More Information

Board Roles

Most communication among the Board members occurs via email.
Each Board member should attend scheduled board meetings.
There are four board meetings a year and each lasts approximately 2 hours.

President
• Schedule board meetings as required with at least four per year
• Prepare and publish agenda for board meetings
• Serve as the point of contact for homeowner questions or concerns
• Lead annual meeting and board meetings
• Review and vote on HOA action items
• Maintain HOA governance files
• Complete action items as required

Vice President
• Fulfill duties of President in his/her absence
• Review and vote on HOA action items

Secretary
• Take and publish minutes of annual meeting and board meetings
• Check HOA email weekly and take action on any inbox items
• Serve as point of contact for East Cobb Civic Association (ECCA) for email communication
• Publish HOA communications including newsletters, directories, community/ECCA updates [No creation of content is required]
• Print and deliver hard copy to homeowners without email
• Maintain HOA files of minutes and communications
• Review and vote on HOA action items
• Complete action items as required

Treasurer
• Pick up mail from the HOA PO box (The Mail Store next to Jimmy Mac’s) - semi-monthly
• Pay valid invoices using online banking – semi-monthly
• Reconcile bank account - monthly
• Provide closing letters as requested - usually four per year
• Prepare annual budget, capital plan, forecast, financial reports – 2 hours every 2 months
• Prepare HOA federal and state tax return – 1 hour
• Maintain HOA files of invoices, service contracts, bank records, tax returns
• Prepare presentation for annual meeting – 4 hours
• Review and vote on HOA action items
• Complete action items as required

Member at Large
• Review and vote on HOA action items
• Complete action items as required


Committee Roles and Responsibilities

Most communication among the Committee Chairs and the Board occurs via email.
Each Committee Chair should attend scheduled board meetings.
There are four board meetings a year and each lasts approximately 2 hours.

Tennis
• Manage maintenance of tennis courts, equipment, fixtures
• Provide input into annual budget for maintenance and repair costs
• Provide input into capital budget for major renovations/costs expected in 3 years
• Procure and oversee service providers to complete any repairs or maintenance
• Sign invoices for completed work to be paid by the HOA and submit to treasurer for payment

Swim
• Manage maintenance of pool, poolhouse, parking lot, equipment, furniture and fixtures
• Provide input into annual budget for maintenance and repair costs
• Provide input into capital budget for major renovations/costs expected in 3 years
• Procure and oversee service providers to complete any repairs or maintenance
• Procure and oversee pool management company (USA Pool Management Company)
• Communicate with USA Pool Management Company regarding any problems with the lifeguards or pool service.
• Communicate and coordinate neighborhood pool parties
o Neighbors themselves schedule the extra lifeguard with USA Pool Management Company
o Swim Chair communicates the date and time of the party to the neighborhood via email
• Sign invoices or contract for work to be paid by the HOA and submit to treasurer for payment

Lake, Dam, Landscape
• Manage maintenance of landscape at entrance, pool, and tennis courts, including seasonal plantings
• Manage maintenance of entrance signage, fence, dams and lakes
• Provide input into annual budget for maintenance and repair costs
• Provide input into capital budget for major renovations/costs expected in 3 years
• Procure and oversee service providers to complete any repairs or maintenance
• Sign invoices or contract for work to be paid by the HOA and submit to treasurer for payment

Architectural Control
• Receive homeowner notices to Architectural Control Committee (ACC)
• Distribute notices to ACC
• Lead the ACC in the review and take action on the notice [Note: can be conducted via email]
• Communicate ACC decision the homeowner
• Serve as the point of contact for homeowner questions or concerns relative to the ACC or covenants

Newsletter
• Solicit input to semi-annual newsletter (Spring and Fall)
• Layout and publish newsletter via email
• Print and deliver hard copy to homeowners without email

Directory
• Solicit updates to directory. The directory is updated in the fall.
• Layout and publish directory via email
• Print and deliver hard copy to homeowners without email


Sunshine/Safety
• Maintain call tree lists for Neighborhood Watch
• Solicit phone leaders for each area
• Publish email to homeowners on community notices
• Welcome homeowners who are new to the neighborhood
• Serve as the point of contact for homeowners who may need support of the neighborhood

 

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The Madison Hall HOA
is responsible for protecting and
enhancing the value
of our beautiful
neighborhood properties.
© 2018 Madison Hall

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