New Board Members
Congratulations! You’ve Been Elected to the Board – Now What?
Joining your community’s board of directors is both an honor and a responsibility. Whether you ran on a specific platform or just wanted to get involved, stepping into this role can feel overwhelming at first. To help ensure your success, we’ve put together key steps every new board member should take.
1. Understand Your Role
Knowing your responsibilities as a board member is crucial to making an impact. Your primary duties include protecting homeowners’ interests, maintaining and increasing property values, and preserving the community’s overall quality of life. Each board position plays a specific role:
President – Leads the board, communicates with management, and runs meetings. This position is best suited for someone well-versed in the governing documents and able to make fair, unbiased decisions.
Vice President – Assists the President and steps in when they are unavailable.
Secretary – Maintains association records, meeting minutes, and official documentation. Ideal for someone highly organized and detail-oriented.
Treasurer – Manages association finances, works with management on budgeting, and ensures financial transparency. A background in accounting, finance, or banking is helpful.
While management companies often handle many of the Secretary and Treasurer’s duties, it’s beneficial for board members in these roles to have a solid understanding of their responsibilities.
2. Educate Yourself on Governing Documents
A successful board member understands the rules that govern their association. Start by reviewing these key documents:
Covenants, Conditions & Restrictions (CC&Rs) – Outlines property use, owner obligations, and community rules.
Articles of Incorporation – Establishes the association as a legal entity and defines board powers.
Bylaws – Details election procedures, board duties, and decision-making authority.
Rules and Regulations – Sets additional policies and enforcement guidelines. These must align with state laws and the governing documents.
3. Run Effective HOA Meetings
Board meetings should be productive and focused on association business. To ensure meetings run smoothly:
Assign a Meeting Chair – Typically the President or Secretary, the chair keeps discussions on track.
Follow an Agenda – Distribute an agenda beforehand to minimize off-topic discussions.
Use Formal Procedures – Motions and votes should follow structured processes (e.g., Robert’s Rules of Order).
Record Meeting Minutes – Maintain official records for transparency and accountability.
Address Disruptions Promptly – The board has the right to conduct business without interference. If necessary, disruptive attendees can be asked to leave, or the meeting can be rescheduled.
4. Encourage Participation & Form Committees
Boards don’t have to handle everything alone. Engaging homeowners and forming committees can:
Increase Transparency – Involving residents prevents accusations of secrecy.
Distribute Responsibilities – Committees help with landscaping, architectural review, social events, and other tasks.
Improve Decision-Making – Committees research issues and provide recommendations, but final decisions remain with the board.
Check your governing documents or consult your management company for committee guidelines.
5. Partner with a Strong Management Company
A responsive, experienced management company is invaluable to your board’s success. A good management team:
Provides Expertise – Helps new board members understand their role and the association’s operations.
Ensures Compliance – Keeps the association aligned with policies, legal requirements, and best practices.
Handles Finances – Assists with budgeting, financial reporting, and record-keeping.
Supports Communication – Facilitates homeowner outreach and resolves resident concerns.
At Capricore Management Solutions, we work closely with boards to ensure smooth operations, financial stability, and a well-managed community. If you have questions or need expert guidance, our team is here to help.