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At the very least, having the same person authorize the work and then authorize the payment is a poor practice. Segregation of duties would be better guard against fraud and theft.
Also, just because he wants to re reimbursed does not mean he will be.
Many HOA documents state that expenditures must be authorized by a vote of the Board. There would need to be a motion approved by the Board and in the minutes.
We had a Hoa president who got himself in trouble by spending down the surplus and neither replacing it or increasing the monthly condo fees. It did not become known to the board or the condo owners until we found out at the condo meeting when he announced that he was resigning. We had a condo owner step up and take over the position we also voted in a new Vice president and treasurer. We were lucky we only had to do a one time assessment per unit of $335.00 and raise the monthly fees $20.00. We are optimistic that we can slowly get back and start rebuilding the reserve fund. The lesson I learned from this is to pay attention to the finances every month and not ever let this happen again. I believe we will be raising the monthly fees another $20.00 the beginning of 2020. Nobody complained about the assessment or raising the fees.
There are four units in a row joined. The fence replaced was at the end of their property, and they are in the end unit. Each property has a fence that gives privacy from the other unit. To me, that is not the commons area. I found out that we belong to a condo regime that is other condos in the area. There are 25 members, and none of them have been notified of any repairs. We were led to the understanding that the four units made up the regime. We are finding out more and more every day.
My HOAs do not allow a person to hold multiple positions on the board. The checks have to be signed by two people through the management company. Where is your management company? Start looking into legal action because it sounds fishy
There are four units in a row joined. The fence replaced was at the end of their property, and they are in the end unit. Each property has a fence that gives privacy from the other unit. To me, that is not the commons area. I found out that we belong to a condo regime that is other condos in the area. There are 25 members, and none of them have been notified of any repairs. We were led to the understanding that the four units made up the regime. We are finding out more and more every day.
Okay, so the "they" is the "regime" it appears. That would be not just the board of the hoa but the controllers of the board and there may be the go-alongs.
How did these people all move into this particular fenced area that fences them in....is that how it is, they have a fence around their homes?
Perhaps those units were the first ones built?
And those owners formed a group to keep an eye on what went on with the new builds?
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