OFFICE OF THE PRESIDENT •Represent the entire community of Majestic Oaks in a mature manner that is considered fair to all residents, without showing favoritism or friendship toward or against any one household. •Uphold the recorded protective covenants as written showing no favoritism toward any one resident over another •Conduct all meetings as required by the bylaws. There are four elected members to the Board of Directors and three elected members must be present to fill the required quorum needed to have a qualifying meeting. Maintain order at each meeting, keeping the meeting brief, businesslike and respectful to those attending. •Make decisions concerning litigation action after letter warnings of violations and the collection of dues. •Ensure that letters of correction are delivered to residents whose homes show disrepair or serious need of correction or are generally in violation of the recorded covenants or County code. •Work with the ACC Board members to approve any and all requested improvements to residents’ homes in a timely manner so as not to hinder any construction or cause delay of beginning the improvements. •Oversee the collection of dues and the disbursement of funds for operating expenses. Each check written over $500.00 by the Board of Directors will require two signatures of elected or appointed Board members. •Set budgets for the kids Christmas party, or other timely expenses dealing with any holiday decorations or functions. •Work with Orange County to ensure compliance with all community association requirements. •Act as an Ad Hoc committee member for elected Presidents that follow in the next term to allow for an even transition and completion of any projects started in one term that may extend to another. •Represent our community at any function hosted by Orange County OFFICE OF THE VICE PRESIDENT •Function as the primary substitute for any missing elected Board member during their absence. Being active with the Board and knowledgeable in each function and project of the Board. •Ensure that the Board of Directors insurance and Association liability is renewed on an annual basis. •Assist the Secretary in the selection of meeting sites and scheduling the monthly meeting. •Support the President in communicating the needs of the Association to any and all residents in such events as annual parties, special meetings and other community related activities. •Act as Chairperson of the welcoming committee for new residents. OFFICE OF THE TREASURER •Ensure that all Board members have signed a signature card with the banking authority. Each and every check written by the Treasurer over $500.00 must have two signatures for authorization. •Maintain the checking account showing all deposits and payments made. Maintain the account in such a way that it is balanced within 7 days of receiving a balance statement from the banking authority. •Report to the Board of Directors at each meeting as to the amount of balance on hand. •Issue payments to all utility companies in a timely manner to avoid late fees. •Provide the President an un-audited statement on a quarterly basis showing all deposits and payments made. •Maintain all canceled checks in a file for a possible audit for a period of three years. Then pass along all statements and records to the next Treasurer within 10 days of the election of the new Board of Directors •Take the responsibility of paying all necessary insurance premiums for the common ground of the Association as well as the “Hold Harmless” insurance of the Board of Directors. OFFICE OF THE SECRETARY •Record the minutes of all meetings held by the Board of Directors. Then present copies of those minutes for acceptance by the Board during the next regularly scheduled Board or General Membership meeting. •Maintain a book of written and approved meeting minutes. •Maintain copies of all letters of correction sent by the Board of Directors or the ACC Committee. All correspondence should be filed by address rather than name. •Assist in the selection of meeting sites and set schedule of monthly meetings. •Accept correspondence from resident members and present the information for open discussion of the Board at scheduled meetings. •Assist in the revision and publishing of a resident directory to be distributed to the residents on an annual basis. Information will be gathered from the Treasurer by way of transfers of new residents, the President by way of polling residents for information of recent move ins and by their general knowledge of property transfers. •Order any office supplies needed to conduct business by the Board of Directors. ACC BOARD MEMBERS: Although not voting members of the Board, their attendance will qualify for a quorum of officers to certify a meeting. However, during such meeting no votes of action or election may be held without a quorum of the elected Board. The main responsibilities of an ACC Board member are: •Monitor residents for compliance of covenants as to repair and general curb appeal condition. •Accept requests for alterations of colors and styles as requested by residents. Then complete the request form along with their recommendation for the vote of the elected Board for its approval or denial. •Any ACC member may approach a resident and discuss corrections or concerns. •Notify the Board of violations or resident concerns, which have not been resolved and may result in written communication of correction being sent to the resident by the Board of Directors.