Join the SCA Board
Joining the SCA Board as a director is a great way to contribute to the community. The SCA (Somerset Community Association) has many board positions where you could utilize your talent and skills. As a board director, you will be required to serve on the SCA board for a 3-year term and participate in board meetings and activities once elected. You could switch roles every year based on your interest during the term.
Board member roles in SCA
Below are all the roles that the SCA board has and each role's major responsibilities. Based on your situation and interest, the actual responsibility may be adjusted.
Officer Descriptions and Duties
President: Supervises all activities of the Board and SCA; executes all instruments on its behalf and presides at all meetings of the Board and the membership. Performs other duties usually inherent to such office. Is an ex-officio member of all committees. Provides articles for the quarterly Sun newsletter. Reports on activities to the general membership at the annual meeting.
Vice President: Acts for the president in his/her absence and shall act under the direction of the President. Aids Committee Chairs and members as needed. Acts as a “president in training” or “co-president” with the expectation of continuing as President the following year. Coordinates with the Membership Chair in preparation for the annual membership drive and second dues mailing. Arrange meeting places for and assist in the organization of annual meetings.
Secretary: Keeps records of the meetings (minutes), sends out all notices, receives proxies, and manages requests for special meetings. Together with the President and VP, prepare binders of materials for each new Board member. Together with other officers, assists in the organization of annual meetings. Maintains an accurate and up-to-date database of residents, homes, and members for the SCA. Together with the VP and Treasurer, coordinates the annual SCA Membership drive. Updates database as needed. Prepares and sends up-to-date mailing database to the printer for quarterly Sun publications, Membership Drive, and biennial Directory.
Treasurer: Manages all financial accounts, membership dues and records. Submits updates and reports to the President as required. Receives and is accountable for all funds belonging to the SCA and managed by the Board. Pays all obligations incurred by the Board, and maintains all bank accounts. Makes deposits, prepares financial statements, profit & loss statements, and cash flow summaries in time for each monthly board meeting and the annual membership meeting. Maintains current payment for insurance required for SCA and BOD. Prepares tax filings and coordinates an independent review of the books annually as required by SCA bylaws. Prepares and files all corporate documentation and reports. Collects mail from the SCA post office box on a regular basis.
Vice President: Acts for the president in his/her absence and shall act under the direction of the President. Aids Committee Chairs and members as needed. Acts as a “president in training” or “co-president” with the expectation of continuing as President the following year. Coordinates with the Membership Chair in preparation for the annual membership drive and second dues mailing. Arrange meeting places for and assist in the organization of annual meetings.
Secretary: Keeps records of the meetings (minutes), sends out all notices, receives proxies, and manages requests for special meetings. Together with the President and VP, prepare binders of materials for each new Board member. Together with other officers, assists in the organization of annual meetings. Maintains an accurate and up-to-date database of residents, homes, and members for the SCA. Together with the VP and Treasurer, coordinates the annual SCA Membership drive. Updates database as needed. Prepares and sends up-to-date mailing database to the printer for quarterly Sun publications, Membership Drive, and biennial Directory.
Treasurer: Manages all financial accounts, membership dues and records. Submits updates and reports to the President as required. Receives and is accountable for all funds belonging to the SCA and managed by the Board. Pays all obligations incurred by the Board, and maintains all bank accounts. Makes deposits, prepares financial statements, profit & loss statements, and cash flow summaries in time for each monthly board meeting and the annual membership meeting. Maintains current payment for insurance required for SCA and BOD. Prepares tax filings and coordinates an independent review of the books annually as required by SCA bylaws. Prepares and files all corporate documentation and reports. Collects mail from the SCA post office box on a regular basis.
Committee Chair / Manager Descriptions and Duties
Advertising Manager: Manages and coordinates advertising in the Somerset Sun newsletter and biennial directory, including invoicing advertisers, collecting print ads, and forwarding to Communications Chair. Solicits advertising from new businesses.
Communications Chair: Manages and coordinates production of the Somerset Sun, including gathering content, advertising, layout, printing, and delivery. Works with other board members to determine content on a quarterly basis. Works with contractors including printers, layout and designer and advertising sales volunteers. Coordinates all elements to produce the biennial Membership Directory. Provides Website Manager with digital copy of each publication. Manages the Communications budget.
Community Events Chair: Oversees and manages all aspects of SCA community events including the 4th of July Parade & Picnic, Lunar New Year Celebration, any other special events and, together with the President, Vice President and Secretary, the annual General Membership Meeting. Solicits volunteers to help at events. Manages the Community Events budget.
Covenant Review Committee Chair: Oversees all new and ongoing SCA issues pertaining to the Covenants. Holds monthly Covenant Review Committee meetings to review, delegate and address active cases, and manages the duties of committee members. Provides a quarterly article for the Sun newsletter and is responsible for the website content pertaining to the SCA Covenants. Manages the CRC budget.
Emergency Preparedness Chair: Works with and recruits Block Captains to develop and improve emergency preparedness program and organize block watch groups within Somerset. Provides guidance, materials and training for the block watch groups. Provides information to the Somerset community regarding training opportunities. Provides content and articles for the website and Sun newsletter regarding Emergency Preparedness. Manages the Emergency Preparedness budget.
Landscaping Chair: Manages all issues and contractors related to SCA landscaping and fountain including irrigation, plants, and maintenance. Coordinates and manages holiday lighting installation and removal. Works with other committees to review opportunities with residents to upgrade or maintain landscaping within the SCA boundaries. Oversees the “shed” located at Newport Way entrance. Prepares RFP and supervises the selection of landscaping maintenance provider(s). Manages the placement of community signs within the neighborhood. Manages the Landscaping budget.
Nominating Committee Chair: Works with Board and non-Board members to identify and interview potential new Directors and/or Committee Chairs for the next year. Makes recommendations to the Board for new Directors and/or Committee Chairs and reports to the general membership at the annual meeting.
Pride Committee Chair: Develops and implements strategies aimed at increasing a sense of pride in Somerset homeowners. Communicates with owners whose properties need work, and on Covenant issues other than tree/view or structural modifications. Coordinates with CRC to help develop strategies and tactics that encourage Covenant compliance by the homeowners. Works with the Welcome Chair to update and provide information to new homeowners.
Social Media Manager: Works with the Board to schedule and prepare regular community emails, notifications for Facebook, Next Door or other social media platforms in order to increase community knowledge and involvement.
Website Manager: Maintains the SCA website, including payment of all annual fees relating thereto. Updates website information as requested by SCA Board or Committee Chairs. Forwards emails to appropriate Board members received through the website to the SCA gmail account.
Welcome Chair: Prepares and delivers packets of information to welcome homeowners new to the neighborhood. Coordinates with Website Manager and realtor liaisons to obtain “new neighbor” information. Manages the Welcome Packet budget.
Communications Chair: Manages and coordinates production of the Somerset Sun, including gathering content, advertising, layout, printing, and delivery. Works with other board members to determine content on a quarterly basis. Works with contractors including printers, layout and designer and advertising sales volunteers. Coordinates all elements to produce the biennial Membership Directory. Provides Website Manager with digital copy of each publication. Manages the Communications budget.
Community Events Chair: Oversees and manages all aspects of SCA community events including the 4th of July Parade & Picnic, Lunar New Year Celebration, any other special events and, together with the President, Vice President and Secretary, the annual General Membership Meeting. Solicits volunteers to help at events. Manages the Community Events budget.
Covenant Review Committee Chair: Oversees all new and ongoing SCA issues pertaining to the Covenants. Holds monthly Covenant Review Committee meetings to review, delegate and address active cases, and manages the duties of committee members. Provides a quarterly article for the Sun newsletter and is responsible for the website content pertaining to the SCA Covenants. Manages the CRC budget.
Emergency Preparedness Chair: Works with and recruits Block Captains to develop and improve emergency preparedness program and organize block watch groups within Somerset. Provides guidance, materials and training for the block watch groups. Provides information to the Somerset community regarding training opportunities. Provides content and articles for the website and Sun newsletter regarding Emergency Preparedness. Manages the Emergency Preparedness budget.
Landscaping Chair: Manages all issues and contractors related to SCA landscaping and fountain including irrigation, plants, and maintenance. Coordinates and manages holiday lighting installation and removal. Works with other committees to review opportunities with residents to upgrade or maintain landscaping within the SCA boundaries. Oversees the “shed” located at Newport Way entrance. Prepares RFP and supervises the selection of landscaping maintenance provider(s). Manages the placement of community signs within the neighborhood. Manages the Landscaping budget.
Nominating Committee Chair: Works with Board and non-Board members to identify and interview potential new Directors and/or Committee Chairs for the next year. Makes recommendations to the Board for new Directors and/or Committee Chairs and reports to the general membership at the annual meeting.
Pride Committee Chair: Develops and implements strategies aimed at increasing a sense of pride in Somerset homeowners. Communicates with owners whose properties need work, and on Covenant issues other than tree/view or structural modifications. Coordinates with CRC to help develop strategies and tactics that encourage Covenant compliance by the homeowners. Works with the Welcome Chair to update and provide information to new homeowners.
Social Media Manager: Works with the Board to schedule and prepare regular community emails, notifications for Facebook, Next Door or other social media platforms in order to increase community knowledge and involvement.
Website Manager: Maintains the SCA website, including payment of all annual fees relating thereto. Updates website information as requested by SCA Board or Committee Chairs. Forwards emails to appropriate Board members received through the website to the SCA gmail account.
Welcome Chair: Prepares and delivers packets of information to welcome homeowners new to the neighborhood. Coordinates with Website Manager and realtor liaisons to obtain “new neighbor” information. Manages the Welcome Packet budget.
Nomination Process
The SCA bylaws state that all SCA members (property owners who have paid their dues, one person/vote per property) are eligible to run for a position on the SCA Board of Directors. As the bylaws instruct, candidates must be selected for nomination through the Nomination Committee, comprised of a maximum of one SCA Board or Committee member, and a minimum of two other community members, who then consider and ultimately recommend nominees to the Board for approval. The Committee considers each candidate's experience, skills, interests, expectations, and time availability, while at the same time looking for individuals who would contribute to a respectful, and appreciative team environment. This process ensures that individual Board members alone can’t select/appoint a nominee without review, consideration, and recommendation by community members (on the Nomination Committee). The key elements of the SCA Board Nomination and Election process are as follows:
1. Nomination Committee
1. Nomination Committee
- Established/Formed in the Summer, creates the yearly nomination process schedule and candidate application form
- Oversees candidate recruitment and process communications
- Meets/interviews, considers, and selects nominees to recommend to the Board
- Performs similar (abbreviated) function for Board appointments to fill mid–term vacancies
- Publishes nomination process in the June Sun and on the SCA website
- Respond to interested candidates with the nomination process timeline and application
- Publishes the nomination process schedule and Board Member application form (printed and URL) in the September Sun
- Throughout the year, the Board will publish a request for candidates
- Candidates will be asked to return a completed application form or provide equivalent information via email or through the mail, to the Nomination Committee
- Candidates will be contacted in the Fall for interviews
- The Nomination Committee will present the recommended nominees to the Board in the Fall, where a vote to accept or deny the recommendation will be held at either a regular monthly Board meeting, or a specially scheduled meeting, with the vote documented in the published meeting minutes
- Upon acceptance of the recommended nominees, their names & bios will then be published with the Annual Meeting announcement, and included on proxy mailed to all residents
- President will confirm a Quorum (10% of prior year’s membership count)
- Board will present/confirm the eligible vote count of proxy votes (for recommended slate) received
- To expedite floor vote eligibility confirmation, all members planning to vote from the floor will need to attest by signature that they are Somerset property owners, that they have paid annual dues, and that they are the representing the single vote for their property
- Board will confirm eligibility of any nominations from the floor
- Board will count votes for recommended slate of nominees, any nominations from the floor, and based on those results announce new Board Members
Application
If you are interested in joining the SCA Board, please print, fill in, sign the application form, and send the scanned application form (pdf version) to the email [email protected]. You can also mail the form to SCA mailbox at “Somerset Community Association, PO Box 40531, Bellevue, WA 98015”
Please send your application in before Oct 15 to be reviewed and recommended as the coming board directors for the 3-year term starting from the coming year. Applications sent after the deadline will be kept and reviewed for the year after.
Please send your application in before Oct 15 to be reviewed and recommended as the coming board directors for the 3-year term starting from the coming year. Applications sent after the deadline will be kept and reviewed for the year after.
Application Materials:
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Click here to make an additional donation to the Somerset Community Association (not for annual dues)
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