Understanding the specific roles of the various individuals involved in an Association helps everyone work together more effectively.

The role of the Board is to set policies, establish standards, create (workable) procedures, create programs, and establish the budget of the Association.  The Board is to be the decision-making body on behalf of the Owners.  The Board handles decisions of business, governance, maintenance and community. 

 

The Board of Directors is always ultimately responsible for the management of the Association.  As the governing body of the Association, the board is elected by the Owners/Members.

 

Members of the Board have a fiduciary relationship with the Members, holding them accountable to serve the best interest of the community as whole and laying aside their own personal opinion.

The management company is contracted by the Board of Directors to provide specific services such as:  collection of assessments, supervision of contractors, obtaining bids for subcontracted services, providing financial statement and reports, as well as a general clearing house for problem solving, communications with homeowners and the Board of Directors and to serve in an advisory capacity. 

 

The management company / manager reports directly to the Board and all decisions that cannot be made by the management company, under the terms of its contract, are made by a majority vote of the Board of Directors.

 

In summary, the role of the community association manageris to:

•  implement the decisions of the Board
• administer the services, programs & operations of the Association within the policies & guidelines of the Board,
• fulfill the terms of the Management Agreement, and
• provide information, training, and leadership to the Board of Directors.

The community association manager “manages” the day-to-day operations of the association on behalf of the Board of Directors.  The Board of Directors managers the business decisions of the Association.

The role of the Officers,,, depending on the Management Agreement, is typically aligned as follows.  The Board often delegates some of these responsibilities to the management company in a Management Agreement.

President  

• Chief executive officer and leader of the association
• Presides at all meetings of the board and membership
• Executes legal documents on behalf of the association
• Sets meeting agendas and controls all meetings
• Represents the board before the residents
• May have nominating, if not appointment, responsibility for all committees

Vice President

• Performs all of the duties of the president in his/her absence
• Typically shares some of the burden of the president regarding appearances, liaison, public hearings, etc.
• Usually assigned liaison responsibility to specific staff or contractors, and to specific committees

Secretary

• Prepares and distributes board and membership meeting agendas, minutes, and materials referred to in minutes
• Maintains minutes and book on all meetings
• Maintains book of resolutions
• Maintains all official records, including official correspondence, contracts, membership roster, etc.
• Receives, verifies, and maintains all proxies
• Attests, by signature, to the legitimacy of certain documents

Treasurer

• Works with appropriate staff, contractors, and committees to develop and submit annual operating budget for approval
• Maintains adequate records of all association financial transactions
• Maintains roster of disbursement of funds, as authorized
• Prepares period financial reports
• Arranges, subject to board approval, an independent audit of financial affairs