Volunteer

Annual Meeting Host

• Find and secure a venue for the meeting.
• Make copies of documents needed for the meeting.
• Purchase refreshments if needed.  (Reimbursed.)
• Time commitment: 4 hours per meeting

Communications

• Write a brief newsletter to property owners to accompany the quarterly billing.
• Monitor the Facebook page for appropriate activity.
•  Time commitment: .25 hours per month

Information Technology

• Maintain the HOA Web site.
• Maintains the domain: montairEstates.org
• Arranges for hosting of the site.
• Manages Google Drive
• Time commitment: .25 hours per month

Landscaping

• Maintain (or cause to be maintained) the entrance landscaping.
• Arrange for lot mowing as needed.
• Arrange for weed control.
• Time commitment: 1 hours per month

Road Maintenance

• Regular review of the condition of the roads.
• Arrange for road repairs as needed.
• Check signage for repair.
• Time commitment: 2 hours per year plus periodic selection of a repair contractor.

Septic Pumping/Inspection

• Arrange for annual inspection.
• Review the inspection report.
• Arrange for pumping if needed, contact homeowner.
• Inspect lot shutoff valves.
• Time commitment:6 hours in the spring.

Wastewater System Monitoring

• Monitor the recording equipment at the pond.
• Report data to the licensed person for the state report.
• File data and reports in the digital archive.
• Communicate as needed with WQCB.
• Maintain (or cause to be maintained) the sewer pond area.
• Time commitment: 2 hours/month

Nominating Committee

• Two members
• Recruit Board Members and submit names to the Secretary prior to the Annual Meeting.
• Time commitment: .25 hours/month

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.
• Time commitment: 1 hour/month

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.
• Communicate to property owners when they are out of compliance with CC&Rs or ACC Guidelines.
• Time commitment: .5 hours/month

Board Member

• Attendance at board meetings (quarterly) 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.
• Time commitment: .5 hours/month

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.
• Time commitment: 1 hour/month

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.
• Time commitment: .5 hours/month

Chief Financial Officer (Treasurer)

• Attend board meetings.
• Keep financial records of the HOA.
• Prepare financial statements.
• Provide tax information to the tax preparer.
• File necessary government documents.
• Oversee bookkeeping
• Communicate with property owners when they have excessive outstanding balance (form letter).  File lien if necessary.
• Time commitment: 2 hours/month