The Teal Run General Management Association's board of director officer positions includes the President, Vice-President, Secretary, Treasurer and Director-at-Large. The board of directors may determine the need for additional Directors-at-Large and Management Company as needed. Only the offices of the Secretary and Treasurer may be held by the same person, no other person shall simultaneously hold more than one of any of the other offices. Some of the typical responsibilities for each of the roles are listed below.
All committees work under the authority and supervision of the elected board of directors. A committee may be created, dissolved, or replaced at any time by the board of directors. By accepting a position on a committee, volunteers agree to conduct committee activities only with board approval and recognize that no autonomous authority is granted to the committee under the corporate documents of the TRGMA. The policies that govern the committees are:
Committees are always in need of willing volunteers to help promote shared community goals. Additionally, committee membership provides a means of meeting fellow residents. Membership also provides an avenue for being more actively involved in particular areas of concern/interest.
This role is to prepare meeting agendas and preside over all board meetings. Presidents usually have the power to manage day-to-day operations within the association, including entering into contracts and agreements on behalf of the association. This person is usually the liaison between the board of directors and the property management company. The president must co-sign all checks.
Responsibilities for this role include assisting the President with all duties, and to assume those duties in the President's absence or if the President is unable to act. The Vice-President may also chair or coordinate association committees.
The Secretary takes meeting minutes, distributes the minutes and communicates notices of regular and special meetings. The Secretary also certifies voting results and maintains proxies and association member's voting authorizations. Additionally, the Secretary maintains the Association's corporate record book of all meeting minutes and resolutions.
The Treasurer oversees the financial statements and expenditures within the guidelines of the board's policies. The Treasurer reports on the budget and financial matters at each board meeting.
Other HOA board members assist the other officers with various duties and may serve on various committees. These positions provide cross-functional learning opportunities in HOA board functions.
A property management company is a contracted agent which assumes administrative responsibilities as directed by the board. This can also include tracking and reporting collection of assessments, accounts payable and other financial duties as outlined in the contract. Disbursement reports and invoices are typically reviewed and approved by the board Treasurer and/or President. The management company may also make site visits to review property conditions and work with the board to plan reserve funds. Additionally, the management company may solicit vendor bids, assist in creating a budget and attend board meetings. Communities have different administrative needs, so management companies offer a wide range of services that should be fully outlined in the contract.
