SHPOA Officer Duties

President

  • 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 new issues that have arisen since the last meeting.
  • Chairs the Executive Committee.
  • Works with the Executive Committee to establish the organizational structure to support neighborhood needs.

Vice-President

  • 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.

Corresponding Secretary

  • Maintains the SHPOA calendar of all neighborhood-wide activities and meetings (Executive, Member & 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 Member meetings.
  • Documents meeting minutes for the Member meetings by capturing who was at the meeting and the specific decisions that were made.
  • Publishes the Executive and Member meeting minutes to the association members.
  • Member of Communications Committee.

Treasurer

  • 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.

Financial Secretary

  • 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 issues 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.
  • 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.

Sargent-At-Arms

  • 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.

Chaplain

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