Windover Farms

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President’s Job Description

    

This is a description for the job of President on the board of director’s for Windover Farm’s Community Association, Inc.  The CCR’s do have a comprehensive and legal description of the position, and should be taken as the official description for the position.  This description is to break down the overall duties, and assist in understanding the general duties performed by the President of Windover Farms Community Association, Inc.

Within 1 month of being elected:

All new board members must create a dedicated Board E-mail account for yourself right away!  You do not want to mix your personal and board e-mail.  This is the only way to keep your personal private and not out for the entire board and more to read.

***Send the Webmaster your email address so it can be added to the WFBoard@windoverfarms.org and design.review@windoverfarms.org distribution lists.  The webmaster will help you with attaching it to the board e-mail, as well as anything you wish to post on the official Windover Farm’s website. 

***Familiarize yourself with the board website www.windoverfarms.org !  It has a New Board link, board contact information, CCR’s, previous Newsletters, Meeting minutes, maps of the area, ability to look up member land info like lot numbers or whether or not they are even in the HOA parameters, and so much more.  It’s an awesome tool that is there to help and inform!

***You and the board will also need to assign someone to monitor the Facebook and Nextdoor sites.  This person will need to contact the webmaster to let them know who is authorized to make changes to FaceBook.

Switch over the Bank Account so the new officers names are on the account and the old officers names are removed.  The hardest part of this task will be finding a day and time where all the new board and the previous president can all meet at the bank.  The bank requires that all are there to change the names. 

A) Once you have a day and time all can be available,

B) Call the bank to set a meeting with a banker, and ask them what they will need to make the change happen in case they have changed their requirements.

C) The previous board president will have to be there, and bring a letter, on Windover Farms letter head, stating the change in officers.  The previous president will hand over the debit card for the bank to shred, since it is in their name, so you will need to get a new card in the name of the officer you choose.  Last but not least, the board president will have a paper from the bank to sign.

D) You will need to bring meeting minutes that have the change of officers noted in it for the bank, they use this as proof of the change.  *Again, make sure you ask the bank of what they require in case things have changed.

E) The bank will have the new officers sign paperwork and the accounts are switched over.

All new board members (including President) must either go through a class that teaches new board members about their roles and duties, or read the CCR’s and sign a letter stating that they have read them and are familiar with their duties.

Familiarize yourself with the Nextdoor App, and our Facebook Page.  Nextdoor and Facebook are helpful in getting the word out to the community and getting the pulse of what’s going on so keep posting to them periodically.

Your first Board Meeting with the new board members must be held.  This is a great meeting to discuss where the things from the previous board left off, what goals you wish to achieve as a board during the term, start a plan of action to complete previous goals/achieve new goals, and get to know the other board members.  *Do not hesitate to ask the previous board members to attend your first meeting, if you wish to do so, they can be a wealth of information to any questions you may have and are familiar with the current events you are taking over.  You will still be in charge of the meeting, but it can help the transition go smoothly. (Also helped me with a boost of confidence)*

            Duties for Meetings

  1. The president contacts the other board members to set up a meeting date and time.(We did this via board e-mail)
  2. The president writes up a meeting agenda, and shares it with the other board members prior to the meeting (We did this via board e-mail)
  3. The president calls the meeting to order, speaks on agenda, makes sure ideas and plans flow with delegation, calls for votes as needed, keeps everyone on task at the meetings, and adjourns the meetings.

Yard Signs for HOA

***Make sure you put out the signs to notify the board and HOA members of the meeting, and other meetings you have.  There is a timetable of when you need to post the meetings (depending on what type of meeting it is) in the CCR’s and this needs to be followed.***

***Signs for Meetings, Garage Sales, and more are kept in the Shed at the Park***

***Pick up Meeting Signs after each meeting, and return to the shed at the park***

The venue for the next Annual Meeting, held the first Tuesday of every February, must be reserved.  Our normal venue has been the Fairfield Inn in Titusville, but it can be changed if the board so chooses.

Spring Newsletter usually comes out in March and it’s purpose is to keep the community informed.  There is a template for you to follow.  The president’s duty is to write out the newsletter (with input from other board members), e-mail the preview of the newsletter to the other board members via board e-mail for approval, and to get it to the HOA Members when complete.  This process is repeated at the end of the year, but in the second newsletter you need to make sure you have a copy of board financials with it which the treasurer will provide.  ***Make sure a copy of the Newsletter get to the webmaster so it can be put on the board website***

Duties Beyond First Month:

Community Garage Sales are held Bi-Annually in April and October.  Your duties for these are:

1) to make sure there are ads placed in local papers and our Facebook Page (This job can be delegated)

2)to make sure garage sale signs (they are kept in the park shed) are put out along Windover Way (This job can also be delegated).

A) The ads are usually set up approximately the month prior to the event, to run on the week of the event (this includes the event days). 

B) There is one Large garage sale sign that gets put up by Windover Trail. 

C) The small garage sale signs get put along Windover Way, they are spaced out to reach one entrance to the other, they go on both sides of Windover way, and they go up a week prior to the event.  The Friday prior to the event you can put signs out on the medians off Windover Way ( we wait till then so the signs aren’t confiscated).

D) The signs are removed and stored back in the park shed the Monday after the event.

Christmas Light Contest is held usually the Saturday prior to Christmas (varies on when Christmas falls, you want the winners to have at least a week of bragging rights).  The board members meet at the park, are given a map and voting sheets, they caravan to HOA member houses, stop outside, vote on the display criteria, meet back at the park, add it up to determine winners.

The following day board members meet at the park, get the award signs from the shed, and go to the winners houses.  The President and Treasurer go to the door to notify the winner,  and hand them their cash prize, and another member(s) put the award sign in the ground for the winner.  Signs should be retrieved and put back in the park shed within a week after Christmas.

*If the board wishes, a committee can be elected to handle the Christmas Light Contest duties*

The Annual Meeting is the last thing you will prepare for in a term year.  The President has a 2yr term so you will need to adjust your meeting accordingly.  The CCR’s have a procedure to follow for making your agenda, and you will need to provide an agenda at the meeting for all  the members that show up, as well as a copy of the financials for members

 This is a meeting like any other board meeting, only it’s held in another venue to accommodate the extra members that tend to join.  You will need to prepare to follow a system such as Robert’s Rules of Order to keep the meeting momentum going so choose how you will run it and inform the other board members of this.  All  meetings are a team effort, but this one most of all because of the number of people and the unpredictable questions that may come.

Arrive ahead of time to set up the head tables where the board sits, the snack table (yes, the board needs to provide snacks and drink for this meeting, unlike regular board meetings) and any sign in sheets or papers you will need will need to be put out for people to get.  There should be a sign in sheet with every HOA members info for them to sign in for attendance

If there is an election you will want to have any nominees stay behind after the meeting to have a quick meeting of the new and old board members.  This meeting is mandated within 10 days of the annual meeting, so it’s just easier to have while all the people are together.  This is where you will vote on the positions of the new members, fill them in on what they need to do, and old members hand over the keys and paperwork to the new members so they can start their new positions.

Throughout the term you will be called upon to settle concerns of HOA members, communicate with the legal representation of the HOA, make sure Long Lake Park is maintained, and work for the HOA you represent.  The work will seem to come in waves and you will be called on to handle whatever pops up.  Be ready to refer to county code enforcement and Brevard County Sheriff’s Office to help HOA members with some of their possible issues, or issues that the community may need fixed.  You won’t be able to please everyone, but those you help will make it worth it.  Bottom line is, you will be responsible for standing up and representing the HOA in the best light possible.

rms Community Association, Inc.

Within 1 month of being elected:

All new board members must create a dedicated Board E-mail account for yourself right away!  You do not want to mix your personal and board e-mail.  This is the only way to keep your personal private and not out for the entire board and more to read.

***The webmaster will help you with attaching it to the board e-mail, as well as anything you wish to post on the official Windover Farm’s website.***

***Familiarize yourself with the board website www.windoverfarms.org !  It has board contact information, CCR’s, previous Newsletters, Meeting minutes, maps of the area, ability to look up member land info like lot numbers or whether or not they are even in the HOA parameters, and so much more.  It’s an awesome tool that is there to help and inform!

Switch over the Bank Account so the new officers names are on the account and the old officers names are removed.  The hardest part of this task will be finding a day and time where all the new board and the previous president can all meet at the bank.  The bank requires that all are there to change the names. 

A) Once you have a day and time all can be available,

B) Call the bank to set a meeting with a banker, and ask them what they will need to make the change happen in case they have changed their requirements.

C) The previous board president will have to be there, and bring a letter, on Windover Farms letter head, stating the change in officers.  The previous president will hand over the debit card for the bank to shred, since it is in their name, so you will need to get a new card in the name of the officer you choose.  Last but not least, the board president will have a paper from the bank to sign.

D) You will need to bring meeting minutes that have the change of officers noted in it for the bank, they use this as proof of the change.  *Again, make sure you ask the bank of what they require in case things have changed.

E) The bank will have the new officers sign paperwork and the accounts are switched over.

All new board members (including President) must either go through a class that teaches new board members about their roles and duties, or read the CCR’s and sign a letter stating that they have read them and are familiar with their duties.

Familiarize yourself with the Nextdoor App, and our Facebook Page.  Nextdoor and Facebook are helpful in getting the word out to the community and getting the pulse of what’s going on so keep posting to them periodically.

Your first Board Meeting with the new board members must be held.  This is a great meeting to discuss where the things from the previous board left off, what goals you wish to achieve as a board during the term, start a plan of action to complete previous goals/achieve new goals, and get to know the other board members.  *Do not hesitate to ask the previous board members to attend your first meeting, if you wish to do so, they can be a wealth of information to any questions you may have and are familiar with the current events you are taking over.  You will still be in charge of the meeting, but it can help the transition go smoothly. (Also helped me with a boost of confidence)*

            Duties for Meetings

  1. The president contacts the other board members to set up a meeting date and time.(We did this via board e-mail)
  2. The president writes up a meeting agenda, and shares it with the other board members prior to the meeting (We did this via board e-mail)
  3. The president calls the meeting to order, speaks on agenda, makes sure ideas and plans flow with delegation, calls for votes as needed, keeps everyone on task at the meetings, and adjourns the meetings.

Yard Signs for HOA

***Make sure you put out the signs to notify the board and HOA members of the meeting, and other meetings you have.  There is a timetable of when you need to post the meetings (depending on what type of meeting it is) in the CCR’s and this needs to be followed.***

***Signs for Meetings, Garage Sales, and more are kept in the Shed at the Park***

***Pick up Meeting Signs after each meeting, and return to the shed at the park***

The venue for the next Annual Meeting, held the first Tuesday of every February, must be reserved.  Our normal venue has been the Fairfield Inn in Titusville, but it can be changed if the board so chooses.

Spring Newsletter usually comes out in March and it’s purpose is to keep the community informed.  There is a template for you to follow.  The president’s duty is to write out the newsletter (with input from other board members), e-mail the preview of the newsletter to the other board members via board e-mail for approval, and to get it to the HOA Members when complete.  This process is repeated at the end of the year, but in the second newsletter you need to make sure you have a copy of board financials with it which the treasurer will provide.  ***Make sure a copy of the Newsletter get to the webmaster so it can be put on the board website***

Duties Beyond First Month:

Community Garage Sales are held Bi-Annually in April and October.  Your duties for these are:

1) to make sure there are ads placed in local papers and our Facebook Page (This job can be delegated)

2)to make sure garage sale signs (they are kept in the park shed) are put out along Windover Way (This job can also be delegated).

A) The ads are usually set up approximately the month prior to the event, to run on the week of the event (this includes the event days). 

B) There is one Large garage sale sign that gets put up by Windover Trail. 

C) The small garage sale signs get put along Windover Way, they are spaced out to reach one entrance to the other, they go on both sides of Windover way, and they go up a week prior to the event.  The Friday prior to the event you can put signs out on the medians off Windover Way ( we wait till then so the signs aren’t confiscated).

D) The signs are removed and stored back in the park shed the Monday after the event.

Christmas Light Contest is held usually the Saturday prior to Christmas (varies on when Christmas falls, you want the winners to have at least a week of bragging rights).  The board members meet at the park, are given a map and voting sheets, they caravan to HOA member houses, stop outside, vote on the display criteria, meet back at the park, add it up to determine winners.

The following day board members meet at the park, get the award signs from the shed, and go to the winners houses.  The President and Treasurer go to the door to notify the winner,  and hand them their cash prize, and another member(s) put the award sign in the ground for the winner.  Signs should be retrieved and put back in the park shed within a week after Christmas.

The Annual Meeting is the last thing you will prepare for in a term year.  The President has a 2yr term so you will need to adjust your meeting accordingly.  The CCR’s have a procedure to follow for making your agenda, and you will need to provide an agenda at the meeting for all  the members that show up, as well as a copy of the financials for members

 This is a meeting like any other board meeting, only it’s held in another venue to accommodate the extra members that tend to join.  You will need to prepare to follow a system such as Robert’s Rules of Order to keep the meeting momentum going so choose how you will run it and inform the other board members of this.  All  meetings are a team effort, but this one most of all because of the number of people and the unpredictable questions that may come.

Arrive ahead of time to set up the head tables where the board sits, the snack table (yes, the board needs to provide snacks and drink for this meeting, unlike regular board meetings) and any sign in sheets or papers you will need will need to be put out for people to get.  There should be a sign in sheet with every HOA members info for them to sign in for attendance

If there is an election you will want to have any nominees stay behind after the meeting to have a quick meeting of the new and old board members.  This meeting is mandated within 10 days of the annual meeting, so it’s just easier to have while all the people are together.  This is where you will vote on the positions of the new members, fill them in on what they need to do, and old members hand over the keys and paperwork to the new members so they can start their new positions. –Throughout the term you will be called upon to settle concerns of HOA members, communicate with the legal representation of the HOA, make sure Long Lake Park is maintained, and work for the HOA you represent.  The work will seem to come in waves and you will be called on to handle whatever pops up.  Be ready to refer to county code enforcement and Brevard County Sheriff’s Office to help HOA members with some of their possible issues, or issues that the community may need fixed.  You won’t be able to please everyone, but those you help will make it worth it.  Bottom line is, you will be responsible for standing up and representing the HOA in the best light possible