Five Essential Roles for a Successful Board Meeting

Building a thriving community requires dedicated residents, a committed board of directors, and a clear understanding of each person's roles and responsibilities.

At its core, a community association board provides a comprehensive vision for its community. Beyond this, the board is tasked with safeguarding the association’s assets, reducing financial risks, preserving property values, and enhancing the living experience for residents. These duties include everything from setting policies and crafting a budget to ensuring maintenance and more.

The most valuable asset a board possesses is its members. Each board member must have a clear grasp of their responsibilities to the board and the wider community. This clarity leads to more effective collaboration, resulting in a harmonious living environment with high community satisfaction. Partnering with a solid property management company is essential, as they offer board education and training resources to cultivate effective board qualities.

While board structures may vary, certain roles are universally essential. Choosing the wrong individuals for these positions can lead to inefficiency, community division, and unmet goals. To lay a strong foundation for your community association board, ensure these key roles are filled with the right individuals:

President

The president plays a crucial role, combining leadership with procedural oversight. This role may involve appointing committees as per bylaws, acting as an authority on governing rules, and maintaining order during meetings. The president sets meeting agendas, calls for votes, announces results, and recognizes contributors to the discussion. This role requires someone well-versed in effective meeting dynamics and knowledgeable about community specifics.

Emphasizing the importance of skillful utilization, it is recommended to consider the skills, history, and background of individuals when assigning board positions. Experience in business management can lend valuable skills to board operations. When approached as running a business rather than a social circle, focusing on community goals becomes more achievable. Efficient task completion requires fair and amicable dealings, avoiding inefficient, prolonged meetings that achieve little. Large associations should be treated as the substantial businesses they are, rather than social clubs.

Vice President

The vice president often shares many responsibilities with the president and assumes leadership in their absence. This role involves maintaining order during procedures, ensuring smooth business operations, and providing insight into association rules. In smaller associations without a vice president, clear succession plans are necessary to ensure continuity in the president's absence.

Secretary

The secretary acts as the historian of the association, recording board actions for future reference. This role ensures clarity, providing a record of decision-making that eliminates misunderstandings. Accurate meeting minutes help avoid scenarios of differing interpretations. The secretary signs meeting minutes and community documents, acting as the custodian of records.

Minute-taking methods can differ between boards. Some boards use an onsite staff member for minute-taking, with the secretary approving and signing. Others prefer the secretary to handle this task. No matter who manages the minutes, they should be simple, clear, and precise, summarizing actions and motions rather than transcribing entire meetings.

Treasurer

An effective board relies heavily on its budget, making the treasurer’s role vital. The treasurer oversees financial records, ensuring precision and thoroughness. Regular reports provide insights into the association’s financial health, with annual reports shared with all members. The treasurer prepares records for audits and authorizes fund disbursements, often serving as the primary check signer.

Understanding accrual accounting is a valuable skill for a treasurer, appreciating financial report details and making them understandable to the board or residents.

Community Association Manager

Bound by contract, the community association manager should come from a reputable property management company, which will provide essential resources, knowledge, and expertise. Although duties vary, managers generally execute board policies, administer services, operations, and programs, while providing valuable insights and information. The effectiveness of the board is often enhanced through training from experienced property management companies.

During board meetings, the manager offers clear recommendations on actions, discussing the budget, reserve study, line item impacts, and operational matters like vendor choices. A well-resourced management company supports a manager in carrying out the board’s agenda effectively.

Ultimately, understanding each role's fundamental duties ensures essential board functions are performed. Each board member brings unique strengths and talents, and allowing these strengths to shine benefits the entire community.