The Mitchell Place Homeowners Association (HOA) Board of Directors (BOD) is responsible for preserving the HOA’s reputation as a safe, clean, well-respected place to raise a family or enjoy retirement years. The board may refer to public law, prior precedents, the HOA covenants, and best practices for guidance. The success of the board and the HOA is determined by the inter-relationships among the board’s five elected, volunteer, homeowner-officers. Their roles are:

The President, as the Chief Executive Officer, chairs all board meetings, directs specific situations to responsible parties as described below, and follows up to ensure compliance. The president submits contracts to the board for approval and secures legal counsel as necessary.

The secretary is responsible for documenting and preserving the board’s records that include: meeting minutes, event announcements, election results, contracts, and financial data. The secretary prepares balloting materials  and determines if quorum and voting result pass/fail thresholds.  The secretary also keeps a record of who owns and occupies each of the 65 homes in the HOA – names, telephone numbers, and email address. (In some cases, the occupant is not the owner.)  All owner/occupant addresses are provided to the treasurer for billing preparation.  The secretary prepares and delivers all communications to the homeowners using what is appropriate for the message: snail mail, mailbox placement, text, email, Facebook or other electronic medium. For mass mailings, all board members assist the secretary with envelope stuffing and distribution. The secretary publishes the HOA newsletter. The secretary monitors the HOA’s public email address and directs queries to other board members as necessary.  Finally, the secretary maintains the Board’s web site presence. Some of these responsibilities may be contracted to a reliable, cost-effective local firm.

The treasurer records all financial transactions in accordance with generally accepted accounting principles: revenue, expenses, and non-cash. The treasurer prepares federal and state tax returns. Also monthly income statements and a balance sheet which is submitted to the homeowners. The treasure is responsible for billing and collecting the homeowners’ annual assessment and any special assessments that may be required. The treasurer pays bills using paper checks, a debit card, electronic payment such as Venmo, or prior approved direct debit. All payments are duel-certified in some fashion by the president. An electronic image is made of all bills. The Treasurer contacts real estate agents when houses are listed for sale and informs them of the HOA’s annual dues/initiation fee structure. When the treasurer receives initiation fee payment from closing attorneys, the new owners’ names and any other identifying information is forwarded to the Secretary. The treasurer prepares the annual budget for board approval and arranges for an annual CPA review of the board’s financial record keeping. The treasurer collects mail at the HOA PO Box downtown. Some of these responsibilities may be contracted to a reliable, cost-effective local firm.

CURRENT BOARD OF DIRECTORS, CONTACT INFORMATION AND TERMS

H.D. Adams, President

229-221-3530 | hadams@rose.net (12/31/2026 term expires)

Phil Eiford, Vice President

229-516-0870 | peiford@yahoo.com (12/31/2025 term expires)

Bobby Joseph, Vice President

229-740-1097 / bjoseph@cassburch.com (12/31/2026 term expires)

Gail Greene, Secretary

229-378-0058 | gail.greene@monrovia.com (12/31/2025 term expires)

John Workman, Treasurer

419-612-8161 | jwrkmn5@gmail.com (12/31/2025 term expires)

The board’s activities are greatly facilitated by five committees which are staffed by three non-elected homeowner volunteers, one of whom is chair, and a board member liaison.

The board may convene ad hoc committees as situations emerge.  For example, a Documents Review Committee.