Board Member Responsibilities?

RussellP (Georgia)
Posts: 3

Posted:

I have just run for and been elected president of an HOA board. The former president passed to me a box containing all of the correspondence, miscellaneous paperwork and documents from the last 15 years and wished me good luck. There is nothing amidst this mound of paper which would indicate to me any elected members responsibilites and/or duties. I want to be sure to do my job properly, and at the same time make sure anyone else on the board is doing their job properly which includes the Vice President, Secretary, Treasurer and Directors. When the next President is elected, I plan on handing him a much more organized mound of paperwork, which should include all Board Members responbilities. Does anyone have a set of documents which would provide this information?

RogerB (Colorado)
Posts: 5,067

Posted:

Russell, following are examples of officers duties taken from a By-laws.

ARTICLE IX OFFICERS AND THEIR DUTIES

9.1 Enumeration of Offices.
The officers of this Association shall be a president, vice-president, secretary, treasurer, and such other offices as the Board may from time to time by resolution create.
9.2 Election and Term of Officers.
The election of officers shall take place at the first Board meeting following each annual meeting of the Members. Officers shall be elected every year.
9.3 Special Appointments.
The Board may elect such other officers as the affairs of the Association may require, each of whom shall hold office for such period, have such authority, and perform such duties as the Board may, from time to time, determine.
9.4 Resignation and Removal.
Any officer may be removed from office, with or without cause, by the Board. Any officer may resign at any time by giving written notice to the Board, the president, or the secretary. Such resignation shall take effect on the date of receipt of such notice or at any later time specified therein and, unless otherwise specified therein, the acceptance of such resignation shall not be necessary to make it effective.
9.5 Vacancies.
A vacancy in any office may be filled by appointment by the Board. The officer appointed to such vacancy shall serve for the remainder of the term of the officer replaced.
9.6 Multiple Offices.
The offices of secretary and treasurer may be held by the same person. No person shall simultaneously hold more than one of any of the other offices except in the case of special offices created pursuant to Section 9.3 of this Article.
9.7 Duties.
The duties of the officers, which are delegable to other persons or the managing agent, are as follows:
(a) President:
The president shall preside at all meetings of the Board and Members; shall see that orders and resolutions of the Board are carried out; shall sign all leases, mortgages, deeds and other written instruments.

(b) Vice-President:
The vice-president shall act in the place and stead of the president in the event of the president's absence, inability, or refusal to act, and shall exercise and discharge such other duties as may be required of the vice-president by the Board.
(c) Secretary:
The secretary or a designated agent shall record the votes and keep the minutes of all meetings and proceedings of the Board and of the Members; serve notice of meetings of the Board and of the Members; keep appropriate current records showing the names of the Members together with their addresses; shall prepare, execute, certify and record amendments to the Declaration, Articles of Incorporation, and Bylaws on behalf of the Association; and shall perform such other duties as required by the Board.
(d) Treasurer:
The treasurer or a designated agent shall receive and deposit in appropriate bank accounts all monies of the Association and disburse such funds as directed by resolution of the Board; sign promissory notes and checks of the Association; keep proper books of account; cause an annual compilation report of the Association books to be made by a Certified Public Accountant at the completion of each fiscal year or, at the option of the Board, or as required, an annual review or audited financial statement; and prepare an annual budget to be presented to the membership, and deliver a copy of each to the Members.
(e) Any officer of the Association may prepare, execute, certify, and record amendments to the Declaration on behalf of the Association.

JoeS4 (Kentucky)
Posts: 77

Posted:

Roger always has great advice in addition to his I would add get a couple of three ring binders and in one lable Association Info and the next lable 2006/2007. In the association file add lables to include insurance, contacts, contracts, monthly bills, budget,complaints, suggestions, fines, lawsuits, and etc... basically everything that had to do with the association as far as dealings that happened or are happening in the second book I would detail monthly of planning, meetings, minutes, and detailed of what, who, how, and when everything took place.....this way the next year the president can look at exactly what your board did and keep the current progress and make improvements. I would also suggest that you take the box and make into a file and label it as to what was in it and pass it along also.

Good Luck