It is the secretary’s reasonability to keep things organized. Without a meticulous and dedicated secretary, records will not be properly maintained and homeowners may not be kept informed of what is happening in the association. This might lead to angry homeowners who believe that the association is simply doing nothing.
The secretary’s main responsibilities include, but may not be limited to:
- Keep the community in the loop: The secretary should keep homeowners informed via website or newsletter. Homeowners need to know where there association dues are going and what repairs and updates are being done in the community. Also, the secretary is in charge of giving notice to homeowners about upcoming meetings. Giving notice of the when and where, as well as what will be discussed, is required in most board governing documents.
- Create meeting agendas: With help from the president, the secretary should list agenda items to be discussed and the amount of time allotted for each item. Before each board meeting, the agenda should be distributed to board members for review. The secretary may also be in charge of keeping time at the meeting so no items run over their time allotment.
- Keep records: During board meetings, a secretary should take the minutes. The minutes should state who attended the meeting and decisions that were made.
The secretary is in charge of storing the records in a public place. Homeowners are allowed to request to view association records at any time, so the secretary may wish to make the documents available online to save time and effort later.
