BOD Officer Duties, Responsibilities

John,

The following is from our Officer Binders. It expands on what is listed in our Bylaws (which is very basic):

President: As President of the Association, you are responsible for the following:

• Preside at all meetings of the Association
• Set the Agenda for all meetings (with input from the Board)
• Prepare Meeting Package
• Primary Co-signer of all checks
• Verify that the decisions of the Board are carried out
• Verify that the Association is in compliance with the governing documents
• Verify that the Association is in compliance with State & Federal laws
• Shall sign all written instruments of the Association
• Be the “face” and voice for the Association

Vice President: As Vice President of the Association, you are responsible for the following:

• Serve as the President when the President is unavailable.
• Is a potential co-signer of all checks issued by the Association
• Be a face and a voice for the Association
• Be the lead on special projects like performing a reserve study.

Treasurer: As Treasurer of the Association, you are responsible for the following:
•Track, Collect and Deposit Annual Assessment Payments (may be delegated)
•Track, Collect and Deposit Special Assessment Payments (may be delegated)
•Track, Collect and Deposit Payment for Fines (may be delegated)
•Track, Collect and Deposit Other Charges (may be delegated)
•Disburse funds only as authorized by the Board
•Transfer Funds, as authorized, into and out of the Associations Reserve Account
•Maintain and Reconcile Associations Financial Accounts
•Verify that all bills are within the budgeted amount for that line item. If a bill will place that line item over budget inform the Board of Directors and seek permission to transfer funds from another line item to pay the bill.
• Maintain Associations Financial Records
• Create a Treasurers Report for each meeting of the Board
• Create an Annual Treasurers Report for the General Membership Meeting
• Review and Update, as necessary, the Associations Reserve Study
• Prepare and File 1099’s as required
• Prepare and File Federal and State Income Taxes
• Prepare a Draft Annual Budget for the following year
• Every Other year, initiate a Financial Review of Financial Records by a CPA
• Review work of Bookkeeper (if applicable)

Secretary: As Secretary of the Association, you are responsible for the following:

•Keep the Minutes of Board Meetings
•Keep the Minutes of General Membership Meeting
•Record the Votes of the Board or General Membership
•Serve Notice of meetings
•Reserve room for General Membership Meetings
•Certify quorum requirements are met.
•Be Custodian of the Corporate Seal
•Maintain membership list
•Custodian of Association Records
•Review all proposals for compliance with Federal and State laws
•Responsible for the issuing of Declaration Packages
•Editor of Newsletter (if not appointed separately)

Maintenance Officer (a position we created): As Maintenance Officer you are responsible for the following:

•Be the main contact for the snow removal contract
•Be the liaison between the Board and all other contracts
•Obtain quotes and oversee work performed in accordance with the Associations Reserve Study
•Potential Co-signer of all checks of the Association
•Be a “face” and a “voice” of the Association to the membership

Additionally, the following publications have a nice list of duties for each position (on the 3rd or 4th page):

THE SPOTLIGHT is on YOU the PRESIDENT

THE SPOTLIGHT is on YOU the Vice-PRESIDENT

THE SPOTLIGHT is on YOU the Secretary

THE SPOTLIGHT is on YOU the Treasurer

John, If you would like to copies of the main writeup for our Officer binders, contact me.
[email protected]

Hope this helps.

That is a good advice from Tim. I just wanted to clarify something about the VP position. A VP position does NOT become President of the HOA if the President dies, quits, or is removed. This is NOT the government but a CORPORATE setup. The VP does take over for meetings when the President cannot attend a meeting. That does not mean responsibilities. I don't want someone who is elected as VP to live in fear of becoming President if they take the position. That may limit the nominee pool if that is a reason they do not want to run. People often assume the VP is next in line but not in a HOA/Corporate position.

It's good to have this understood at the beginning. Along with that the Board elects the positions amongst themselves. The general board elects the board. This is something I did not understand when I first was in office due to so much apathy. It changed once more people wanted in.

I know you know this JohnC... However, for those who are observing this may need this clarified for them. I know you got this!

They do not inherit the title but may fill in. It is more tit for tat. I may point out our VP had the power to co signchecks. We had a two signature rule of two officers on the account only besides the accountant. So if the President did vacate, signing can still continue.