Duties of the Board of Directors

At every annual meeting of the Homeowners Association, we elect directors to the Board. If you have an interest in having a say in the day-to-day operation of the Association, this is a great way to get involved! If you’re interested, please fill out this online form. (Emailing the answers to the questions asked on it to Dave Miller is fine, too! You can get his info from the Contact page)

Thinking about running for a seat on the Board of Directors, but not sure what you’re getting into? The Rolling Meadows HOA Board of Directors is defined in Article V of the Association Bylaws, with the duties of the officers defined in Article VI. There are a minimum of 5 and a maximum of 7 members on the board, depending on how many are elected at the Association’s annual meeting. The purpose of the Board of Directors is to be able to make decisions about operational issues regarding the HOA and its property over the course of the year.

There will be 2 to 4 board meetings scheduled over the course of the year for regular business, and special meetings can be called if something comes up that needs a vote.

Being an at-large member of the board does not entail much work aside from being available to attend the above-mentioned meetings when they occur, and replying to occasional email or group message communication from other board members. Effort is usually taken to schedule the board meetings at a time when most of the board members can make it.

While the entirety of the Board is elected by the lot owners at the annual meeting, the officers (President, Treasurer, Secretary) are elected by the Board itself at their first meeting (which is often held immediately after the general meeting where the Board election occurred). The officer positions are defined in Article VI of the Association Bylaws.

At the current moment, the day-to-day operations of the HOA are handled by Waveland Property Management, employed by the Board for the purpose of handling those tasks. As such, the roles of President and Treasurer are mostly reduced to supervisory roles, ensuring that Waveland is performing their related tasks to the Board’s satisfaction. As we will be dropping Waveland at the end of April in favor of being self-managed, these positions will return to their full duties this year.

Duties of the President:
  • Calling Board meetings when needed
  • Attend all board meetings
  • Be the face of the HOA when dealing with outside entities and the membership
  • Ensure violations of the covenants are enforced
Duties of the Secretary:
  • Attend all board meetings
  • Take notes and record the minutes at the board meetings and the annual Association meeting.
  • Handle communications with the membership (mailings, etc)
Duties of the Treasurer:
  • Attend all board meetings
  • Maintain complete and accurate financial records
  • Prepare a budget for the following year each fall
  • Provide a financial statement to the membership each year.
  • Handle collection of dues payments, assessments, and fines
  • Obtain quotes from vendors each year to ensure we are getting the best possible service at the best price
  • Make sure all vendors (lawn management, utilities) are paid
  • Handle title verification during home sales (verify for the title company whether the lot’s dues and fines are paid up-to-date or not)
Duties of Members-at-large (anyone who is not an officer) :
  • Attend all board meetings
  • No other duties are required, but at-large members are free to take on duties otherwise assigned to the president, secretary, or treasurer if they are willing (such as getting vendor quotes, dealing with enforcement issues, or handling communication)