Fraud in the Community

By: Tiffanie Thompson – SentryWest Insurance 

Who is handling the funds in your community? 

We hear all the time, “We have procedures in place, that would never happen to us.”

While the majority of board members are committed and hardworking volunteers, it only takes one to behave dishonestly. 

Fraud can cause serious consequences for an HOA, including financial instability, increased fees for homeowners, deterioration of community amenities, and legal action against those responsible. 

The potential for fraud and theft grows when these responsibilities lie with one or two individuals on the HOA board, employees or other volunteers. But, with a few tweaks the HOA boards can quickly fill the cracks.

Here are some recommendations to help the association perfect themselves:  

          1.    Require two signatures on all checks.

          2.    Checks must be made out to the HOA (not individual board members).

          3.    Refrain from allowing management companies to sign HOA checks. Property managers should submit “original” invoices and expense reports for board approval.

          4.    All board members should review all checks and payments every month, or make sure there are multiple eyes reviewing checks.

          5.    Purchasing crime/fidelity coverage.  

Just like D&O coverage, crime and fidelity policies are not created equal. Reviewing the policy language and understanding the different coverages that are not always included such as coverage for volunteer board members, property managers, computer fraud, social engineering,  and check fraud. 

If you suspect embezzlement within your HOA, it is important to consult legal counsel and involve law enforcement if necessary to investigate the matter and pursue appropriate actions against the individuals involved.