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Brooklyn Property Management Blog of ProRealty

Condo Board Members: Duties and Responsibilities

Brooklyn Property Management Blog of ProRealty

Condo board members are commonly composed of volunteer members; some are appointed members of the condo association, and others conduct an election to have their condo boards. Condo boards have their duties and responsibilities and include in the HOA bylaws.

Condo boards decide for the condo association during the association’s daily operations are handed over to the property management company. The condo board also is responsible for considering options and voting for the long-term and short-term effects of the issue of operations of the association.

Board members are the one who is responsible in decision making, and implementation of capital needs improvement like replacing of roofs, security camera installations, and others. They also review and decide on How to Choose and Hire Contractors for the job.

They are also the one who creates  House Rules for the association. They are also regularly reviewing the financial status and decide if they are increasing the charges or acquire financing.

Furthermore, the condo board also decides on initiating legal action for a delinquent owner left behind for the standard charges or maintenance and for the person who causes trouble to other residents.

Generally known as the foundation of any residential community, most positions have a different but equivalently important role with a clear and to-the-point objective in helping the Board be more functional and effortless. They also ensure that the decisions that will carry out will benefit the entire homeowners’ interests.

Condo Board Members Position

Specific roles help the board assign tasks, issue checks and balances, give internal feedback, and give each board member the equality to hold a fair number of duties and responsibilities. The most typical positions of condo boards are President, Vice President, Treasurer, and Secretary.

In New York City, usually, officers are also known as directors or managers, with the guidance of the bylaws of the condominium allows. The bylaws are the ones regulating the election, removal, and replacement of an officer.

What are Bylaws?

The positions and their corresponding duties and responsibilities are all defined in the bylaws of a specific association. Bylaws regulate an organization, company, or community; the local and federal authorities issue it. 

It also helps form and indicates how the Board must function, such as the entrusting of powers to officers and how frequently the Board will conduct a Condo Board Meeting for its members and residents. And how to formulate a decision like, for example in voting, or quorum.

 

Roles and Responsibilities

There must be a written, detailed description of the duties and responsibilities of each board member. So that there would be a guide when someone was holding a position, they would know their specific roles with their corresponding duties and responsibilities that they would perform throughout their tenure on Board.

The duties and responsibilities of each board member differ from one association to another. It depends on the association if it is self-managed or managed by a property management company or depending on the size of the overall association.

Here are some of the usual positions of a Condo board.

President.

The President is the one in charge of the administration of the association. The President leads the general board meeting, annual meeting, as well as resident’s meeting. The President serves as the representative of the community in contract signing of all legal documents, co-sign all checks with a specific amount guided by the association bylaws. The President does not make particular actions that do not fully inform the entire board members and make it transparent.

Vice President.

If the President were unable to perform their duty due to sickness, absence, or other instances, the Vice President would be the one to lead the entire association. The VicePresident can also be one of the head committees of projects needed by the association as a whole. They would also take the lead to talk with a professional involved in a project such as a roof repair, a renovation, or even a special event that the association hosts.

Secretary.

The board Secretary is the one who is responsible for giving notice to upcoming meetings, keeping and maintaining records, including the minutes. Together with the Board President, they work together to establish the agenda of every meeting. The Secretary is also responsible for delicate information such as records of residents with dues and preventive maintenance history of the entire condominium. And these records should always be easily accessible to the authorized individuals at the same time, not compromising the confidentiality of the information. Another association that has a newsletter was often lead by the Secretary.

Treasurer.

Board Treasurer is responsible for handling the money for the association paid in and out, including the bills. They are also responsible for ensuring that the association’s services are finished before making a payment—the entire Board issues approval before making any payments. The Treasurer usually runs auditing of association books and dues. The Treasurer also prepares the annual budget, income, and expenditure reports for the Board and nonboard residents.

Some properties or Condo buildings that are sizeable may have more than four leading Board positions. It depends on the property’s regulating documents. There may be other positions or committees handling different activities or daily business.

All Board members should always represent the best interests of the association’s residents all the time. As a President being appointed or elected, they should always bear in mind that they cannot lead without being exempted in punishment if there would be an instance that they would commit an unlawful offense.

As a leader or officer, you are responsible for keeping an eye on your fellow board members and make a response to your fellow residents. And you must always respond for the benefit of everyone.

The Board, in reality, oversees the entire community or association. A Board member, no matter what the title, should be an individual who is willing to work and decide with the whole Board or risk losing the position of leadership. 

There would come a time that the tenant shareholders aren’t satisfied with the Boards performance, and they voted them out. They start an action against the Board and remove them.

Always remember that being on the Board is not a simple role. Always remember that great power comes with huge responsibilities.

 

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