Crown Harbor Homeowner Association
Community Board Member Duties
The legal definition of the duties of each Crown Harbor Board member appears in Article IX of the Bylaws.
In practice, the duties are performed by a combination of a Board member and the Association's Property Manager.
Board members are elected for one year terms.
Board members do not run for a specific duty but are elected at large.
Each year, when a new board is elected, board members volunteer to hold various offices at the first board meeting.
A board member can hold one or two duties;
however, the President and Treasurer cannot be the same person, and each can only hold the one duty.
The duties of the Crown Harbor Board members include:
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President
- "General supervision, direction, and control of the affairs and officers of the Association" (from Bylaws)
- Work with the Property Manager in the preparation of meeting agendas
- Work with the Property Management team to ensure requests from residents are being addressed in a timely fashion
- On a as needed basis, meet with contractors and/or Property Management regarding project proposals
- Ensure that the Board meet the requirements of our governing documents and the Davis-Stirling Act
- Lead the monthly Board meetings and annual homeowners meeting
- Vote on matters before the Board
- Approve payments to vendors using the electronic Associa Payables Lockbox application
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Vice President
- "Perform all duties of the President in the absence of the President" (from Bylaws)
- Lead the monthly Board meetings and annual homeowners meeting in the absence of the President
- Vote on matters before the Board
- Approve payments to vendors using the electronic Associa Payables Lockbox application
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Secretary
- "Keep (or cause to be kept) all appropriate Association records" (from Bylaws)
- Verify that meeting minutes captured by the Property Manager are accurate
- Ensure that all of the action items and requests from the community result in work orders for the Property Management company
- Inform Owners regarding when/where monthly Board meetings and the annual homeowner meeting are
- Communicate to the community using community@crownharbor.org and USPS as appropriate
- Maintain the approved rental list for the Rental Restrictions page
- Vote on matters before the board
- Approve payments to vendors using the electronic Associa Payables Lockbox application
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Treasurer
- "Keep and maintain (or cause to be kept and maintained) adequate and correct accounts for the Complex and business transactions of the Association" (from Bylaws)
- Verify that the financial records maintained by the Property Management team are accurate
- Provide a financial report at monthly Board meetings and the annual homeowner meeting
- Ensure that the financial records are audited annually by an independent auditor
- Help the Property Manager create an annual budget
- Vote on matters before the Board
- Ensure invoices are associated with the correct budget line item and approve payments to vendors using the electronic Associa Payables Lockbox application
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Director
- Vote on matters before the Board
- Approve payments to vendors using the electronic Associa Payables Lockbox application
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Visit Lockbox
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Lockbox
The Associa Payables Lockbox is the system Crown Harbor uses to pay bills.
It replaced the manual process where Board members signed physical checks at each monthly meeting.
Vendors like it because they do not need to wait until the next monthly meeting to get paid.
Here is the process:
- Invoices come in to the Property Management Company.
- Each invoice is entered into the Lockbox system.
- The Property Manager verifies the invoices and marks the items as to be paid.
- All Board members receive an email from the Lockbox system indicating the number of items outstanding to be paid.
- Board members use the link in the email to visit the Lockbox, inspect the invoices, and sign off on the paying of the invoices.
- It takes 2 of the 4 Board members to sign off for an invoice to be paid.
- For each invoice, the Property Management company issues a check to the vendor from the Crown Harbor operating account.
If a Board member is unsure as to what the invoice covers, he can simply take no action and allow other Board members to approve it.
If there aren't 2 Board members who can sign off on an invoice, it can be discussed at the next meeting.
In a few cases, some invoices are paid from the reserve account instead of the operating account.
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Board Nomination Form
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Running for the Board
The most important qualification for a Board member is the recognition that Board members listen to the advice of experts.
According to an Associa Northern California HOA seminar:
When Board members substitute their judgement for the advice of experts, unintended consequences can result.
- Owners in good standing are eligible to run for the Board.
- Board terms of office run from April through March.
- Nomination forms are collected in January/February.
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