Volunteer

The HOA is managed by volunteer owners. This keeps our dues low. The alternative is to hire a management service and raise the dues. The list below describes the jobs needed to manage our community. If you are interested please contact a board member.

Task

Duties

Hours per Month

Annual Meeting Host
  • Find and secure a venue for the meeting.
  • Make copies of documents needed for the meeting.
  • Purchase refreshments if needed.

5 per meeting

Communications
  • Write a brief newsletter to property owners to accompany the quarterly billing.
  • Monitor the Facebook page for appropriate activity.
  • Maintain the HOA Web site.
  • Maintains the domain: montairEstates.org
  • Arranges for hosting of the site.

1

Compliance
  • Communicate with property owners when they have excessive outstanding balance (form letter).  File lien if necessary.
  • Communicate to property owners when they are out of compliance with CC&Rs or ACC Guidelines.

1

Landscaping
  • Maintain (or cause to be maintained) the entrance landscaping.
  • Arrange for lot mowing as needed.
  • Arrange for weed control.

2

Road Maintenance
  • Regular review of the condition of the roads.
  • Arrange for road repairs as needed.
  • Check signage for repair.

1

Septic Pumping
  • Maintain and distribute the pumping schedule.
  • Arrange for pumping (both screen maintenance and pumping).
  • Arrange for septic inspections.

1
(really clustered around the annual pumping event)

Wastewater Monitoring
  • Monitor the recording equipment at the pond.
  • Inspect the system.
  • Report data to the licensed operator for the state report.
  • File data and reports in the digital archive.
  • Communicate as needed with WQCB.
  • Maintain (or cause to be maintained) the system including the lagoon area.
  • Plan maintenance as required.
  • Insure compliance with the WQCB Order and system operation requirements.

3

Nominating Committee
  • Two members
  • Recruit Board Members and submit names to the Secretary prior to the Annual Meeting.

.5

ACC Chair
  • Provide forms and guidelines as needed to homeowners. Aid homeowners in submitting applications.
  • Distribute completed applications to the committee.
  • Call meetings of the ACC to act on applications.
  • Contact the homeowner with the decision of the committee.
  • Maintain records of the applications.
  • Prepare a report for the annual meeting.

1

ACC Member
  • Attend meetings of the ACC
  • Review applications submitted by homeowners in a timely manner.
  • Be familiar with the Architectural Control Committee Rules of Procedure and the Montair Homeowners Association Architectural Control Committee Guidelines.
  • Be familiar with the characteristics of the homes and landscapes in Montair Estates.

.5

Board Member
  • Attendance at board meetings and the annual members meeting (March/April)
  • The Board is a working board.  Each director will assume responsibility for an Officer position or other responsibility (see Volunteer Descriptions) within the organization.
  • Active and constructive involvement in board meetings and day-to-day communications.  Email capability is required.
  • Directors will become familiar with the governance documents of the organization.
  • Participation in all email voting is required.
  • Director will accept fiduciary responsibility, meaning he or she will know and understand the financial condition of the HOA and proactively ensure its integrity.
  • Director must make decisions responsibly and represent the HOA in a professional manner.
  • Directors are expected to report to the Board their activity since the last meeting.

.5

Board President
  • Assure that all Directors and Officers are reminded of upcoming regularly scheduled Board meetings and given formal notice of Special Meetings as specified in the Bylaws.
  • Prepare an agenda for all Board and member meetings.
  • Ensure that all arrangements for every upcoming board meeting are in place ahead of time.
  • Preside over all meetings, or in exceptional circumstances arrange for a replacement from the Board.
  • Sign checks (registered signer on all accounts), correspondence or other documents promptly as requested by Treasurer or Secretary.
  • Regularly check and respond to email and phone calls regarding Board business.
  • Send timely updates of information as needed to the Board regarding any significant developments.
  • Fulfill fiduciary responsibility for the organization. Review financial reports on a regular basis.

1

Secretary
  • Attending all board meetings, or in exceptional circumstances arrange for a replacement.
  • Record, edit minutes of all board meetings and the annual meeting. 
  • Distribute minutes to the Board within a week of the meeting.
  • File approved minutes in the digital archive.
  • Custodian of official seal of corporation, which should be affixed to any duly executed documents.
  • Ensure that all original official documents and records of the corporation are maintained in the digital archive.  Such documents include:
    • Bylaws and Articles of Incorporation
    • Minutes of board meetings
    • Government tax exemption letters, etc.
    • Official agreements entered into by the corporation.
  • Maintain and update the property owner contact list.
  • Provide certification letters as needed for banking and other activities.

1

Chief Financial Officer (treasurer)
  • Attend board meetings.
  • Keep financial records of the HOA.
  • Prepare financial statements and report to the HOA.
  • Provide tax information to the tax preparer.
  • File necessary government documents.
  • Oversee bookkeeping activities (billing, bill payment, receivables).
  • Analyze cash flows and reserves.

2