WRITTEN DUTIES OF HIGHLY-EFFECTIVE HOMEOWNERS ASSOCIATION BOARD MEMBERS
The main goals of the homeowners' association (known here as HOA) are to maintain the property value of the residents, create a sense of community and preserve the architectural integrity of the neighborhood.The board of directors will be responsible for carrying out the specific duties that the HOA has written in its by-laws. The board of directors is in charge of the management and operation of the HOA's business matters. The board of directors will also make policies for the HOA.
President The president, vice president, secretary and treasurer are officers of the HOA (homeowners association). Officers, unlike the board of directors, carry out the policies and administrative functions within the community, set forth by the board. The president will serve as a spokesman during meetings with the board of directors and lead community HOA meetings. The president will have authoritative say in daily functions of the HOA. The president must act within the best interests of the community to serve his fellow members.
Article VI ,Section 4 of the By-Laws. President. The President who should be a director shall preside at all meeting of the members and of the Board of Directors. The President shall exercise such powers and performs such duties incident to his office and such other duties as may from time to time delegated to him by the Board. Among other, the President shall:
a. Preside at all meeting of the members and of the Board of Directors;
b. Represent the Association in all activities to which it is a party or participant;
c. Prepare, in consultation with the appropriate officers and committees, a yearly program of activities and submit an annual report of the operations of the Association to the members at the annual meeting, and to the Board of Directors such statements, reports, memoranda and accounts as may be requested by the latter; and Organize and supervise work groups among the members of the Association.
Vice President The vice president will be ready to assume responsibility should the president be absent from a meeting, resign from duties or be dismissed by a majority vote of the board of directors.
Secretary The secretary is responsible for keeping all of the official records for the association. The secretary shall keep a log of minutes at each meeting, while she keeps a log of what was discussed and what was achieved during the meetings. The secretary is also responsible for granting assess to records to all members of the association as well as other authorized individuals. One of the secretary's major duties actually listed in our By-Laws: Section 7.
Treasurer Responsible for all securities, funds, and records of finances which belong to the homeowners' association. the Duties of the treasurer will be to ensure proper financial records are kept. Finally, the treasurer is responsible for creating a proposal for the ANNUAL BUDGET and preparing the annual financial report each year. Here are two important duties which are you and your committee's resonsibilities: One of the Treasurer's major duties: d. Be responsible for keeping the financial records of the Association and the liquidation of any and all accounts, liabilities and obligations owing on dues from the Association. By-laws Section 1, c. The Financial Management committee, shall submit to the Board its Financial Report, analysis and recommend adjustments it may deem appropriate during the regular monthly meeting.
ADDITIONAL AND ESSENTIAL INFORMATION TO BE AN EFFECTIVE BOARD
Effective communication skills form the foundation for successful management homeowner association. They are so fundamental that we sometimes forget their significance or assume we are skillful. Communication skills enable you as a Board member to lead others. You cannot lead without being able to communicate your ideas well. People will not go with you unless you have established with them your ability to lead. That requires trust which is a by-product of effective two-way communication. Show me an association that is rift with problems (including, member in-fighting and discontent, distrust and a very active rumor mill, etc.) and I will show you either incompetent Board members or ineffective communications, or both! The intent of this information is twofold. The first describes how you can improve your personal communication skills and the second describes a high return communication technique that can be used with your association. Effective personal communication includes; speaking and listening, informing others, and fostering open communication. When you master these skills, you harness a great deal of power – the power to get things done through others. Effective personal communication involves: Knowing who needs what information and communicating that information in a concise and timely way Choosing and effectively using the most appropriate communication medium – oral or written for those who will receive the information and how it will be used Knowing how to listen effectively
Shown below are some important personal communication skills to master.
Speak effectively. You should make an effort to get your point across when talking and avoid rambling. Outline in your mind what you are trying to say and then stick to it. Try to eliminate speech habits that may annoy others, such as talking too slowly, too rapidly, or too hesitatingly. Become more animated in your style by using appropriate gestures and body language to “punctuate” you discussion. Also, work at varying your volume, pitch, and pace to emphasize your major points in discussions. Foster open communication. To build trust and solid working relationships with association members, it’s important to be seen as someone who is committed to sharing information with others and who goes beyond communicating only what is necessary. Developing a climate in which you and your members are open with information is critical in order to function effectively. You should find out what members want to know. Most are interested in things that impact them personally. Use the informal grapevine communication network as a way of keeping others informed. Wander around, have coffee with people, ask them questions, and so on. A proven communication strategy is to “over-communicate” rather than “under-communicate”, even if it means that you may have to retract something in the future. Just preface those types of communications with the statement, “this is what we know at this time, but it could change in the future -- so don’t hold me to it.” In other words, don’t wait to communicate something important until everything is finalized. Provide on-going updates as they occur and if you don’t want to communicate something at a point in time, let everyone know when they can expect to hear something. Listen to others. Listening involves hearing the speaker’s words, understanding the message and its importance to the speaker, and communicating that understanding to the speaker. It is key to developing and maintaining relationships, making decisions, and solving problems. When listening always follow this order: 1) hear, 2) understand, 3) interpret, and 4) respond; don’t jump from “hear” to “respond” without making sure you understand. Communications with association members should not be left to chance – it should be carefully planned and managed. A useful technique for a Board to consider is the development a “staged communication plan” that provides a regular flow of information that addresses the things on their member’s minds along with the things that the BoD wants to communicate to them. This plan identifies what information will be communicated (new information, progress to date, anticipated problems, decisions made), how it will be communicated (personal contact, letter or email, group meeting), by whom will it be communicated (President, Secretary, all BoD), and when will it be communicated (date, frequency). Below is a sample plan. As required or immediate BoD decisions, meeting minutes, rumor control, emergency situations, breaking news, status report on key issues, notice of special assessments (anticipated or assessed), volunteer recognition, informational items (impending legislation, changes in the property tax assessment, special events, increases in water/sewer/trash collection, etc), highlight real people enjoying the facilities (special gatherings, normal day-to-day use, etc), feature articles of members, their families, hobbies, special achievements etc., changes in operations, such as major repair work on the pool, etc. Monthly Financial performance (budget vs. actuals), President letter (status report on key issues, breaking news, informational items) Quarterly Encourage & recognize volunteers (look for examples and reasons to thank someone), feature article on a committee activity or a particular aspect of condo or homeowner association life, any special accomplishments, Annual Year end letter (accomplishments, future outlook, holiday wishes), annual budget and maintenance fees, annual meeting notice and minutes, event calendar, contacts and procedures for requesting vendor services. A board president should be a team leader; should know how to get people to brainstorm, research ideas, acquire quotes, etc. The president should be able to elicit information from not only his team members (other board members), but from all homeowners who have a vested interest in what happens to the property. Then he/she should be able to organize this information and hold proper meetings in order to produce the best results for the association. Generally, by-laws are quite vague about the duties, but a leader in the role is a huge step toward a well run association.Simply, a president must be open minded and concerned about everyone in the subdivision.
LAST BY NOT LEAST: AN EXAMPLE OF A HOMEOWNER'S ASSOCIATION MEETING'S MINUTESFOR THE SECRETARY
MEETING MINUTES MUST BE IN WRITING
Board Meeting Minutes Sample
XYZ Homeowner's Association
BOARD MEETING AGENDA
April 3, 2011
Board Members Present:: (type in those in attendance)
I. Call to Order
President (insert name) called the meeting to order at 1:45 p.m.
II. Approval of last month's meeting's minutes (can't approve them if they're are not written!)
MOTION: Board Member (insert actual name) moved to approve the minutes of April 3 2011. Another board member (insert actual name) seconded the motion.
III. Chairmen Committee Reports (Financial, Security, Maintenance)
IV. 2010 Financial Report
The financial report was reviewed.
IV. Unfinished Business
V. New Business
A. Increase Membership Dues (Have discussion to increase Membership Dues with reasoning. Then vote: Have motion from the floor; seconded by another member; then a vote: "All those in favor, raise your hand. All those opposed, raise your hand." If majority is yes, dues is increased and MOTION IS PASSED).
B. Amend By-Laws (Have discussion to increase Membership Dues with reasoning. Then vote: Have motion from the floor; seconded by another member; then a vote. If majority is yes, by-laws are amended . and MOTION IS PASSED).
C. Budget for 2011
A draft of the 2011 budget was reviewed (can vote for approval).