Volunteer Board Roles & Responsibilities

President

  • Executive officer for the Sheffield Park Homeowners Associations (SPHOA)
  • Presides at all general SPHOA meetings
  • Authorizes the creation of special committees to conduct SPHOA duties
  • Serves as a member of all named committees
  • Serves as SPHOA spokesman in association matters
  • Monitors the Association voice mailbox and either handles or forwards to the appropriate person

 

Vice President

  • Performs duties of the President in the absence of the President
  • Coordinates committee status to the Board
  • Other duties as defined by the President that may arise from time to time

 

Secretary

  • Maintains all records of the SPHOA
    • Includes names, addresses, email addresses, architectural approval documentation, etc.
  • Takes minutes at the SPHOA general meetings
  • Schedule meetings and arrange for meeting location
  • Prepare meeting agendas
  • Prepares written minutes of the SPHOA general meetings and provides minutes for the following meeting
  • Prepares meeting notices of SPHOA meetings and coordinates distribution of notices with the Communications Committee

 

Communications (3-5 Members)

  • Assists with the distribution of SPHOA communication to homeowners (including general meeting notices)
  • Coordinates all communications to homeowners using channels identified by the Association (mail, e-mail, website, etc.)
  • Creates and distributes Association newsletter on a regular basis
  • Identifies properties that are in transition
  • Contacts realtors to ensure HOA information is passed along to new homeowners
    • This information should primarily consist of HOA covenants and HOA contact information
  • Post signs for garage sales and General Board Meeting and Annual Budget Meeting
  • Prepare and deliver special fliers for garage sales, special meetings, etc.
  • Coordinates any special projects which arise from time to time
  • The Board Secretary sits on the Communications Committee

 

Welcome

  • Welcome new residents with cookies and welcome package
    • Welcome letter, magnet, last copy of newsletter, contact list
  • Have new resident complete contact information form and forward to secretary for contact information and permanent files
  • Welcome new babies with welcome

 

Architectural (3-5 Members)

  • Respond to Architectural Requests, obtain required approval or denial signatures (within 21 days), file copy with homeowner and send original to permanent files
  • Monitor neighborhood for violations of covenants: i.e. boats, campers, dumpsters, etc., parked in driveway, etc. Follow up on signs of construction or erection that may not have submitted a “Request for Architectural Approval Form”

 

Website

  • Maintain Website with updates as requested
  • Check Association e-mails and forwards for handling

 

Financial

  • Prepare and mail dues invoices
  • Prepares overdue notices and mails to homeowners and coordinates distribution of notices with the Communication Committee
  • Prepare annual budget with Treasurer
  • Handle outside contacts with attorney and realtors
  • Lead issues related to landscaping, sprinkler system, and neighborhood improvements
  • Serve as liaison between SPHOA and Association lawyer in all legal matters
  • Reviews bids and proposals for all improvements within the neighborhood
  • The Board Treasurer sits on the Finance Committee
  • When contacted by Realtors concerning a sale, furnish information regarding status of dues and forward pending sale information to the Welcome Committee and the Secretary

 

Treasurer

  • Maintains account balances for all homes
  • Maintains bank accounts and revenue and expenses
  • Receive payments and make deposits
  • Pay all expenses as approved by the Board of the Association
  • Collect mail from Post Office and handle invoices and incoming checks and forward other inquiries to the SPHOA president
  • Place ads for garage sales
  • Prepare financial statements including overdue lots and present financial status at the SPHOA meetings
  • Prepare annual budge with financial person
  • Present information to Board related to current bills, large expenditures or financial concerns