Navigating an HOA Board Vacancy

Finding yourself with a vacancy on your homeowner association (HOA) board can disrupt the group's functionality, causing confusion and, at worst, concern among members. However, vacancies are a normal part of board operations. With the right approach, you can efficiently fill the empty spot and move forward seamlessly. Here are some guidelines to ease you through this process.

Start with what you know

Your first task should be to refer to your association's governing documents and relevant state laws. These resources often provide specific instructions on filling a board vacancy, such as whether the new member will serve the remainder of the vacated term or only until the next election.

Set high expectations for appointees

It's crucial to select a candidate who shares your commitment to the responsibilities of board service. Avoid the temptation to appoint someone solely to fill the gap. Look for an individual who exhibits a strong sense of duty and fiduciary responsibility. Careful selection now can prevent future challenges and ensure the board remains effective.

Communicate wisely

Transparency with your association members is essential. While informing them about the vacancy is important, getting the community involved in the selection process can also be beneficial. Sharing this opportunity might attract candidates who wouldn't have otherwise considered the role or lead to nominations from your community. However, it’s important to assess your community’s mood to decide how public the appointment process should be.

Timing is everything

Finding the right balance in timing is key. You need time to properly evaluate candidates, but leaving the position unfilled for too long could send the wrong message. Consider temporary appointments for a trial period of a few months. However, if a meeting is imminent, avoid rushing to fill the vacancy too quickly, as this can cause feelings of secrecy or unfairness.

Make a checklist

Defining what qualities make an ideal candidate is an essential step. Tailor a checklist based on your community’s culture and the board's current needs. This will aid in assessing each candidate against a consistent set of preferred qualities.

Choose the best person for the job

Opting for a friend or acquaintance to fill a board seat is a common, but not always the wisest, choice. Instead, select someone genuinely interested in serving and who brings valuable skills to the board. Consider those who showed interest in the past by running for election and narrowly losing. Such candidates demonstrate a strong desire to contribute and have community support.

Although board vacancies can present challenges, careful management of the appointment process can result in a strong candidate who benefits the community. Follow these guidelines to ensure a successful transition.