Area Director. Keep property owners and renters informed of any pertinent issues regarding the entire development and/or elected area (have all email addresses/phone numbers). Answer questions and direct residents to appropriate board members. Coordinate fee payments if needed. Identify property changes (e.g., sales, rentals, exterior changes) to the appropriate committee. Attend monthly board meetings. Needs to be prepared to assist area property owners as necessary. Usually would take about five to ten hours a month, depending on how involved some things become.
Committees (the timelines noted below are for the committee leads; the members would take less time depending on what needs to be done):
– Architectural Control & Covenant Compliance (ACCC). Per the existing by-laws, three individuals are to evaluate and approve/disapprove each exterior change to a property — that could be anything from a fence to a pool installation to a full construction project, and includes roof replacement and exterior/trim painting. These would take about three to four hours per event; they happen maybe once or twice a month. The covenant compliance part is contacting property owners should there be something visible in/on the property that does not meet the covenant requirements for that particular area. Each event takes about one hour, and the chair is the one who spends the most time with this; there are multiple events during each month. One former chairperson spent about two to three hours a day; others less than that. Depends on the processes selected by the chair. The chair provides status and maintains archives of all issues/projects. The chair also goes to the Bonaire post office should the Treasurer be unavailable. There are to be multiple volunteers to support the chair.
– Bereavement. This committee contacts surviving relatives of residents or residents who have immediate family members who have passed. The surviving family receives either flowers and a card or a card and charitable donation. The committee has started to provide fruit baskets to residents who have undergone or are experiencing serious injury or illness. This varies each month, but on average approximately twice a month at 30 min per event. There are currently three volunteers.
– Grounds. This committee ensures the caretaking of common areas (entryway, area sign locations, etc.) is completed to satisfaction. This takes about two to four hours a week to review each of the 17 subdivisions and do any minor fixes that may be needed. Can also be called if there’s a water leak or other urgent grounds problem; coordinates with the appropriate agency to ensure the problem is fixed. Currently done by one person.
– Statham’s Sampler. This committee coordinates with the publisher to make sure appropriate and timely articles and pictures are provided for publishing. Also selects the yard of the month. Takes about six hours spread out over a month. Currently has three people.
– Telephone Directory. This committee is now combined with the Website committee. Please see below.
– Assessment. This committee sends invoices and collects fees for the annual homeowners’ assessment and Woodfield light fees. It also processes liens if the invoices aren’t paid in a timely manner. Also provides information to closing agents when properties within Statham’s Landing are sold. The busiest time for this committee is Jan – Jul, about an hour a day on average during this timeframe for fee collection, and about one hour a month for sales fee information transfer. Currently one person.
– Election. This committee processes the nomination forms for the next year’s board, and then sends out and processes the ballots. It also processes the ballots for the board officers once the directors have been elected. The busy times are Mar-Jun, and takes approximately 10 hours total spread out during that period. The chair is supported by two board members and two non-board members.
– Legal Affairs/Security. This committee works closely with the Houston County Sheriff’s department regarding security of the area. The legal affairs moniker was added long ago; however, the officers have direct contact with the HOA lawyer. I guessing the time spent is about two hours a month. There is currently one person working the security side.
– Website. This committee keeps the website fresh and up-to-date. New ways to help the homeowners are developed and maingained (paying fees, voting, submitting forms). The telephone directory has now also been included in the private part of the website. The current chair is spending an hour a day on average. There is currently one person.
Once the 24 members of the Board of Directors (BoD) has been elected, officers to run the board are elected from that group. There are five officers elected to allow for a tiebreaker should one be needed.
– President. Leads the BoD in determining which projects will be conducted during the year, running the monthly board meetings, following up on resident issues, ensuring the right committee members have the information to accomplish their activities. At least 30 minutes a day on average is the time expended.
– 1st Vice President. Leads projects as assigned and assists the President where needed. Time committed varies on whatever is happening.
– 2nd Vice President. Leads projects as assigned, and assists the President where needed. Time committed varies on whatever is happening.
– Treasurer. Deposits fees and pays invoices for charges to the HOA (e.g., utilities for common areas, Christmas lights, legal fees, security camera fees, etc.). Completes all bookkeeping and tax-related activities. Prepares annual budget, tracks and briefs status. Includes going to the Bonaire post office almost daily. Takes approximately five hours a week.
– Secretary. The secretary writes the minutes for each month’s board meeting, updates them as needed, then provides approved copies to the website chair for posting. Takes about seven hours a month.