Sunland Division 17 Board Member Responsibilities

(see also “Other Board/Delegated Responsibilities,” a separate document)

Roles

The president is required to fulfill many roles, but the primary roles are leader and manager. The president should have a basic understanding of the association’s governing documents and state laws.

The president is selected by the members of the board and acts in the capacity of CEO and leader of the association. The president may delegate responsibilities to other board members when necessary.

Responsibilities

Oversee Operations

The president oversees policy development and enforcement, conducts meetings, prepares agendas, and works with committees. The president executes contracts and official documents on behalf of the association

Speaks for the Board and Association

The president is the official spokesperson for the board, association members, vendors, the press, and the greater community.

President’s Message

The president creates a message for the association website and for quarterly newsletters.

Work with Volunteers

The president is the leader of the board, a body that typically includes the following:

Vice President – who substitutes for the president in his/her
Secretary – the official keeper of the association’s official documents, books, and
Treasurer – the Chief Financial Officer of the
Committees Chairs and members.

The president encourages board member participation in association affairs. The President identifies and trains potential association leaders, encourages members to join the board, and orients them to their new responsibilities.

Work with Professionals

The president seeks the services of an attorney, accountant, architect, title companies, insurance, the Sunland Owner’s Association, Sunland Water District, or other professionals.

Protect the Assets

The president has a fiduciary obligation to protect the community association by:

Adhering to an association budget that reflects the best interests of the community.
Ensuring the reserve accounts are adequately funded and educating homeowners about the value and purpose of a reserve fund.
Collecting assessments from homeowners.
Seeking the advice of a certified insurance specialist and protecting the association with appropriate levels of insurance coverage.
Ensuring adequate financial controls are in place to protect the association’s funds.
Maintaining the reference binder and memory stick containing key historical information.
Monitoring the email account, president@sunlandnorth.org, and transferring the account and password to a new incoming board president following the annual meeting.

General Duties

Review the Division 17 and SLOA’s mission, CC&Rs, Bylaws, Rules and Regulations, and the Washington State HOA Statute (RCW 38).
Attend all board, applicable committee meetings, and special community events.
Review agenda and supporting materials prior to board and committee meetings to make informed decisions.
Participate in continuing education related to effective HOA management.
Write articles for the quarterly newsletter.

Old version

President—Specific Duties:

Serve as spokesperson for the board and the community of Division 17 owners; primary point of contact when owners have questions about the Association and its operation; provide leadership to the board and to the Division17 community, inspiring confidence and support for the board’s activities and HOA living.
The primary point of contact for landscape, greenbelt, repairs and maintenance, architecture, grievance, water board, and welcome committee liaisons/committee chairs.
Point of contact for escrow, mortgage, HOA insurance, and associated matters that cannot be handled by the Association accountant or Treasurer.
Signature authority for checks, bank accounts, and contracts (review and sign checks prepared by the accountant to pay Association bills if Treasurer is not available.)
The primary point of contact regarding Division17 Governing Documents; ensure updated governing documents are available to owners, title companies, realtors, and other interested parties, including posting of governing documents on Division17 Website (maintenance of “master” documents and implementing necessary updates may be delegated to Board Secretary);
Develop/coordinate meeting agendas and provides copies of information needed to Board members (Board packets) one week prior to the meeting. Incorporate into meeting agenda items that are requested by fellow board members and submitted in advance.
Preside over Board meetings; if unable to attend, advise fellow board members and arrange in advance for an alternative meeting chair (usually the Vice-President).
Coordinate, monitor, and perform day-to-day administration and oversight of Association operations.
Act as spokesperson for Association with SLOA and other Divisions; coordinate attendance of Division17 representation at SLOA meetings.
Review contracts and agreements for the Association’s operations; signature authority upon Board review and approval of contracts and agreements.
Create President’s Message for the website (optional) and for quarterly newsletters.
Assign/coordinate Other Duties (see separate document) to Board members or other volunteers.
Monitor Division17 Board President email account (president@sunlandnorth.org) and respond promptly and in coordination with affected board members and/or committee chairs; turn the account (including password) over promptly to the new incoming board president following the annual meeting.
Similarly, monitor (and turn over) Division17 general email account (SunlandNorth@gmail.com) and respond or route to the appropriate board member or committee chair for a response.
Responsible for the monitoring of Division17 post office box for incoming USPS mail (requires post office box key); respond or route mail to appropriate board member or committee chair for response. (Note: Current practice is for the contracted accountant to check the mailbox, as the bulk of the mail tends to be assessment payments; the accountant notifies President if there is other mail to pick up.)
Maintain Division17 Board President reference binder and a memory stick containing key reference materials and Association historical information; update and turn binder and memory stick over promptly to the new incoming board President.

Plus General Duties Of All Board Members:

Attend all board and committee meetings; advise fellow board members if unable to attend, secure briefing afterward; participate in board functions such as special events.
Be informed about the organization’s mission, CC&Rs, By-laws, and Rules and Regulations, as well as the Washington State HOA Statute (RCW 38), and SLOA’s Bylaws and Rules and Regulations.
Work collaboratively and constructively with other board members, committees, coordinators, and fellow Division17 owners and neighbors.
Represent and work towards the interests of the community as a whole.
Review agenda and supporting materials prior to board and committee meetings. Conduct timely research as needed to ensure an understanding of the impact of issues/actions to be discussed. Bring items for discussion to the chair in advance, for agenda scheduling.
Actively and respectfully participate in Board discussions, recommendations, and decisions following established parliamentary procedures.
Serve on committees or task forces and offer to take on special assignments.
Inform others about the organization.
Suggest possible nominees to the board who can make significant contributions to the work of the board and the organization; help recruit additional neighbor volunteers for Division17 committees.
Keep up-to-date on developments in effective HOA management.
Follow conflict of interest and confidentiality policies.
Assist the board in carrying out its fiduciary responsibilities, such as reviewing the organization’s monthly financial statements and draft budget.
Rotate in attending SLOA Board meetings.
Provide input/articles to Division 17 newsletter as appropriate to job assignments, and on a timely basis to achieve established publication deadlines.

Page Views: 606