If you’re new to your HOA board, you probably have some questions about the roles of the individual officers. Please keep in mind that the specific responsibilities of each board member are subject to change from association to association. However, these are the generalized roles for each officer:
Board Secretary – The Secretary plays an important in the association’s affairs. This officer accurately records the minutes at board meetings and insures that quorum criteria has been met. In addition, the Secretary has the job of sending meeting notices to homeowners and ensuring that they are sent in an advance, to comply with state laws and the community’s governing documents.
Board Treasurer – The Treasurer has a prominent role in overseeing the associations finances. This officer has the responsibility of developing the association’s budget as well as overseeing the financial operations of the association. If the association has a Finance Committee, this is usually headed by the Treasurer. This is a vital position for any association, and it is highly recommended that the Treasurer have experience in accounting, business, or financial management.
Board President – The leader of the Board of Directors, the President of the Board works in close conjunction with the community association’s property manager. If the association is using the services of a professional management company, the president is usually the main point of contact for that company, though this is not always the case. The President conducts all board meetings and should always set the example for others by being ready to take charge and serve whenever the situation calls for it.
Board Vice President – The role of the association’s Vice President varies with each community. One constant is that the Vice President will take the place of the board President if that member is not present. Like any other position on the board, the role of the V.P. can be as effective as the officer is willing to be.
In all actuality, the property manager is not a member of the Board of Directors. However, the manager plays such a pivotal role in the direction of the board that we couldn’t leave this position out of the mix. The manager exists to help the board in many ways. This often entails assisting the President with meeting annual and board meeting preparation, working with the Treasurer to draft the next year’s budget, and offering guidance when making decisions.
The property manager should be an experienced professional with extensive knowledge of the industry. He or she should have the “people skills” necessary to lead and guide the members of the board without being overbearing or harsh. The manager offers unbiased and informed counsel to the Board of Directors which, ultimately, ensures that everything runs as it should.
Though these are only brief and general descriptions, they give insight into the basic functions of the average Board of Directors and how they work with their property manager. At a minimum, the board will have a President, a Vice President, may group the Treasurer and Secretary into a single position.
An effective board will always keep the best interests of the association at heart. They will enforce all of the association’s rules equally and fairly. The will take seriously their fiduciary duty to the community, and will do their best to make informed decisions. If your HOA or condo board is considering a new management firm to help with the day-to-day operations, contact Cedar Management Group by calling us at (877) 252-3327 or by sending us an email. We would love the opportunity to serve you.