board of directors

job descriptions

GHROA Board of Directors Objectives:
  • Preserve value for Horseman’s Ranch Owners.

  • Inspire a collaborative and involved membership by governing with transparency, ethics, and guided by legal integrity.

  • Create effective forums to hear community concerns.

  • Seek continuous improvements in effective and efficient management of the Association.

  • Establish and maintain a strong financial foundation for the Association.

  • Be forever mindful of the Association's Vision, Mission, and Values.

  • Serve in the best interests of the Association.

  • Foster the homeowner’s understanding and trust of the Association.

  • Articulate the organization’s strategic focus and priorities, set strategic direction, and develop long-term plans. 

 

The Duties of GHROA Board of Directors:
  1. Make decisions relating to the operation of the association.

  2. Enforce Deed Restrictions by invoking appropriate remedies.

  3. Determine how the association funds are deposited and/or otherwise invested.

  4. Authorize or appoint officers/agents to execute instruments in the name of and on behalf of the HOA.

  5. Determine whose signatures should appear on checks, drafts and other payments executed on behalf of the association.

  6. Institute and manage maintenance and insurance contracts.

  7. Make, alter, amend, or repeal the bylaws of the association subject to appropriate rules.

  8. Constitute executive committees as needed.

  9. Set audit guidelines for the HOA treasurer to follow.

  10. Orient new ranch owners to the Association. 

Board of Director Job Descriptions:

The role and responsibilities of each member of the BOD is outlined below. These are descriptions of activities intended to provide a guideline and charge for each member of the BOD. Such a division of activities allows the board to operate in an efficient and synergistic fashion. However, while all BOD have a reasonable degree of autonomy to do every day work and make every day decisions, none are independent. Each BOD is responsible to and must consult the BOD in its entirety for decisions of any reasonable import.

 

[For example, decisions outside the purview of any individual BOD include but are not limited to the hiring of contractors, large financial commitments or expenditures, decisions where potential philosophical differences of GHROA members may exists. Such decisions, shall be made by the BOD either by full agreement or vote, following discussion, and/or by a member vote of the GHROA when necessary. It is also important to note, when a director's term is up, it is not the job position that is filled, it is the director who is replaced. Once all expired terms are re-ellected, the new board will have to appoint positions.]

President:

The primary roles of the president are leader and manager. The president should have a basic understanding of the Covenants, Conditions, and Restrictions (CC&Rs), bylaws, and the rules and regulations (the operational and behavioral laws that apply to association residents).

 

Duties:

  • Decide agendas and conducts meetings.

  • Act as the official spokesperson for the board.

  • Executes orders, contracts, and other documents for the board.

  • Oversee discussion, preparation, and adherence to an association budget that reflects the values and wishes of the members.

  • Approve disbursement of funds.

 

Vice-President:

The primary role of the vice-president is to act as president when the president is unable to fulfill his or her responsibilities. As such, the vice-president should be as familiar with the association’s governing documents—the Covenants, Conditions, and Restrictions (CC&Rs), bylaws, and the rules and regulations, as the president. 

 

Duties:

  • The vice-president should be prepared to serve in the president’s place on the board and as spokesperson for the association.

  • Be familiar with the president’s execution of his or her duties.

  • Accept special assignments from the president.

  • Approve disbursement of funds when the president is unavailable.

  • Assist president with parliamentary procedure.

Treasurer:

The association treasurer is responsible for maintaining financial records and reporting the financial health of the association. He/she is the financial voice of the board and liaison to auditors, accountant, attorney, bankers, and members regarding payment of dues.

 

Duties:

  • Oversee the development and observation of the organization’s financial policies.

  • Prepare the budget for board approval.

  • Collect dues and assessments; coordinate with attorney to collect delinquencies.

  • Maintain and keep up to date the computerized bookkeeping system.

  • Maintain bank account including signing checks, making deposits and reconciling bank statements.

  • Pay HOA bills as approved by the board.

  • Generate financial statements and reports to show the flow of funds, reserves, operating fund balance, bank balances, and any financial activity; make these available to the board.

  • Compare actual revenues and expenses incurred against the budget. 

  • File income tax returns and any reports related to financial affairs.

  • Monitor HR mailbox and, when appropriate, route correspondence to appropriate association representatives—manager, office, board member, committee chair.

  • Maintain homeowner, board of director and tenant lists with Secretary.

  • Keep books, back-up and records in a manner that is ready for audit at any time. 

 

Secretary:

Responsible for preserving the association’s history, maintaining its records, and managing association communications. The secretary is responsible for ensuring communications are reflective of the Association’s mission, vision and values.

 

Duties:

  • Ensure that tone, form, and spelling of all association correspondence reflect positively on the Association.

  • Ensure minutes for board meetings, special meetings, and all homeowner meetings are recorded.

  • Announce meetings and prepare agendas.

  • Maintain Association records:

    • Store and retrieve Association documents as needed,

    • Devise an effective filing system, and keep files safe and accessible,

    • Identify and categorize all current and stored records,

    • Prepare and maintain a retention schedule for document disposal.

  • Maintain homeowner, board of director and tenant lists with Treasurer.

  • Verify proxies.

  • Develop a process for onboarding new lot owners.

  • Manage correspondence:

    • Route digital correspondence to appropriate association representatives—manager, office, board member, committee chair, etc.

    • Maintain Association website, and social media,

    • Distribute monthly newsletter to homeowners, and tenant list.

 

Ad Hoc Director:

Responsible for establishing guidelines for association committee formation, duration, and execution of duties. Liaise between non-executive committees and board, and coordinate the efforts of the various committees to minimize duplicative efforts. Oversee and maintain observation of arena, common grounds and property, trails, and equipment and report status to the BOD. Oversee formation if needed or desired of Livestock Committee

 

Duties:

  • Define the types of committees appropriate for the association (ad-hoc, executive, informational)

  • Develop guidelines for the structure, function, and responsibility for association committees. 

  • Assist committee chair’s in understanding their respective roles and responsibilities and management of their committee.

  • Encourage effective reporting from the various committees.

  • Coordinate storage and maintenance of committee documents with secretary or treasurer as appropriate.

  • Ensure the boards takes steps to promote a committee success:

    • Only form a new committee to meet a specific need.

    • Recognize committee chairs and committee members for their time, efforts, and contributions to the community.

  • Serve as a “grounds observer.”

    • Inform BOD of potential hazards,

    • Check common areas and equipment to maintain operability,

    • Inspection after storms, events, or atypical usage of common property,

    • Visual check of arena roof etc.

Gainesville Horseman's Ranch Owners Association, Inc.

171 County Road 1262

Whitesboro, TX 76273

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