Sunland Division 17 Board Member Responsibilities

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

Role

The association secretary is responsible for preserving the association’s history and maintaining its records. The secretary is committed to protecting the association from liability by safeguarding all records.

Responsibilities

 Agenda

The secretary will work closely with the board president to develop the meeting agenda. The agenda is created and distributed well in advance of the meeting and is essential to keeping the board on track and productive.

Meeting Notices and Announcements

The secretary will provide adequate notice of meetings in compliance with governing documents and state requirements. Other announcements, newsletters, and forms will be sent to owners via email and posted to the association’s website.

Record and Maintain Minutes for All Association Meetings

Meeting minutes will be maintained in digital and hard copy. This includes:

• Board meetings
• Special meetings
• Annual meetings

Meeting Minutes

The meeting minutes are the official record of the actions taken by the board and are admissible as evidence in a court of law. Meeting minutes should be brief, objective, and reflect actions taken at a meeting – not a complete transcript of what was said or personal opinions.

The secretary may delegate this responsibility to other board or association members. If delegated, the minutes will be submitted to the secretary for finalization. In addition, the secretary will:

1. Record the association’s actions and record why they were taken
2. Preserve board members’ voting records
3. State the authority by which directors take a certain action and cite the documents granting that authority
4. Record all matters brought before the board, whether adopted, dismissed without discussion or vote, rejected, deferred, tabled, or simply presented as information
5. Post approved meeting minutes to the association website and a copy of the draft minutes for the most recent meeting.

Meeting minutes will be maintained in digital and hard copy format to include:

• Board meetings
• Special meetings
• Annual meetings

Standard Language for Recurring Functions

The secretary may use standard language to cover functions that occur frequently in meetings such as:

• Call to order by the presiding officer
• Proof of meeting notice or waiver of meeting notice
• Presence or lack of a quorum
• Reading and approval of the previous meeting minutes
• Reading and acceptance of various reports
• Unfinished business and/or new business
• Adjournment

Reserve Monthly Meeting Space

Every year, prior to December 1, contact the Gathering Place reservations coordinator and reserve the facility and equipment for all upcoming board meetings. The secretary will maintain the room key and arrive early to set up the room and audio-visual equipment if necessary.

Annual Meeting and Election Materials

The secretary provides guidance and oversees activities of the election inspectors for the annual meeting. The secretary adheres to the following schedule:

• Prior to July 1, the secretary will review and update the documents and procedures for the annual meeting and
• Prior to August 1, the secretary will review and update ballot tracking and reporting forms for election inspectors.
• Prior to August 1, the secretary will consult with the treasurer for pending real estate closings and provide new owners with an election packet.

Records Management and Maintenance

The secretary is the custodian for all the association’s official documents including minutes, voting records, and membership lists. The secretary must securely store, maintain, and organize all records and ensure they are accessible to the appropriate members and authorized representatives. The secretary will:

1. Retrieve and store association documents as needed.
2. Devise an effective filing system and keep files safe and accessible.
3. Identify and categorize all current and stored records.
4. Prepare and maintain a retention schedule for document disposal (see Records Retention Schedule dated March 10, 2021).
5. Maintain a record of all board and committee members, officers, owners, and their current contact information.
6. Manage correspondence for the Board.
7. Ensure that tone, form, and spelling of all association correspondence reflect positively on the association.
8. Compile copies of all approved meeting minutes, agendas, updated governing documents, election documents, and certified election results and submit them to the association archives at the end of each year.
9. Maintain the association’s reference binder and memory stick containing key materials and historical information (this information will be updated and transferred to the new incoming secretary).
10. Monitor the email account, secretary@sunlandnorth.org, and respond in a timely manner. The account and password will be transferred to the new incoming secretary following the annual meeting.
11. Maintain as a confidential record all passwords for the association email accounts as well as the access password for the board’s workspace section on the website.
12. Advise web coordinator of password to access the website’s statistics program.

Form Filing

The secretary is responsible for ensuring annual filings and other required paperwork meet all legal requirements set forth by the state.

Member’s Directory

The secretary will maintain and update the contact information for owners and coordinate this information with the Sunland Owner’s Association, board members, accountant, and committee chairs.

Validates Documents

The secretary may also act as the witness for signatures on official documents such as vendor or management contracts.

New Board Member Orientation

The secretary will provide new board members with a list of helpful references and guidance documents.

General Duties 

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

Old version

Secretary—Specific Duties:

• Maintain official records of the Association, including a list of owner names, addresses*, email addresses, and related contact information, updating as changes occur; ensure records and correspondence comply with privacy requirements.
• Coordinate changes to owner records with SLOA, Treasurer, and Sunland North accountant; and provide changes to Board members and appropriate Committee Chairs.
• Develop and distribute, on behalf of the Board, announcements, meeting notices, newsletters, forms, etc. via e-mail to owners who have agreed to electronic communication (see Owner Contact Form) and via US Mail for others.
• Coordinate and develop Association correspondence, as assigned.
• Prior to December 1 of each year, contact the designated Gathering Place Reservations Coordinator to determine the availability of the facility for Division17 board meetings and coordinate dates for Division 17 board’s monthly meetings; submit the required paperwork to reserve the time slot; obtain and maintain the key to the meeting room; arrive at monthly board meetings early enough to open room and do the meeting set-up.
• Reserve and coordinate setup for meeting rooms, AV requirements, etc.
• Before each board meeting, post the agenda on the Division 17 Website; distribute meeting reminders to owners who have agreed to electronic notification (see owner contact forms).
• During each board meeting, take, transcribe, and develop required meeting minutes for Board review and approval.** Maintain both printed and digital files of approved board (and annual) meeting agendas and minutes.
• After each board meeting, post on Division 17 Website the approved minutes from the previous meeting, and the draft minutes from the current meeting.
• By July 1 of each year, review and update “Annual Meeting and Election Timeline and Procedures,” to guide annual meeting preparations, and update associated forms such as ballots, board candidate bios, etc.
• By August 1 of each year, following board approval and calculating the lead time needed to achieve the required 30-day advance receipt by owners, prepare the annual meeting and election packets and mail them to all owners.
• By August 1 of each year, update ballot tracking and reporting forms to be used by election inspectors, and verify with Treasurer; as pending sales close prior to the annual meeting, and provide new owners with an “election packet,” encouraging them to participate in the election.
• Provide guidance and oversee activities of Election Inspectors for the annual meeting.
• At the end of each Board year, compile and provide copies of all approved meeting minutes, agendas, updated Governing Documents, election documents, certified election results, etc. and route them to Association archives.
• Provide new Board members with a list of helpful references, and guidance documents.
• Monitor Division17 Board Secretary Gmail account secretary@sunlandnorth.org) and respond; turn account (including password) over promptly to the new incoming board Secretary following the annual meeting.
• Maintain Division17 Board Secretary reference binder and memory stick containing key reference materials and Association historical information; update and turn binder and memory stick over promptly to new incoming board Secretary.
• Maintain a (confidential) record of all current passwords for Division17 Board Gmail accounts, and also password to access to Board’s workspace on Division 17 Website; keep Web Coordinator advised of with password to access Google Analytics (Website statistics program).

*Official board owner list should not be confused with unofficial neighborhood “social” directory, maintained independently by neighborhood volunteers.

** It is possible for another board member to take and process the Minutes; in the past, it has also been possible for the Secretary or President to arrange for a non-board-member volunteer to take notes at the board meeting and prepare a first draft, in which case the Secretary will still manage their processing vis-à- vis the other board members.

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.