Heathfield Homeowners Association

Mint Hill, NC

Heathfield Homeowners Association
Roles and Responsibilities

Individual Board Member Responsibilities

• Attend all board and committee meetings and functions, such as special events.
• Be informed about the organization's mission, CC&R’s, and by-laws.
• Review agenda and supporting materials prior to board and committee meetings.
• Serve on committees or task forces and offer to take on special assignments.
• Inform others about the organization.
• Suggest possible nominees to the board who can make significant contributions to the work of the board and the organization
• Keep up-to-date on developments in the organization's field.
• Follow conflict of interest and confidentiality policies.
• Assist the board in carrying out its fiduciary responsibilities, such as reviewing the organization's annual financial statements.
  

Board President Job Description

• Oversee board and executive committee meetings
• Serve as ex-officio member of all committees
• Work in partnership with the association to make sure board resolutions are carried out
• Call special meetings if necessary
• Appoint all committee chairs and recommend who will serve on committees
• Assist secretary in preparing agenda for board meetings
• Assist in conducting new board member orientation
• Work with the social committee to recruit new board members
• Act as a spokesperson for the association
• Periodically consult with board members on their roles and help them assess their performance
  

Vice President Job Description

• Attend all board meetings
• Serve on the executive committee
• Carry out special assignments as requested by the board president
• Understand the responsibilities of the board president and be able to perform these duties in the president’s absence
• Participate as a vital part of the board leadership
• Advise, direct, and lead the chair of all standing committees
  

Board Secretary Job Description

• Attend all board meetings
• Serve on the executive board
• Maintain all board records and ensure their accuracy and safety
• Review board minutes
• Assume responsibilities of the president in the absence of the president, vice president, and treasurer
• Provide notice of meetings of the board and/or of a committee when such notice is required
  

Board Treasurer Job Description

• Maintain knowledge of the association and personal commitment to its goals and objectives
• Understand financial accounting for nonprofit organizations
• Serve as financial officer of the organization and as chairperson of the finance committee.
• Manage, with the finance committee, the board's review of and action related to the board's financial responsibilities.
• Work with the executive board and the finance committee to ensure that appropriate financial reports are made available to the board and the association members on a timely basis.
• Assist the finance committee in preparing the annual budget and presenting the budget to the membership for approval.
• Review the annual audit and answers board members' questions about the audit.
  

Architectural Committee

• Reports to the Board of Directors and consist of at least three homeowners
• Enforce the restrictions set forth in the CC&R document as well as any additional rules and regulations adopted by majority of the Association’s Board of Directors
• Receive, review, approve or reject homeowner requests and plans for construction, reconstruction, remodeling, alteration, roofing or addition to any structure, building, fence, wall, drive or walkway, or exterior color change upon any lot
• Stop any construction in violation of the restrictions in the CC&R document
• Make notice to the Board of Directors of any construction that violates the restrictions
• Enforce building line requirements, easements and building requirements
• Enforce restrictions on the use of outbuildings and similar structures, animals and pets, signs, nuisances, clotheslines and garbage cans.
• Work to educate homeowners of the importance of complying with the restrictions
  

Landscape Committee

• Reports to the Board of Directors and consist of at least two homeowners
• Oversee the maintenance, upkeep, and improvement of the common areas and entrance monuments
• Manage and supervise the contract landscaper responsible for maintenance of common areas
• Report to the Board of Directors for action any property that is not consistently maintained in accordance with the CC&R document
• Work with homeowners to educate them about proper maintenance and upkeep of lawns, bushes, shrubs, plants, trees, walkways, decks and patios.
• Consult with the Architectural Committee on landscaping requests submitted in accordance with the architectural review/approval process
  

Social Committee

• Reports to the Board of Directors and consist of at least two homeowners
• Plan, prepare, and coordinate annual events that strengthen the neighborhood and community
• Develop and maintain an association directory
• Provide and update neighborhood information on the website and/or through a newsletter
• Record attendance at Association meetings
• In times of tragedy provide encouragement, support, and care for homeowners and their families
  

Finance Committee

• Assist the treasurer with the management of the budget and review of actions related to the board's financial responsibilities.
• Work with the executive board and the treasurer to ensure that appropriate financial reports are made available to the board and the association members on a timely basis.
• Prepare the annual budget and present the budget to the membership for approval.
• Complete and submit the association’s required annual tax statement
• Review the annual audit and answer board members' questions about the audit.
• Comply with all financial conditions and restrictions set forth in the CC&R’s for Heathfield
  

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