Author: Terri Parrott

Maintenance of the community’s common areas, as well as assuring that the community is in conformity with state laws and the association’s governing documents, is the responsibility of the association board of directors.

The board of directors has an organizational hierarchy that helps share the many aspects of management.  Let’s look at some of the responsibilities for each position.

The President helps prepare the agenda for meetings and serves as chairperson at board meetings.  This includes controlling the other directors and association members present, keeping the meeting on track with the agenda. Additional responsibilities of the President are set forth in the association’s bylaws.

The Vice-President assumes the role of the President, or the Chairperson, at board meetings in the President’s absence.  Other responsibilities of the Vice-President are in the association’s bylaws.

The Secretary helps create the meeting agenda, issues meeting notices, presents minutes from prior meetings to the board for approval, and prepares the meeting minutes and documentation of resolutions adopted by the board during the meeting. Your association’s bylaws include additional responsibilities for the Secretary of the Board of Directors.

The Treasurer oversees the financial components of the homeowner’s association and interfaces with the association’s management personnel and the accountant to prepare financial audits, reviews, and financial reports. Additional responsibilities are included in the association’s bylaws.

As a homeowner, it is important to review your community’s bylaws, so you know the best way to have your concerns addressed in a timely manner by directing them to the appropriate channel.

A well-funded budget and adequate reserves allow your association to handle maintenance issues head-on and to be prepared to replace common-area components when necessary.  Boards frequently strive to minimize current expense budgets to keep membership dues as low as possible for current residents.  This can lead to late payments to vendors or to using the services of the lowest bidder rather than the best service provider, leading to problems down the line.

A fiscally responsible approach is a fine line between accommodating residents’ pushbacks on funding projects they may not feel are necessary and implementing improvements that will facilitate positive future activity.  It is important to include resident feedback early in the process and provide regular updates as the project moves forward.  Whether it’s replacing carpeting in the hallways, upgrading common-area bathrooms, or replacing worn lobby furniture, the board of directors has a responsibility to move forward by properly funding these maintenance/upkeep projects.

Reserves are designed to set aside funds for the replacement of common areas. These areas can be structural, such as the roof, or potentially expensive projects that do not happen very often, such as repairing and raising the seawall and dock area.  It is helpful to have professionals periodically inspect the common areas to identify potential issues and ensure the association’s maintenance requirements are met in a fiscally responsible way.

Living in a community with a board of directors overseeing the maintenance of common areas makes life easier for the residents.  But the board is also responsible for many other facets of community living.  Making sure the association is financially stable, enforcing community rules and regulations, and complying with an ever-changing legal framework are just a few of the fiduciary responsibilities board members assume.

Board members are volunteers and strategic leaders within their communities, as well as financial stewards of community property.  Often, new residents assume this all happens “magically” and choose to ignore the need to access up-to-date information on the website, attend meetings, or become board members.  These avoidance behaviors result in a board that often consists of the same people serving for extended periods.  Although experienced members need to be on the board, new members bring fresh insights and develop a deeper understanding of the association’s inner workings, benefiting their long-term tenure.  Board membership is open to all owners, and each should take that invitation seriously – for their personal benefit and for the long-term welfare of the community.

Recording and maintaining accurate meeting minutes are two primary responsibilities of the association secretary position.  Often, during the active exchange of information during meetings, an accurate record of the proposed course of action and the subsequent vote helps clear up future misunderstandings.

Meeting minutes also help residents who were unable to attend stay abreast of current issues and potential changes that might affect their daily activities.  They also help potential residents better understand whether the neighborhood’s priorities align with what they would like to experience as residents.

It is important that meeting minutes be readily accessible through the association’s website and also in printed form.

Architectural Review forms are an effective way to clearly explain the process, materials, and responsibilities involved in renovating, upgrading, or changing your personal space.

Information regarding your contractor, insurance coverages, and permit approvals from the appropriate building inspection departments is documented in case any questions arise during or after the home improvement project.

Your homeowners’ association will provide guidance and the necessary forms to complete, so it is important that you get the correct form as you start your planning process with your contractor.  If not, you may be subject to a “stop work” order and possibly incur additional expense in correcting unpermitted work.  Better to start with a clearly defined plan that everyone agrees on and meets current building codes and residential guidelines.