SHPOA Officer Duties – Southern Heights Property Owners Association

Elected by the membership to serve the community and lead the organization through challenging situations and decisions.
Proposes the agenda for the meeting based on unfinished business carried over from previous meetings and from new issues that have arisen since the last meeting.
Chairs the Executive Committee and Quarterly Membership meetings.
Works with the Executive Committee to establish the organizational structure to support neighborhood needs.
Appoints an interim Block Captain, in cases where a block is without a Captain until an election can be held at a Quarterly meeting.
Member of Community Relations and Beautification Committees.

Performs the duties of the President in his absence.
Conducts meetings in the event that the President cannot attend a meeting.
Chairs the Policy & Procedures Committee.
- Responsible for annually reviewing and, if needed, updating the Articles of Incorporation, Bylaws and Covenant, Conditions & Restrictions (CCRs) according to the requirements of the governing documents.
Member of Block Captain Committee.

Maintains the SHPOA calendar of all neighborhood-wide activities and meetings (Executive, Quarterly & Committee meetings).
Responsible for giving proper notice of the Executive and the Quarterly Member meetings according to the requirements of the governing documents.
Coordinates with the President to put together the meeting agenda’s content.
Serve as the timekeeper for the Executive and Quarterly meetings.
Documents meeting minutes for the Quarterly Member meetings by capturing who was at the meeting and the specific decisions that were made.
Publishes the Executive and Quarterly meeting minutes to the association members.
Member of Communications Committee.

Provides the Financial Secretary with a numbered, dated receipt for all monies received for deposit.
Deposits all monies in the bank.
Pays bills that have been approved.
Prepares a monthly financial report of all monies received, deposits made and bills paid.
Prepares a quarterly financial report of all monies received, deposits made and bills paid for distribution at the Quarterly Member meeting.
Prepares an Annual Financial Report of all monies received, deposits made and bills paid during the past fiscal year.
Creates the budget in consultation with the SHPOA Officers and Committees based on organizational, committee and event activities.
Keeps up with the collection of assessments and other related matters of a financial nature.
Chairs the Budget & Finance Committee.

Upon taking office, obtains all audited financial secretary records and material from their predecessor. This should include a standardized bound ledger book, a receipt book and remittance forms for requesting reimbursement and for transferring money over to the Treasurer.
Receives all monies, check amounts for accuracy and issue a numbered receipt for each transaction.
Notes any refunds or disbursements that need to be made.
Gives the treasurer itemized bills, sales slips, and invoices for payment by check.
Prepares and sign authorizations for payment, if required by the SPHOA Officers or SPHOA association.
Prepares a monthly financial report of all monies received, deposits made and/or authorizations for payment prepared.
Prepares a quarterly financial report of all monies received, deposits made and/or authorizations for payment prepared for distribution at the Quarterly Member meeting.
Prepare an Annual Financial Report of all monies received during the past fiscal year.
Submits all records for audit (per audit period) and at any time a financial officer resigns or no longer serves in that position before the new officer assumes the duties, and whenever deemed necessary.
Attends all events where money may need to be collected and or counted.
Member of Membership and Finance & Budget Committees.

Conducts meeting set-up including gathering chairs and tables and setting up sound systems & other equipment
Handles security and controls access to secured buildings.
Welcomes visitors and nonmembers to the meeting.
Maintains order and enforces standards for proper behavior during the meeting.
Member of Infrastructure and Police & Fire Committees.
Maintains custody and control of organization property, meeting documentation and records of the organization’s history.

Serves as a source of spiritual and emotional support for SHPOA members and their families during periods of illness or when a death occurs.
Facilitate prayer, reflection or meditation at SHPOA activities and for SHPOA members and their families
Maintains the list of SHPOA Sick and shut-in members
Leads the SHPOA Prayer Group, if established.
Member of Activities Committee.