Condo Media - January 2024 - 30

The Board Member
Objective
To be and act as a trustee -
i.e., an individual person or
member of a board given
control or powers of administration
of property, with the
obligation to do just that.
As a member of the board
of directors, each board
member is a trustee of the
corporation and is responsible
for ensuring the preservation,
protection, maintenance, and
enhancement of the common
elements of the association and
for managing the association
in a business-like fashion and
as the governing documents
intend. The individual member,
acting in concert with the
full board, is responsible
for ensuring the day-to-day
operations of the association.
Through leadership and by
example, the board member
should proactively develop
his or her skills to their fullest
potential and to the highest
level of professionalism. In
addition, the board member
shall support and promote the
utmost business and ethical
standards for themselves and
on behalf of the association.
The Hard Skills So many people get on a board for the most banal
of reasons - e.g., their own agenda to lower the dues or because no one else is available to
do it - with no idea of what is truly expected of them. This " job description " I've composed
walks through the basic functions to be a board member.
Essential Duties and Responsibilities As a part of the board of directors,
the board member shall successfully implement the following in order to preserve, protect,
maintain, and enhance the common elements and the owner and resident experience
through and with appropriate budgetary considerations and operational awareness:
Set Policy
Setting policy is the primary method boards use to develop the community's direction and tone
now and into the future. Policies are to be in concert with the responsibility of being trustees
and in accordance with the governing documents.
● DEVELOP PRIMARY POLICIES from time to time that pertain to the overall management
and administration of the association - e.g., the adoption of a " policy governance " model
of administration.
● ADOPT ANCILLARY POLICIES for uniform and fair ways of handling issues that arise on a
regular basis - such as policies with regard to landscape and architectural variations,
clubhouse rentals, violation enforcement, assessment collection, etc.
● FOLLOW THE GOVERNING DOCUMENTS (meetings, annual meetings and elections,
budget preparation, common area use, various restrictions, etc.).
● ADHERE TO APPLICABLE LAWS, including all applicable local, state, and federal laws and codes.
Financial Management
Proper fi nancial management of the community
is a paramount duty of the trustee. The term
" proper " means that all aspects of the annual
budget refl ect the current fi nancial situation as it is,
not as the member or whole board wishes it to be.
It is not the duty of the board to adopt artifi cially
low assessments so individual members can continue
to live in the association or for other political
reasons; it is the duty of the board to manage the
fi nances for the good of the community as a whole
now and into the future.
● COLLECT ASSESSMENTS from the members in
a business-like manner and in accordance with
the annual budget, the governing documents,
and any applicable laws.
● PREPARE AND EXECUTE A REALISTIC
ANNUAL BUDGET based on actual expenses,
including adequate contributions to the reserve
account in preparation for future repairs.
● MAINTAIN ADEQUATE RESERVES. The board
member, acting in concert with the board, is
responsible for maintaining a reserve account
that is and will be adequate to preserve, protect,
maintain, and enhance the common elements
in the future.
30 CONDOMEDIA January 2024
Owner and
Resident Relations
Each board member should take a lead
role in fostering excellent relations
with owners/residents on behalf of the
board and the community as a whole.
Ensure that residents receive regular,
truthful, and relevant communication
from the association about varying
issues that pertain to the community's
status and well-being in the form of
accurate and up-to-date websites,
newsletters, notices, e-blasts, etc.
Vendor Management
Each board member shall
endeavor to ensure that all
subcontractors are properly
vetted for quality and timeliness
of work and that each contractor
is appropriately licensed and
insured prior to engagement by
the association. Ensure that each
contractor is treated professionally
and courteously and is remunerated
for services rendered on time
and according to contract.

Condo Media - January 2024

Table of Contents for the Digital Edition of Condo Media - January 2024