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Understanding the Role of an HOA Secretary

Explore the responsibilities of an HOA secretary, from record-keeping and meeting management to communication. Learn how this role supports HOA success.
Nov 3, 2022 | 5 min read
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Understanding the Role of an HOA Secretary
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An HOA secretary is an important individual without which the association cannot function well. The secretary handles different roles that play a crucial role in the overall productivity of the board.

If you are a board member planning to run for the role or are already holding the position, it is important to learn about the HOA secretary duties and overall HOA Management to keep you stay updated and make informed decisions. 

What Does an HOA Secretary Do?

HOA secretary tasks can vary from one association to another, depending on the association’s governing documents, state laws, and preferences of the board. Here are some of the most common responsibilities of an HOA secretary.

Keeps Accurate Records for the Association

Homeowners associations maintain records and documents of the association. The HOA secretary is responsible for ensuring that the records and documents and well collected, organized, and stored. However, they typically delegate these responsibilities to a management company. 

Proper organization of the documents is important because a homeowner may request records from the association at any time. Organized records prevent the association from wasting time looking for the documents.

Sends Out Notices of Meetings

Homeowners associations hold board meetings regularly and annual meetings once per year. The meetings are usually well-organized, and the notices are sent to the expected attendees in time. This is often the responsibility of the HOA secretary but is done through the management company.

The secretary of the HOA will make sure that the required notices to all property owners are in accordance with all the requirements noted in their documents and state law.

Prepares Meeting Agendas

Before a homeowners association holds an annual or regular board meeting, they require agendas to prepare for the meeting and guide them through the items they will discuss.

Part of the HOA secretary's duties and responsibilities includes preparing the meeting agendas on time, again, usually delegating this to the community manager but with their guidance and oversight.  The agenda will include various elements such as topics to be discussed, objectives, and time frames. The secretary, president, and community manager usually work together to prepare agendas. 

Records Meeting Minutes

The association secretary is often expected to attend the board meetings and take minutes. The minutes are the official meeting notes recording all actions taken, who made each motion, and what was approved.

Although in many communities, the Secretary and/or Community Manager take the minutes, it is best practice to have the minutes taken by a hired recording secretary. Meeting minutes should be brief and not include extraneous discussion.

Updates the Community 

Association members have the right to stay updated with the latest developments and processes in the association. There could be many things that the board is planning, and it is important to update the community. This is often the work of the HOA secretary.

The secretary of the HOA should take steps to be sure that the community’s latest developments are communicated to members.  This may include considering raising monthly dues and how the board spent assessments, among other new developments. For this to be effective, the board may need to adopt a quality communication tool so that every member gets the information timely. 

Timely Document Validation

Sometimes The association secretary may also be asked to witness official documents that require signatures. This means the secretary puts their signature on the documents to validate documents. The documents may include vendor contracts or management contracts. As an HOA secretary, you may also need to approve certain documents, such as meeting minutes, to make them official. 

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HOA Secretary Tips to Manage Their Responsibilities Effectively

Below are some tips to help HOA secretaries handle their responsibilities more efficiently.

1. Utilizing Technology for Record-Keeping

  • Tools/Software for Document Management: To manage documents efficiently, HOA secretaries should consider using specialized tools like Dropbox, Google Drive, or Microsoft OneDrive for organizing files, sharing documents, and collaborating with board members. These platforms offer secure access and version control, which helps maintain organized records.
  • Benefits of Cloud Storage and Digital Backups: Utilizing cloud storage for HOA records ensures that documents are accessible from anywhere, reducing the risk of lost paperwork. It also allows for digital backups, providing protection against data loss due to hardware failure or other unforeseen events.
  • Tools for Meeting Scheduling and Communication: To streamline scheduling and communication, tools like Trello, Google Calendar, or Doodle can be used for setting up meetings, sharing agendas, and tracking action items. These platforms help keep the process transparent and accessible to all members.

2. Setting Clear Deadlines

    • Importance of Creating Timelines: Setting clear deadlines for tasks such as agenda preparation and document distribution is crucial for the HOA board secretary to stay organized and ensure timely meetings. It helps in keeping the community informed and allows board members enough time to review materials.
    • Tips on Prioritizing Responsibilities: The secretary should prioritize tasks by importance and deadlines. Tools like Trello or Asana can be utilized to categorize tasks, set priorities, and track progress, ensuring that urgent matters are addressed first.
    • Use of Project Management Tools: Utilizing project management tools like Monday.com or Smartsheet can help in setting milestones, tracking deadlines, and managing multiple tasks simultaneously. These tools provide visual aids and automated reminders, aiding the secretary in staying on track with responsibilities.

3. Maintaining Open Communication

  • Emphasize the Need for Clear and Timely Communication: Regular and transparent communication is key for an HOA secretary. It’s essential to keep board members and residents informed about decisions, updates, and upcoming meetings. 
  • Regular Updates to the Community: The secretary should provide consistent updates to the community, whether through newsletters, email blasts, or community portals. This keeps residents engaged and informed about decisions that impact them.
  • Highlight Methods for Efficient Communication: For efficient communication, the HOA secretary should use various channels such as email, newsletters, and community portals. 

4. Delegating When Necessary

  • Identify Tasks that Can Be Delegated: Not all responsibilities need to fall on the secretary’s shoulders. Tasks like taking meeting minutes, managing records, or organizing community events can be delegated. The HOA secretary should work closely with the management company or consider hiring additional support if necessary.
  • Work with a Management Company: Collaborating with a professional HOA management company can ease the workload. The secretary should clearly communicate needs, expectations, and timelines with the management team. It’s also beneficial to consider hiring part-time help for administrative tasks.
  • Importance of Collaboration: Working collaboratively helps in reducing workload and maintaining efficiency. It’s important for the HOA secretary to foster a good relationship with board members and leverage their skills and resources for a more effective management process.

The Bottom Line

From the above list, it is clear that being the HOA board secretary is a huge job!  There are many tasks and responsibilities that are needed for the overall success of the association. Managing these responsibilities effectively requires organization, attention to detail, and sometimes professional support.

If you or your board are having challenges managing your work, an experienced HOA Management like RealManage can help cover the full range of challenges your association is facing. Contact us today to learn more about how we can help your community.

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