Simply put, the board of directors are homeowners who volunteer to oversee the day-to-day operations of the community. A board of directors is a requirement for a homeowners association to function properly.

Their primary responsibility is to protect the property values of the members of the association. As homeowners, we elect these volunteers to oversee operations of the association and enforcement of the agreed-upon architectural standards to protect the curb appeal of all homes in the community, along with community governing documents and all relevant federal, state, and local laws are followed.

Additionally, our community’s common areas like playgrounds, the pool, and trails need to be cared for and looked after. These homeowner volunteers (most with jobs, families, and other obligations) and unpaid, monitor these common obligations on behalf of all homeowners in the association. Without a capable board, a community’s quality can quickly decline.

The board is elected by the homeowners of the community at the annual meeting. We are required to have a quorum of 10% or 66 or more households (not individuals) represented in person or by proxy in order to hold the election.

Board terms range from one to three years with a staggered election cycle, preventing the entire board from changing at the same time and allowing some consistency in decisions and knowledge.

Once a board is elected they will convene to elect the officers, usually during the first board meeting following the annual meeting. We are required to have a president, secretary, and treasurer and all officers’ terms are limited to one year. Meaning, if a board member was elected to a two-year term, they could be elected to secretary for the first year, and following the next annual meeting be elected to president for the second year of their term. Each officer has their own responsibilities in managing the association.

  • President: Presides over meetings and ensures open fair discussion and that decisions made are done with the best interests of the community in mind. He or she is also responsible for preparing meeting agendas and ensuring critical business is taken care of. The president will also sign all contracts and other legal documents pertaining to the association.
  • Vice President: will act as a substitute for the president if he or she is unavailable and carry out any other duties that may be assigned to him or her. The vice president, along with other board members is often given the role of acting as a liaison of one or more committees.
  • Secretary: works closely with the president to develop meeting agendas and is responsible for ensuring minutes are taken at all official meetings of the board.
  • Treasurer: oversees the managing agent handling of all monies of the association, whether they are incoming or leaving in a fiscally responsible manner and in accordance with the association bylaws. He or she may schedule and assist with an audit of the association books with a CPA as well as preparing the annual budget and income and expenditure report for the rest of the board.

Any board member may resign if they so wish with written notice to the rest of the board. The board can also remove any member with or without cause at any time. In these instances of a vacancy, the board can appoint a replacement with a majority vote.

Meeting Agendas & Minutes 

Committee Descriptions and Responsibilities

To join a committee, email a completed Committee Interest Form to our Community Manager, Holly Gibson at hgibson@sfmcinc.com.

Activities Committee

The Activities Committee is a standing committee with the purpose of fostering and promoting a friendly, welcoming sense of community. The committee accomplishes this by:

  • Collaborate to create ideas for new events;
  • Evaluate and recommend ways to improve existing events;
  • Plan and organize events throughout the year where neighbors can come together for fun and celebration.

Members of the committee volunteer for only the time they are able to give. Some help with brainstorming and planning, set-up or clean-up at specific events, coordinating vendors, putting out signs, running event activities, and everything in-between.

There are no limits to the number of members of this committee. Meetings are held as necessary but no less than quarterly. There is an open forum period at each meeting for residents to address the committee and all meetings are open to residents to attend.

Communications Committee

The Communications Committee is responsible for communications with the residents of our community through various means including:

  • General Information Announcements
  • Periodic Newsletters
  • HOA Website
  • Email

The committee will also make recommendations to the Board of Directors, coordinate with the management company and other committees to publicize events and provide information, and post content and updates to the HOA website.

There are no limits to the number of members of this committee. Meetings are held as necessary but no less than quarterly. There is an open forum period at each meeting for residents to address the committee and all meetings are open to residents to attend.

Covenants Committee [CURRENTLY INACTIVE – BOARD OF DIRECTORS ARE SERVING AS THE COVENANTS COMMITTEE]

The Covenants Committee is the only committee documented in the Association’s governing documents. This committee is responsible for reviewing submitted architectural applications and recommending updates to the Architectural Guidelines.

A minimum of five volunteer homeowners are needed to serve on the committee. They review applications and meet monthly to ensure there is an open forum for residents to address the committee and provide feedback

Duties include:
  • Review submitted architectural applications, ensuring compliance with Association documents, and making decisions accordingly;
  • Review and propose changes or additions to the Architectural Guidelines on an annual basis for approval by the Board of Directors;
  • Attend Board meetings as requested to discuss matters pertaining to applications.
Estimated Time Commitment:
  • The initial time commitment should be focused on reviewing and familiarizing yourself with the governing documents and guidelines
  • Time commitment will vary seasonally depending on the weather and circumstances encountered. Estimated 1-2 hours per month (April – September) <1 hour per month (October – ); estimate does not include time spent at the Board of Directors meetings as requested or ad hoc committee meetings.
  • Primary focus and time commitment should be the timely review of applications, then as individual and committee bandwidth allows, to secondary priorities such as special projects

Grounds Committee

The Grounds Committee’s primary responsibility is to advise the Board of Directors on project priority, issues-related rules, policies, and provide oversight of the maintenance, upkeep, and use of the common area grounds.

There are no limits to the number of members of this committee. Meetings are held as necessary but no less than quarterly. There is an open forum period at each meeting for residents to address the committee and all meetings are open to residents to attend.

While a grounds committee doesn’t remove the ultimate responsibility for the appearance of the community’s landscape from the Board, an effective grounds committee helps the Board be more effective.

Duties include:
  • Review contracted scope of the contracted service provider;
  • Monitor and inspect the performance of the landscape maintenance contractor to assure the contractual obligations are met;
  • Alert the Board of Directors and/or the managing agent to issues with contracted vendor services;
  • Review, recommend priority, scope, design, and other characteristics of capital improvement projects;
  • Evaluate RFP responses, when selecting a new service provider for maintenance or capital improvement projects;
  • Listen to and consider residents’ concerns on comments in regards to the common area grounds;
  • Recommend additions and amendments to the community’s landscape maintenance program that promote the health, safety, and welfare of the common areas for all members of the HOA;
  • Provide monthly summary updates to the Board on common area landscaping and grounds maintenance issues;
  • Attend Board meetings as requested to discuss matters pertaining to the common area landscaping;
  • Reviewing and recommending cost-saving measures for the Association.
Estimated Time Commitment:
  • Time commitment will vary seasonally depending on the weather and circumstances encountered. Estimated 1-2 hours per month (April – September) <1 hour per month (October – March)estimate does not include time spent at the Board of Directors meetings as requested or ad hoc committee meetings.
  • Special projects may require additional time and should be managed according to individual and committee bandwidth, abilities, etc.

Pool Committee

It is the responsibility of the Pool Committee to monitor and report on issues regarding proper use, care, and upkeep of the pool and surroundings within the fenced area of the Meadows at Morris Farm outdoor pool.

Duties include:
  • Monitor the performance of the pool management contractor to assure the contractual obligations are met;
  • Alert the Board of Directors and/or the managing agent to issues with contracted vendor services;
  • Provide monthly summary updates to the Board on pool issues;
  • Attend Board meetings as requested to discuss matters pertaining to the pool;
  • Review, initiate, recommend scope, design, and other characteristics of capital improvement projects;
  • Listen to and consider residents’ concerns on comments in regards to the pool area;
  • Recommend actions that promote the health, safety, and welfare of the common areas for all members of the HOA;
  • Review and recommend cost-saving measures for the Association.
Estimated Time Commitment:
  • Time commitment will vary seasonally depending on the weather and circumstances encountered. Estimated 1-2 hours per month (April – September) <1 hour per month (October – March); estimate does not include time spent at the Board of Directors meetings as requested or ad hoc committee meetings.
  • Special projects may require additional time and should be managed according to individual and committee bandwidth, abilities, etc.

Committee Chair Person

Each committee will have a chairperson appointed by the Board of Directors, or by a vote of the committee members presented to the Board of Directors for an appointment.

Duties include:
  • Ensures all committee activities are aligned with the Board of Directors-approved committee charter and guidance provided in official meetings;
  • Schedule and preside over committee meetings as needed;
  • Continues to recruit committee members as necessary;
  • Communicates regularly with the Board-appointed board member liaison, on ongoing activities, areas of concern, or potential matters that may need board action so that the liaison may keep the Board aware of committee activities and present budget requests as necessary;
  • Ensure meeting minutes are kept and provided to the managing agent within 3-5 business days following each meeting held;
  • Attend monthly Board of Director’s meetings to provide monthly summary updates to the Board during Committee Reports;
  • Communicates BoD intent to committee members for projects, to include any opportunities or constraints (such as adherence to governing documents, budget considerations, timelines).