Management

A Board Member, any Board Member, has an undeniable right to those sorts of documents. Without them, it limits your effectiveness as a Board Member.

That being said, lots of people think and act like your HOA manager. I can't say why but, somehow, they think that it's none of your business or that it's not really their job to provide them. They are wrong.

First, I would focus on getting the most important document and harp on that first. One document is easier than a whole bunch.

Second, I would keep e-mailing and cc the entire Board. In time, the Board will get tired of your persistent e-mails and ask the manager to comply, simply to get you to shut up.

Third, I would call the manager on the phone and make a direct request. "Will you send me this document or not?" "If not, why not?" "When will I receive it?" Keep calling.

Fourth, if all else fails, put a motion on the agenda to "reprimand manager for poor performance". The manager works for the Board, not the other way around. If the manager refuses to obey requests from the Board or individual Board Members, the manager is insubordinate and deserves a reprimand. Even if the motion doesn't pass, an agenda item will embarrass the manager. If the agenda item is refused, you've got more serious problems ... your HOA doesn't understand that the Board is the manager's boss.

I do not advise you to give up.

Thelma, usually when an HOA has a management company they are the Registered Agent for the Corporation and thus maintain all of the HOA's records. The important documents such as governing documents, minutes, and financial reports should be maintained by all Board members. To make copies of ALL documents so the Secretary can maintain a duplicate copy would be quite an expense if I were your managing agent since I would charge for my time to retrieve, copy, and refile every document.

Thanks for all the replies. Susan what other is included in your etc. Also i am unable to even get info on when the contracts are to be renewed. i would think that a packet of copies of all contracts be given to the Board each, beginning of the new term. Can the Board do a motion or resolution that the President discuss all decisions with the Board before giving a directive to Management.All of the Board,doesn't know about a big project with Landscaping has already been decided on or what the cost is going to be. i just asked about what had been decided on this subject and the president advised me she had already given the management a directive for a go on the project. Is that only the Presidents decision. Should that have been put in a motion or should that be ratified at the next meeting. Any info would be most welcome.

I am really not interested in the documents, per say. I am most interesed about the copies of contracts and on their renewals

Thelma,

I don't know that it's necessary for each member of the board to have a copy of all contracts that are in effect. However, before a contract is let each member of the board should review it and approve it's award to a particular contractor. The Pres should not do this w/o first obtaining a majority vote of the BOD. The Pres is most like resp. for signing all contracts. He/She should also have a copy of all current contracts together with the manager or the Sec if the assn is self-managed.

Since your Pres has a habit of doing things on her own, most definitely entertain a motion, or adopt a resolution, that all projects be fully discussed with the board before any action is taken. Also a motion or resolution should also be passed stating that all contracts must be approved by a majority vote of the board.

Deborah, thanks for your reply. The manager does not give the Board any info on any of the Bids. He gets the Bids, then makes the decision on who he wants to use. I, as a Board member know this is not the correct way to do things. It seems the President has given management complete control over the association. President tells me today that she will give me a copy of the management contract if she can find it.

I guess I did not state my previous comment as clearly as I should have. With major or more costly projects, I understand it to be the manager's responsibility to prepare the job specs and obtain at least 3 bids. The Board's job is to review the bids and make the decision of who to hire based on the details of the bids presented. If the projects are of a day-to-day nature, I agree with Susan that the manager can handle the work independently according to his contract with the Board.

Deborah