Resources for Board of Directors

Resources for Board Members 

CSI has compiled a video to help Board Members get started!
We have also listed helpful articles, Community, online Government and local resources.

 THE CHAIN OF COMMAND

A community manager carries out association policies established by the
board of directors. Each officer of the board has specific responsibilities,
including:

President. The president is the association's chief executive officer.
Responsibilities include running board and general membership meetings
and setting goals. Some documents give presidents the right to appoint
committee members. The president may occasionally negotiate contracts,
sign contracts and other documents, and oversee their fulfillment.

Vice President. The vice president performs the president's duties in his or
her absence and often handles special projects.

Treasurer. The treasurer works with the manager and finance committee to
develop the budget. Responsibilities also include monitoring association
financial activities, overseeing insurance policies, investing assets,
maintaining reserves, and coordinating a year-end audit.

Secretary. The secretary is responsible for preparing and distributing
meeting agendas and minutes. The secretary also maintains the
association's official records (or supervises their maintenance).
APPOINTING COMMITTEES

Formation of Committees. Committees, whether executive, mandatory, standing or ad hoc, are appointed by or at the direction of the board of directors. (Robert’s Rules, 11th ed., p. 489; Corp. Code §7210; Corp. Code §7212(b).) Homeowners do not have the right to appoint themselves to committees. On rare occasions, governing documents provide for election of architectural committee members by the membership. Formation of committees should be done in open session since this does not qualify as one of the activities authorized for executive session.

Size of Committees. Committees can be as small as one person or as large as the board wants to make it. However, the larger the committee the more unwieldy it becomes. In HOAs, committee size typically falls in the one to five-member range with the average being two or three members.

Committee Chair. Committee chairs are appointed by the board. Once appointed, the committee cannot elect a different chairman. (Robert’s Rules, 11th ed., p. 175.) However, the committee can apply to the board for the appointment of a new chairman. Unless an association's governing documents state otherwise, board members may also serve as committee chairs. To conduct successful committee meetings, the chair of the committee or the board needs to establish meeting guidelines.

Vacancies. In the event of vacancies on a committee and unless the bylaws provide otherwise, the person or body who appointed the original committee members has the power to fill vacancies on the committee. (Robert’s Rules, 11th ed., p. 177, 467.)

Who May Serve on Committees? Except for "Executive Committees," and unless the governing documents provide otherwise, there are no restrictions on who may serve on advisory committees. That means boards may appoint persons to advisory committees who are not members of the association. Unless the governing document provide otherwise, boards can establish their own criteria for the committee’s members they appoint. For example, a board could require that candidates (i) be members in good standing, (ii) reside on the property, (iii) have attended most board meetings in the past 12 months, etc. The criteria can be as lax or as stringent as boards may choose.

Duties and Term. When a committee is created, boards must assign responsibilities to the committee (unless the committee's duties have already been established in the association's governing documents). Unless the governing documents provide otherwise, committees have a limited duration. Some duties of the board cannot be delegated.


 

 The best board members are reluctant heroes with heart
by Mike Hunter

This week’s column was written by Melissa Merritt-Darden, Vice President of HOA management company Associa Carolinas, in Charlotte.
J. R. R. Tolkien started his classic tale, “The Hobbit: There and Back Again,” with these words, “In a hole in the ground there lived a hobbit.”
As we read further into the novel we come to appreciate the characteristics of this ground-dweller and we value his quest all the more because we understand that he’s not your typical hero.
Bilbo is an everyday hobbit with no intention of being great; yet along the way we find that it’s his simple, calm approach to unimaginable situations and his thoughtful demeanor that make the difference between the success and failure for Middle Earth.
The best board members are very much in the same classification as Bilbo – reluctant yet passionate, rational and reasonable, strong willed, but still open to others ideas after thorough consideration.
Always there is a leader buried within, a hero that only needs the best of reasons to become something better – that reason being their fellow man. It is our fellow neighbors, our community, our “shire folk” as it were, that make us think outside of our own needs.
Community Association Managers are constantly on the lookout for the potential Bilbo in every crowd; as managers are often the best resource for pin-pointing these traits, having seen some of the very best and worst of board member attributes.
What defines a future Bilbo Baggins? The Easy Eights – Top Traits of Successful Board Members:
1. Honors commitments/individual accountability – know that others rely on your word and that is your commitment to them.
2. Understands legal and fiduciary duties/responsibilities – read the governing documents, and the contracts to understand the responsibilities of a board member.
3. Respectful – of all people, of all situations, at all times.
4. Willing to actively serve - do more than show up, offer help in other areas when available.
5. Prepared for meetings – be prepared, be on time, and be actively present/engaged.
6. Passionate – be motivated and be a motivator.
7. Leadership skills – know your strengths and use them.
8. Willing to learn/continue education – seek out additional education resources, attend free seminars and classes, the best board members are educated about their circumstances and options.
A potential Bilbo should have at least half of the items in the above list when possible. From there a manager, committee or other board members can easily work with a new board member to foster the right environment to create a productive and desirable community.
Zig Ziglar wrote, “You don’t have to be great to start, but you have to start to be great.”
This column was originally published in the Charlotte Observer on November 9, 2015. © All rights reserved.
Mike Hunter | December 23, 2015 at 10:01 am | Categories: Uncategorized | URL: