Sample Informational Letter Template For New Elected Hoa Board Members (Page 2 of 2) in pdf

from serving as a vendor of goods or services to the association, so more common is when family

members may bid fo

r contracts. This is N

OT prohibited b

ut does require prior disclosure.

Duty Number Five: You have a duty to keep confidential what is discussed in board meetings. This

protects both the association and the Board. You can only disclose what is agreed to by the Board or

what is a matter of public record. For example, sometimes our members become delinquent in dues

nd assessments, but any discussions of their names and delinquencies outside the Board meeting

inappropriate.

Duty Number Six: Because we conduct association meetings under “Robert’s Rules of Order,” please

acquaint or refresh yourself with this procedure. You never know when you might be asked to

conduct the meeting, or take over the chair in some circumstances. Parliamentary rules really make

or a smoother‐run meeting. We observe a relaxed version of these rules in our board meetings, as

ell.

Duty Number Seven: Become familiar with the legal reporting requirements of a non‐profit

corporation in our state. A copy of the governing state statute is attached for your use. Every

director is individually liable for our compliance with this law. Under state law, failure to follow

these requirements, as well as failure to file an annual report, could call our legal existence into

question, and in an extreme case make us each personally liable for the obligations of the

association!

Duty Number Eight: We have eight standing committees on the Board: Audit/Budget, Legal,

Conflicts, Documents/Due Diligence, Insurance, Compensation, Capital Reserve & Long Term

Planning, and Recruitment & Nomination. Without knowing your interests and skills, I am initially

assigning you to the _______________committee. The committee chairs all give reports at each Board

and associ

ation mee

ting and otherwise, as requested by the Board president.

Duty Number Nine: Please keep track of out‐of‐pocket expenses reasonably incurred in the

performance of your duties. As you know, under the by‐laws, board members are reimbursed for

expenses for attendance at board meetings. Also, you may be given assignments by the board or by

me that call for expenditures on behalf of the association, for which you are entitled to

reimbursement.

Duty Number Ten: We know serving on the Board is often a thankless job, but please remember

that the members have confidence in you as shown by their vote. Enjoy your time on the Board and

be assured of the gratitude of the members for your willingness to serve. Have fun!

If you have

any questions, please call or e‐mail me at the addresses and numbers as above‐listed.

Sincerely,

OUR LODGE ASSO

CIATION

General Manager

Sample Informational Letter Template For New Elected Hoa Board Members Page 2