Six Key Strategies for New HOA Board Members

Stepping into the role of an HOA board member is an accomplishment, and it opens the door to new responsibilities and opportunities. So, what's the next step?

Associations run by homeowners often thrive because the leaders have a personal stake in the community's success. However, this advantage comes with its own set of hurdles, especially for those serving on a board for the first time, as there can be a significant learning curve.

Know your role

Understanding your role is crucial to becoming an effective board member. Your primary duties include safeguarding homeowners' interests, maintaining property values, and enhancing the residents' quality of life. Let’s explore the distinct responsibilities within the board.

The President leads the board, requiring familiarity with all governing documents and the ability to manage the association's activities while adhering to democratic principles. The Vice President supports the President and steps in during their absence, ensuring the association runs smoothly and upholds its rules.

The Secretary plays a critical role in record-keeping, acts as the association's historian, and protects the association from legal issues. This position is best suited for someone who is diligent, detail-oriented, and committed to the community's future. The Treasurer focuses on financial matters, serving as the board's financial representative and collaborating with financial experts. Responsibilities include budget management and account oversight.

Regardless of your specific position, board members should adhere to some general principles. Operate as a collaborative team, recognizing that no single member has more authority than others. Uphold policies, procedures, and regulations consistently, and make decisions based on facts, not emotions, while maintaining accountability.

Do some homework

Familiarizing yourself with the association’s governing documents is a critical step. These include the Declaration or Master Deed, containing the Covenants, Conditions & Restrictions (CC&R’s) that outline both association duties and homeowners' rights.

The Articles of Incorporation serve as the legal framework for establishing the corporation, detailing the number of directors and board functions. The bylaws offer operational guidance, including meeting protocols, election processes, and board responsibilities. It's also essential to know your association’s rules and regulations, ensuring they align with state and local laws.

Make meetings count

Effective meetings are crucial for board productivity. A well-run meeting stems from a clear process and structure.

Begin by appointing a meeting chair to drive the session and keep discussions on track. Participants should remain concise and come prepared by reviewing the agenda ahead of time. Limit any off-agenda topics to maintain focus.

Adhere to proper procedures, including how actions are proposed and voted on, following your governing documents. Recording detailed minutes is key. At the meeting's end, the chair should summarize key decisions and outline next steps to ensure clarity.

Maintain orderly conduct and handle disruptions decisively, as the board has the authority to address unruly behavior. Transparency is vital, so minimize the use of "executive" or closed meetings unless absolutely necessary.

Team up with a good property management company

A reputable property management company can be an invaluable ally in acclimating to your board responsibilities. These companies offer essential services, assisting with customer service, policy enforcement, and communication. Effective management also involves financial oversight, record maintenance, vendor management, and providing access to additional expertise if needed, tailored to your contract specifics.

Be ready to change your community through volunteerism and committees

Encouraging volunteerism is a significant part of a board member’s role. This fosters community spirit and strengthens neighborhood connections. Identify and nurture capable volunteers, recognizing and growing them into future leaders.

Committees are an excellent way to engage the community. These can be permanent standing committees or temporary special committees with specific missions. When creating committees, adhere to the guidelines in your governing documents, remembering that committees provide written reports and suggestions to the board.

Character matters, too

Serving on a board presents challenges, but adhering to core principles can cultivate a transparent and successful community culture. Uphold your integrity, remain composed under pressure, and prioritize community needs over personal interests. Make thoughtful, deliberate decisions, avoid secretive dealings, and promote openness. Listening and collaboration are vital.

These strategies are just a starting point for your journey. Engage with experienced board members for valuable insights, and leverage your community association management company as a resource to maximize your impact and serve your community effectively.