Be on the Board | Crosspointe

CrossPointe On The Green Townhome Association
HOA Board of Directors — Role Descriptions

This page outlines the responsibilities, time expectations, and key tasks for each board position. It is a practical reference for current and incoming board members — not a legal or bylaw document. Our management company, William Douglas (previously Hawthorne), handles day-to-day operations, keeping board time commitments reasonable across all roles.

AT A GLANCE

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PRESIDENT
Time commitment: 4–6 hours per month
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The President leads the board and serves as the primary point of contact between the board, William Douglas, and the community. This role is about setting direction and making sure decisions get made — not about handling day-to-day operations, which William Douglas manages.

Core Responsibilities

• Preside over monthly board meetings — set the agenda, keep discussion on track, and ensure action items are assigned
• Serve as the board's main liaison with William Douglas and our community representative, Candice Long
• Provide final sign-off on major decisions including vendor selections, significant expenditures, and community policy changes
• Oversee the RFP process for large projects (water line replacements, tree removals, etc.) in partnership with William Douglas
• Monitor progress on ongoing priorities and hold vendors accountable to timelines
• Step in to resolve escalated homeowner concerns that William Douglas has been unable to close
• Represent the association professionally in all external communications

Works Closely With

• William Douglas — primary relationship owner
• All board members — facilitates decision-making across roles
• VP/Communications — reviews and approves outgoing community emails

What This Role Is Not

The President does not need to manage maintenance requests, enter work orders, or respond to routine homeowner inquiries — those go directly to William Douglas. The role is strategic, not operational.

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VICE PRESIDENT / COMMUNICATIONS & LANDSCAPING
Time commitment: 4–6 hours per month
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The VP/Communications role keeps the community informed and the common areas looking their best. This is the most outward-facing board position — the person in this role is often the voice homeowners hear most regularly.

Communications Responsibilities

• Draft the monthly community email newsletter
• Gather updates from board members and William Douglas
• Write and format the email
• Circulate to the board for review and approval
• Send via CINC WebAxis to all homeowners once approved
• Print the approved email and post physical copies at both mailbox bulletin boards
• Send the final email to the website coordinator for posting to the community website
• Manage all election-related and special communications as needed
• Manage the physical announcement board — keeping it current when messages need to be posted
• Maintain a consistent subject line format: CROSSPOINTE | [Topic] so homeowners recognize official emails

Landscaping Responsibilities

• Serve as the board's point of contact for landscaping vendors
• Monitor the condition of common area landscaping and flag concerns to William Douglas
• Review and provide input on landscaping-related work orders and vendor performance
• Coordinate seasonal landscaping needs and communicate updates to homeowners as relevant

Works Closely With

• Full board — gathers content and approvals for monthly email
• William Douglas — coordinates on website updates and vendor communication
• Website coordinator — sends finalized email content for web posting

What This Role Is Not

The VP/Communications does not handle homeowner maintenance requests or ACC submissions — those go directly to William Douglas. This role is focused on outbound communication and landscaping oversight, not inbound requests.

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TREASURER
Time commitment: 3–5 hours per month
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The Treasurer keeps the association financially healthy and transparent. This role works closely with William Douglas, which handles the actual accounting and financial recordkeeping — the Treasurer's job is oversight, review, and informed decision-making.

Core Responsibilities

• Review monthly financial reports prepared by William Douglas — income, expenses, and reserve balances
• Monitor the annual budget and flag variances or unexpected expenses to the board
• Provide a financial update at each monthly board meeting
• Partner with William Douglas on annual budget preparation for the upcoming year
• Ensure dues collection is on track and follow up with William Douglas on delinquent accounts
• Oversee the reserve fund — ensure contributions are adequate for long-term capital needs (water lines, roofs, paving, etc.)
• Review and approve expenditures above the threshold set in the association bylaws
• Coordinate with William Douglas on the annual audit or financial review

Works Closely With

• William Douglas — primary source of financial data and reporting
• President — joint review of major expenditures
• Full board — presents financial summaries and budget recommendations

What This Role Is Not

The Treasurer does not process payments, cut checks, or manage individual accounts — William Douglas handles those functions. This role is one of review, oversight, and strategic financial guidance.

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SECRETARY
Time commitment: 2–4 hours per month
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The Secretary is the keeper of the board's records. This role ensures that meetings are properly documented, notices are sent correctly, and important association documents are organized and accessible.

Core Responsibilities

• Record accurate minutes at each monthly board meeting
• Capture motions made, votes taken, and action items assigned
• Distribute draft minutes to the board for review
• Finalize and file approved minutes with William Douglas
• Send proper notice for board and annual meetings per the association bylaws
• Maintain organized records of board decisions, meeting minutes, and official correspondence
• Track action items between meetings and follow up to ensure completion
• Support the ACC (Architectural Control Committee) process by routing and tracking requests
• Assist with election administration — notices, ballots, and documentation of results

Works Closely With

• President — coordinates meeting agendas and follow-up items
• William Douglas — files minutes and official records, coordinates ACC requests
• Full board — distributes minutes and tracks action items

What This Role Is Not

The Secretary does not respond to homeowner inquiries or manage maintenance requests. Routine communications and work orders go directly to William Douglas. The Secretary's focus is on internal board documentation and process.