Community Association Board Secretary Responsibilities

The effectiveness of any community organization heavily relies on efficient management and meticulous recordkeeping. The board of directors plays a vital role in maintaining transparency, and this responsibility primarily falls on the shoulders of an experienced board secretary, as required by regulation and association guidelines.

For those unfamiliar with community association management, the role of the board secretary might seem unclear. The primary duty of the secretary is to keep precise records for the association, such as meeting minutes, bylaws, and membership details.

1. Recordkeeper

The secretary acts as the official recordkeeper for the association, essentially serving as a historian in real time. Even a decade later, any board member should be able to review the meeting minutes and gain a broad understanding of past community events.

2. Proofreader

Ensuring consistency and accuracy in all documents is a key role of the secretary. Whether it’s a notice, a newsletter, or official meeting minutes, maintaining a clear and correct record is essential. Although professional staff may handle drafting tasks, the secretary is crucial for verifying those documents.

3. Administrative Assistant

Given the varying rules across boards, communities, and states, secretaries might also be tasked with managing corporate paperwork in compliance with state laws. Additional duties could involve applying corporate seals to official documents and witnessing signatures. During election periods, secretaries manage the distribution and collection of ballots and proxies according to the law and governing documents.

What can happen if you don’t have the right secretary on your board?

Without a competent secretary, a community could face chaos, legal hurdles, confusion, and financial risks. Understanding the comprehensive role and qualities needed in a secretary is critical. Without a capable individual in this position, the organization could suffer from a lack of documentation, leading to legal disputes or financial losses due to unrecorded violations and decisions.

What makes a good secretary?

The ideal secretary possesses a keen eye for detail, is organized, efficient, and promptly responsive. Those with teaching experience often excel in this role, as they are adept at clarifying information, staying organized, and maintaining schedules.

Some secretaries are particularly skilled at revising and reframing communications to ensure clarity and effectiveness. These individuals review all documentation at year-end, ensuring that records are correctly archived on relevant platforms.

What does it mean to take meeting minutes?

Meeting minutes are crucial for enabling board members to review past discussions and decisions. These records should be precise and succinct, detailing the board’s actions and the breakdown of votes by each member. Minutes can benefit from being aligned with the agenda or management report. The secretary must verify the minutes taken by a management company before they are presented to the board for approval.

Like other executive committee members, the board secretary holds significant responsibility for the community's well-being and future. Selecting the right individual for this role is essential to avoid mistakes, oversights, and future confusion.