An HOA board of directors is a group of elected homeowners responsible for governing the community association, enforcing its governing documents, managing its finances, and maintaining common areas. The core board positions are president, vice president, secretary, and treasurer. Board members owe the association a fiduciary duty, meaning they must act in good faith, with reasonable care, in the best interests of the community as a whole.
Your board of directors
President – Scott Knight
Secretary – Chris Lowery
Tresurer – Debbie Huston
At Large – Paul Flemming
HOA Board Structure: Positions and Roles
Every HOA board consists of elected directors who fill defined officer positions. The number of directors varies by community, but the core officer roles are consistent across virtually all HOA governing structures.
| Position | Also Called | Primary Responsibility |
|---|---|---|
| President | Board Chair | Leads board meetings, sets agendas, serves as official spokesperson, executes contracts |
| Vice President | VP, Assistant Chair | Supports the president, steps in when the president is unavailable, often leads committees |
| Secretary | Recording Secretary | Records meeting minutes, maintains association records, manages official correspondence |
| Treasurer | CFO, Finance Officer | Oversees all financial management, prepares budgets, monitors accounts, manages audits |
| Director at Large | Member at Large | Votes on all board decisions, may chair committees, represents community interests |
Board size is defined in the association’s bylaws. Three-member and five-member boards are most common in smaller communities. Larger associations may have seven or more directors. All board members have equal voting rights regardless of their officer title.
HOA President Responsibilities
The HOA president is the board’s chief executive and its public face. The role carries more visibility than any other position but does not carry more decision-making authority — the board votes as a body, and the president’s vote counts the same as every other director’s.
• Meeting leadership: The president runs all board meetings and annual meetings, sets and follows the meeting agenda, recognizes speakers, and ensures the meeting operates within the community’s procedural rules.
• Agenda setting: Working with the property manager or management company, the president develops meeting agendas and ensures all board business is properly noticed and scheduled.
• Official representation: The president is the HOA’s public representative in communications with residents, local government, vendors, and legal counsel. Contracts are typically signed by the president on the board’s behalf.
• Board coordination: The president coordinates between board members, ensures committee reports reach the full board, and helps resolve internal disagreements about board process.
• Emergency decisions: In genuine emergencies where the full board cannot be convened, the president often has authority to act unilaterally within defined limits specified in the bylaws.
HOA Secretary Responsibilities and Job Description
The HOA secretary is the board’s recordkeeper. The role is less visible than the president but equally important — accurate records are the legal and operational foundation of everything the board does.
• Meeting minutes: Record minutes of every board meeting and annual meeting. Minutes must capture attendance, motions made, votes taken, and key discussion points — not a word-for-word transcript. Minutes become the official legal record of board decisions.
• Records management: Maintain the association’s official records including governing documents, meeting minutes, financial records, contracts, insurance policies, and member correspondence. Most state HOA laws define minimum records retention periods.
• Official correspondence: Manage incoming and outgoing official correspondence on behalf of the board. This includes legal notices, homeowner requests for records, and formal communications with management companies and vendors.
• Notice of meetings: Prepare and distribute advance notice of board meetings and annual meetings in compliance with the governing documents and applicable state law. Notice requirements vary by state — California requires 4 days, Florida requires 14 days for annual meetings.
• Elections administration: In many communities, the secretary oversees the election process including ballot distribution, tabulation, and certification of results, often working with an independent inspector of elections.
HOA Treasurer Responsibilities and Job Description
The HOA treasurer is responsible for the association’s financial health. The role requires the highest level of fiduciary attention of any board position because the treasurer has direct oversight of association funds.
• Budget preparation: Working with the property manager or management company, develop the annual operating budget and reserve fund contribution schedule for board approval.
• Financial oversight: Review monthly financial statements including the balance sheet, income statement, accounts receivable aging, and bank reconciliation. Present financial reports to the full board at each meeting.
• Reserve fund management: Monitor reserve fund balances, oversee reserve studies, and ensure the board’s annual reserve contributions align with the association’s long-term capital needs.
• Assessment collection: Work with management to track assessment delinquencies, follow the association’s collection policy, and report delinquency status to the full board.
• Audit and tax coordination: Coordinate with the association’s accountant or auditor for annual financial reviews, audits, and tax filings as required by the governing documents and state law.
• Vendor payment oversight: Review and authorize payment of invoices in accordance with the board’s approved budget and the association’s payment procedures.
For detailed guidance on HOA financial management, see HOA financial management and accounting for homeowners associations.
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