Board of Directors Information
As a Community Board member, there are many responsibilities to perform on behalf of the other owners. To perform these responsibilities effectively, you need to be informed of the daily operations involved, as well as the legal requirements that have to be met.
Hiring a knowledgeable and qualified management company allows you and other Board members to concentrate on other important matters.
By choosing FirstService Residential as your property management company, we designate an experienced community manager and support team to serve the community’s needs. Achieving your corporation’s goal is our number one priority, so there is constant communication among Community Managers and the Board. We also provide an office with regular business hours where you will find a dedicated property assistant, property accountant, and a refined management team ready to serve you.
With numerous roles serving the community, Board members do not have to worry about handling things such as obtaining quotes, meeting with trades, or financial, insurance, and bylaw compliance. Board members can effectively oversee management with added confidence because they have a back-up team working on their behalf. Further, there are additional duties fulfilled which include collecting operating funds, paying bills, investing reserve fund contributions, and ensuring corporation compliance with the Condominium Property Act of Alberta and bylaws. Lastly, we serve as a point of 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:
- Administering the affairs of the corporation
- Maintaining the common property
- Making rules and regulations as required from time to time
- Enforcing all requirements of the corporation's bylaws and the Condominium Property Act of Alberta
- Setting the corporation's budget and collecting the required amounts from the owners.
Board member job descriptions:
The 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.
- President: The president calls and chairs the board meetings and the AGM, establishes the Board meeting agenda, and is the link for the Board to the community manager. The president works closely with the community manager to ensure compliance with the bylaws and the Condominium Property Act of Alberta.
- Vice-President: The vice-president assumes the responsibility of president in his or her absence. Since the vice-president does not have specific duties, he or she usually helps where needed.
- Treasurer: This person is responsible for reviewing and overseeing monthly financial statements provided by FirstService Residential and reporting to the Board. The treasurer is responsible for monitoring the expenses and reporting to the board. The treasurer reviews and approves the annual audit.
- Secretary: The secretary is responsible for recording the minutes of each Board and general meeting and distributing copies to Board members and the community manager in a timely manner.
In addition to these standard Board member positions, the Board may assign an individual or committee to a number of areas, which may include:
- Newsletter: Ensures all owners are kept informed about the corporation’s business, e.g. pets, parking, upcoming events, fire safety, and so forth. The newsletter also initiates two-way communication by providing information to the owners and asking for comments in return.
- Grounds/Building: Oversee the cleanliness of the building, landscaping, and meeting periodically with contractors (on an as needed basis). The community manager will offer assistance in this area. This committee will also be asked to investigate and report to the Board any requests by the owners to make changes or additions to the exterior of their units and privacy area.
- Parking: Monitor the common parking areas and visitor parking.This person may also elect to contact the parking authorities if a vehicle needs to be tagged or towed.
- Pets: Monitors pet activity. Owners are expected to pick up after their pets, not allow them to disturb other residents and register their pets, if required by the Board.
- Developer Relations: In a newly constructed condominium, the Board is responsible for communicating all common area deficiencies directly to the developer.
- Member at large: This person is responsible for providing assistance in all areas as required by the Board.
Proceedings at meetings:
To maximize the proper conduction of business at FirstService Residential, the Board of Directors prepare and meet to present an agenda that is circulated to the president and then to all members. Proper time limits should be attached to each topic, and reports of the Board members should be circulated in advance.
Board members should know that Board of Directors meetings are professional business meetings. Proper courtesy should be observed regarding respectfulness and being on time, and members should prepare to discuss and go through all matters on the agenda as planned. Any socializing of other matters should wait to take place after the meeting has been adjourned.
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