Every homeowners’ association (HOA) is required to have an elected board of directors that acts on a community’s behalf. Often, there’s a misconception that all board members do is measure budget performance and create and enforce rules. A completely voluntary role, HOA board members are also homeowners in the community, so it’s in their best interest to use their position for the good of the association.
While maintaining a safe and orderly neighborhood is one of their primary duties, there’s so much more that goes into the roles of board officers. Here’s a breakdown of each role and how they pitch in to keep things organized and members happy.
HOA BOARD PRESIDENT
The HOA board president steers the ship and navigates the direction of the association. They guide the board, handle procedural duties, and serve as the spokesperson for business matters.
This person is the main point of contact for partners and contractors and takes the lead on calling and running all meetings, including adding items to the agenda. The president also calls for any votes and announces the results.
- Schedule, attend, and run board meetings
- Establish meeting agendas
- Serve as the main point of contact for management partners
- Sign association documents
- Call for votes and announce results
- Appoint committees
- They have a student mindset
- They're responsive
- They're good mediators
- They're strong communicators
- They have a passion for the community
Read More: HOA Terms Every Resident Should Know
HOA BOARD VICE PRESIDENT
The vice president is the president’s right-hand man or woman and acts in their place if necessary. They know—or should know—the president’s duties like the back of their hand. A good VP ensures meetings run smoothly and order is always maintained.
They might also chair larger HOA committees, like the architectural review committee.
Lead meetings, signing contracts, and other presidential duties when the president is absent
- Make sure the president’s directions are implemented and followed through
- Lead committees and operations between the board
- Communicate between the board and the management company
- Speak to community vendors on behalf of the HOA
- Complete tasks delegated by the president
- They're dependable and someone who can be trusted to get the job done
- They're flexible and know the job of the president in case they need to assume that role temporarily
- They know how to speak to other board members, vendors, and residents to clearly share recommendations, concerns, and instructions for efficient HOA oversight
- They can effectively manage projects, assign responsibilities, and lean on teammates
- They know their fellow board members, what motivates them, and how best to work together
HOA BOARD SECRETARY
The secretary guarantees all board and association documents are well-maintained. However, it’s much more than just clerical work. Secretary tasks include making sure homeowners know about meetings and that minutes are taken and approved.
They must confirm documents are accessible to appropriate parties, like lawyers and mortgage companies, and may need to sign off on important paperwork, too.
- Guarantee records are maintained
- Confirm proper meeting notice is given
- Ensure minutes are taken and approved
- Work closely with the board president to develop the meeting agendas
- Serve as the witness when official documents need signatures
- Validate association documents
- Ensure annual form filings and other required paperwork meet all legal requirements set forth by the state
- Their agendas and records are very well-organized
- They take responsibility for all their documents
- They're detailed writers
- They're timely in submitting and delivering important information
- They're communicative with all community members
Read More: 10 Frequently Asked Questions About HOAs
HOA BOARD TREASURER
The treasurer oversees all things financial. They review records for accuracy, help manage essential accounts, and are closely involved with annual budget preparation.
Many financial functions are often outsourced to an accountant, and it’s the treasurer’s job to work with them to complete everything on time and in compliance with the community’s bylaws.
- Review financial records for accuracy
- Oversee billing and collections
- Ensure timely payment of invoices
- Make necessary investments with the association funds
- Confirm audits and reserve studies get performed
- Their work background involves accounting
- They have sound business judgment
Ready to Become an HOA Board Member?
HOA board members play important roles beyond budget oversight and rule enforcement. The president guides the association, the vice president offers crucial support, the secretary ensures transparent communication, and the treasurer oversees financial matters. Together, these dedicated individuals contribute voluntarily to maintain a safe, organized, and harmonious community, showcasing the depth and significance of their roles. The best part is that anyone can run for HOA board member positions! Still not convinced? Here are seven reasons to join your HOA board!