The Board of Directors is the governing body of the ...



Swift Creek Estates Homeowners Association Board of Directors

The Board of Directors is the governing body of the association responsible for operating the association in accordance with the “Restrictive Covenant and Articles of Association of The Swift Creek Homeowners’ Association”. They are unpaid volunteers, who donate their time and are elected by a vote of the association members.

The board is specifically empowered and directed to:

❖ Enforce all provisions of the governing documents

❖ Prepare the annual budget for the association

❖ Keep detailed association financial and accounting records

❖ Establish the rate of the assessments

❖ Collect all assessments due the association

❖ Provide for necessary operational personnel

❖ Provide for insurance for the common areas

❖ Provide for care and upkeep of the common areas

❖ Provide for replacement of declining assets

❖ Provide for aesthetic and social improvements

❖ Communication to members (meetings, website and/or mail)

❖ Perform all acts necessary for the association's administration

❖ Oversee the maintenance of all common areas and any amenities within the community

While these duties provide the board significant authority, members have the opportunity of participating in the decision-making process through voting in board elections, serving on any special committees required by the bylaws, and by providing input at association meetings.

The bylaws of the association more clearly define the role and responsibility of the board as a whole as well as the individual directors. As volunteers, directors are not personally liable for their actions, but they are not immune from litigation should they act in a criminal manner. The primary duty of a director and board is to act in a way that benefits the community as a whole, not themselves or another individual. The legal standard most often used in weighing a board's action is whether it used "reasonable judgment" in making a decision.

Many associations have difficulty finding owners willing to serve on their board and thereby often fold to the detriment of the community and subsequently negatively affect property values. The key to a successful community is to work cooperatively and positively as a membership to enhance the natural beauty, develop a sense of community and create value for all of our members.

Board Member Positions & Responsibilities

Past President

• Transparent transition of Presidential duties

• Provide consultation to President

President

• Provides leadership to the Board of Directors

• Chairs meetings of the Board after developing the agenda with the Vice President.

• Encourages Board's role in planning

• Works with Committee Members

• Oversees the logistics of committee operations

• Authorized to sign or countersign cheques, correspondence, applications, reports, contracts or other documents on behalf of organization

• Ensures community amenities and board members are appropriately insured

• Correspondences to membership

• First line of contact on behalf of membership addressing emails and other correspondence / concerns.

• Responsible for web content and updates providing information to membership

Vice President

• Performs President responsibilities when the President cannot be available (see President Job Description)

• Develops the meeting agenda with the President

• Works closely with the President and other Board members

• Works with the President to Oversee the logistics of committee operations

• Review of architectural and landscape plans with IBI in accordance with community guidelines

• Reports to the full Board on committee's decisions/recommendations

• Authorized to sign or countersign cheques, correspondence, applications, reports, contracts or other documents on behalf of organization

• Performs other responsibilities as assigned by the Board

Secretary / Treasurer

• Maintains official records of the Board

• Manages minutes of board meetings

• Ensures minutes are distributed or posted to the web shortly after each meeting

• Is sufficiently familiar with legal documents (articles, by-laws, etc.) to note applicability during meeting

• Manages collection of HOA fees and penalties

• May be authorized or required to sign or countersign cheques, correspondence, applications, reports, contracts or other documents on behalf of organization

• Liaison with the bank and accounting firm

• Ensures appropriate government documents are filed

• Manages finances of the Board, Administers monthly EFT

• Provides annual budget to the board for members' approval

• Ensures board review of financial policies and procedures

Director of Operations

• Ensures quality contracts are in place and work is completed for:

o Grass cutting & spraying

o Weed maintenance on pathways and around amenities

o Pruning of Trees and Shrubs

o Watering of Trees and Shrubs

o Snow Removal on RR31 pathway and other paved areas not managed by the County

o Garbage removal

• Ensures general maintenance of amenities inclusive of street signs, front entrance, and mail centre.

• Manages contracts for planting of new trees/shrubs

• Manages contracts for upgrades and new amenities

• Ensures garbage containers have sufficient bags for collector

• Provides Board with report on status of declining assets

• Ensure Board review of maintenance policies and procedures

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