Below is a description of the roles and responsibilities of the Board of Director Members and Officers. Certain duties are the preference of Board members and can change as desired.
President
Board of Directors Member, voted in at an Annual Meeting with a term of three (3) years
Bylaws, Article V, Section 4: The President shall be the chief executive officer of the Association. The President shall preside at all meetings of the Association and the Board of Directors. The President shall have all of the general powers and duties which are usually vested in the office of the President of an association, including, but not limited to, the power to appoint committees from among the members of the Association from time to time as the President may in his or her discretion deem appropriate to assist in the conduct of the affairs of the Association.
- Is a named person on the Association bank account with a debit card
- Has the ability to update/edit the LWOA website
- Presides over the Annual Meeting and Board meetings
- Works with the Recorder/Secretary to deliver new Lot Owner welcome packet in person
- Secures Annual Meeting venue
- Coordinates the maintenance of entrances
- Works with the Township to turn on/off water, and a sprinkler company to turn on and winterize the sprinklers at the West entrance
- Pays the annual State of MI filing fee
Vice President
Board of Directors Member, voted in at an Annual Meeting with a term of three (3) years
Bylaws, Article V, Section 5: The Vice President shall take the place of the President and shall perform the Presidential duties whenever the President shall be absent or unable to act.
- Is a named person on the Association bank account with a debit card
- Fills in and conducts the President’s duties when necessary
Recorder/Secretary
Board of Directors Member, voted in at an Annual Meeting with a term of three (3) years
Bylaws, Article V, Section 6: The Secretary shall keep the minutes of all meetings of the Board of Directors and the minutes of all meetings of the members of the Association. The Secretary shall have charge of the corporate seal and of such books and papers as the Board of Directors may direct. The Secretary shall, in general, perform all duties incident to the office of the Secretary
- Has the ability to update/edit the LWOA website
- Takes meeting minutes and publishes them on the LWOA website
- Updates the Annual Meeting documents, sends out the Save the Date via Facebook and email, finalizes Annual Meeting materials, prints and sends the Annual Meeting materials per identified timelines
- Updates the Reminder note and determines best delivery method to Lot Owners
- Updates new Lot Owner materials/welcome packet and works with the President to deliver them in person to the Lot Owner
- Purchases office supplies as necessary (i.e. printer paper, envelopes, stamps, labels, name tags, etc.)
- Works with the Treasurer and Republic Liaison to update any documents and facilitate mailings
Members At Large
Board of Directors Member, voted in at an Annual Meeting with a term of three (3) years
- Participates in Board meetings and takes on duties when necessary or desired
Treasurer
Officer of the Board, non-voting member, voted in by the Board of Directors for a one (1) year term, not to exceed 3 terms or three years
Bylaws, Article V, Section 7: The Treasurer shall have the responsibility for the Association funds and securities and shall be responsible for keeping full and accurate accounts of all receipts and disbursements in books belonging to the Association. The Treasurer shall be responsible for the deposit of monies and other valuable effects in the name and to the credit of the Association, and in such depositories as may, from time to time, be designated by the Board of Directors.
- Is a named person on the Association bank account with a debit card
- Collects LWOA annual dues
- Tracks expenditures and deposits throughout the year
- Reconciles budget and balance sheet at the end of the year and for the Annual Meeting
- Provides insight to the Board as to the financial status of the LWOA
- Files taxes before April 15th of each year
- Provides information related to fees paid or due to title companies for real estate transactions
Republic Liaison
Officer of the Board, non-voting member, voted in by the Board of Directors for one (1) year terms
A new position as of 2025 that is responsible for working with Republic Services to coordinate services on behalf of the neighborhood. Without a designated liaison, services will revert to each Lot Owner’s responsibility.
- Acts as the liaison between Republic and Lot Owners for any and all concerns related to trash, recycling, and yard waste.
- Collaborates with the designated Republic representative(s) on new contracts for trash and recycling (yard waste billed directly to the Lot Owner), and obtains pricing information for trash, recycling, and yard waste.
- Coordinates with the Treasurer on the collection of Republic Services fees for trash and recycling as fees are collected at the same time as annual dues.
- Compiles a list of Lot Owners preferences and payments for Republic Services.
- Communicates with the designated Republic representative(s) to obtain, review, and correct invoices.
- Works with the Treasurer to remit payment to Republic for trash and recycling.
- Communicates with the Lot Owners regarding services, issues, scheduling, etc.
Any Board of Directors Member or Officer:
- Can call for a meeting
- Can suggest agenda items
- Can send out Facebook posts