There is often confusion about what roles and responsibilities Board members play. Well meaning volunteers step into roles that are critical to the well being of the community. To help sort it all out, here's a handy guide:

OFFICERS' RESPONSIBILITIES:

President/Chairman:

• Prepares meeting agenda
• Presides at all Board and Association meetings
• Appoints and supervises all Committees
• Supervises Manager
• Trains Directors for future leadership positions
• Sets positive example

Vice President/Chairman

• Keep current on all association business
• Be prepared to fill in for President as needed
• In training for future presidency
• Only a "heartbeat" away

Secretary:

• Takes minutes at all meetings
• Maintains book of minutes and resolutions
• Post meeting and special meeting notices
• Attests to the authenticity of all corporate documents
• Certifies all meeting notices and election results
• Responsible for all official communications with members
• Timekeeper for all meetings

Treasurer:

• Responsible for collection and expenditure of assessments
• Reviews and summarizes financial statements, especially the status of reserve funds, unusual amount of receivable and payables and, variances of actual vs budget for month and year to date
• Approves/signs all reserve checks
• Approves/monitors investment policy
• Monitors delinquencies and advises the Board

All Board Members:

• Come to meetings prepared and informed
• Maintain a professional demeanor
• Support the President as leader
• Put personal issues aside
• Encourage participation
• Be open and fair
• Maintain confidentiality when appropriate.

Board Meetings are designed to transact association business by the Board only; homeowners are welcome to attend and observe. Provide a Homeowner Open Forum just prior to the beginning of the meeting for owner comments or questions. Limited each owner to 5 minutes. Open Forum is not the proper venue to report maintenance requests.

Board Meeting Conduct

Business matters are considered when a motion is made, and seconded. Each motion has a discussion period before a vote is taken. Discussion is takes place only between the Directors and management although owner attendees may be invited to comment. Votes, when taken, involve Board members only. Owner agenda items that expect action should be made at least a month before the meeting to allow the proper research and consideration.

Preparation of Agenda Associations using Parliamentary Procedure - (recommended) usually follow a fixed Agenda like:

I. Call to Order - The President says, "The meeting will please come to order."

II. Minutes - The secretary reads the Minutes of the last meeting.

III. Officer's Reports - Usually limited to a report from Treasurer, but others may report at this time.

IV. Committee Reports - First come reports from "standing" or permanent committees; then from "ad hoc," or special committees.

V. Special Orders - Important business previously designated for consideration at this meeting.

VI. Unfinished Business - Business left over from previous meetings.

VII. New Business - Introduction of new topics.

VIII. Announcements - Informing the assembly of other subjects and events.

IX. Adjournment - The meeting ends by a vote or by general consent.

Summary of Board Responsibility

• Read the agenda and related material prior to the meeting.
• Be prepared to ask questions
• Advise in advance if unable to attend a meeting.
• Maintain confidentiality regarding sensitive issues like delinquent owners, owners in violations, pending litigation. personnel matters

Regenesis offers a number of excellent videos for Board orientation. For more information, visit www.regenesis.net.

Published: March 2, 2000

Use of this article without permission is a violation of federal copyright laws.

Richard Thompson owns Regenesis, a management consulting company that specializes in condominium and homeowner associations. He is a nationally recognized expert on HOA management issues. Regenesis publishes The Regenesis Report, a monthly newsletter for HOA boards, developers and managers. To subscribe, go to Regenesis.net. He can be contacted by email at .