A homeowners association (HOA) is an organization in a subdivision that makes and enforces rules for the properties and residents. Homeowners associations are run by a board of directors (comprised of current homeowners) that collect annual fees to pay for common area maintenance and the upkeep of facilities. Deer Valley has four essential officer positions – president, vice president, secretary, and treasurer – each playing a crucial role in facilitating daily operations.
Article IV
Powers and Duties
The board of directors shall have the powers and duties necessary for administration of the affairs of Deer Valley and may do all such acts and things except as by law or pursuant to the provisions of the Declaration documents may not be delegated to the board of directors by the Lot owners. All of the powers and duties of the DVCHOA existing under the Declaration shall be exercised exclusively by the board of directors acting on its own behalf or officers of the DVCHOA elected by it, or any managing agent. Such powers and duties of the board of directors shall include, but shall not be limited to, the following:
(1) Operation, care, upkeep, and maintenance of the common areas;
(2) Determination of the common expenses required for the affairs of Deer Valley, including, without limitation, operation and maintenance of the common areas;
(3) Collection of the common charges from the Lot owners;
(4) Employment and dismissal of the personnel necessary for the maintenance and operation of the common areas;
(5) Adoption and amendment of rules and regulations covering the details of the operation and use of the property;
(6) Opening of the bank accounts on behalf of the DVCHOA and designing the signatories required therefore;
(7) Obtaining insurance for the property, including, without limitation, any insurance required by the Declaration;
(8) Making of repairs, additions, and improvements to or alterations of the property, including after damage or destruction by fire or other casualty, or as a result of condemnation or eminent domain proceedings;
(9) Enforcing the remedies available against Lot owners for violation of the provisions of the Declaration;
(10) Controlling the use of all common areas (consistent with the provisions of the Declaration);
(11) Changing the name of the DVCHOA; and
(12) Taking all other necessary and proper actions for the prudent management of Deer Valley and fulfillment of the terms and provisions of the Declaration.
President
The president shall be the chief executive officer of the DVCHOA. He shall preside at all meetings of the Lot owners and of the board of directors. He shall have all of the general powers and duties which are incident to the office of president of a nonstock, nonprofit corporation, including, but not limited, tpo the power to appoint committees from among the Lot owners from time to time as he may in his discretion decide is appropriate to assist in the conduct of the affairs of the DVCHOA.
Vice President
The vice president shall take the place of the president and perform his duties whenever the president shall be absent or unable to act. If neither the president nor the vice president is able to act, the board of directors shall appoint some other director to act in the place of the president, on an interim basis. The vice president shall also perform such other duties as shall from time to time be imposed upon him by the board of directors.
Secretary
The secretary shall keep the minutes of all meetings of all the Lot owners and of the board of directors; the secretary shall have charge of such books and papers as the board of directors may direct, and shall, in general, perform all the duties incident to the office of secretary of a nonstock, nonprofit corporation.
Treasurer
The treasurer shall have the responsibility for collecting the common charges assessed by th board of directors, for assisting the board of directors in the preparation of the annual budget and the calculation of the common charges, for investing DVCHOA funds and securities, for keeping full and accurate financial records and books of account showing all receipts and disbursements, and for the preparation of all required financial data. The treasurer shall be responsible for the deposit of all monies and other valuable property in the name of the board of directors, in such depositories as may from time to time be designated by the board of directors, and shall, in general, perform all the duties incident to the office of treasurer of a nonstock, nonprofit corpaoration, including, but not limited to, (1) insuring that a book of detailed accounts of receipts and expenditures affecting Deer Valley and its administration is kept in accordance with good accounting procedures, which shall specify the maintenance and repair expenses of the Deer Valley, and (2) arranging for the audit of said books at least once a year by a certified public accountant.
Committee
Architectural Review Committee (ARC)
An architectural committee, also known as an architectural review or architectural control committee, is responsible for enforcing the community’s architectural standards. This committee reviews proposals for modifications, approving or denying them according to the HOA architectural committee guidelines outlined in the CC&Rs.
An architectural committee is one of the most important committees in an HOA. Without one, the community risks losing its uniform aesthetic and diminishing curb appeal. This, in turn, can lead to lower property values.
Landscape Committee
Landscaping is essential to any homeowners association, as it helps beautify the neighborhood and keep property values up.
Smaller communities can do without landscaping committees since there usually aren’t many common amenities. However, larger associations will benefit greatly from this type of HOA committee.
A landscaping committee is responsible for researching landscaping companies, securing bids, and interviewing potential candidates. This committee also coordinates with the chosen company, oversees all landscaping work, and provides the HOA board with progress updates. While members with landscaping knowledge are a plus, it is not a requirement.
Budget Committee
Budget committees play a critical role in the operations of a homeowners association. Members of this committee help the board plan the annual budget. There can also be sub-committees responsible for reserve studies and investments. Since the work of a budget committee generally has to do with finance, members should have some level of familiarity with the subject matter.
Violation Committee
HOA violation fines are essentially monetary penalties for breaking HOA rules. Most homeowners associations levy fines for HOA violations to discourage future offenses. It’s a good way to enforce the governing documents and keep residents in check without taking legal action. Violation Committee assist with ensuring all residents stay within guidelines outlined in the CC&R’s.
Event Committee
It is important to build a sense of community in a homeowners association. One way to do that is to organize events and social gatherings that can help promote camaraderie. Such events are best left in the hands of an HOA social committee. Members of this committee can conduct polls to find out which events residents are interested in and when a majority of them are available. This committee is also responsible for making event announcements both online and offline
Communication Committee
More and more HOAs are moving to the digital format when it comes to homeowner communication — and for good reason. The power of social media is palpable, and HOAs would be wise to take advantage of it.
An HOA communications committee’s primary responsibility is to keep homeowners informed about their association’s news, events, and programs. They do this by creating newsletters, updating the website, using social media, moderating a community listserv, conducting surveys, and setting policies.