As a member of your community’s Board, you are responsible for administrating the needs of your community association on behalf of the other owners. To effectively perform this role, you must be aware of the day-to-day operations involved, as well as the legal requirements that must be fulfilled.
Hiring a competent and experienced management company frees the Board from the details, enabling you and your fellow Board members to focus on direction.
When a corporation chooses FirstService Residential as its management company, we assign an experienced community manager and support team to serve its needs. The community manager communicates and works directly with the Board to achieve the corporation’s goals, supported by an office with regular business hours, as well as a dedicated property assistant, property accountant and experienced management team.
As a result, Board members do not have to spend their volunteer time handling details such as obtaining quotes, meeting with trades or worrying about financial, insurance and bylaw compliance. Instead, they can focus on management, with the confidence that they have a team – essentially the corporation's office – working on their behalf. Our additional duties include collecting operating funds, investing reserve fund contributions, paying bills and ensuring the corporation complies with the Condominium Property Act of Alberta and bylaws. In addition, we serve as a contact for the other condominium owners.
What is the role of the Board?
The Board exercises all of the powers, and carries out all of the duties of the corporation, subject to any restrictions imposed or directions given at a general meeting. Board members are responsible for:
Board member job descriptions:
Following are some of the most common positions held by condominium Board members. Please note that not all positions exist on all Boards, and Board members may hold more than one position.
In addition to these standard Board member positions, the Board may assign an individual or committee to a number of areas, which may include:
Proceedings at meetings:
The Board of Directors meets to conduct the business of the corporation. An agenda is prepared in advance by the president and circulated to all members. Time limits should be attached to each topic. In addition, reports of the Board members should also be circulated in advance.
All Board members should be aware that Board of Directors meetings are business meetings. All participants should be respectful of one another and should arrive on time, fully prepared to discuss and make decisions about all topics on the agenda. It is important to follow the agenda and not become sidetracked discussing other matters. In addition, all socializing should take place after the meeting has been adjourned.
Many corporations use tools such as Robert's Rules of Order to conduct efficient meetings. It is important to remember that Board members are volunteers who often have busy schedules. They will be more willing to be involved if their time used constructively. Therefore, meetings should last 1-1.5 hours (2 hours maximum).
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