Roles and Responsibilities of Community Board Members

Taking on the role of a board member is a wonderful opportunity to connect with your neighbors and foster positive community changes. Many new volunteers, however, enter without much experience, needing to familiarize themselves with community regulations, board duties, and their own role requirements on the go. Although this learning process can be challenging, a clear understanding of their responsibilities helps to set expectations and outline the obligations that accompany their position. Serving on the board involves being elected to a position of authority, so knowing the boundaries and scope of this authority is crucial. A well-informed board member can better serve the community, uphold property integrity, and prevent overstepping boundaries.

Board Member Roles

The board of directors is composed of four distinct roles, each carrying unique responsibilities within the community.

President

The president of the board should possess comprehensive knowledge of the community’s bylaws, policies, and operations. This individual leads the decision-making process, always aligning actions with the community’s overall vision and welfare. The president presides over all meetings, acts as the community spokesperson, and sets up committees and appoints their chairs. Collaborating closely with the property management team, the president oversees daily board functions. To excel, a president must be organized, an effective communicator, and capable of setting aside personal interests to focus on community goals, thus avoiding conflicts of interest.

Vice President

Although the president holds significant responsibility, the vice president must be prepared to step in whenever the president is unavailable. This role demands a thorough understanding of the community's bylaws and policies, akin to what is required from the president. The vice president should remain informed about all ongoing issues within the board. Additionally, the vice president chairs major committees responsible for community maintenance and improvement projects. Ideal candidates for this role exhibit strong decision-making and leadership skills and excel in public speaking.

Secretary

Acting as the communication and documentation hub, the secretary plays a vital role in ensuring the board operates efficiently. Serving as the board’s record keeper, the secretary handles compliance with legal requirements, meets deadlines, and meticulously records meeting minutes. An effective secretary is organized, multitasking-capable, and adept at agenda setting to ensure meetings stay on track. Those who excel in this role possess keen attention to detail, efficiency, and strong communication skills.

Treasurer

Responsible for overseeing the community’s finances, the treasurer manages fund collection and allocation, budgeting, expenses, and financial reporting. A treasurer must maintain detailed records of all financial transactions approved by the board. Keeping the board informed about financial statuses and any future costly repairs falls under this role. Successful treasurers are organized, detail-oriented, and proficient in accounting.

Board Member Responsibilities

Board members carry out duties that fall into two primary categories: responsibilities to the community and legal obligations. These duties ensure effective governance and protect the community’s success.

Legal Responsibilities

Several key legal duties accompany a board member's role:

- Duty of Confidentiality: Board members have access to sensitive information involving finances and property. Therefore, board matters must remain confidential during and beyond their tenure.

- Fiduciary Duty: Board members must prioritize the association’s best interests, upholding honesty and loyalty. They should operate within their authority's scope, refraining from actions beyond their official responsibilities.

- Duty of Care/Business Judgment Rule: Members are required to act prudently and thoughtfully, just as an ordinary person would in similar circumstances. Decision-making should be informed and well-researched before executing a vote.

- Duty of Loyalty: Members must avoid leveraging their position for personal gain. Actions should be carried out with sincerity, prioritizing the community's welfare.

Responsibilities to the Community

Fulfilling responsibilities to the community involves the following tasks:

- Maintenance of Common Areas: Ensuring the functionality and upkeep of community common areas such as pools, gyms, clubhouses, and structural elements is a key duty.

- Policy Compliance/Governing Documents: Familiarity with governing documents and adherence to all applicable laws are essential. The board must ensure ongoing legal compliance.

- Enforcing Rules/Regulations: Board members maintain order by ensuring adherence to community rules, guided by the governing documents in cases of violations or exceptions.

- Community Finances: Financial responsibilities include budget preparation, financial reporting, and maintaining reserve funds. Board members manage assessments and ensure financial health for proper planning.

- Communication & Community Engagement: Knowing the community’s bylaws and policies helps board members effectively communicate and engage residents, aiding in conflict resolution and garnering support.

Effective leadership sets the community up for success.