HOA Page – Gardens of Oak Hollow

Enforce and support HOA Covenants and Restrictions and Design and Review Guidelines
Oversee and approve HOA finances.
Serves as trustee for the care, custody and control of any equipment, real estate, and other property acquired or owned by the HOA.
Make appointments to the Board to replace vacancies that occur during their term of office.
Establish and provide a forum for the airing of grievances

President

1. Serves as Chairman of the Board of Directors (Board).

2. Schedules and presides over meetings for the Board and Annual General Meeting. **According to the By-law the General Meeting shall be scheduled at the end of March. Thirty days’ notice is required so the Board can concur in plenty of time to accomplish.

Notification of the General Meeting
Formation of Nominating Committee for officers
Appoint Block Captains

3. Appoints an impartial committee to conduct an annual review of the financial records.

4. Forms other committees as needed and determines their functions

5. Perform miscellaneous duties when the need arises

Follows through on complaints and discrepancies concerning compliance with GOH Covenants and Restrictions, as well as Design and Review Guidelines
Appoints a person or persons to prepare and print an annual HOA Directory
Appoints a person or persons to prepare and post an HOA newsletter
Appoints a person or persons to manage and maintain the HOA website
Compiles and maintains current files and records of all HOA business concerns and presents to the incoming President

Secretary

Serves as a member of the Board of Directors.
Records minutes at every Board of Directors meeting.
At subsequent Board meetings, the Secretary will read the minutes from the previous meeting for approval.
Provide approved meeting minutes of Board meetings to the appropriate contact person for the publishing in the next newsletter.
Sends notice of the upcoming Board of Directors meetings at least seven days prior to the scheduled date.
Notifies all residents of the scheduled Annual General Meeting through the Gardens Newsletter and signage posted at the Gardens entrance.

Vice President

Serves as a member of the Board
Performs the functions of the President in the event of their absence, to include presiding over meetings.
Negotiates the maintenance contract which runs from April through March each year and presents it to the board for annual approval. Schedules services, as needed and acts as the liaison with the maintenance company.
Acts as liaison with Design and Review Committee.
Serves as the contact person for complaints, concerns and suggestions from the Garden residents concerning the common areas, drainage easement, Jones Maltsberger area, and any other grievances concerning the properties.

Treasurer

Serves as a member of the Board of Directors
Presents a current financial report at each Board meeting, as well as the Annual General Meeting.
Maintains necessary bank records for all transactions incurred by the Association. All bank accounts shall maintain signature cards for the President, Vice-President and Treasurer.
All Association debts shall be paid timely. Any expenditure (which is not a recurring monthly invoice or an invoice covered by a contract approved by the board) over $500 shall require the approval of the President and Vice President by initialing the invoice or by attaching an email notification to the invoice.
Supervises the collection of annual dues. Block Captains will assist with collection of dues, as requested.
Prepares the Association annual tax return, when required.
Prepares year-end financial statements and provides to the Board.
All annual financial records shall be reviewed, by two impartial residents appointed by the President.
Pick up the Association mail received at P O Box 160381 in a timely manner.

Block Captains

Serves as a member of the Board of Directors
Meets with new residents on their street to explain the GOH Covenants and Restrictions
Assists the Treasurer with the collection of annual dues, if requested.
Delivers notices and newsletters to residents on their street.
On a rotation basis, assists in hosting the annual Spring or Fall flings.
Acts as a liaison between the residents of their street, to address questions, concerns and grievances on their street.
If the Block Captain notices any homes on their street that have a deviation to the Design and Review Guidelines, or if a deviation is pointed out to them, they will attempt to resolve the issue with the homeowner. If the issue cannot be resolved, the Block Captain will advise the President.