Common Terminology

Roles and Responsibilities within Community Associations

Property Manager of Community Associations

Advisory Role: Offer advice and administrative, managerial, and operational counsel to the association’s governing body.
Professionalism and Loyalty: Exhibit professionalism and loyalty to the principal, which is the Board of Directors.
Diligence: Exercise diligence in performing duties on behalf of the Board.
Financial Accountability: Account for financial activities as outlined in the Management Agreement.
Onsite Inspections: Conduct onsite property inspections.
Bid Evaluation: Solicit and evaluate bids for association services.
Maintenance Oversight: Supervise maintenance activities and monitor contractor performance.
Payment Authorization: Oversee and authorize payments for primary association services.
Bylaws and Regulations: Be knowledgeable about and abide by the association’s Bylaws, recognizing the State agency that supervises community associations.

The Board of Directors

Depending on the management agreement, some responsibilities may be delegated to a managing company.

President

Leadership: Serve as the chief executive officer and leader of the association.
Meeting Management: Preside over all meetings of the board and membership.
Legal Authority: Execute legal documents on behalf of the association.
Agenda Control: Set meeting agendas and control meeting proceedings.
Resident Representation: Represent the board before residents.
Committee Responsibilities: May have nominating or appointment responsibility for committees.

Vice President

Deputy Role: Perform all duties of the president in their absence.
Supportive Role: Typically share some of the president’s responsibilities regarding appearances, liaison, public hearings, etc.
Liaison Assignments: Usually assigned liaison responsibility to specific staff or contractors and specific committees.

Secretary

Documentation: Prepare and distribute board and membership meeting agendas, minutes, and related materials.
Record Keeping: Maintain minutes and a book on all meetings.
Resolution Record: Maintain a book of resolutions.
Official Records: Maintain all official records, including correspondence, contracts, membership roster, etc.
Proxy Management: Receive, verify, and maintain all proxies.
Attestation: Attest, by signature, to the legitimacy of certain documents.

Treasurer

Budgeting: Collaborate with staff, contractors, and committees to develop and submit the annual operating budget for approval.
Financial Records: Maintain accurate records of all association financial transactions.
Funds Disbursement: Maintain a roster of disbursements of funds, as authorized.
Financial Reporting: Prepare periodic financial reports.
Audit Arrangements: Arrange, subject to board approval, an independent audit of financial affairs.

Perspectives of Board, Homeowner, and Manager

Board of Directors Perspective

Homeowners Perspective

Care deeply about their residences.
Seek good quality of life through manager services and board decisions.
Potential issues arise when expectations are too high or unrealistic, especially when interests are highly specialized.

Manager’s Perspective

Governing Documents

All documents that regulate community life.
Document types may vary depending on the type of association (condo, townhome, etc.) and state laws.
These documents include Declaration of Covenants or Master Deed, Conditions and Restrictions, Bylaws, Rules and Regulations, Plats of Survey, and Easement Agreements.

Basic Condominium/Townhome Legal Documents

State Enabling Statute: Permits the creation of the condominium/townhome form of ownership and prescribes ownership interests, rights, obligations, and more.
Subdivision of Condominium/Townhome Plat: Describes the common elements’ location and nature and the units.
Condominium Declaration or Master Deed: Defines units, common elements, and covenants imposed on the property.
Individual Unit Deeds: Comprise individual unit deeds.
Articles of Incorporation: Create the association as a corporation under state corporate statute.
Bylaws: Implement the provisions of the Declaration and Articles of Incorporation regarding association operations.
Rules and Regulations: Set operational powers, use restrictions, and adopted provisions enforced by the association.