Roles and Responsibilities of Effective Board Members

Understanding the roles and responsibilities of effective condominium and HOA board members is critical. Community association directors should always be scrupulous and dedicated volunteers who wish to do their part for the effective administration and oversight of their enclave. They are contributing their time to benefit their own property values as well as those of their fellow owners, and they should each focus on fulfilling the designated duties of corporate officers.

In fact, in the absence of provisions to the contrary in a condominium association’s governing documents, Florida law stipulates that it must have a president, secretary and treasurer to perform the duties such officers typically perform in corporations. Most condos also typically include a vice president.

While the individual serving in the capacity of president of the association does not cast a vote that has a greater weight than the other directors or officers, they are often responsible for setting the tone for effective administrative oversight. They are required to sign many legal documents and official association records such as new amendments and contracts, so they should be highly involved and knowledgeable about all such matters and agreements.

Presidents serve as the chairperson of association board meetings, during which they should encourage cordial and informed discussions and also ask pertinent questions of the community’s professional experts. Associations should always turn to highly experienced property managers, attorneys, insurance agents/brokers, financial professionals and others for their expert guidance and representation, and presidents often serve as the primary liaison with the professional experts.

The vice president should be able to step in and carry out the president’s duties in their absence, so they should be considered essential for most communities. They should also provide general support for all of the association’s efforts as needed by the president and other fellow board members as well as property management and other professionals.

The secretary should work to maintain accurate records and documentation for the association. This includes recording the minutes for board and membership meetings, announcing meetings and preparing agendas, managing association records and documents, verifying proxies, and managing owner notices and communications.

The treasurer should focus on all budgetary and financial matters. In addition to preparing and managing the association’s annual budget, they should also help to maintain all accounts and ensure all transactions are documented in comprehensive financial records that cover all income, expenses and reserves. They should also help to oversee matters involving delinquencies and collections, reserve studies and funding, and financial reports and audits.

Condominium and HOA board members each play unique and important roles in their efforts for the success of the community they serve. By asking them to do their part as prescribed under Florida law and/or their governing documents, their activities and results can be as focused, efficient and successful as possible.

Our firm’s attorneys write about important matters for associations in this blog, such as the roles and responsibilities of board members. We encourage directors, members and property managers to subscribe to our newsletter to receive all of our future articles.