HOA Paying for Board Cell Phones

It's probably legal, but IMHO definitely not wise. It's just asking for trouble in separating business from personal use and the consequent reimbursements.

Rarely would owner call be of such an urgent nature as to require immediate contact with a Board member (e.g. justification for cell phone calls).

Instead, they should call the managment company if you have one.

If not they can call a Board members home line and leave a message.

Or you could set up a community voicemail service that Board members could be responsible for monitoring and responding to.

Kirk I agree. I use Vonage for my home line ( computer and fax ) it is the most reasonable priced plan. I would encourage NOBODY using their cell phone for HOA business unless it's a dire emergency.

I don't know if I would like my HOA paying for a boards cell phone. I am on the other end and use my cell phone, but to think the HOA would have to pay this is not really acceptable to me. I suggest the Voange idea or make it part of an agenda item and have the memeber ship vote on this.. Just to make it all legal..

An expense is an expense. As S/T, I keep track of my mileage whenever I go to the bank or our PO Box and will be reimbursed at year's end. 50 cents a mile. Literally, small change. Though so far this year, probably close to 100 miles.

So if somebody wants to document what calls were HOA business, pay 'em. Though if somebody wants to document what calls were HOA business, they might be in need of a hobby.

"Constantly"? That's a bunch.

Kirk
I don't like the idea of all of the BOD having cell phones paid for by the HOA. There should be one number that everyone calls, leave messages when no one answers and some one person dedicated to answering those calls.

With all of these calls there is no way those calls can be sorted out from personal business and should not be mixed anyhow. And why are the Board members constantly answering their phones? How about communication from Board member to Board member? Too many chances of information getting lost in the translation or communication between members. Unless this association has thousands of members, this statement seems like there is an excessive amount of calls.

My Florida villa is so lucky because our P.M and his company have a 24 hour with live people answering It is an 800 number where all calls go. Work orders, complaints, and the security systems in each home go to their call center along with any 911 calls. It is certainly less costly that 5 or more cell phone bills.

Jeannie,

Maybe it was filed under "Office Expense" which is where it should go. I am sure that she needs a computer to keep up with her duties as Sec. and this would not need to be voted on. There are expenses under line items that do not get Board votes every time that a repair or purchase is needed.

I agree with Susan, and, in fact, was thinking the same thing! Actually, my thought was, "why are they receiving so many calls from members"? So maybe it's not the members but rather other board members. At any rate, business shouldn't be conducted via phone or email and member shouldn't be calling so frequently unless there a big problems w/i the assn.

But, if the board agrees, these HOA-related calls can be reimbursed.

Wow, John. Are you a nickle & dimer, or what! LOL When I was treasurer I never thought of keeping track of mileage for all my trips to the bank and P.O. I only worried about being reimbursed for actual out-of-pocket expenses.

I agree with Donna...one HOA cell phone is all that should be needed...one simple phone. Checking your email on a phone is a luxury to me.

Bet it was an upgrade - perhaps for the new accounting system??

In that case, I would be supportive of paying for it.

Donna,

Like I said, it doesn't seem like a good way to do business if board members are constantly on the phone (especially if that is racking up HOA expenses). I do like the idea of having an HOA phone that is rotated if you don't have a PM of any type. But I don't feel that any BOD member should always be on call for the residents.

My association has a management company so all accounting is by the company. The only thing the secretary does for the board is write the minutes of board meetings. This remains an inappropriate use of association funds.

Agreed!

Brad,

Correctorama. A round trip to the PO is 8.6 miles in my guzzling Grand Cherokee. 24 visits so far in 2008. I get about 14 MPG. Lots of nickles and dimes, to be sure. 24 x 8.6 x $0.50 = $103.20.

Mary,

The $0.50/mile is the IRS calculator for 2007. It is meant to cover all expenses related to auto use when a private car is used for business - gas, wear & tear, whatever they were thinking about. Same amount whether you have a Hummer or a Honda. Unfortunately, it doesn't cover our time spent running HOA errands nor the attendant frustrations of volunteer service. I like my Jeep. And trade-in values for SUVs ain't that hot in the current economy. Anyway, our Board set the rules and I'm stickin' to them.

I'll stick to using my bike. I'm still getting about 20 miles to the burrito.

Wonder if I could deduct my mileage anyway.....