WHO'S WHO

General Manager Advises and provides administrative, managerial, and operational counsel to the Association governing body  (Board of Directors) 

• Exhibits professionalism and loyalty to the principal (the Board ) 
• Exercises diligence in performing duties on the principal's behalf 
• Account sfor financial activities covered by the Management Agreement 
• Performs onsite property inspections 
• Solicits and evaluates bids for association services 
• Supervises maintenance activities and contractor performance 
• Oversees and authorizes payment for primary association services 
• Knows and abides by the By-laws, recognizing the State agency that supervises community associations

Board of Directors

• Consists of seven members elected for one-year terms 
• Appoints the Officers of the Corporation (Association) 
• Exercises the corporate power of the Association, in accordance with the By-laws, Articles of Incorporation, and CC&Rs 
• Meets on a regular basis ( on the first Wednesday of each month at 7:00 p.m., at the Sun &  Sail Club), and on other occasions as needed, to perform Association business

Officers of the Corporation (Association)
The Officers of the Corporation are chosen by the Board of Directors in accordance with the Association By-laws:

        President 

• Chief executive officer of the Association 
• Presides at all meetings of the Board and Membership 
• Executes legal documents on behalf of the Association 
• Represents the Board before the residents 
• Has liaison-appointment responsibility for all committees

        Vice President 

• Performs all of the duties of the president in his/her absence 
• May share some of the burden of the president regarding appearances, liaison, public hearings, etc. 

        Secretary 

• Prepares and distributes Board and Membership Meeting agendas, minutes, and materials referred to in minutes 
• Maintains minutes and books on all meetings 
• Maintains book of Board resolutions 
• Maintains all official records, including official correspondence, contracts,  etc. 
• Attests, by signature, to the legitimacy of certain documents

        Treasurer 

• Works with appropriate staff and the Budget & Finance Committee to develop and submit annual operating budget for Board approval 
• Maintains adequate records of all Association financial transactions 
• Maintains roster of disbursement of funds, as authorized 
• Performs detailed review of periodic financial reports 
• Arranges, subject to Board approval, an independent audit of financial affairs

PERSPECTIVES OF BOARD, HOMEOWNER, AND MANAGER

Board of Directors' Perspective 

• Maintain the value of the property and a good quality of life for the residential community 
• Govern smoothly 
• Enforce legal documents, rules and policies 
• Review and approve the Association's annual budget

Homeowners' Perspective 

• Most care a great deal about residences 
• Expect service from the Manager and decisions from the Board that will provide a good quality of life   
• Problems may arise when expectations are too high or not realistic; this can occur when interests are too specialized or unique.

Manager's Perspective 

• Work in balance with the homeowners and the Board 
• Problem-solve 
• Be multi-task oriented 
• Maintain day-to-day operations of the Association

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GOVERNING DOCUMENTS

• All documents that regulate the community life, including:
  • State law 
  • Declaration of Covenants, Conditions or Restrictions (CC&Rs) 
  • By-laws 
  • Policies, Rules and Regulations 
  • Plats of Survey and Easement Agreements

LEGAL DOCUMENTS AND THE HIERARCHY OF SAME

• Subdivision Plat-describes the location and nature of the common property and the individual lots 
• Property Deeds-comprise the individual lot deeds and the deeds to common property which give a legal description of the property 
• The Declaration of Covenants, Conditions, and Restrictions (CC&Rs)-the collection of covenants imposed on all property within the development , providing for: 
  • Automatic Association membership of all owners and the basis for voting rights 
  • The obligation of each owner to share in funding the cost of  Association operations 
  • Certain restrictions (architectural control and other rules) on the use of the property and the Association’s enforcement powers 
  • The power and authority of the Association to own and maintain the common property and to make and enforce rules
• Articles of Incorporation-created the Association as a legal entity under State corporate statute; defines the Board powers and responsibilities of the Association and its membership; and, sets forth the process for creating the Board of Directors, voting system, etc. 
• By-laws-implements, in specific detail, the provisions of the CC&Rs and the Articles of Incorporation regarding the Association operations, including delineation of the meeting process, election procedures, powers and duties, Board meetings, committees, insurance requirements, rule-making, and enforcement process 
• Policies, Rules and Regulations-set forth the operational powers or provisions and the use restrictions adopted by the Association

• Cash Method of Account-income and expenses are only recorded when cash changes hands. Financial reports only reflect cash transactions. This is a relatively simple system for simple situations. Because all obligations are not recorded until cash changes hands, this method does not provide an accurate portrayal of the financial condition of the association at any given time. 
• Accrual Method of Accounting-keeps track of all financial activities, including revenue as it is earned (as opposed to when it is received) and expenses as the obligation is incurred (as opposed to when it is paid). This makes possible a more accurate determination of the financial condition of the association at any point in time. Also, this is a better method for multi-year tracking of capital reserves credits and deficiencies. The primary disadvantage is the greater complexity and technical knowledge that is needed to maintain the records, understand the reports, etc. 
• Capital Reserves-the Board has the obligation to repair and replace major capital facilities, buildings, and equipment of the association. The ideal method of providing for these future expenses is the establishment of a capital reserves system and budget to assure that such funds are available when needed. With knowledge that the future holds predictable major expenditures for repair and replacement of facilities and equipment, the association could begin the gradual accumulation of funds through a reserve account to meet all or a portion of that expense when it comes due.