Condominiums: Roles of the Officers on the Board of Directors

Nearly every year, a new member is elected to the Board of Directors of the typical homeowner association. It may occur at the annual meeting or it may occur by appointment of the Board to fill a vacancy. We tell these newest volunteers "Congratulations and Welcome aboard!" But, what we also need to tell them is what their new role is all about and how that role interacts with the roles of the Association staff and the Managing Agent.

We need to acquaint the Board members with the standard of conduct that is expected of them. The law imposes certain standards of conduct and assigns a "fiduciary duty" to the members of the Board. The following guidelines regarding the role of the entire "team" will help in the effort of the association to run as smoothly as possible.

President's Role

The Managing Agent utilizes the President as the main point of contact. The President guides the Board throughout the decision making process. He/she sets and establishes the Board's monthly meeting agendas and must ensure that the conduct of business follows the agenda as well as basic principles of Robert's Rules of Order.

Vice President's Role

The role of the Vice President is to assume the duties and responsibilities of the President in the latter's absence.

Secretary's Role

The Secretary is responsible for the minutes of the meetings, and to authenticate Association documents and correspondence when required.

Treasurer's Role

The Treasurer's responsibility is to ensure that the financial records of the Association are properly kept. He/she will review the monthly statements for accuracy, but is not liable for validation of the accounting. That is the job of the CPA when engaged to conduct the annual audit. The Treasurer's authority to approve expenditures should be granted and approved by the Board and entered into the association's Minutes.

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