Board, Committee and Volunteer Responsibilities

President

• Preside at all meetings of the Board of Directors and prepare Board agendas
• See that orders and resolutions of the board are carried out
• Serve as official spokesperson for the board—to association members, the management company, vendors, and the outside community
• Sign all contracts, leases mortgages, deeds and other written instruments
• Serve as point of contact for Attorney Ensure that an Annual Report is filed with Virginia State Corporation Commission each summer
• Routinely review monthly management report and monthly financial reports
• Be knowledgeable about Lakeport Bylaws, reserve study, and other relevant rules and regulations

Secretary

• Record the votes and keep the minutes of all meetings and proceedings of the board and of the members, in accordance to VA Law and guidelines
• Send copy of approved meeting minutes (reflect votes and decisions of the board) to management company (VA law)
• Serve notice of meetings of the board and of the members
• Maintain Association records
• Keep appropriate current records showing the members of the Corporation together with their addresses and any other contact information provided by the members
• Maintain all paper and electronic documents
• Monitor Cluster mailbox (1961 Lakeport Way)
• Ensure that www.lakeportcluster.org and the online resident directory is maintained and updated

Treasurer

• Work with the corporation’s managing agent, if any, to receive and deposit in appropriate bank accounts all monies of the corporation and disburse such funds as directed by resolution of the Board of Directors or the adopted budget of the corporation.
• Keep proper books of account
• Prepare an annual budget and a statement of income and expenditures to be presented to the membership at its annual membership meeting, and deliver a copy of each to the members
• Ensure collection of assessments and delinquencies
• Ensure that a Reserve Study is conducted every five years and serve as the financial liaison
• Ensure an audit is conducted annually and serve as point of contact for Auditor
• Ensure tax returns are filed annually and review tax submissions
• Ensure the association has adequate insurance coverage
• Maintain important financial records
• Routinely review monthly financial reports and management reports and make regular financial reports to the board
• Review financial account selections (savings, checking, and CD)
• Provide oversight of accounting
• Understand basic financial statements

Vice-President(s)

• Act in the place and stead of the President in the event of their absence, or inability or refusal to act
• Serve as point of contact for contractors for landscaping snow removal, and trash removal
• Serve as Point of Contacts to Lakeport Committees, Neighborhood Watch, welcome committee, and volunteers for three DOGIPOT (www.propet.org) dispensers
• Maintain and update Lakeport Cluster documentation as needed (e.g., Handbook, Design Standards)
• Write articles for Ripples and the web site
• Community Activities