Secretary
Board Member
The Secretary of our Homeowners Association (HOA) holds a pivotal role in maintaining accurate records, facilitating communication, and ensuring procedural compliance within the organization. The role of secretary is a non-voting board position. Below are the key responsibilities entrusted to the HOA Secretary:
Record Keeping: Maintaining comprehensive and up-to-date records of HOA meetings, including minutes, resolutions, and official correspondence. The Secretary accurately documents discussions, decisions, and actions taken during board meetings, ensuring transparency and accountability within the organization.
Meeting Preparation: Collaborating with the Board of Directors and other board members to prepare agendas and materials for HOA meetings. The Secretary distributes meeting notices, agendas, and supporting documents to board members and residents in a timely manner, facilitating informed participation and productive discussions.
Meeting Facilitation: Assisting the Board members in conducting HOA meetings by recording minutes, keeping track of attendance, and documenting motions and voting outcomes. The Secretary ensures that meetings are conducted efficiently, following established protocols and adhering to relevant bylaws and procedures.
Communication and Correspondence: Managing HOA correspondence, including emails, letters, and official notices. The Secretary responds to inquiries from residents, board members, and external parties, disseminating information and addressing concerns in a timely and professional manner.
Document Management: Organizing and maintaining HOA documents, including governing documents, policies, contracts, and historical records. The Secretary ensures that documents are securely stored and easily accessible to authorized individuals, facilitating efficient decision-making and compliance with legal requirements.
Legal Compliance: Ensuring compliance with applicable laws, regulations, and governing documents related to HOA operations and record-keeping. The Secretary stays informed about legal obligations and best practices, seeking guidance from legal counsel when necessary to mitigate risks and protect the interests of the organization.
Annual Reporting: Assisting the Treasurer in preparing and distributing annual financial reports and other required disclosures to HOA members. The Secretary ensures that financial information is accurately documented and communicated to members in accordance with regulatory requirements and HOA policies.
Membership Management: Maintaining an accurate record of HOA membership, including contact information and voting eligibility. The Secretary updates membership records as needed and facilitates the annual election process, ensuring that voting procedures are conducted fairly and transparently.
Bylaw Definition: The secretary shall record the votes and keep the minutes of all meetings and proceedings of the Board and of the members; keep the corporate seal of the Association and affix it on all papers requiring said seal; serve notice of meetings of the Board and of the members; keep appropriate current records showing the members of the Association together with their addresses, and shall perform such other duties as required by the Board.