HOA Board Roles 101

Many situations prove the value of a homeowners’ association (HOA). For instance, a storm could damage the clubhouse’s roof, an earthquake might crack a wall in the storage area, and leaks may flood facilities. 

Residents would rather not deal with the mess themselves. 

At its best, an HOA or COA is a neighborhood pillar of health and fairness. But who makes decisions? Who gathers files? Who manages the funds? Without clear HOA board roles, things can become chaotic quickly, and misunderstandings erode confidence. Roles are essential for good governance, accountability, and trust. 

At Ledgerly, we recognize the importance of clarity in HOA responsibilities, which supports transparency and accountability for all board members. 

Overview of Association Board Structure 

On paper, the structure of an HOA or condominium owners’ association (COA) board looks simple, revolving around three primary roles: 

1. President for vision and organization 
2. Secretary for records and communication 
3. Treasurer for finances and accountability 

Some boards also elect a Vice President or additional members, depending on the size of the community. For example, a three-person board can function well for a 15-unit condominium but may fail for a 200-home village. 

Generally, the list is short, but the demands are not. As neighborhoods grow, the scope of roles becomes more complex. Board members must know what they should cover and cover them excellently. 

Association President – Leading with Vision and Organization 

The home or condominium owners’ association president’s job is to have a vision for the community and bring it to life. This individual conducts and moderates meetings, sets agendas, and keeps discussions on track; signs contracts to ensure compliance with the governing documents; creates committees; and delegates tasks. 

Presidents are the board’s compass, making decisions as impartial leaders. They are on top of everything, from the vendor contract for landscaping on a Monday morning to the meetings on Tuesday night to the community gathering on a Friday afternoon. To be a good one, be calm, fair, and transparent. 

Secretary – Organizing Records and Communication 

If the President directs, the Secretary ensures nothing falls through the cracks. The HOA secretary responsibilities typically include the following: 

• Prepare and distribute meeting notices and agendas 
• Record and keep exact minutes 
• Manage board elections and correspondence 
• Safeguard official records, both physical and digital 

A strong Secretary brings organization, communication, and attention to detail to every situation. For instance, a resident challenges a fine they received. Instead of sifting through hundreds of emails, the Secretary pulls up the minutes from the meeting where the board adopted the rules or the appropriate governing documents showing the existing  
rules, the minutes from the meeting where the board approved the fine, along with the  
notices sent to the homeowner, and the minutes of the fine committee stating that it is a fine. 

The resident may not love the outcome, but they leave the conversation respecting the process that serves everyone. 

Treasurer – Managing Finances and Ensuring Accountability 

Many people refuse the role of Treasurer because managing money matters can be stressful. HOA Treasurer duties are central to keeping the association solvent and running smoothly, however. What do these members do? 

• Oversee budgets and long-term financial plans 
• Maintain accurate financial records 
• Track dues, payments, and expenses 
• Prepare and present financial statements 
• Coordinate audits, reserve studies, and compliance efforts 

The Treasurer stands between dollars and decisions. For example, when reserve funds shrink faster than expected, these individuals study the patterns, like skyrocketing maintenance expenses, and report them. When facts are there, the board will know what to do for the upcoming budget(s). 

That said, Treasurers should be financially literate, detailed, and diligent. And like the President and Secretary, they must be trustworthy. 

How does Bookkeeping Fit In (and Ease the Workload)? 

So, how does bookkeeping for HOAs make sense? 

Bookkeeping is recording, tracking, and categorizing financial transactions. Every board role relies on it; the President needs numbers to figure out the next possible steps, the Secretary needs documentation for various purposes, and the Treasurer needs up-to-date figures. 

Unfortunately, in the hands of busy volunteers, especially those who are not accountants, bookkeeping can easily become a source of mistakes and troubles. Outsourcing it to experts like Ledgerly, then, lifts the burden. 

Streamlined Reporting 

No more struggling to understand spreadsheets. Presidents and Treasurers receive concise, reliable reports for productive meetings and decisions. 

Cloud-Based, Audit-Ready Records 

With digitally organized documents, Secretaries do not have to drown in paper folders or messy files. The Board and community have clear financial statements from software that  
has complete audit trails to know exactly where funds stand, and no-one can simply modify  
an amount to make it fit. 

Consistent Payment Tracking 

Treasurers reduce the risk of late notices and missed payments, presenting the community’s accurate financial standing. 

Smooth Board Transitions 

Turnover is always a possibility, and professional bookkeeping enables new members to integrate into an established system seamlessly. 

Ledgerly takes the bookkeeping woes from the leaders’ to-do lists. Our expert accountants and bookkeepers deliver reports within fifteen days or less, ensuring 100% monthly reconciliation through the use of modern technology. Additionally, the Board has 24/7 live access to the status of any aspect of the financials. The result? An HOA board that is so knowledgeable, it actually works. 

Collaboration, Overlap, and the Value of Association Partnerships 

HOA board roles must be clear but not siloed. One member will always need another. 

Presidents might help write announcements instead of Secretaries, Secretaries might compute budgets instead of Treasurers, and Treasurers might review vendor contracts instead of Presidents. Whoever is capable of handling specific tasks may mediate. 

When does overlap help, and when does it confuse? 

Boundaries are crucial for effective collaboration. Here are some tips for your HOA: 

• Define Duties. Set up bylaws and share them through a board handbook. 
• Rotate Responsibilities. Whenever possible, educate members on tasks outside their role to foster resilience. 
• Communicate. Members should practice open communication when seeking or providing assistance. 
• Use Shared Tools. Cloud-based systems guarantee visibility, so nobody gets left behind. 

HOA boards are teams, and Ledgerly is a partner. Bookkeeping for HOAs is our specialty, and we are committed to supporting your operations through our services. 

Roles, Responsibilities, and Bookkeeping for HOAs 

In summary, HOA boards thrive on clear roles and team efforts. The President sets the direction, the Secretary records all actions, and the Treasurer ensures financial stability. 

What is one more thing they need? Accountable, easily accessible finances. Together, the three uphold the community’s confidence. 

With precise and careful bookkeeping, board members can breathe easier and work more effectively. At Ledgerly, we take the weight that bookkeeping can carry off your shoulders, so you can be a neighbor, a volunteer, and a leader! 

Download our free Board Roles Quick Reference Guide and learn more from our resources.

For ongoing support that makes every board role steadier, contact our professional team.

Ledgerly is here with no ego, just answers.