Board member going solo?

Started by TristaJ • 11 replies • 641 views

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TristaJ (Texas)
Posts: 96

Posted:

I might be making a bigger deal out of this than need be so I come here for some wisdom.

We're getting bids to have our 88 townhomes painted. So far the property manager has notified all board members to join with the walk-through. Just found out that last week one board member went solo with his own painting company that I guess he found. Didn't tell anyone else. Is that something to be concerned over?

Thank you for reading.

Trista

MichaelT21 (Arkansas)
Posts: 501

Posted:

From my experience, I wouldn't be worried about it.

I go solo with vendors on every project we have. Other board members don't have time and interest to go on site walks with vendors, and vendors prefer single point of contact. It's my job to find consensus with the other board members, and then my job to tell the vendor what the decision is made during the project.

The vendor will provide a price and scope of work. You should be able to compare this vendor price and scope of work to that of the other vendors, and make your decision based on that information. Painting townhouses isn't exactly rocket science, so your board will probably pick the lowest vendor assuming the reputation is good for the lowest vendor.

JohnC46 (South Carolina)
Posts: 14,265

Posted:

We might well appoint a BOD Member to be responsible for a project but we would still like to have 3 proposals and their recommendations before we vote on it.

JohnT38 (South Carolina)
Posts: 1,631

Posted:

Quote:

Posted By TristaJ on 06/02/2022 12:01 PM
I might be making a bigger deal out of this than need be so I come here for some wisdom.

We're getting bids to have our 88 townhomes painted. So far the property manager has notified all board members to join with the walk-through. Just found out that last week one board member went solo with his own painting company that I guess he found. Didn't tell anyone else. Is that something to be concerned over?

Thank you for reading.

Trista

Are you saying that this Board member is painting his own condo with his own contractor or are you saying he solicited a bid for all 88 Town Homes?

TristaJ (Texas)
Posts: 96

Posted:

for all 88 homes.

we are getting at least three other bids, so I won't worry. it just was odd to me and two other members that he didn't tell anyone until I asked today about the other two bids.

BarbaraT1 (Texas)
Posts: 821

Posted:

The only concern I'd have is making sure the vendor he took around was given the same scope of work.

TristaJ (Texas)
Posts: 96

Posted:

and that's the crux of our concern. he didn't take our site guys that have been on property longer than any of the residents.

MichaelT21 (Arkansas)
Posts: 501

Posted:

The scope of work should be documented on the proposal. Regardless of what was shown to each vendor, you will need to compare based on whatever they wrote down as scope of work.

"Pressure wash all sides of 88 buildings prior to paint. Paint all four sides of 88 buildings. Main body color to be xyz, trim to be painted xyz. Paint each house in two coats of paint per manufacturer's instructions. Paint to be brand Z."

or something along those lines.

If any vendor has a fuzzy scope of work, you can ask them to clarify or not give them the job, but each vendor needs to have a well defined scope of work that you can use to make comparisons on the bid.

KerryL1 (California)
Posts: 14,550

Posted:

I really think the director is out of line. Apparently, your Board approved getting proposals to do the exterior paint. He should have at the very least AT that TIME asked the board for it's OK that he bring in a vendor of his choice. Do you/the Board/the PM know if there happens to be any conflict of interest here? His conduct seems sneaky and non-collegial.

Maybe the Board in my HOA is unusual, but no director has the authority to pick & choose a vendor to bid on anything without Board approval.

I too would be concerned that his choice didn't get the full or accurate story. Do make sure the proposal covers all the bases.

You know? For projects of that size, the board here interviews reps of the firms under consideration.

MichaelT21 (Arkansas)
Posts: 501

Posted:

I can't see the harm in showing a potential vendor around solo so they can create a quote. The Board doesn't have to pick that vendor to do the work.

SheliaH (Indiana)
Posts: 6,964

Posted:

The property manager was told to get the bids - if this board member found a potential vendie, he or she could have easily given the contact information to the property manager to add to the list of prospects. So I agree with Kerri - this was inappropriate.

I hope this board member didn't sign a contract on behalf of the association - if so, tell the company you're sorry, but this board member was authorized to act on the boards behalf and so he/she cannot proceed. The board member will have to be responsible for any expenses incurred.

(I know YOU don't see the problem with flying solo, but this type of thing can get messy to clean up. And how do you know this board member isn't getting some sort of kickback?)

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:

Shelia's right, MichaelT. The whole Board could be responsible and liable for a rogue director wandering off to bring vendors to bid on various projects without board approval.
Your situation works for your Board apparently,a nd as JohnC points out the Board can delegate a director, with *its* vote-- to oversee such vendor visits.

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