Understanding the role of a board secretary in Georgia

What is an HOA board?

An HOA board is the elected body that governs the association and makes decisions on behalf of the community. Boards carry out the responsibilities spelled out in the governing documents and Georgia property management laws. Its duties often include maintaining common areas, enforcing covenants, approving budgets, selecting quality vendors, and representing the association in legal or administrative matters. The board typically assigns officers such as president, treasurer, vice-president, and board secretary to carry out more focused tasks.

This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Board members should consult their association’s attorney to discuss the legal implications of their decisions or actions prior to proceeding.
 

Understanding the role of a board secretary in Georgia

A board secretary in Georgia acts as the chief recordkeeper and administrator of association communications. The board secretary handles meeting notices, meeting minutes, correspondence, and safekeeping of the governing documents. Because Georgia law and your HOA bylaws may impose specific procedural requirements (for example, notice periods or record-keeping standards), the board secretary helps confirm that the association can point back to clear, organized records when questions arise or for audits.
 

Board secretary roles and duties

The board secretary is responsible for a range of critical administrative tasks. Common duties include:

• Preparing and distributing notices of board, annual, and special meetings, in accordance with deadlines set in bylaws or state law.
   
• Taking accurate minutes of board and membership meetings that capture motions, votes, and key discussion points, without editorializing opinions. Well-written minutes also help future boards understand the reasoning behind past decisions.
   
• Maintaining corporate records, which may include the articles of incorporation, bylaws, covenant documents, amendments, resolutions, contracts, and insurance policies. These records form the legal foundation of the HOA and must be kept organized and accessible.
   
• Handling correspondence between the board and homeowners, such as letters, member inquiries, and formal notices. The secretary may also draft template responses or coordinate with management to see that communication remains timely and professional.
   
• Facilitating record inspections and making documents available to owners upon request under applicable statutes or governing documents. Clear procedures for access help promote transparency and homeowner confidence.
   
• Assisting in record retention policy, i.e. establishing protocols for how long records must be kept, in what format, and when disposal (if permitted) is acceptable. Digital archiving and secure storage practices are often part of this responsibility.
   
• Coordinating with legal and management partners to confirm that records submitted, filings done, or notices delivered meet legal requirements. This collaboration helps prevent compliance issues or missed deadlines.
   
• Supporting board transitions, by organizing files so incoming secretaries or directors can access historical decisions, policies, or records easily. Smooth handoffs support continuity and keep the association’s operations consistent even as leadership changes.

These duties make the board secretary the backbone of governance continuity and reliable historical record for the community.
 

What does it mean to take meeting minutes?

The minutes of board meetings are incredibly important. Inaccurate meeting minutes can result in confusion, risk of a lawsuit and personal liability issues for board members. Minutes should focus on three areas: recording the actions of the association, making notes of the reasons behind those actions and keeping a full record of each board member’s specific vote. These minutes should be a summary of the motions made and actions taken rather than simply a transcript of everything that was said. It can be helpful to use the management report or the meeting agenda to frame the minutes.
 

How board secretaries work with the property manager

Diane Sexton is a senior association manager for FirstService Residential in Atlanta. She currently manages the Gallery Condominium, a 27-story high-rise in Buckhead. Over her 30 years in property management, she has worked with active adult, master-planned and multifamily communities, both as an onsite manager and a portfolio manager. Sexton said that in some small communities without onsite staff, or in self-managed communities, the board secretary may take on day-to-day administrative responsibilities, but in general, the meeting minutes are the secretary’s primary responsibility.

Although the secretary’s name may go on correspondence for the association, the onus of those tasks usually falls to professional staff, if the community has onsite management. “That’s one reason that communities want professional management,” Sexton explained.

"Today’s board members are busy people. Many work full-time, and even in active adult communities, people travel and are on the go more than used to be the case. So the board wants the management company to take on those day-to-day tasks, while the board secretary is dedicated to maintaining those important meeting records."

Diane Sexton, senior association manager for FirstService Residential in Atlanta

What makes a good secretary?

“I think a great secretary is someone who’s very organized, a good listener, who is detailed. The secretary needs to confirm that the minutes go out to the board with enough time for review between meetings. It has to be someone who is very professional,” Sexton explained.

"It’s important that the secretary doesn’t have a personal agenda going into meetings. I once worked with a board years ago that had a secretary with an agenda. That can affect the tone and information that goes into the meeting minutes, and cause an inaccurate reflection of business conducted by the board. Other board members had to carefully check the minutes to confirm that they were accurate and not biased toward her own wishes."

Diane Sexton, senior association manager for FirstService Residential in Atlanta

How FirstService Residential supports board secretaries

At FirstService Residential, we help board secretaries in Georgia stay organized and confident in their role. Our team provides practical support with meeting preparation, recordkeeping, and communication so every detail is handled accurately and on time. We also assist with training and document management systems that make it easier to maintain compliance and access important files when needed.

Beyond the secretary’s duties, we work closely with the entire board to simplify budgeting, improve communication, and strengthen daily operations. With local expertise and a commitment to service, we help boards focus on leading their communities effectively. Contact FirstService Residential today to learn more.