The role of an HOA secretary is an essential one — one that the association can’t function without. Nevertheless, many people remain in the dark about what exactly are the responsibilities of an HOA secretary. If you are considering running for the position or just recently became one, here are the roles of an HOA secretary.
Describing the Roles of an HOA Secretary
A homeowners association consists of a board of directors who collectively run the organization. They are responsible for maintaining the community, with the ultimate goal of keeping property values up. Each board member has a specific part to play in the grand scheme of things. The president leads the board and meetings, the vice president follows the president’s orders and stands at the ready, and the treasurer handles all financial-related items.
But, what about the HOA board secretary? Below, you will find the many HOA secretary responsibilities that must be fulfilled:
1. Keep Accurate and Organized Records
First and foremost, the secretary of the homeowners association is the recordkeeper. The records of an HOA are incredibly important, and it is just as crucial that they are collected, organized, and stored properly.
As per the governing documents of many associations, most records must be available to any homeowner upon their request, and it can be difficult to find a specific one if they are not properly organized.
In addition to this, the HOA board secretary also prepares the membership list as well as any official records pertaining to the association. Your board may want to consider scanning old documents so that you have electronic copies. This makes it easier to find them and provide them to residents who wish to take a look.
2. Write Meeting Agendas and Minutes
In addition to collecting and storing records, the secretary is also responsible for creating them. As secretary, you will work closely with the president to create meeting agendas. Furthermore, it is your responsibility to then take the minutes of those meetings. As an HOA board secretary, you can also assign someone else to take the minutes of the meeting, though you must still approve and sign the final copy.
3. Send Out Notice of Meetings
Another one of the roles of an HOA secretary is to give notice of meetings, including the annual meeting, as outlined in the community’s governing documents. Whether this is sending written notice a month before the meeting or posting flyers six weeks out, you will need to follow the parameters carefully.
Keep in mind that failure to comply with the association’s governing documents can land you in hot water with residents and even the law.
4. Keep the Community Updated
Members of the community must be kept updated on the latest happenings — they at least deserve that much. As secretary, it is your job to make sure residents are informed regularly of developments, whether it be how the board spent assessments or if there is a new rule amendment.
It would do your board well to adopt a communication tool for keeping members up-to-date. You can send out monthly newsletters (or even e-newsletters) or post updates on social media. Whatever you choose, residents will feel more at ease when they know their money is going toward community improvements and the board is doing their job.
5. Files Documents
A homeowners association, while not exactly a traditional business, is still a corporation. Granted, it is a non-profit corporation, but it still has to file official documents with the Secretary of State. These include any corporate annual reports. This task must be fulfilled by you, the secretary of the HOA.
What Makes a Good HOA Secretary
Clearly, the roles of an HOA secretary are a lot to carry. This is why it takes a certain kind of person with specific traits to be able to fulfill these responsibilities. If you are intent on running for the role, here are the qualities of an HOA secretary that you must have:
1. Organized
The job of an HOA board secretary involves a lot of filing, record-keeping, and record-making. With this much work, it can be easy to get buried in a mountain of documents and words. For this reason, a secretary must stay organized and have an eye for detail. Adopt a system that can help you stay on top of things. Efficiency and organization are two qualities that make a good HOA secretary.
2. Consistent
Another quality you must have is consistency when it comes to following your association’s governing documents.
If your bylaws and CC&Rs state that notice of meetings must be sent out no later than 60 days prior, follow the order to a tee every time and without fail.
If you begin with a specific format for writing minutes, stay true to that format for all future minutes as well to avoid confusion.
3. Responsible
A good secretary is responsible and has a solid sense of duty. With so many tasks to fulfill, you may feel overwhelmed and be tempted to abandon them halfway. Don’t give in. You made a promise to carry out your responsibilities, so you must be accountable. Don’t postpone work that can be done today. The more you procrastinate, the more your work will pile up.
4. Not Afraid to Delegate
By now, it is clear that a secretary’s work is never finished. If you feel like you have too much on your plate, do not just endure it. Doing that can lead to subpar results. As a leader of the HOA community, you must learn how to delegate. Whether you have a full-time job outside of the HOA, a family to take care of, or both, a helping hand can lighten your workload significantly.
5. Great Communicator
As an HOA secretary, you must possess excellent communication skills. This skill comes into play in virtually all aspects of your job. You must know how to communicate with the board on matters concerning the community. Beyond that, you must also be able to talk to residents and keep them informed.
6. A Desire to Serve
Above all, a good secretary must be willing to be of service to the association. You must have a desire to fulfill your role for the ultimate betterment of the entire community. Sure, you can feel indifferent and still be good at your job. But, if your heart is in the right place, you can be great at it.
The Roles of an HOA Secretary Understood
To some, the roles of an HOA secretary can seem insignificant and dispensable, but that can’t be farther from the truth. A secretary fulfills many tasks — from creating and keeping records to keeping the community updated. You are also responsible for preparing the meeting agenda with the president, sending notice of the meetings, and taking minutes. Beyond that, you file important documents with the Secretary of State.
It is clear that the secretary’s job is essential. Nevertheless, if you or your board is having trouble with your work, it may be time to hire an HOA management company. In that case, keep us in mind.
RELATED ARTICLES:
- Leading The Charge: The Duties Of An HOA President
- What Is The Role Of The HOA Vice President?
- 8 Must-Have Qualities Of An HOA Treasurer
