THE ROLLS/DUTIES OF ALL ADVISORY BOARD OFFICERS
- Review and become familiar with all governing documents
- Review monthly financial statements sent from property management company
- Be willing to attend to the needs of the community
- Attend all board and community meetings
- Collaborate in a positive manner with peers
- Be willing to negotiate contracts with vendors
- Be willing to inspect and/or supervise contractors/vendors work to insure high standards
- Must devote enough time and effort to the performance of his/her duties to insure that they are reasonably and faithfully carried out on behalf of the association
- Periodically check on the amenities
- Recruit volunteers for committee work
- Be willing to perform hands-on-work such as straightening pool furniture and cleaning the pool area
- Reporting repairs to appropriate officer/vender
- Fixing minor repairs
- Meeting vendors at the job site to discuss work
- Gathering and faxing bills
- Distributing flyers and news letters to residents mailboxes
- Checking amenities for discarded trash and disposing of it
- Checking on shrubs for needed replacements
- Maintenance/cleaning of amenities- painting, sweeping, washing windows, watering shrubs; in general performing small tasks that keep the amenities in good condition
- Be willing to type and print reports/letters on personal computer
- Be willing to run errands in own vehicle
- Be willing to change air filter and check smoke detectors at clubhouse
- Check on furnace and air-conditioning monthly
- Help with the opening and closing of the pool during the entire season
- Involved in preparing the organization’s yearly budget
- Keep a list of yearly HOA Board Accomplishments to provide to the secretary
- Help check Amenities ID Tags
- At the pool during the first week of pool season
- Whenever necessary throughout the year at all amenities
- Executes projects in a timely and accurate manner
- Support the property management company with their inspections and violation notices
- Solicit volunteers for committee work
ROLL OF THE PRESIDENT
- Preside at all meetings in a fair and equitable manner
a. Maintain an aura of neutrality
b. Processing all motions
c. Recognizing members who are entitled to the floor
d. Initiates the agenda - Sign documents on behalf of the organization
- Announces business before the assembly
- Notify officers and committee members of appointed positions
- Execute contracts
- Order documents in the name of the association
- Assumes general charge of the day-to-day administration of the association
- Serves as spokesperson for the board
- Has authority to appoint committees
- Authority to appoint officers to assist with the duties of an absent officer
- Contact person with SSI and other developers in the community
- Handles all resident complaints/comments that are forwarded from website/Property Management Company
- Research, negotiate and employ tradesmen for maintenance of amenities
- Writes quarterly neighborhood newsletter, unless we have a newsletter chair
a. Coordinates with newsletter editor
b. Organizes and gathers information for a quarterly newsletter to homeowners - Diplomacy at all times when responding to board members, homeowners, Board of Directors and Declarant
- Works in conjunction with the treasurer to oversee the budget
a. Reviews monthly financial reports presented by the property management company - Writes the mission statement for the year
a. Outlines objectives from the mission statement - Stops by new home construction sites to view plans from builder
a. Verifies ACC approval and that the new home will meet the covenants and Design Standards
b. Notifies ACC if finds any violations - Contact person for the Architectural Control Committee
a. Coordinates with the ACC - Over sees the opening process of the pool each season
ROLL OF THE VICE PRESIDENT
- Co-coordinates, consults and serves as a support system for the president
- Oversees the maintenance of the amenities, which includes:
a. HVAC and roofing at the clubhouse
b. Insures that the air filter in clubhouse is being changed in April and October.
c. Gates, surveillance and officer patrols
d. Pool maintenance, playground and tennis courts
e. Inspects and/or supervises contractors and vendors to insure they are abiding by their contract and that quality work is being done
f. Periodically review surveillance tape
g. Lighting for amenities and repair of street lights
i. Contact person for power companies - Research, negotiate and employ tradesmen for maintenance of amenities
- Contact person for Committee Chairs, which include:
a. Clubhouse, Directory, Pool, Welcome, Gates, Playground and Tennis Court and Email Communications
b. Coordinates with the groups and gives support when needed - Presides when the president is absent
- Addresses neighborhood vandalism
a. Sends out emails of notification
b. Speaks with individual person(s) and/or parents - Check humidity meter in clubhouse two times a month and adjust lockable thermostat accordingly
- Coordinates with all home builders, realtors and Heritage to insure new homeowners have a gate card at closing
- Gatehouse- In humid, hot weather turn air conditioner on by noon and off at night to allow better temperature and air circulation for surveillance hard drive
- Contacts Mathis Heating and A/C twice a year for the inspection of the clubhouse heat and air.
a. Stays with service man and over sees work done.
b. The service session lasts about 45 minutes. - Recognition of volunteers on our annually Appreciation Day
a. Held third quarter of the year (July-September)
b. Creates certificates - Grease gates
a. Every quarter of the year apply a WD-40 silicone lubricant to gate hinges
b. Reset gates after storms. See Eric Eckert or Diana Burlison to be shown how - Administrator of Neighborhood Watch Program
a. Coordinates with street captains
b. Coordinates with Paulding County Sheriff’s Office
c. Co-organizes an annual community Neighborhood Watch event
d. Coordinates the program with the Neighborhood Watch Committee Chair
ROLL OF THE TREASURER
- Monitors the budget of the organization
a. Oversees the income and expenditures of funds
b. Makes sure that the organization spends within the established budget - Makes sure the books are audited
- Makes sure filing of appropriate tax forms are done
a. Annual verification of tax status for amenities with Paulding County
b. Maintaining the low rate tax bill due to private amenities (2006 $5.74)
c. FYI: Paulding County maintains our inexpensive tax bill as long as the public is not invited to any amenity and charged for that use.
- Makes sure our property management company properly maintains the financial records
a. Requests financial statements from Property Management Company monthly if not sent - Makes sure our property management company properly keeps all necessary reports
- Keep accurate records and report regularly to the homeowners and fellow officers
a. Announces the annual financial status at the homeowners meetings
b. Through production of a written financial summary of income and disbursements for each homeowner - Reviews financial statements sent from property management company
a. Verifies vendors are paid accurately and on time
b. Verifies income/expense statement
c. Verifies vendor check register - Reviews all contracts for fines, fees, payment due dates and renewal dates
- Keep a listing of delinquent homeowners<
a. Verifies they are not using the amenities
b. Reviews monthly delinquency report - Reports to the president
- Oversee the maintenance of the Landscape, irrigation systems and lawn maintenance
- Make sure initiation fees paid by new homeowners at closing are forward to the HOA account from the closing attorney
ROLL OF THE SECRETARY
- Official record keeper of the Advisory Board
a. Keep an accurate list of homeowners and perform roll
call list at HOA meetings
b. Governing documents (Covenants, Bylaws and Design
Standards) - Prepare the agenda for all meetings and coordinate it with president
- Distribute material needed for meetings, including the agenda
- Send out reminders of the meeting time and place
- Prepare an annual report before the annual meeting and coordinate report with president
- During meetings
a. Have the minutes book and ballots for voting
b. Have access to all governing documents of the organization
c. Have a current homeowner and committee listing
d. Maintain an attendance list of meeting and keep notes
of the meeting
e. Serve as a resource to the president - After the meeting
a. Make changes to documents amended at the meeting
b. Distribute documents to appropriate parties
c. Disburse a list of each officers assigned task/assignment
d. Distribute the minutes of the meeting to board members
i. Post minutes of meeting on website thru webmaster - Administer homeowner requests for financial records
- Periodically check the web site for accuracy
a. Verifies homeowners using the site are in good standing
b. Gives the webmaster updates from the board
c. Coordinates with webmaster and give support when needed - Creates and distributes a board, committee, ACC and activities directory to officers
- Reports to the president
- Creates any badges, passes, tickets and/or signs needed by the board
- Verify that the monthly inspection/drive through from our property management was completed
- Keep up with and notify board members of any important dates/events
- Keep up with and notify board members of any on going topics for discussion. Unresolved issues and matters still needing a vote.
- Contact committee chairs for funding requests. Compile funding requests for voting at yearly budget meeting.
- Spray the clubhouse (upstairs, down stairs and around outside of the building) for bugs every three months.
- Prepare the HOA Board Yearly Accomplished list
- Creates the pool opening and closing schedule
- Updates all copies of the Operating Guide Handbook and ensures each board member and property management company has a current copy
ROLL OF MEMBER-AT-LARGE
- Takes on the responsibility of any job assigned by the president or vice president, from any or all officers allotted roll of duties listed in this handbook
- Must devote enough time and effort to the performance of their assigned duties to insure that they are reasonably and faithfully carried out on behalf of the association
- Be an initiative, self-reliance member of the board
- Update to the president and/or vice president the progress of his/her assigned duties
- Facilitate vacant lot upkeep
a. Contact person to the Marshall’s Office - Contact person for activities in the community, which includes ladies night out, men’s softball, bunco, women’s tennis, bible study, egg hunt, pool parties, fall festival, Santa’s visit, playgroup and any new activities created
- Coordinates with groups
- Gives support as needed
- Reports to the president and/or vice president
- Has the fire extinguishers serviced once a year
- Test the smoke detectors at the club house once every three months by using the test button
- Replace the batteries yearly in the light timers at the clubhouse, upper and lower level
- Purchase signs for the community
a. Submit design to board for voting
b. Request property management company to purchase - Purchase paper products for Clubhouse
a. Reimbursement by property management company - Over see the annual cleaning of the Clubhouse
a. Drapes dry-cleaned
b. Carpets and furniture shampooed
c. Windows washed, inside and outside
d. Refrigerator thoroughly cleaned - Coordinate with pool chair
a. Cleaning of cigarette butt containers
b. Help with end of season closing of pool - Sending out holiday thank you cards
a. November- to all volunteers
b. December- to all vendors
List will be provided by vice president and/or president - Annually takes care of getting the American flags at amenities and entrances replaced