Dobson Ranch August 16, 2014

Job Description  Section 8. Duties. To the extent that such  duties are not assigned or delegated to a  manager or executive director pursuant to  Section 1 (f) of Article VIII of these Bylaws, the  duties of the officers are as follows:

 (a) President. The President shall  preside at all meetings of the Board of Directors;  shall see that orders and resolutions of the  Board are carried out; shall sign all leases,  mortgages, deeds and other written instruments  and shall co-sign all checks and promissory  notes.

 (b) Vice President. The vice president  shall act in the place and stead of the president  in the event of his absence, inability or refusal to  act, and shall exercise and discharge such other  duties as may be required of him by the Board

 (c) Secretary. The secretary shall  record the votes and keep the minutes of all  meetings and proceedings of the Board and of  the members; keep the corporate seal of the  Association and affix it on all papers requiring  said seal; serve notice of meetings of the Board  and of the members; keep appropriate current  records showing the members of the Association  together with their addresses, and shall perform  such other duties as required by the Board.

 (d) Treasurer. The treasurer shall  receive and deposit in appropriate bank  accounts all monies of the Association and shall  disburse such funds as directed by resolution of  the Board of Directors; shall sign all checks and  promissory notes of the Association; keep proper  books of account; cause an annual audit of the  Association books to be made by a public  accountant at the completion of each fiscal year;  and shall prepare an annual budget and a  statement of income and expenditures to be  represented to the membership at its regular  annual meeting, and deliver a copy of each to  the members.

Types of Resolutions  Policy Resolutions – use of common areas, recreational facilities, architectural guidelines and enforcement Procedures.  Administrative Resolutions – operating procedures, collection procedures, where Board meetings will be held

Types of Resolutions Continued  Special Resolutions – a decision about an alleged rule violation or authorization of a lawsuit.  General Resolutions – adoption of the annual budget or approval of a contract.

When are you allowed to have and Executive Session of the Board?  Legal advice from an attorney  Pending or contemplated litigation  Personal, health or financial information about an employee, resident or contractor’s employee.  Job performance of employee or contractor’s employee  Discussion of a member’s appeal of a violation except on request of the member.

Agenda Components  Roll Call  Approval of the minutes  President’s Report  Manager’s Report  Director’s Reports  Committee Reports  Unfinished business  New business  Resident’s concerns  Adjournment

Minutes  What needs to be recorded in the minutes.  The kind of meeting  The name of the assembly (Dobson Ranch Board…)

Minutes  Date, time and place of the meeting  The fact that the regular Chair or President and Secretary are present or who is sitting in their place for the meeting

Minutes  Approval of the minutes (or how they were corrected)

Minutes  A separate paragraph for each subject and if a motion is made the name of the mover, the exact wording of the motion and any amendments and disposition taken regarding the motion.

Minutes  Secondary motions should also be recorded – for example: Recess or motion to suspend the rules.  All points of order together with the Chair’s reason for ruling.  The hour of adjournment  The secretary’s signature

What should not be in the minutes?  What is said regarding a subject.  Opinion – favorable or otherwise

The Board  All for one and one for all  One Board – One Voice  All Board members support the decision of the Board

Privacy  Confidentiality with information that is discussed in Executive Session or in confidence.

Hierarchy  Federal Statutes  State Statutes  County Statutes or Ordinances  City Ordinances  Plat Maps  CC&R’s  Articles of incorporation  By-Laws  Resolutions  Rules and regulations