doing stuff they promised to do but didn't. My bad

As for the property manager, it would appear enough stuff has happened to warrant hiring another one. Why the board hasn't already discussed this, I'll never know. then again, I wonder if the property manager and accountant weren't already stressed with get something you complained about previously and simply made a mistake (because you never do...)

Maybe some of this is happening because you simply will not get out of the way and let these people do their job. Some of us have pointed out your tendency to micromanage, so why are you complaining about having to send emails and make phone calls?

If you have to use some of your time to address this instead of delegating, either shut up and do what's necessary or tell one of the board members he or she is now being tasked with following up and then let them do it. After the matter is resolved, you can address the property manager's future.

If the vendor's work has been good, give them a hard slap on the wrist, a stern warning and move on.

I agree with John C and John T.

However, I would also make darn sure that the accounting department , property manager, and vendor receives a letter or documented email informing them that the invoice was paid in error and any future invoices from this company must first be approved by the board.

PUT IT IN WRITING.

I'm with JohnT, JohnC & Laska also with strong written slap on the PM's wrists. I think Shelia has some good points too.

Off your topic, Henry, but I'm wondering if this work shouldn't be covered by reserves?

So, if taking money out of operating to pay for a reserve item, have you thought exactly how you're going to reconcile your books, or is that something you will now blame on your accounting department?

Didn't think you would.

Why did the accounting department pay it? Who is your treasurer? and why isn't two BOD signatures on each payout? The way it works here is We get an email from accounting that there are
invoices to approve, then one by one two BOD's log in and approve each invoice, accounting does not just arbitrarily pay invoices without board approval.

It looks like Henry has "left the building" (post count 0).

Well said. I think Henry left because he was disappointed that others didn't back him up 100% and agree with his way of thinking. I could be wrong and only Henry knows the real reason for his exit. For what it's worth I continue to think he brought a lot of value to the Board via his willingness to roll up his sleeves and get things done. However, he also may ultimately get himself and the Board in trouble with the mentality that he displayed here.

The person was actually from Washington, not Arizona.