Administrative Home

Volunteerism is the backbone that keeps our neighborhood vibrant and ensures our ongoing strength as one of the most desirable areas in Austin.  We welcome volunteers to run for office as a committee head, operating committee officer or board member.  Also, just as important, are neighbors volunteering to work with the various committees on the day-to-day activities which keep our association functional and provide the outstanding amenities enjoyed by all residents.

Your input and participation are always welcomed and appreciated.

Title:    President

Responsibilities: 

The President is responsible for the organization and direction of the monthly meetings of the operating Committee.  Additionally, the President is responsible for planning yearly Committee activities and making sure each Committee chair is aware of his/her responsibilities.  The President serves as a liaison between the Operating Committee and the Board of Directors.

Duties:  

1. Attend Board of Directors meetings as a voting member, and report Board decisions to the Operating Committee.
2. Conduct the monthly meetings of the Operating Committee, with the assistance of the Vice President.
3. Oversee the activities of each committee, with attention to appropriate budget constraints and neighborhood guidelines.
4. Initiate any new programs or activities which are conducive to neighborhood improvement, delegating responsibility to the appropriate committee.

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 Title:    Vice President

Responsibilities:           

The Vice President acts as a liaison between the Operating Committee and the Austin Police Department, and is responsible for promoting neighborhood activities through the local media.  The Vice President also directs the Committee in the absence of the President.

Duties:

1. Provide information and assistance to neighborhood sections wanting to institute a Neighborhood Watch program.
2. Collect data about crime and vandalism in the neighborhood and prepare reports for publication in the newsletter.
3. In the absence of the President, prepare an agenda for conducting an Operating Committee meeting.
4. Serve as a liaison between Balcones Woods and other Austin communities, providing news items (monthly) to the “neighborhood” section of the Austin American-Statesman, and contributing information to the newsletter.
5. Prepare and update the information on the information board at the entrance to Balcones Woods on Balcones Woods Drive

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Title:    Architectural Control Committee ...coming soon

Responsibilities:           

Duties:

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Title:    Maintenance

Responsibilities:           

Maintain and repair property belonging to Balcones Woods Club, Inc., including upkeep of commons grounds.  Maintenance responsibilities include replacement of damaged or worn out property for items which are within the annual maintenance budget.  Pool related equipment is not the responsibility of the Maintenance Committee, but that of the Pool Committee.

 Duties: 

1. Inspect Club property periodically for needed repairs or replacements.  Insure that repairs are done satisfactorily.
2. Contract with maintenance services for grounds upkeep, and inspect work done.
3. Plan, promote and coordinate capital improvements approved by the board of directors.
4. Plan, promote and coordinate workdays prior to pool opening and after pool closing.
5. Report on activities at meetings of the Operating Committee.
6. Assist the Treasurer in the preparation of the annual maintenance and capital improvements budget.

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Title:    Neighborhood

Responsibilities:           

Coordinate the welcoming of new residents to Balcones Woods and provide them with information about the neighborhood.  Undertake a revision of the Balcones Woods Directory annually.

 Duties:

1. Keep a current list of neighborhood greeters, and replace them with new volunteers as needed.  Instruct new greeters as to their responsibilities.
2. Keep a record of new Club residents supplied by greeters, and report relevant information to the Secretary and Treasurer.  (Relevant information includes the names of adults, first names and year of birth of children, telephone number and address, and date of closing when new residents own home).
3. Keep greeters supplied with directories for dissemination to new members.
4. Prepare and conduct an annual survey of the residents in order to update the directory.
5. Solicit advertisements to offset the cost of publishing the directory.
6. Oversee the typesetting, printing and distribution of the directory.

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Title:    Newsletter

Responsibilities:         

Organize and produce the printed and electronic newsletters for the Balcones Woods neighborhood.

Duties:

1.      Solicit story contributions, write articles, and edit, design, and provide general oversight for the production of the printed newsletter, including mailing.

2.        Work with the Website coordinator for production and distribution of the e-mail version of the newsletter, including posting the newsletter on the Website.

3.        Monitor printing expenses and bulk mail postal account; report to the treasurer.

4.     Prepare an annual budget for the newsletter.

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Title:    Social

Responsibilities:           

Organize and promote social activities for Pool Opening, Fourth of July Picnic, Pool Closing, and any additional adult or youth social activities which take place at the pool or commons area.

Duties:

1. Organize the Opening Day neighborhood party, with adequate publicity.
2. Organize and work with the lifeguards on the Fourth of July picnic, including any publicity, tournaments and prizes.
3. Organize and publicize the End-of-Summer adult party, including refreshments, adequate assistance in food preparation and use of recreational and sports equipment.
4. Organize and publicize adult party at the Beginning-of-Summer season.
5. Assist the Treasurer in preparing an annual budget for social activities.

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Title:    Common Area Security

Responsibilities:           

Operate and maintain the electronic security system installed in 1998 to restrict access to Common Area facilities to Balcones Woods residents. This maintenance includes security system software and hardware. Also

periodic checks on the Common Area grounds to make sure individuals utilizing facilities have the required electronic security key and are residents or guests of residents.

Duties:

1. Maintain the hardcopy security system compliance form signed by current resident.
2. Maintain database of all Balcones Woods residents who are assigned electronic security keys. This includes backups of databases and software. Each electronic key has a unique serial number associated to a resident.
3. Maintain the security system hardware by routine checks so that operational integrity is maintained.
4. Monitor security system transactions and logs to make sure facilities remain secure.
5. Periodic checks on the Common Area grounds to make sure individuals utilizing facilities have a electronic security key that is a requirement for authorized entry into the facilities.
6. The Balcones Woods Common Area security person has the right to eject any individual or individuals who can not produce the required electronic security key.

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Title:    Sports Courts

Responsibilities:           

Maintain all sport related equipment and facilities, excluding swim team related items, at the pool or commons area.  In addition, sports equipment should be maintained and procedures should be established which ensure safe and equitable use of the facilities, including tournaments.

Duties:

1.      Organize and work with the lifeguards on the Fourth of July picnic, including any publicity, regarding sport court related tournaments and prizes.

2.      Assist the Maintenance Committee with maintenance, repair and replacement of sports equipment, grounds and lighting.

3.      Organize, promote and administer tournaments for residents.

4.      Assist the Treasurer in preparing an annual budget for sports activities and maintenance.

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Title:    Secretary

Responsibilities:           

Record activities and decisions of the Operating Committee.  Preserve these records and distribute them to Committee members.  Also publish a regular newsletter for the benefit of residents.

Duties:

1.      Prepare minutes of each meeting of the Operating Committee to serve as a record of the activities and decisions of the Committee.

2.      Ensure that all records of the Club are preserved and maintained in a safe and accessible manner.

3.      Publish a regular newsletter informing residents of significant events in the neighborhood.

4.      Assist the Treasurer in certifying the membership in good standing of homeowners attending the meetings of the membership.

5.      Assist the Treasurer in preparation of an annual operating budget relating to the publication of the newsletter.

6.      Distribute the minutes of each Operating Committee meeting to the various members of that committee and any additional interested parties, prior to subsequent meeting.

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Title:    Swim Team

Responsibilities:         

Organize, promote and manage an annual swim team representing Balcones Woods Club.

Duties:

1.      Establish a committee annually to assist in hiring coaches, organizing activities and administering swim meets.

2.      Monitor the work of the swim team coaches and act as liaison between coaches and the residents, pool manager and the Operating Committee.

3.      Organize and promote an annual registration day for swim team participants.

4.      Organize fund-raising projects in support of swim team activities.

5.      Organize and promote swim meets hosted by Balcones Woods Club.

6.      Organize a closing picnic after swim season for participants and coaches.

7.      Prepare an annual budget for swim team activities.

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Title:    Treasurer

Responsibilities:           

Bear responsibility for all Club funds, and collect and disburse revenues.  The Treasurer participates on both the Operating Committee and the Board of Directors.

Duties:

1.      Supervise the work of the Club’s CPA in dues billing, dues collection, preparation of monthly income and expense statements, and fulfillment of the tax responsibilities of the Club.

2.      Prepare an annual budget of income and expenses, together with a statement of the long term obligations of the Club and adequacy of reserves.

3.      Coordinate with all Operating Committee members in the generation of the annual budget prepared by the Board of Directors in time to be approved at the annual homeowners meeting.

4.      Disburse funds according to the budget and with the approval of the Board of Directors, and maintain documentation of expenses incurred by the Club.

5.      With the assistance of the Club Secretary, certify the membership in good standing of all homeowners attending any regular or called meeting of the neighborhood.

6.      Disburse pool pins annually, based upon a list of Club members in good standing.

7.      Invest Club funds in a secure manner, mindful of the Club’s obligations.

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Title:    Pool Operations

Responsibilities:           

Direct the work of the pool manager and assist the manager in the safe and efficient operation of the Club’s swimming pool.

Duties:

1.      Annually present various pool manager candidates to the Board of Directors for approval.

2.      Annually review, and revise if necessary, the job description of the pool manager.

3.      Obtain the required permits to legally operate the pool in the City of Austin and ensure the Club is in compliance with all the ordinances relating to pool use.

4.      Annually assist the Treasurer in disbursement of pins.

5.      Maintain a list of maintenance requirements relating to the pool and pool equipment.  Inform the Maintenance Committee of any non-pool related repairs.

6.      Ensure that pool related repairs are made.

7.      Annually review the pool rules.  Proposed changes must be approved by the Board of Directors, prior to distribution to the residents.

8.      Act as the liaison between the pool manager/lifeguards and residents and the Operating Committee.

9.      Assist the Treasurer in preparing an annual budget for pool operations.

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Title:    Covenants and Restrictions

Responsibilities:           

Ensure that all covenants and deed restrictions are consistently enforced throughout Balcones Woods.  Coordinate actions of this committee with the Architectural Control Committee.

Duties:

1.      Respond to notice of covenant or deed restrictions violation in a manner appropriate to the infraction, keeping records of notification and response.

2.      Prepare report of infractions and responses, to be presented to the Operating Committee.

3.      Be the liaison between the Operating Committee and the Architectural Control Committee.

4.      Participate as a consultant to the Architectural Control Committee.

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Title:    Website

Responsibilities:         

Develop and maintain the neighborhood website.

Duties:

1.        Solicit content ideas and insure the site is up to date and appropriate.

2.        Maintain committee email aliases.

3.        Work with the Newsletter Chair to post the electronic version of the newsletter on the site.

4.        Monitor web hosting costs and domain name renewal fees; report to the treasurer.

5.   Prepare an annual budget for the website.

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