Governing Board of Managers
Undoubtedly the force that makes The Woods at Auburn Lakes an enviable and well-maintained community is our Board of Managers. Our Board is composed of five dedicated, knowledgeable, respectful and patient residents of The Woods of Auburn Lakes. Their service goes without monetary compensation which is counterbalanced by abundantly candid interactions from our residents.
The term of a board member is two years. Two residents are elected in even years, three are elected in odd years. Once elected, the board positions are decided.
Why have a Board of Managers?
In accordance with the State of Ohio’s Revised Code – Title LIII Real Property – Section 5311.081 Powers and Duties of Board of Managers. A condominium association is guided by a Board of Managers elected from the residents of the condominium association.
This Ohio law applies to The Woods at Auburn Lakes as a private condominium association. The Woods at Auburn Lakes is governed by its own Declaration and Bylaws. The application of the Declaration and Bylaws to daily life is entrusted to a five member Board of Managers. To serve on the Board, one must be a Unit Owner; spouse of a Unit Owner; mortgagee of a Unit; partner, agent or employee of a partnership owning a Unit; officer, director, agent or employee of a corporation or association owning a Unit; or a fiduciary, officer, agent or employee of a fiduciary owning a Unit.
No single unit may be represented on the Board by more than one person at any time. Elections of Board members, alternating two year terms with election of 2 or 3 members per year, are held at the Association’s annual General Meeting held in March. The Board’s responsibility is to manage the affairs of the Association on behalf of the Unit owners.
The Board retains the services of a professional management company, Carlyle Management Company, to handle the day-to-day operations of the Association. Our full time Property Manager is employed by the Carlyle Management Company and has offices both at Carlyle in Beachwood and here on Baybrook Lane.
Board of Manager Roles & Functions
Role of the President
The President calls and chairs the board meetings, establishes the board meeting agenda, and is the link for the board to the Property Manager. The President works closely with our Property Management Company, our Property Manager and our Condominium Lawyers to ensure compliance with the Bylaws and the Condominium Property Act.
Role of the Vice President
The Vice President is the person deemed to assume and perform the duties and responsibilities of the President during the President’s absence. As Vice President, he/she does not have “specific assigned duties”; however, may be asked to be in charge of special projects for the Association or oversee certain committees while serving on the Board.
Role of the Secretary
The Secretary is responsible for the records of the organization to make sure they are maintained as required by law and made available when required. These records may include founding documents, (e.g. disclosure statement, articles of incorporation), lists of directors, board meetings, financial reports, and other official records. The actual minutes of the meetings are taken by the Property Manager and sent to the Secretary. At the following meeting it is the duty of the Secretary to ask for corrections to the minutes and to have the minutes accepted by the Board and recorded for future reference.
Role of the Treasurer
The Treasurer is the custodian of the funds, securities and financial records of the association. He/she is responsible for coordinating the development of the proposed annual budget and for preparing and giving the annual financial report on the financial status of the association. The Treasurer is responsible for reviewing and overseeing monthly financial statements provided and reporting to the Board. The Treasurer reviews and approves the annual audit. Additionally, the Treasurer is ultimately responsible for ensuring that the financial records of the association have been maintained properly in accordance with sound accounting practices.
Role of the member at large
The Member At Large represents the general membership on issues of interest or concern, particularly those that arise outside of the standing committee structure. The Member At Large conducts projects to further the goals of the organization or to develop services for the membership and may serve as chair of any ad hoc committee formed to develop these projects. Additionally, the Member At Large communicates issues of the membership to the Board of Managers, identifies potential problems and opportunities, helps develop action plans for selected projects and works toward the common goal as a team member.
Board Meetings
The Board conducts meetings quarterly (March, June, September and December) on the second Tuesday of the month at 7:00 p.m. at the Auburn Lakes Clubhouse, unless otherwise announced. The Board of Managers meets to conduct the business of the Association. An agenda is prepared in advance by the President and circulated to all members.
Unit Owners are welcomed and encouraged to attend these meetings keeping in mind that the Board of Managers meetings are business meetings.