Board Roles & Responsibilities

Desert Lake Property Owners' Association

Volunteer Leadership Structure

The Desert Lake Property Owners’ Association is led by a dedicated group of volunteer board members who work together to protect, preserve, and enhance the lake and its surrounding community. This page outlines the key leadership roles within the Association, offering clarity on responsibilities and areas of focus so that property owners can better understand how the organization functions and who supports each aspect of its work. These role descriptions are intended as a guide and may evolve as the needs of the lake and its community continue to grow and change.


President & Chair

Executive Officer

Position Summary

The President & Chair is elected by the directors at the first meeting following the Annual General Meeting and provides leadership to the Association by chairing meetings, coordinating governance processes, and serving as the primary public-facing representative of the Board.

Core Responsibilities

  • Includes chairing all meetings of the association including the AGM
  • Prepares or contributes to the development of all meeting agendas
  • Would be one of the signing authorities for corporate documents
  • May retain Association Documents

Finance

  • Is one of the signing authorities for the association bank accounts
  • Will liaise with other directors including the Treasurer and Communication Director as required to support the activities of the association

Communication

  • Is the public facing person who would speak on behalf of the association either of a general nature, those matters of approved meeting records or by request of the association.
  • Would be the primary contact for the municipality for emergency matters and development proposals for Desert Lake

General

  • The Chair is expected to attend some local meetings on behalf of the Association to stay informed about issues that are relevant to DLPOA, such the Lake Links annual seminars, the Lake Networking group and the Forum organized by the municipality.
  • Responsible for arranging meeting locations for Executive meetings

     

QualiFICATIONS

Leadership, teamwork, strong communication, organization, diplomacy, and sound judgement.

TIME COMMITTMENT

Approximately 4–6 hours per month.

Vice-President

Executive Officer

Position Summary

The Vice President is a volunteer officer of the executive committee, assists with planning meetings, agendas, and strategic priorities. The vice president provides input on decisions and policies and acts as a sounding board for leadership issues.

Core Responsibilities

  • Take on presidential duties temporarily if the President resigns or is absent
  • Ensure continuity in leadership

Member Engagement

  • Help communicate with association members
  • Address concerns or feedback from residents
  • Encourage participation in meetings and activities

Board Participation

  • Attend board meetings (usually monthly or quarterly)
  • Participates in the advancement and coordination of lake initiatives

QualiFICATIONS

Leadership, teamwork, strong communication, organization, diplomacy, and sound judgement.

Time Commitment

Approximately 2–5 hours per month.

Secretary

Executive Officer

Position Summary

The Secretary serves as a key officer of the Desert Lake property Owners' Association, responsible for maintaining accurate records of the organization’s business and ensuring transparent communication among board members and external partners. This position plays a central role in supporting the effective governance and smooth operation of the association.

Core Responsibilities

Meeting Coordination & Records

  • Record accurate minutes of all board and membership meetings.
  • Maintain official records of meeting attendance, motions, votes, and decisions.
  • Ensure timely distribution and storage of approved minutes.

Communication & Correspondence

  • Compile and distribute official association communications to board members (meeting minutes, official document summaries, etc.).

Support & Coordination

  • Work collaboratively with other officers and committees to support association activities and events.
  • Assist in scheduling annual meetings and ensuring proper notice to members.
  • Provide administrative support for special projects, such as environmental initiatives or lake management plans.

Qualifications

  • Strong organizational and record-keeping skills.
  • Proficient in word processing, email, and document management software.
  • Excellent written and verbal communication skills.
  • Ability to maintain confidentiality and professionalism.
  • Previous experience in administrative, secretarial, or board-related roles preferred.

Time Commitment

Attendance at all board and membership meetings, plus approximately 3 hours per month for clerical and coordination tasks.

Treasurer

Executive Officer

Position Summary

The Treasurer is a volunteer officer of the executive committee responsible for managing the organization’s basic finances, keeping accurate records, and ensuring the organization meets its financial and Canada Revenue Agency (CRA) obligations.

Core Responsibilities

Financial Management

  • Track all income and expenses (via Excel spreadsheet)

  • Deposit funds and issue payments

  • Keep receipts and supporting documents organized

  • Maintain membership list based on payments from members

  • Reconcile bank account monthly

Simple Budgeting

  • Suggest budget expenditures based on past spending

  • Compare actual spending to past spending a few times per year

  • Flag any concerns early (e.g., running low on funds)

Basic Financial Reporting

  • Provide short, easy-to-understand updates at the Annual General meeting

  • Current bank balance

  • Income and expenses over last 3 years

  • Answer basic financial questions from the board or membership

  • Financial reports to be audited by another member of the Board

CRA Compliance

  • File corporate taxes yearly (must be done online – with tax software like Ufile)

  • Keep the officers and directors list current with CRA and Ontario Services Business directory as changes arise.

Banking & Controls

  • Act as one of the signing officers on the bank account

  • Ensure the bank has up-to-date signing authorities (3 or 4 members) as volunteers change

  • Ensure at least two people approve or sign payments

  • Keep passwords, banking info, and financial access secure

  • Coordinate other banking duties at the request of the board

Documentation

  • Document everything to be transparent with Board and membership as well as for ensuring the ease of transferring duties to the next Treasurer (Electronic and paper files)

  • Ensure receipt of financial investment statements from the officer managing the investment

Board Participation

  • Attend board meetings (usually monthly or quarterly)

  • Provide practical financial input (no technical jargon required)

  • Help the board make financially responsible decisions

Qualifications

Comfort with numbers and spreadsheets, attention to detail, reliability, discretion, and a willingness to learn basic compliance requirements.

Time Commitment

About 2–5 hours per month and 10+ hours per month during:

  • Year-end reporting
  • CRA filing period

Auditor

Board Support Role

Position Summary

The primary role of the auditor is to review the annual financial statements prior to the AGM (Annual General Meeting) for accuracy and correctness.  This may involve reviewing invoices paid by the Association, questions concerning outstanding debts or reviewing the Financial Statements prepared for the AGM. The auditor can be a Director or a member at large of the Association. 

Core Responsibilities

  • Review Financial documents for accuracy
  • Review Organization paid invoices to ensure validity
  • Sign off  on documents to presented at the AGM
  • Assure the Members at the AGM of the accuracy of the numbers

Member Engagement

  • Assist the treasurer as required
  • Be current with opportunities to invest Environmental funds

Board Participation

  • Attend board meetings as a Director (usually monthly or quarterly)

QualiFICATIONS

  • Strong communication
  • Organized
  • Problem-solving
  • Good Knowledge of Excel and other computer applications

Time Commitment

Minimal, with increased involvement before the Annual General Meeting.

Communications Director

EXECUTIVE Officer

Position Summary

The Communications Director is a volunteer officer responsible for leading the planning, development, and execution of all association communications, both digital and print. This role oversees the association’s e-commerce operations, social media channels, and digital newsletters to ensure a consistent, engaging, and professional presence across all platforms.

Core Responsibilities

  • Maintain and regularly update the association website  (Note: activities are implicit in the process).

  • Oversee and manage all aspects of the association’s online merchandise and fundraising initiatives. (Carriers change over time)

  • Prepare, design, and distribute the seasonal newsletter and other digital communications. (Carriers change over time)

  • Manage the association’s communications inbox, responding to member inquiries and external requests in a timely manner

  • Administer and create engaging content for the association’s social media platforms as required. (Change over time)

  • Ensure all communications and digital assets reflect the association’s branding and messaging standards

     

Member Engagement

  • Share announcements, environmental updates, and meeting information with members via email newsletters and social media
  • Monitor and facilitate discussions and engagement in private and public social media channels while upholding community standards
  • Gather and respond to member feedback to improve association communications
  • Provide prompt and professional responses to member questions and concerns

Board Participation

  • Attend and participate in board meetings (quarterly)
  • Advise on communication strategies for key initiatives and broader community engagement
  • Collaborate with other board members to ensure unified, coordinated messaging.

 

Qualifications

  • Proficiency using the current carrier for website content management and e-commerce operations
  • Experience with newsletter design and distribution;
  • Skilled use of social media platforms;
  • Strong graphic design abilities, using appropriate technologies;
  • Excellent written and digital communication skills, with high attention to detail and organization;
  • Collaborative, professional, and proactive approach. 

Time Commitment

Approximately 6–12 hours per month.

Director

Board Member

Position Summary

A Director serves on the Board and helps guide the Association’s mission to protect, preserve, and enhance the environmental, recreational, and community value of Desert Lake through sound governance, strategic direction, and active participation.

Core Responsibilities

Governance & Leadership

  • Attend and actively participate in Board meetings
  • Contribute to strategic planning and decision-making
  • Ensure the association operates in accordance with its bylaws and policies
  • Support the mission, vision, and long-term sustainability of the organization

Environmental Stewardship

  • Promote lake health, water quality, and ecosystem protection
  • Support initiatives such as water testing, invasive species control, and shoreline conservation
  • Stay informed on environmental issues affecting the lake

Community Engagement

  • Act as a liaison between the Board and lake residents or stakeholders
  • Encourage member participation and volunteer involvement
  • Help organize and attend association events, meetings, and outreach activities

Financial Oversight

  • Review and approve budgets and financial reports
  • Ensure responsible use of funds and support fundraising efforts where applicable

Policy & Advocacy

  • Support development of policies related to lake use, safety, and conservation
  • Advocate on behalf of the association with local municipalities or regulatory bodies

Committee Participation

  • Serve on or chair committees (e.g., archives, events )
  • Assist with project planning and execution

Areas of Contribution

Governance, environmental stewardship, community engagement, financial oversight, policy support, and committee work.

QualiFICATIONS

Interest in conservation and community development, strategic thinking, teamwork, and strong communication.

Desert Lake Property Owners' Association · Volunteer Board Role Descriptions