Every community association is governed by a board of directors, and the work of the board is divided among its officers. The vice president is the officer who keeps the board working when the president is unavailable, and who often carries a share of the workload the rest of the year.
This article is general information and is not legal advice. The association's attorney should be consulted.
Where the Vice President's Duties Come From
The duties of the office are not listed in the Florida Statutes. They are set by the association's bylaws and, in some communities, by the articles of incorporation. Under section 617.0840 of the Florida Not For Profit Corporation Act, a corporation has the officers described in its articles or bylaws, and those officers are elected or appointed at the time and for the term stated there. When the documents are silent, officers are elected or appointed by the board of directors each year.
In most associations, directors are elected by the owners, and the officers are then chosen by the directors at an organizational meeting held after the election.
Standing In for the President
The main duty found in most bylaws is that the president's role is filled by the vice president when the president is absent or unable to act. During that time, the following tasks may be handled by the vice president:
- Board meetings and membership meetings are chaired
- Contracts, checks, and other documents are signed, when signing authority has been granted by the bylaws or by board resolution
- Direction is given to the manager or management company between meetings
A vacancy in the president's office is not always filled automatically by the vice president. The method is stated in the bylaws, and in many communities a new president is chosen by a vote of the board.
Because a hand-off can happen with little warning, the vice president should be kept informed of open projects, pending contracts, the budget, and any legal matters.
Committee Liaison and Delegated Work
In many associations, the vice president is assigned as the board's liaison to one or more committees, such as an architectural review committee or a social committee. Committee recommendations can be checked against the governing documents before they are brought to the board.
Other tasks are often delegated by the president or the board, such as collecting vendor bids or overseeing a maintenance project. Delegated work does not carry extra voting power. One vote is held by the vice president as a director, the same as every other director, and decisions are still made by the board at properly noticed meetings.
Florida Education Requirements for Directors
No special license is required of a vice president, but the education rules for directors apply because the office is normally held by a director.
Homeowners associations. Under section 720.3033, a certificate showing completion of a department-approved educational curriculum must be submitted within 90 days after a director is elected or appointed. The certificate is valid for up to 4 years. In addition, at least 4 hours of continuing education must be completed each year by a director of an association with fewer than 2,500 parcels, and at least 8 hours by a director of an association with 2,500 parcels or more. A director who does not file the certificate on time is suspended from the board until the requirement is met.
Condominiums. Under section 718.112(2)(d), a director of a residential condominium association must certify in writing that the governing documents and current written policies have been read, and must submit a certificate for an approved curriculum of at least 4 hours. Both are due within 1 year before or 90 days after election or appointment, and they are valid for 7 years. At least 1 hour of continuing education on recent law changes is required each year after that.
Qualities That Serve the Office Well
- Reliability. Meetings are attended and assigned work is finished.
- Consistency. Rules are applied the same way to every owner.
- Fairness. Disputes are heard without taking sides, and conflicts of interest are disclosed.
- Care with money. Signing authority is used only as approved by the board.
- Willingness to learn. The governing documents, the budget, and the statutes are studied early in the term.
How a Management Company Supports the Officers
Much of the daily work that would otherwise fall on the president and vice president can be handled by a management company: meeting notices, bookkeeping, vendor coordination, and owner correspondence. Policy decisions remain with the board. More on how the board operates can be found in our post on
the role of the board of directors, and the work usually assigned to a manager is listed in
what tasks community association management companies handle.
Support for Your Board
Boards across Tampa Bay, Sarasota, and Pasco are supported by Condominium Associates with officer transitions, meeting preparation, and day-to-day operations. To discuss what your board needs,
contact us.
