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President:
The president of the homeowners' association serves as the chief executive
officer of the association. The president serves at the will of the board
of directors and can be removed with or without cause at any time by a
majority of vote by the board of directors. The president should not allow
personal feelings or outside pressures to influence his/her actions. Examples
of the duties and responsibilities of the President are:
1. Presides at all meetings of the association, including helping the
secretary prepare the meeting agenda, and to begin and close the meeting.
ALWAYS introduce yourself at the beginning of the meeting. Don't assume
people know who you are.
2. Appoints chairmen of all committees and task forces. Serves as an
ex-officio member of all committees, except nominating committee. Serving
as ex-officio does not mean the president has to attend the committee
meetings. The president should not serve as a committee chairman.
3. Assumes general charge of the day-to-day administration of the association.
4. Has the authority to authorize specific actions in promoting the board's
policies.
5. Leads orderly discussions by tactfully and politely enforcing rules
that offer every member a chance to speak for or against a motion.
6. Determines whether or not enough members (a quorum) are present to
conduct business.
7. Informs people as to how the meeting will proceed. Review the agenda
and explain each motion before it is voted upon.
8. Votes to break a tie.
9. Serves as spokesman for the board of directors in most matters relating
to general association business.
10. The president cannot, without specific board approval, borrow funds
in the name of the association or otherwise act beyond the scope
of the authority established by the homeowners' association documents
and board
of directors.
Vice President: The vice president of the association is responsible for performing the
duties of the president in the absence of the president. Examples of the
type of duties and responsibilities the vice president may perform are:
1. Perform the duties of the president in the absence of the president.
2. Coordinate committee chairmen and report status to the board.
3. Assume duties as defined or assigned by the president and/or board
of directors.
Secretary: The secretary is responsible for maintaining the records of the association,
including preparing the notice for all meetings of the board and the membership
and authenticating the records of the association. Examples of the type
of duties and responsibilities the secretary may perform are:
1. Take the minutes of meetings and keep a permanent, accurate record
of what has taken place in meetings.
2. Prepare written minutes for the board of directors and read the minutes
at every meeting.
3. Be familiar with previous minutes in order to provide needed information
to the president.
4. Receive and handle all correspondence addressed to the association.
5. Prepare meeting notices of all association meetings.
6. Keep an accurate list of members' names, addresses, & telephone
numbers.
Treasurer: The treasurer is the custodian of the association's funds and financial
records. Examples of the type of duties and responsibilities the treasurer
performs are:
1. Coordinate the development of the proposed annual budget for the association.
2. Keep account of all revenues and expenditures, usually signs all checks
or vouchers.
3. Pay all the expenses, upon authorization of the board, of the association.
4. Present a written report each month to the board of directors and/or
association of the month's disbursements and the balance on hand.
5. Prepare all financial reports in accordance to applicable Florida
law and IRS Codes.
Committees:
Committees play an important and vital role in associations. They help
distribute the work load and provide an opportunity for members to get
involved. The president and/or the board of directors has the authority
to establish committees and task forces needed to carry out the functions
of the association. Standing committees continue from year to year. Special
committees are appointed or elected for specific assignments.
Examples of standing committees many associations utilize include: Nominating,
Social, Welcome, Beautification, Grievance, Safety, etc. A special committee,
or task force, may be set up to coordinate a neighborhood picnic or special
event or to address an issue affecting the neighborhood, such as lighting,
traffic issues, etc.
The role of the committee chairman is to head a small group that reports,
makes recommendations and/or acts on a specific issues. The committee
chairman:
1. is usually the first person appointed to the committee;
2. may be appointed by other committee members or by the president;
3. meets regularly with his/her committee and reports its activities
to the group.
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