Revised April 12, 2005
1. Preside at all Board of Trustee and general membership meetings of the Holiday Island Homeowners Association, Inc. (HIHA).
2. Establish annual goals early in the Association’s year.
3. Conduct all meetings from a written agenda, which has been given to all Trustees before meetings and resolve any problems before hand.
4. Set the calendar of events and meetings and notify members early in the year.
5. Reserve all facilities with HISID prior to1 January or preferably earlier if permitted.
6. Appoint committee chairs for the following customary committees:
Nominating
(Vice-president is Chairperson, Trustees elect members).
Social (Member-at-Large Trustee
is Chairperson)
Chaplain
Telephone Directory
Memorials
Welcome and Hospitality
Highway and Lake Cleanup
Main Entrance Christmas Lighting
Island Recreation Center Christmas Lighting
Christmas Light Ceremony and Celebration
Christmas Lighting Home Decoration Contest (Vice-President)
Neighborhood Watch
Public Relations
Membership
Other committees that may be developed.
7. Announce names of chairpersons at the first quarterly general membership meeting.
8. Serve as ex-officio member of all Association committees.
9. Approve all expenditures and obligations of HIHA costing more than $200.
10. Serve as focal point for external interface and for signature authority of written instruments issued by the association
11. See that orders and resolutions of the Board and general membership are carried out.
12. Co-sign checks with the Treasurer and/or Secretary when two signatures are needed.
1. Assume the duties and responsibilities of the President in the absence of the President.
2. Assist the President in the general discharge of the presidential duties as requested or delegated by the President.
3. Chair the Nominating Committee for Trustee elections.
4. Conduct the Christmas Home Decorating (Lighting) contests for the members and may request judging assistance from Board Members not entered in the contest.
5. Chair a Set-up Committee that arranges meeting room facilities and meets program requirements.
6. Generate award certificates and fund prizes with Association treasury funds in conjunction with the Treasurer.
1. Records the votes and keeps the minutes of all the general membership meetings and of meetings of the Board.
2. Serve notice of meetings of the Board and of the members.
3. Keep appropriate current records showing the members of the Association together with their addresses, including Internet addresses where available.
4. Maintain the archive of the reports, records, minutes, computer discs and other media.
5. Assume the duties of the President in the absence of the President and Vice-President.
6. Furnish copies of all meeting minutes to all currently elected Trustees.
7. Prepare a brief annual summary report to be available to all members attending the December quarterly meeting.
8. Establish deadlines for all routine publishing dates (minutes, mailings, etc.).
9. Prepare and release written information before release deadlines.
10. Apprise the President of any unusual or unscheduled events, mail or conversations that affects HIHA goals, events or plans.
11. Sign bank signature cards.
1. Receives and deposits in appropriate bank accounts all monies of the Association,.including collecting membership dues, assessments (sales), and donations.
2. Disburse such funds as directed by Resolution of the Board of Trustees (paying all bills)
3. Sign all checks of the Association, assisted by the President and/or Secretary when needed.
4. Keep proper books of account, maintaining the fiscal records and books of the Association in a current and businesslike manner such that the status and accountability can be verified by an independent audit at any time.
5. Cause an annual audit of the Association books to be made at the completion of each fiscal year.
6. Cause an annual budget and a statement of income and expenditures to be presented to the membership at its regular January quarterly meeting.
7. Maintain a current "paid member" roster and other individual member fiscal records, and provide up-to-date rosters to the Secretary.
8. Maintain an archive file for related documents and notes that can be audited by independent auditors.
9. Establish major cost and income records that can be used for budget and forecast tracking purposes.
10. Present cash flow history, quarterly summary reports and Capital spending reports for the annual report that shows "Budget", "Forecast" and "Actuals" for the year-end and year-to-date.
11. Show accounts status for: (1) member social functions; (2) dues; (3) Telephone Directory expense and income and (4) General and Administrative expense.
12. Supervise the distribution of telephone books as a member of the Telephone Directory Committee, using Trustees and others as needed
13. Publish membership rosters showing dues status using Telephone Directories data base as a way to get this accomplished.
14. Furnish the Secretary an up-to-date copy of the membership roster and fill requests for membership mailing labels for the secretary’s membership notices that are scheduled to be mailed out.
15. Serve as liaison between the Bank of Eureka Springs and HIHA, including obtaining Trustee signatures on banking documents such as forms and signature cards for check writing duties.
1. Advise the Board of Trustees on all matters pertaining to the social program and activities of the Association.
2. Perform such other functions as the Board in its discretion determines.
3. Nominate the Social Committee Chair (unless the Trustee elects to serve in that capacity) and assist that person to select sub-committee chairs for parties that have been approved and funded by the Board.
4. Inform the members of all activities and functions of the Association.
5. After consulting with the Board of Trustees make such public releases and announcements as are in the best interest of the Association.
6. Provide a written progress report on the party committee at the first board meeting of the year.
7. Introduce the individual party committee chairpersons and describe the calendar of events at the March/April Quarterly membership business meeting.
8. In concert with the Treasurer, maintain for each social event an income and expense statement, and provide an annual summary report at the March/April general membership business meeting, ensuring that the annual report is filed with both the Secretary and Treasurer.
9. Coordinate the acquisition and serving of refreshments for general membership meetings of the Association.
10. Maintain the HIHA sign at the Clubhouse, or cause the sign to be maintained, and keep in inventory whatever sign parts are needed in order to use the sign effectively.