Owner contacting Association vendor directly - how to respond?

We're a 3.5-year old single building, 20-unit Condo Association that only recently achieved a functioning Board.  We have an owner who refuses to recognize the authority of the Board, acting out in a variety of ways to demonstrate defiance and disrespect.  This is not a case of simply not understanding how things are to be done, and I've got some other more serious issues I'll be looking for guidance on, but right now, we're dealing with his most recent attempt to continue to run things, as he was allowed to do previously because of apathy and ignorance on the part of others, and his insistence on dominating and controlling everything he touches.  He has no position in our Association other than being one of 20 Owners.

We had our monthly Board meeting tonight, during which we offer Owners an open forum time to address the Board.  He reported water intrusion in his unit from what we believe is an inadequate internal gutter and a very steep-pitched roof, an issue we became aware about earlier this year.  A couple of weeks ago, he sent a video he took of water spilling over the gutter directly to our roofing vendor, who he knows from his work on the building prior to our running the Association properly, and that vendor called me, and sent me the video.  We had them up on the roof last week to take a look, make sure it wasn't due to clogged downspouts, etc, and consider options.  At that time, I told the vendor that this person had no authority to be contacting the company directly, but also needed to downplay the internal issue because the vendor likes the owner and it's difficult to find a roofer who will work on our challenging roof.

After the meeting, the Board found it had been copied on the following email sent directly to the vendor after the Owner left the meeting.

"Hi T,

During this evening’s condo Board meeting I let the officers know about the water intrusion involving my Unit.

Please provide your inspection findings and plan to repair this problem to the Board.

Thanks,

M."

What's the recommendation for handling this, both with the vendor and the Owner?

TIA.

Since this sounds like an ongoing problem, I also suggest that whenever you deal with a new vendor you should designate contact persons (both for the association and the vendor) and agree that all communications will go through the contacts. This should head off any future issues with your problem person or anyone else.

Most vendors who deal with community associations are aware of the dynamic you described, so this is not an unusual thing to ask for.

I think there are a few extenuating circumstances that make me believe you should treat this situation gently.

* Water is a serious issue so some understanding when an owner is proactive seems to be in order

* You indicate the issue has existed for some time, which is another reason to be understanding that the owner is getting anxious

* In the past the owner has been, it seems, filling a vacuum because there was no functioning HOA. It will take some time to wean them from their old role.

* The owner has a good relationship with the vendor, and you say it's difficult to find a vendor to work on your uniquely difficult building. So, again, kid gloves would seem to be in order.

Certainly the board should (as already noted in the absence of a PM) designate a contact person and define a procedure for dealing with your contractors. Then you should have a conversation with both the vendor and the owner explaining the procedure; but do so in as friendly and positive of a manner as possible.