What is the structure of our HOA?

As dictated by our governing documents, every TBC homeowner is a member of the HOA, and the members elect our board of directors (“the Board”), the governing body of the Association, at the annual member meeting. Board members are uncompensated volunteers tasked with the responsibility of governing the HOA, to include:

• Making decisions on behalf of HOA members
• Enforcing the HOA’s governing documents
• Passing an annual budget
• Managing and overseeing any HOA employees and contractors
• Establishing any additional policies and rules, as specified in the governing documents
• Appointing the officers (e.g., president, vice president, secretary, treasurer) of the HOA

The Board has a fiduciary responsibility to act in the best interest of the entire membership, when making decisions, approving expenses, or generally acting on behalf of the HOA.

How does the property management company fit in?

The Board contracts a property management company (currently First Service Residential) to:

• Carry out certain directives and responsibilities on the Board’s behalf
• Supply experienced advice on HOA business
• Maintain institutional knowledge
• Provide day-to-day services to the residents

While property management performs the bulk of the daily operations, they are not members or employees of the HOA.

How do committees work?

The Board may also create chartered committees to assist with specific needs, on either a temporary or permanent basis. Current committees include the Architectural Review Committee and the Events Committee.

How does the Board make decisions?

The Board makes decisions by voting at Board meetings. Most Board meetings (such as the monthly meetings on second Tuesdays) are open for all members to attend, listen to the Board conduct business, and—during the open forum—ask questions or provide feedback. The Board occasionally has closed meetings, to discuss and act on matters pertaining to employees and personnel, individual homeowner accounts, legal consultation and proceedings, and contract negotiations.

While the Board can only act at meetings, Board members typically receive and review a substantial amount of information before meetings, to keep meetings productive. The Board generally follows a standard decision-making process:

• Define the problem
  • Identify who has the authority and/or obligation to address the problem
• Gather facts/details, consulting subject matter experts
• Develop potential solutions or courses of action
• Analyze and compare the solutions
  • Chance of success, return on investment, side-by-side pros and cons, etc.
• Select the best solution, within the constraints
  • Monitor progress and adjust

When do all the HOA members meet?

Unless a special meeting is called, the general HOA membership meets once per year, in November. This is when the members:

• Elect representatives to serve in any open positions on the Board
• Vote on any amendments to our governing documents

The annual meeting is also traditionally when the Board passes the annual budget.