• Volunteer to serve on your HOA board! As a homeowner, you have a big stake in the value and safety of your community. The best way to help your community is to volunteer with your homeowner’s association. This volunteer position will give you a voice in the HOA. If you want to have a hand in policy-making, vetting homeowners’ concerns or strengthening leadership, this is the best way to go about doing that. Most of the business decisions made at a board meeting have a direct impact on the property values of our community. But whether they effect property values directly or indirectly they all have some impact on each member of the community.
• It's a great way to find common interests and goals with neighbors that you don’t get to see often. When there are events, holidays or community clean ups, you can help out by volunteering on a committee.
• If you have a concern, don't assume that your job is done after bringing it up. Attending meetings can keep you aware of changes, upgrades, renovations and changes in rules that will be coming in the county or the HOA.
• Building a great community takes hard work, dedication, and a positive attitude. If you keep at it, your efforts will be paid in-turn with a community that protects and supports each other.

Interested in becoming an officer of the Deerbrook Homeowner's Association?   How about being a board member and getting close to the action?  Maybe you're just curious what your DHOA officers do? Look over these job descriptions.  If you have an interest in getting involved, or would just like to ask a question or two, feel free to contact any of the officers or board members.  You can email here, or check the latest newsletters for the names and phone numbers of the current members.

The President shall:

• preside at all general meetings of the Association and Executive Committee
• have the power to appoint all committees
• be able to call special meetings
• draft and sign all correspondence under the name of the Association
• help to ascertain that all bylaws are observed
• help inform membership of Board activities via newsletter and special reports at General Membership meetings
• assist with Covenant enforcement according to the DHOA bylaws
• serve as a member of the Executive Committee

The Vice-President shall:

• preside at all general meetings of the Association and Executive Committee that the President cannot attend, serve in the President’s absence, and become President pro-tem if President is unable to complete her or his term
• along with President, help to inform membership of Board activities via newsletter and special reports at General Membership meetings
• assist with Covenant enforcement according to the DHOA bylaws
• serve as a member of the Executive Committee according to bylaws
• help to ascertain that all bylaws are observed during the day to day activities of the Association

The Treasurer shall:

• receive the dues and all monies belonging to the Association
• keep the funds of the Association in a bank protected by the Federal Reserve Deposit Insurance Corporation
• keep accurate records of all money transactions of the Association
• complete and file certificate of incorporation each February
• complete and file the DHOA tax return by March 15 of each year
• submit statements of the financial status of the Association at regular general meetings
• communicate regularly with Secretary about received dues to ensure accurate records of member names
• allow books and records to be audited of the Executive Committee or an independent outside auditor upon vote of the majority of the members; also, records can be reviewed by any DHOA member who sets up an appointment
• draft a budget for the upcoming year and present it at General Meetings for approval by DHOA members.
• ascertain that all bylaws, especially as related to expenditures, are followed
• serve as a member of the Executive Committee
• submit the books and records to an annual audit of the new and old Executive Committees at the time of transfer of duties
• outgoing Treasurer shall validate with the bank the signatures of those officers authorized to countersign checks by the first day of the fiscal year (President, Vice President and Treasurer)

The Secretary shall:

• The permanent recording of minutes of each regular and Executive committee meeting and to be read at each of the following corresponding meetings. Draft minutes are sent out to the Board members via email within 1 week of the actual meeting, unless other arrangements are made. Corrections are made at the following meeting, and the final copy, along with copies of any materials distributed at the meeting, become part of the minutes records. An electronic backup for written records is kept when possible
• Minutes to include: names of attendees, notified absences, brief outline of discussions and any decisions put to a vote, as well as voting outcome (failed or carried). When possible, the name of the maker of the motion and the seconder; also date and time of meeting, and name of recording secretary
• Typing all correspondence of the Association and Executive Committee, arranging for the preparation and mailing (or distribution) of all notices, newsletters, and flyers, and maintaining one copy of each for final records
• Maintaining and distributing an annual roster of membership, with assistance from the Treasurer. This is especially important before General Meetings, since only paid members are allowed to vote. In addition, the number of paid regular members must be known in order to calculate whether or not a quorum (20% of eligible voting units) is present. Associate members are not voting members and do not count toward the quorum nor toward the denominator to calculate the 20% that constitute the quorum
• Maintaining a list of all homes that are under covenants, which ones are under covenants with waivers, and which homes are not under covenants.  It may be necessary to update the list as more homeowners sign onto the covenant agreements
• Preparing an agenda for each meeting, following the general required outline stated in the Bylaws, and including topics requested by Board Members and Officers, as well as unfinished business from the previous meeting and business on Calendar
• Serving as a member of the Executive Committee
• Otherwise assuming any other duties of Secretary

The Board Member shall:

• attend Board and General membership meetings of the Association
• ascertain that all bylaws are followed in the day-to-day business of the Association
• serve as a member of the Executive Committee
• serve as chair of special committees and task forces as appointed
• help to maintain the objectives of this Association:
  • to protect, preserve, and enhance the property values;
  • to promote integrity and good faith and friendly relations amongst its members;
  • to prevent or adjust controversies; and
  • to represent the community in the consideration and decisions of public policy in municipal, county, and state affairs.
• assist with Covenant standards according to the DHOA bylaws
• assist with Gwinnett County property maintenance measures for homes not under covenants

*The Executive Committee shall constitute the executive body of the Association and shall exercise general supervision over the interests of the Association. The Executive Committee shall also be the final authority for the interpretation of these Bylaws in light of any action taken or contemplated by the Association.

*The Executive Committee shall have the right at all times to examine any and all records of the Association. See full Bylaws for other duties and requirements.