Call For Board of Directors Candidate Nominations
Nominations
Nominations for board members are collected in the following ways:
A nominations committee has been appointed and the committee will also
solicit nominations.
As required by our Declaration and Bylaws, any qualified, interested person who wants to serve on the Board of Directors for Providence Manor Home Owners Association may nominate themselves to be placed on the ballot
In accordance with our Bylaws, nominations will be taken from the floor at the meeting and voting will occur at the annual meeting.
Qualifications for Board Members
The qualifications to serve on the Board for our Association are that you must be:
- an owner or spouse of an owner of a property in Providence Manor Homeowners Association.
- a member in good standing of the Association. (No delinquencies or enforcement violations.)
Submit Your Interest
If you meet the qualifications to serve on the Board, and want to be listed as a candidate on the ballot, by December 15, 2024 please submit your name affirming your candidacy and answer the questions on the interest form telling us about yourself. Your biography, generated from the answers you submit to the form, will be shared with all owners prior to the vote.
What’s Involved in Serving on the Board
The following is general description of the roles and responsibilities of the board and each role. Click the tabs on the left to view each description.
Board Responsibilities
The following is a casual list of general responsibilities for the Board. These responsibilities are divided to distribute the work between the Board Members.
- Meetings: Board meetings are held approximately every 6 weeks.
- Email: Board members each have an email @providencemanorhoa.org used for official Board communications. Checking this email frequently (at least weekly) and responding to emails in a timely manner is necessary.
- Work with Property Management: Board members work with the management company, Associa, to communicate and to handle financial matters, vendors, mailings to our community, maintain the homeowner roster, log enforcements for covenant violations, communicate with home owners, and more.
- Special Projects: At times special projects must be handled by the board, such as managing the Storm Water Pipe Project and ongoing management of storm system.
- Welcome New Neighbors: New member packets are delivered monthly to new home owners to welcome them to the neighborhood and provide important information about the HOA, township and county to them.
- Work with Volunteers: identify volunteers in the neighborhood to coordinate various HOA events throughout the year such as stuffing easter eggs to putting up & taking down event signs, and hanging holiday lights.
- Work with Legal: Board members work with our legal representation to ensure issues and processes are handled properly. There is also collaborative work between the Board and Legal regarding drafting updates to our governing documents to ensure the HOA is legally compliant..
- Events: Attend events when available and build neighborly relationships with homeowners.
General Expectations include:
- communicating effectively with fellow board members and community members and respond to email at least weekly.
- attendance at board meetings.
- Time commitment: It varies by role. It is fair to say an hour per week should be expected on average, which includes checking & replying to email. Time commitment may increase based on special projects or to complete required tasks.
The role of President is a mandatory role and is a voting role on the Board.
The President shall:
- be the chief executive officer of the Association.
- preside at meetings of the Association and of the Board of Directors. They may also call Special Meetings as needed.
- be a Member ex officio of all Association Committees.
- communicate to the Association such matters and make suggestions as may in their opinion tend to promote the welfare and increase the usefulness of the Association.
- perform such other duties as are necessarily incident to the office.
For additional details, review the duties listed in the governing documents.
The role of Vice President is a mandatory role and is a voting role on the Board.
The Vice President shall:
- perform all duties of the President during the absence of the President (preside over meetings, communicate to the Association such matters and make suggestions as may in their opinion tend to promote the welfare and increase the usefulness of the Association, and shall perform such other duties as are necessarily incident to the office.)
- perform the duties of the Chairman of the Nominating Committee
- be an ex officio member of all Association committees.
- attend meetings.
The role of Treasurer is a mandatory role and is a voting role on the Board.
The Treasurer shall:
- have the primary responsibility for the finances of the Association
- make a report of the financial status of the Association in the format and interval as directed by the President.
- be a designated signer for financial transactions, which must also be countersigned by another member of the Board.
- submit information to the CPA for tax return.
- keep records as to any agents (vendors) retained by the Association and take charge of and supervise the performance of their duties. This happens in conjunction with the Secretary.
- deliver to their successor all books, monies, records and other property of the Association.
- confirm home owners who submit Architectural Approvals are in good standing (no outstanding fees, liens, etc).
- attend meetings.
The role of Secretary is a mandatory role and is a voting role on the Board.
- keep the minutes of the meeting and record all resolutions adopted, and all transactions that occur.
- direct the administrative activities of the Association and perform such other duties as may be defined by the Board of Directors.
- be responsible for the maintenance and publication of the minutes of all meetings of the Board and the General Membership.
- be responsible for providing notification of meetings to the membership.
- be responsible for the oversight of maintenance of the list of Members of the Association.
- conduct correspondence to execute all orders, votes and resolutions of the Board of Trustees.
- keep records as to any agents (vendors) retained by the Association and take charge of and supervise the performance of their duties. This happens in conjunction with the Treasurer.
- maintain documentation for board procedures.
- attend meetings.
For additional details, review the duties listed in the governing documents.
The Member-At-Large role is a voting role on the Board.
- complete tasks assigned, coordinate with affected Board members, and report to the President via document or board meeting if appropriate.
- support other Board members in tasks or activities as able, in particular Community and Events.
- be responsible for coordination of Storm Water Pipe Project and ongoing management of storm system in HOA.
- manage architectural approvals and the architecture chair.
- attend meetings.
For additional details, review the duties listed in the governing documents.
Questions?
Please submit your questions in TownSq by clicking Contact An Admin, then submit a request.
View Instructions for using TownSq and submitting a question.