It goes without saying that the role of the association President is wide in scope and can be difficult to pigeonhole. The ultimate goal of any Board of Directors is to increase the overall standard of living of the membership and to increase the value of the property within the association. The President is charged with leading this effort.
An Overview of the President’s Role
Establishing Goals and Priorities
Association Governance
The Association Representative
Working with the Board
Forming Committees
Fiduciary Responsibilities
Board Meetings
The Agenda
An Overview of the President’s Role
- The President is tasked with working closely with the other board members, property manager and membership to determine the overall goals of the association.
- The President must have a good understanding of the association’s governing documents.
- In the broad view, the President is responsible for the association’s fiscal well being. This includes the collection of assessments, guiding the budget process and making sure reserves are adequately funded.
- The President is charged with making sure there is adequate insurance coverage to protect the association from liability and other hazards.
- The President finds and develops potential volunteers and future association leaders.
- The President maintains a close working relationship with the property manager and other association vendors to make certain of the efficient operation of the association.
- The President presides at board meetings and other association meetings. The President prepares meeting agendas and makes certain that proper voting procedures are used.
- The President must not necessarily be a great public speaker, but the President is the representative of the association and must be an effective communicator.
Establishing Goals and Priorities
The President helps establish association goals and these goals help direct board efforts. The President should also prioritize these goals and, thus, provide a framework for these being accomplished. Clearly defined goals contribute to the success of the association. Goals can range from, “we will lengthen the pool season and pay for it by….” to “we will retain an engineering firm to perform a reserve study.”
Association Governance
Association presidents are required to interpret and carry out many association governing tasks, such as preparing meeting agendas and conducting meetings. Presidents are also charged with working with the various association committees.
The Association Representative
The President being the highest officer of the board, the President speaks officially for the board of directors and the association. The President usually serves as the liaison between the board and the property manager. An important point a President must remember is that, when speaking on behalf of the association, he or she must report back to the board on what was said. The President’s communications and decisions must be in line with the views of the board.
Working with the Board
The President must have a spirit of cooperation when working with the board, which many times will have varying opinions and ideas. The President should encourage the other board members to participate, because the contributions of board members are vital.
Forming Committees
Because of the many actions and topics at any given board meeting, the board cannot always handle all the work in an effective manner. When this occurs, committees can provide an important service to the board of directors and the President.
Committees can focus efforts on topics that need in-depth research, input and thoughtful consideration before a recommendation is made. As an added benefit, committees provide an opportunity for the membership to participate. The President, with board guidance, is tasked with appointing committee chairs and explaining the committees’ tasks. The President should also establish time frames for committee reports. Once the committee is established, the President should be available to provide additional guidance.
Fiduciary Responsibilities
The President must put forth more effort than other board members with regard to fiduciary responsibilities because the President’s role can be more extensive with regard to negotiating contracts with vendors, dealing with the property manager, etc. Board members and the general membership trust that the President will act in the best interests of the association when performing their duties. However, the President does not have authority to act without board guidance or consent.
Board Meetings
- The President is responsible for conducting efficient board meetings that attend to the matters of the association. Board meetings are for conducting association business and decision making. The President should always review the association’s governing documents for specific meeting guidelines. However, in general, to conduct an efficient meeting the President should:
- Prepare an agenda and distribute it well in advance of the meeting
- Come to the meeting prepared and insist that the other participants be prepared as well
- Take charge. Tell the board members the topics for discussion and how the meeting will proceed.
- Have a good understanding of Robert’s Rules of Order and use to conduct an orderly efficient meeting.
- Stick to the agenda. Meeting participants know what to expect when the President follows the written agenda.
- Keep the agenda moving and be considerate of the time
- Focus discussion on the issues at hand and the information that the board members received prior to the meeting
- Remain business like and calm. To effectively manage the meeting, the President must conduct the meeting in a way that promotes a pleasant and efficient meeting.
- Always approach issues in an impartial manner
- Always remember that everyone on the board is a volunteer and that their time is valuable. An efficient meeting can be completed in an hour rather than hours.
The Agenda
- At least several days before the board meeting the President should prepare an agenda and distribute it to the board. Supporting documentation as it relates to the items on the agenda, i.e. treasurer’s report, a president’s or manager’s report, minutes from the previous meeting, and other documents should be included with the agenda into a board packet. The board packet should lay out the details, and create the groundwork, for the issues at hand to be discussed. An organized and specific agenda allows the board to work much more efficiently. A tight agenda keeps discussion of issues and actions moving efficiently.
- The Agenda Should:
- Set a time limit for the length of the meeting and discussion of each agenda item. This keeps board members focused and moving towards a decision.
- Include a descriptive sentence on topics to clarify issues. An action statement of the needed motion etc. helps identify what is needed to move the issue along. An action statement might read, “We have been asked to allow grills on the clubhouse patio, but the property manager recommends that we not approve because of fire hazard concerns.” This type of action statement is more to the point and is results oriented if used.
- Prepare motions before the meeting. The President should state the motions on the agenda that are expected to be made. Action statements help direct the discussion and make decision making easier. As an added benefit it also makes it easier to document motions in the meeting minutes.
- List new business on the agenda. Always eliminate any surprises at the board meeting – no decision should be made on issues presented that are not on the agenda beforehand.
- There is an old saying that “No business is old business”, but it can be unfinished business. Any action delayed by the board from a prior board meeting can be listed as an agenda item to be reported or acted on.
- Never allow additions or changes to the agenda at the start of the meeting. The President should study all agenda topics in advance. WDMI
William Douglas Management, Inc. Copyright 2017 (c)
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