Board Member Duties
What are the offices, duties & responsibilities of the Board of Directors?
Board Members (who may also be known as Council Members based on the bylaws) are elected by a majority vote of the Owners at the Associations' Annual Meeting and are usually asked to serve a two or three-year term. Members volunteer their time and expertise but are not paid for their service. However, they may be reimbursed for any reasonable out-of-pocket expenses, which are rare. In some cases, there are more than four Board Members, which are also typically named as the Officers.
Together, the Officers and other Members are responsible for making most decisions regarding the overall general maintenance and upkeep on the community by hiring managers, vendors, and professionals to complete any work needed to protect the common elements and areas.
Officers are chosen among the current members of the Board and usually include a President, Vice-President, Treasurer, and Secretary. Their roles can include more or less responsibility but the basic functions are listed here.
- President - The President shall be the chief executive officer. S/He shall preside at all meetings of Unit Owners and of the Board and shall have all powers and duties customarily vested in chief executive officers, including the power to execute, acknowledge and deliver Instruments (agreements, contracts & checks) on behalf of the Board.
- Vice President - The Vice President, if any, shall exercise the powers and duties of the President In his absence or in the event of the President’s incapacity to act, and s/he shall have such other duties as the Board or the President may impose.
- Treasurer - The Treasurer shall be the Chief Financial Officer. S/He shall have charge and custody of the funds of the Board. The Treasurer shall keep detailed books and records of all assets, liabilities, receipts, and expenditures of the Board, specifying and itemizing therein (i) the costs and expenses of the maintenance, repair and replacement of the Common Elements and (ii) all other expenses incurred or revenues received by the Board. In pursuance of the Board’s assessments of the Common Expenses against the Units and the Unit Owners, s/he shall keep an accurate record of such assessments and of the payment thereof by each Unit Owner. S/He shall deposit the funds of the Board in the name of the Board in such depositories as the Board may from time to time designate. S/He shall, on request, render to the Board an accounting of all transactions as Treasurer and of the financial condition of the Board and in general s/he shall have the powers and duties customarily vested in Chief Financial Officers.
- Secretary - The Secretary shall be responsible for giving any required notice of meetings and for keeping the minutes and for keeping the minutes of all meetings of the Unit Owners and of the Board. S/He shall maintain records of all calls, notices, waivers of notice and minutes of all meetings of the Unit Owners and of the Board, of all proxies to vote at meetings of the Unit Owners and of all written consents of the Board. S/He shall maintain the voting list required and a list of all addresses submitted for notice purposes. The Secretary shall be the custodian of all the books and records of the Board other than those held by the Treasurer and generally have the powers and duties customarily vested in Secretaries.
The Board may occasionally elect one or more Assistant Officers who serve for a limited time to divide the workload and increase the efficiency of regular operations. Assistant Officers work with the Board but are not voting members.
Also, committee members and additional volunteers are always appreciated and welcomed!