Welcome New Board Member!
Congratulations on your recent election to Your Association’s Board of Directors. We appreciate your willingness to serve.
It has been my custom as an HOA Property Manager, to acquaint new members of the Board with the basic duties they have to discharge in this important responsibility. Although there are many more duties than these, they represent the ones that keep coming up over the years, in meetings and operations of the Association. Familiarity with these duties will go a long way in helping you carry out effective Board service. Signature cards will be available at the Annual Meeting Exec. Session in case the board positions are switched around.
Duty Number One: Know the documents that govern the HOA. They include the CC&Rs, Bylaws and Rules and Regulations. The law challenges directors with knowledge of these documents and they are often a key resource to Board discussion and analysis of issues.
Duty Number Two: Plan to attend all board meetings. This is perhaps the most important element in discharging your duty of care to the Association (see also Duty Number Three, below). We need at least three of the five board members to be personally present or attending by telephone, in order to achieve a quorum and conduct the meeting.
Duty Number Three: We know serving on the Board is often a thankless job, but please remember that the members have confidence in you as shown by their vote. Enjoy your time on the board and be assured of the gratitude of the members for your willingness to serve. Have fun!
Alana Ellis, CMCA
Senior Property Manager
Office Number 323-349-0865 ext 130
Office hours are 8:00am-5:00pm
24 HOUR EMERGENCY SERVICE at 323 810-0904
Board Member Duties
Duties of the President:
The President is elected by the board and serves at the pleasure of the board. Corp. Code §7213 Unless provided otherwise in the bylaws, a president’s duties generally include:
- presiding over board and membership meetings,
- serving as liaison between management and the board,
- serving as liaison between the association’s attorney and the board,
- serving as general manager and overseeing day-to-day matters, such as meeting with vendors, soliciting bids, etc. (unless a manager has been hired to handle those duties),
- co-signing checks with the treasurer or secretary, and
- serving as an ex officio member of committees.
Duties of the Vice President:
The person selected by the board to serve as vice president serves at the pleasure of the board. The bylaws should describe the duties of the vice president. Normally, those duties are as follows:
- performs the duties of the president in the president’s absence; and
- may be called upon by the president to share some of the president’s duties.
Duties of the Secretary:
Unless the governing documents provide otherwise, a secretary’s duties are as follows:
- oversee giving notice of board and membership meetings
- ensure that minutes of meetings are taken and approved (can use assistant)
- sign a copy of the final, approved minutes
- oversee the preparation of the membership list
- file appropriate documents with the Secretary of State
- as custodian of records, ensure that the association’s records are maintained
- frequently co-signs checks with the president or treasurer
Duties of the Treasurer:
Treasurers do not have unlimited authority over the association’s monies. Unless the governing documents provide otherwise, a treasurer’s duties are as follows:
- oversee the association’s operating account and reserve account,
- keep and maintaining the association’s financial documents,
- oversee the deposits,
- oversee investments,
- ensure that bills are paid,
- oversee the preparation of the budget,
- ensure that a report of financial transactions are made to the board,
- ensure that a reserve study is prepared,
- serve as the board’s liaison with the association’s auditor,
- review and implement safeguards to protect the association’s financial assets,
- ensure that tax returns are filed on time, and
- sign bank cards and co-sign checks with the president or secretary.
Duties of Directors:
When it comes to managing common interest developments, boards of directors are responsible for the following:
- Maintenance. Maintain and repair the common areas, and prepare reserve studies.
- Rules Enforcement. Enforce the governing documents via warnings, hearings, fines, suspension of privileges, and litigation.
- Financial Management. Prepare budgets, levy and collect assessments, pay bills, review financial records, and prepare year-end financial statements.
- Operational Management. Manage the day to day operations of the association. This includes retaining (as needed) management services, legal services, landscape vendors, pest control, operating amenities (pools, tennis courts, clubhouses, equestrian facilities, golf course, etc.), purchasing insurance, etc.
To carry out their duties, boards have authority as provided by the governing documents and statute. Directors must perform their duties as fiduciaries.