Board Member Job Descriptions

Started by WilliamS1 • 2 replies • 1793 views

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WilliamS1 (South Carolina)
Posts: 113

Posted:

We were doing some cleaning at the clubhouse the other day and found boxes of documents dating back a long way. I have looked up some good documentation procedures but who on the board usually handles this or is it a management issue.

Take Care
William

SwanB (Washington)
Posts: 199

Posted:

I am unsure if your HOA has a property management company handling things or not, but under our Bylaws this area would seem to fall with the Secretary's duties. This is the officer/position who handles the records and communications, correct?
Since you haven't indicated what documents the boxes contain I would start there unless the boxes contain past Social event calendars or Grounds and Maintenances invoices.

WilliamS1 (South Carolina)
Posts: 113

Posted:

Swan

The records were old contracts, notes, minutes, financial statements, ballots... back from 1985-1996. No real order to the boxes just papers. I was actually searching these historical boxes for some much needed blue prints (only partially found), and I ended up going through a bunch of these papers. I am sure they were very important to someone at some point but 20 years later... They have not been cared for properly and so they are in a roach food from what I can tell.

I figured it was the duty of the secretary to oversee this area but I wanted to check it out prior to talking this duty over with them. I don't even know if he knows that this stuff exists.

Thanks for the comments
William

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