This week we conclude our four part series on the the roles of the Board of Directors by focusing on the position of secretary.
First and foremost, the secretary of a homeowners association is the recordkeeper. The records of an HOA are incredibly important, and it is just as important that they be collected, organized, and stored properly. As per the governing documents of many associations, most records must be available to any homeowner upon their request, and it can be difficult to find a specific one if they are not properly organized.
In addition to collecting and storing records, the secretary is also responsible for creating them. He or she works closely with the president to create meeting agendas, and then takes the minutes of those meetings. Another of their responsibilities is to give notice of meetings, including the annual meeting, as outlined in the community’s governing documents. Whether this is sending written notice a month before the meeting or posting flyers six weeks out, he or she will need to follow the parameters carefully.
For many living in a community association, the community itself is one of the reasons why they chose to live there. The secretary is in charge of creating and distributing the neighborhood newsletter. This can be done with submitted content and either printed or mailed, but keeping resident homeowners up to date on association happenings is very important.