The Board Secretary has important job responsibilities that help the Association meet its legal and financial obligations and maintain the Association’s records. Depending on the Association’s requirements, some duties may need to be given to other Board Members, or there may also be an appointment of an assistant to the Secretary. 

1. Meeting Minutes.

At first glance, this may seem like a minuscule task. However, taking meeting minutes is a big deal as they summarize the motions made and any actions taken. During formal association meetings, the Board Secretary must carefully and accurate note three things: 
  • Association actions
  • Reasons behind them
  • Every Board Member’s vote on each action 

2. Record Keeping.

The Secretary is responsible for ensuring all HOA meeting records are organized. Any official Association Documents should be maintained in such a manner that complies with local laws and regulations. They are also accountable for ensuring access to the Documents and meeting minutes by homeowners and authorized representatives. 

3. Legal Concerns.

Secretaries have to be trustworthy and ethical, as they will sometimes act the role of a Notary. Any essential documents that need signatures will have them be there as a witness, and they also affix the corporate seal when required. Further, they may see themselves filing required forms with the appropriate government entities. 

4. Board Elections

Regarding the governing documents and further applicable laws, the Secretary must coordinate ballot distributions and collections during the Board election process. 

5. Communications

Lastly, the Secretary has a role in communicating any HOA meeting announcements. This includes preparing the reports and distributing them according to the governing documents. They also reciprocate any correspondence to Association members. 
Just remember, Board Members are volunteers, and the position can sometimes be tiresome as they work to better their community. An excellent association management company can help in the ongoing clarification of Board Member duties, help with day-to-day tasks, and guide Board Members in the right direction. For more information, contact FirstService Residential.
Monday August 31, 2020