Pheasant-Run

Menu

BOARD OF DIRECTORS – ROLES AND RESPONSIBILITIES

President: Job Description
  • Attend all board and special board meetings.
  • Serve as an official board officer.
  • Oversee board meetings, annual executive meeting, and annual meeting with homeowners.
  • At large, is assigned to act as chairperson on a standing “Committee”.
  • Facilitates the annual “ZOOM” contract for the HOA electronic monthly and special board meetings. Annual ZOOM fees are reimbursed by the HOA.
  • Adhere and enforce the HOA’s rules, regulations and policies.
  • Work closely with both the HOA’s Management Company (Hunt Management) and the HOA’s consultants and contractors.
  • Work in partnership with the Pheasant Run’s HOA to make sure board resolutions are carried out and policies implemented.
  • Call special meetings whenever deemed necessary.
  • Appoint all executive standing committee chairpersons, and if deemed necessary, recommend who will serve on any special, ad hoc committees, or task forces.
  • Assist the HOA’s Management Company (Hunt Management), and board’s Secretary in preparing the monthly agenda for Board meetings and special board meetings.
  • Ensure that “New Board Members” receive the appropriate orientation prior to attending their first official board meeting such as, but not limited to:
    • Roster of key HOA contractors/vendors and any current contractual agreements
    • Copies of the HOA’s approved policies, current fiscal year’s operating and reserve fund budgets
    • Copy of the current HOA Organizational Chart, the board member’s roles and responsibilities, and key functions of the board’s executive standing committees. Explain the current projects of each committee.
    • Copies of chartered sub-committees current operating board liaisons
    • Copy and provide an explanation of the “Expenditure Authorization Control Resolution” which establishes guidelines for all transactions that bind or commit the Brookfield Pheasant Run Condominium Association (BPRCA) to performance or expend the BPRCA’s assets. The scope includes operational approvals, financial approvals, legal and insurance reviews, and the physical evaluation of proposals, contracts, and invoices.
    • Direct board member to the location of past board and special board meeting minutes
    • Explain the HOA’s insurance policies and why it’s important to them as board members
    • Explain and answer any questions regarding the HOA’s governing documents
    • Explain how the board interacts with the HOA’s Property Management Company
    • Encourage the participation in Community Association Institute’s (CAI) educational offering and membership
  • Assist the executive standing Communications Committee Chairperson in recruiting new board and committee members
  • Act as a spokesperson for the Pheasant Run HOA.
  • Periodically consult with board members on their specific roles and help them assess their performance

Vice President: Job Description

  • Attend all board and special board meetings.
  • Understand the responsibilities of the board President and be able to perform these duties in the President’s absence for any reason.
  • Oversee board meetings, annual executive meeting, and annual meeting with homeowners in the absence of the President.
  • Assigned to act as chairperson on a standing “Committee”.
  • Adhere and enforce the HOA’s rules, regulations and policies.
  • Serves as an official board officer.
  • Carry out special assignments as requested by the board President.
  • Work closely with both the HOA’s Management Company (Hunt Management) and the HOA’s consultants and contractors.
  • Work in partnership with the Pheasant Run’s HOA to make sure board resolutions are carried out and policies implemented.
  • In the absence of the President, call special meetings whenever deemed necessary.
  • Assist the President in appointing all executive standing committee chairpersons, and if deemed necessary, recommend who will serve on any special, ad hoc committees, or task forces.
  • Assist the HOA’s Management Company (Hunt Management), and board’s Secretary in preparing the monthly agenda for Board meetings and special board meetings.
  • Assist the board President in orienting “New Board Members” prior to attending their first official board meeting.
  • Assist the executive standing Communications Committee Chair in recruiting new board and committee members
  • Act as a spokesperson for the Pheasant Run HOA in the absence of the President.
  • Periodically consult with board members on their specific roles and help them assess their performance.

Secretary: Job Description

  • Attend all board and special board meetings.
  • Serves as an official board officer and is also assigned to act as chairperson for the “Communication Committee”.
  • Adhere and enforce the HOA’s rules, regulations and policies.
  • Carry out special assignments as requested by the board President.
  • Work closely with both the HOA’s Management Company (Hunt Management) and the HOA’s consultants and contractors.
  • Work in partnership with the Pheasant Run’s HOA to make sure board resolutions are carried out and policies implemented.
  • Maintain all board records and ensure their accuracy and safety.
  • Draft and review all board meeting minutes and ensure they are posted on the Property Management Company’s website after the board’s approval.
  • Assume responsibilities of the President in the absence of the President, Vice President, and Treasurer
  • Provide notice of meetings of the board, and for a special board committee, when a notice is required.
  • Develop a communication plan as the chairperson of the executive standing “Communication Committee”.
  • Oversee the create of the annual “Homeowner’s Directory”.
  • Coordinate and manage the “Neighborhood Watch Program”.
  • Act as the board liaison to established chartered sub-committees
  • To oversee board surveys and questionnaires.
  • Act as a spokesperson for the Pheasant Run HOA in the absence of the other board officers. 

Treasurer: Job Description

  • Attend all board and special board meetings.
  • Assigned to act as chairperson for the “Communication Committee”.
  • Adhere and enforce the HOA’s rules, regulations and policies.
  • Serves as an official board officer.
  • Carry out special assignments as requested by the board President.
  • Work closely with both the HOA’s Management Company (Hunt Management) and the HOA’s consultants and contractors.
  • Work in partnership with the Pheasant Run’s HOA to make sure board resolutions are carried out and policies implemented.
  • Understand financial accounting for nonprofit organizations.
  • Serve as key budget and financial officer of the Pheasant Run HOA.
  • Serve as the board’s liaison the chartered “Finance Sub-Committee”.
  • Manage, with the assistance of the Finance Committee, the board’s review of and action related to the Board’s financial responsibilities.
  • Work with the board officers, the Property Management Company, and the Finance Committee to ensure that appropriate financial reports are made available to the board and the HOA’s members on a timely basis.
  • Facilitate input from the Finance Committee on recommended budget and finance suggestions and recommendation.
  • Make sure that the board officers and the HOA’s Property Management Company are following and adhering to “Expenditure Authorization Control Resolution” to ensure fiscal accountability.
  • Facilitate and assist the board members in preparing the HOA’s annual operating and reserve fund budgets and presenting the budget to the membership for approval.
  • Facilitate and oversee third-party audits and reserve studies.
  • Review the third-party’s annual audit and hold a Q&A briefing session for the board members.
  • Act as a spokesperson for the Pheasant Run HOA in the absence of the other board officers.