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Sep 8, 2023

Understanding the Key Roles of Officers in a Community Association Board of Directors

Sponsored Content provided by Dave Orr - CEO, Community Association Management Services

Community associations play a vital role in maintaining and enhancing the quality of life in their respective communities. At the heart of every community association is its board of directors, comprised of dedicated individuals who serve in various officer roles. In this article, we will delve into the responsibilities and functions of these officers, shedding light on their contributions to the community's well-being.

Officer designations and duties are specified in the association's bylaws. The association membership elects association board members (directors), and officers are elected by the board of directors.  The principal officer roles are listed below. However, there may sometimes also be an assistant secretary, treasurer, or other officer role deemed necessary by the board and permitted by the bylaws.

1. The President: The Captain of the Ship
The president of a community association is often considered the ship's captain. This role carries significant responsibilities, making it crucial for the smooth functioning of the association. The president oversees the day-to-day operations, serving as the board's leader. This means they must guide the board and work closely with professionals like the management company, attorneys, and accountants.

One of the primary duties of the president is to represent the board and the association as a whole. This includes presiding at all meetings, signing documents on behalf of the association, and even representing the association in legal matters when necessary. The president is the face of the association and is responsible for maintaining positive relationships with fellow board members and owners.

It's worth noting that the president's power is not more significant than that of other board members. Decisions within the board are made collectively, emphasizing the importance of teamwork and collaboration.

2. The Vice President: The Reliable Backup
The vice president is a key board member, often seen as the president's right-hand person. Their primary responsibility is to step in and carry out the president's duties in their absence. While not all community associations are required to have a vice president, having one can provide stability and ensure continuity in leadership.

The vice president may also assist the president in specific tasks, helping to share the workload effectively. Their role is one of support and readiness, ensuring that the association's affairs run smoothly even if the president is temporarily unavailable.

3. The Board Secretary: The Keeper of Records
The board secretary is responsible for maintaining accurate records and documentation for the association. This role involves several critical tasks:

  • Recording minutes for all board and membership meetings.
  • Announcing meetings and preparing agendas to discuss and address all important matters.
  • Managing association records and important documents related to the community.
  • Verifying proxies during meetings to ensure that voting procedures are conducted correctly.
  • Managing correspondence on behalf of the board, which may include sending notices to homeowners and responding to inquiries.
The board secretary's meticulous record-keeping ensures transparency and accountability within the community association, helping maintain residents' trust.

4. The Board Treasurer: The Financial Steward
The board treasurer holds a critical position regarding the association's finances. This role involves a wide range of financial responsibilities:
  • Preparing and managing the association's budget, which serves as a financial roadmap for the community.
  • Maintaining the association's accounts and ensuring that financial transactions are accurate and well-documented.
  • Securing and maintaining adequate insurance coverage to protect the association's assets and interests.
  • Keeping comprehensive financial records, including income, expenses, and reserves.
  • Making informed decisions regarding investments and financial strategies.
  • Ensuring assessments are collected from homeowners and delinquencies are addressed when they arise.
  • Understanding and presenting basic financial statements to the board and the community.
  • Implementing a reserve program to ensure the association's long-term financial stability.
  • Providing regular financial reports to the board and keeping all members informed about the association's financial health.
The board treasurer plays a pivotal role in ensuring the association's financial well-being, which is essential for maintaining property values and delivering desirable amenities and services to residents.

The Role of the Management Company
Board members are ultimately responsible for community decision-making. However, a professional community management company can help lighten the burden. A community manager will be able to draft budgets for approval, prepare monthly financial statements, prepare and send meeting notices, keep records, and more on behalf of the board. Overall, the community manager serves to guide and educate the board on many topics related to their volunteer roles.

In conclusion, the community association’s board officers have a unique and crucial role in the community's success. From the president's leadership to the vice president's reliability, the board secretary's record-keeping, and the board treasurer's financial expertise, these officers collectively work towards creating a harmonious and well-managed community that homeowners can be proud to call home. Their dedication and commitment are the driving forces behind the prosperity and vitality of community associations.

About Community Association Management Services
In business since 1991, CAMS is North and South Carolina’s premier community management company. With experienced local managers in each of its nine regions, CAMS provides innovative solutions to the community associations it serves. Additionally, CAMS was featured on Inc. Magazine’s 2022 Inc. 5000 list of the fastest-growing private companies in America. To learn more, visit www.camsmgt.com/choose-cams.

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