I was Sec/Treas of my condo HOA for 4 years. Unfortunately, it can be frustrating, especially when you are dealing with out-of-state owners. It can also be rewarding, and you are certainly doing a big service to your board.
First: Create an updated contact list with at least two methods of communication for every owner.
Make sure you know what constitutes a quorum in your bylaws, and create an email proxy form (make sure your bylaws specify that proxies can be sent by electronic transmission.) Send out requests for proxies two weeks before any meeting to any homeowner who can't attend, and hound people until they are returned. It makes taking a vote at meetings MUCH easier.
Revisit Roberts Rules of Order re: taking minutes. Date & time, location, distributions, members present, guests, proxy votes held, and presence of a quorum in the top paragraph. Be sure that you establish due notice once the meeting is called to order. (This actually helped us win a dispute once.) Use bullet points for everything else below. Every little detail does not need to be recorded. I would usually just note "discussed problems with lawn service. No resolution taken", or "John Doe, Unit 4, will investigate lawn service companies and report back to the board" or whatever... obviously any motion, resolution, and/or vote needs to be recorded.
Make sure the fire dept. has keys to every unit. This was a law in Okaloosa Co. I have no idea if it is in Walton, but it's a good idea.
That's all I can think of at the moment, but please feel free to PM or email me if you ever have a question or need help.
