As a homeowner in San Diego or Orange County, you depend on your local HOA to keep your community running smoothly. A strong, accountable board of directors for HOA property management ensures that residential common areas are maintained, disputes between members are solved efficiently, and all inspections and maintenance are conducted on a regular basis.
While the overall aim of an HOA board is to ensure that all residents enjoy a fair and comfortable community, the ultimate success relies on the drive and accountability of each board member. Elected persons can choose to serve as either a general board member or to run for an official position in the association. With a clear set of roles and responsibilities, these five essential people keep your HOA at its best for the good of the whole community:
1. President
Like most boards made up of elected officials, the president serves as the head of the association. They are responsible for presiding over discussions, setting meeting minutes, determining rules and regulations, and executing contracts for the board. As an essential leadership position, the role of president requires someone who is highly organized and knowledgeable about local bylaws and the community as a whole. However, the president doesn’t simply administer the board – they are also responsible for communicating board decisions to the homeowners as a whole. As a combined leader and spokesperson, diplomacy and responsibility are essential qualities for a president to ensure effective HOA property management.
2. Vice President
The vice president if often responsible for the day to day concerns of the board. When the president is unavailable, the vice president is responsible for acting in their capacity to ensure that business continues to flow smoothly. Often, the vice president will chair smaller committees in the community, such as maintenance inspection or basic repairs. The vice president should share many of the essential qualities as the president, and should be confident in their knowledge of the community to assume those responsibilities should the need arise.
3. Secretary
As the bookkeeper of the HOA board, organization is an essential characteristic for a strong secretary. They are responsible for keeping the minutes of all meetings so that there is a conclusive record of affairs should any difference of opinon arise. The secretary is also responsible for keeping track of all important documentation, including bylaws, insurance policies, member data, and HOA rules and regulations. This information must be accessible to association members if anyone wishes to clarify an issue. The secretary acts as the historian and bookkeeper of the board, recording and providing information on the actions of the HOA.
4. Treasurer
The success of an HOA often relies upon creating a clear and reasonable budget. The treasurer is responsible for the financial planning and records of the board, again making responsibility and patience key. Duties include drawing up budgets for maintenance and repairs, ensuring the board has sufficient reserve funds in case of an emergency, keeping track of financial records and receipts, and delivering the financial report at the annual general meeting. The treasurer must also maintain a strong relationship with the collective homeowners, as they are tasked with setting the rates and collecting dues from the community. A treasurer who is capable of creating and fulfilling a reasonable budget is essential to ensuring that an HOA is able to conduct its necessary duties while maintaining the respect and trust of the homeowners.
5. HOA Manager
As a neutral outside party, a manager from an experienced HOA property management company is essential to ensuring the board remains efficient and accountable. Years of experience working in property management helps the manager solve common residential issues and guide the board in an effective direction. They can provide knowledge on bylaws and legal necessities, and carry out a variety of day to day responsibilities according to the nature of each contract. A manager can also provide an invaluable outside perspective, and help settle any differences of opinion that might arise between members of the board. As an expert on HOA property management, a knowledgeable manager can aid in clarifying the regular business of an association as well as helping the board to grow and develop as a active resource to benefit the community.
A strong board of directors is essential to the success of any HOA. When working with an experienced HOA property management company to guide the actions of the association, each member can bring their individual strengths and knowledge to the board to create a community where all homeowners feel comfortable, understood, and supported.