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Next Board Meeting:
NOVEMBER 8, 2018
6:00pm sign-in, 6:30pm meeting
Royal St. Augustine Golf Club
BOARD OF DIRECTORS & COMMITTEES
Directors/Officers: Rosalinda Sanquiche – President and Treasurer | Dawn X. Humphrey – Vice President
Steven Minnici – Secretary | Calvin Klinger – At Large
Social & Communications Committee
The Committee is formed to assist the Board of Directors in planning and operating Association sponsored events and communications to encourage the interaction and socialization between residents and to foster a sense of community through events and activities and to coordinate communications between the Board, the Committees, and the Association Members, to ensure that all residents are kept informed of news and events of relevance to the Association.
Administration & Finance Committee
The primary responsibility of the Administration & Finance Committee is to advise the Board of Directors, in a reasonable and productive manner, on issues affecting the administrative and financial matters of the Association. In accomplishing this goal, the Board of Directors shall assign the committee with tasks from time to time that may include but not be limited to those outlined in the Committee Charter.
Safety Committee
The Safety Committee shall act to assist the Board of Directors in developing and implementing practices that make our community safer and managing programs that promote safety for Association members, such as Neighborhood Watch, National Night Out, street safety, and address issues such as crime statistics and crime prevention.
Architectural Review Committee
The Architecture Review Committee is responsible for performing duties outlined in the Mission Trace Homeowner’s Association Declaration of Covenants, Conditions and Restrictions. Additionally, the Committee is charged with maintaining architectural standards, safeguarding members of the Mission Trace Homeowners Association from the dangers of unauthorized changes or modifications to a lot and generally preserving the aesthetic appeal of the neighborhood.
Grounds & Facilities Committee
The primary responsibility of the Grounds & Facilities Committee is to advise and assist the board in preserving and enhancing the facilities and physical landscape environment of the complex and to help ensure an overall coordinated approach to maintaining the common areas of the community. The Committee will work to ensure ongoing consistent maintenance of all landscaping within the development.
HOA Board Member Duties
Duties & Responsibilities of HOA Board Members
An HOA has a board of directors that helps its members understand and follow rules. The Board of Directors is made up of volunteers who've been elected to serve and perform a range of duties.
Conduct Meetings
A primary duty homeowner association board members involves attending meetings. Board meetings are often monthly, but can vary based on the association. Board members can call emergency meetings if business must be discussed outside their regular meetings, including property damage issues and residential safety. Each board member should receive a copy of the meeting's agenda along with minutes from the previous meeting.
Authorize Legal Action Against Residents
HOA board members can authorize legal actions against residents. One reason why that might occur is failure to pay annual HOA dues. Residents can receive a verbal warning before getting a written complaint filed against them. Legal action often includes property liens and paying fines.
Handle Reserve Funds & Budgeting
Homeowners association reserve funds represent the amount used toward property repairs or renovations. These funds are used for fixing cracked sidewalks, painting chipped walls and upgrading gardens. The HOA's board of directors must keep these funds safe, such as in a savings or investment account. When the funds aren't monitored properly, the property's upkeep will suffer. The same is true for property operating budgets, which are also under the purview of the HOA board. The board must update the budget annually and decide how much to charge each homeowner in fees to support the property's ongoing expenses.
Keep Homeowners Informed
Homeowners expect communication with its board members. It's a responsibility of the board of directors to keep its members informed of issues that concern them. Besides the monthly meeting, another communication method includes sending out a newsletter. While some homeowner's associations use a printed newsletter, others have switched to electronic newsletters that are both faster and less expensive to produce.
Help Select Professionals
When acting on behalf of its members, a homeowners' association board of directors may require professional help ranging insurance agents to attorneys. Most HOAs have management companies on board to handle interviews, but the board of directors makes the final decision on whom to hire.
HOA Board Officer Duties
President and Vice President
The president runs HOA board meetings and acts as a spokesperson for the board. The president typically is authorized to sign contracts and orders on behalf of the community. The president also oversees the day-to-day administration of the association. The president can assign these tasks to other members of the board. The vice president will assume the president's duties if the president is absent or unable to carry them out. The vice president also may take on additional duties as assigned by the president.
Treasurer
Homeowner fees enable HOA boards to maintain buildings and common areas. It is the treasurer's job to maintain proper financial records. If an outside party handles finances for the board, then the treasurer monitors the third party's work. Florida Statutes and most HOA bylaws require the treasurer to regularly provide homeowners with information regarding association finances by preparing an annual budget and income and expense report.
Secretary
Records of meetings and official documents are collected and organized by the secretary. The secretary must make these records available to members of the association. A secretary may either take meeting minutes or bring in someone to do so, depending on the bylaws of the association.